Roles and Duties

Role and duties of a member of the DDPI Board of Directors

Board of Directors’ members have and must accept ultimate responsibility for directing the affairs of DDPI and ensuring that it is solvent, well-run, and delivering the outcomes for the benefit of the membership for which it has been set up.

In particular they will:

• seek, in good faith, to ensure that the organisation acts in a manner which is in accordance with its purpose and objectives
• act with the care and diligence, using their personal skills and experience as needed to ensure the organisation is well run and efficient. This will include a duty of prudence in ensuring the organisation remains solvent and that funds are used in furtherance of the organisation objectives
• in circumstances giving rise to the possibility of a conflict of interest between the organisation and any other party they will:
  • put the interests of the organisation before that of the other party
  • where any other duty prevents him/her from doing so, disclose the conflicting interest to the organisation and refrain from participating in any deliberation or decision of the other Board Member with regard to the matter in question

No board member may serve as an employee (full time or part time) of the organisation; and no board member may be given any remuneration by the organisation for carrying out his/her duties as a board member.

Code of practice for Members

As a membership organisation, which seeks to be effective and accountable, we will be clear and open about our work and conscious of our social responsibilities. In particular:

• Effectiveness: We will state our purpose clearly and keep it relevant to current conditions. We will be explicit about the needs that we intend to meet and how this will be achieved. We will manage and target resources effectively and do what we say we will do
• Accountability: We will evaluate the effectiveness of our work and respond to complaints fairly and promptly
• Standards: We will be clear about the standards to which we will work
• Member involvement: We will be open about our arrangements for involving members
• Governance: We will have a systematic and open process for making appointments to our Board. We will set out the role and responsibilities of members of our Board
• Equality and fairness: We will ensure that our policies and practices do not discriminate unfairly or lead to other forms of unfair treatment

Roles and Duties of Office Bearers

The DDPI Board of Director’s Executive consists of the following office bearers: The five Members at Large from the UK, the USA and Canada, the Secretary and the Treasurer. The Board also has two Research Co-ordinator roles.

The Chairperson

Function

Assures that the Board fulfils its responsibilities to the organisation.

Responsibilities

• Attend and chair Board meetings
• Oversee the workings of the Board
• Represent the organisation at functions, meetings and acting as a spokesperson as appropriate
• Give direction to the Board’s policy and decision-making
• Monitor that the decisions taken at meetings are communicated and implemented
• Plan the annual cycle of Board meetings and ensure that each meeting is chaired
• Bring impartiality and objectivity to decision making
• Facilitate change and address conflict within the Board and within the organisation
• Call Executive and special meetings as necessary
• Recruit Board members and other needed volunteers
• Induct new Board members or delegate this role to other Board members
• Ensure the recruitment and supervision of the administrative assistant(s)
• Conduct an exit interview for retiring board members
• Coordinate periodic board reflection which may include reflections with individual board members and with the board as a whole to ensure satisfaction with processes and direction
• Create an Annual Report with the assistance of Board Members and the Administrative Assistant

The President

Function

• Maintaining the vision, mission and goals of DDPI
• Serves at the discretion of the Chair

Vice-President

The Board can elect a Vice-President who will assist the President with his/her role and responsibilities and assume those duties as required.

Secretary

Function

Maintain all board records and ensure their accuracy and safety.

Responsibilities

• Attend Board meetings
• Serve on the executive committee
• Ensure Board meetings are minuted
• Review the minutes of Board meetings and ensure they are sent to Board members for questions comments or corrections
• Motions: ensure listing and wording of motions, proposer and seconder, recording of voting
• Amend minutes and send them to Board members prior to the Board meeting
• Approval – ensure approval of the Minutes at the Board meeting
• Ensures that all minutes are recorded and stored in a manner that is transparent and accessible for an annual report, auditor or tax official

Treasurer

Function

Serve as financial officer of the organisation.

Responsibilities

• Attend Board meetings
• Serve on the executive committee
• Assure that the organisation is following appropriate financial policies and that qualified staff or consultants perform financial functions
• Assure that accurate financial records for the organisation are being kept
• As ordered by the Board, disburse organisational funds and issue checks and drafts in the name of the organisation
• Manage the Board’s review of and action related to the Board’s financial responsibilities
• Assist the President in preparing the annual budget and presenting the budget to the board for approval
• At specified reporting periods, and upon request, provide the President and the Board with an account of transactions by the treasurer and of the financial condition of the organisation
• With the President, select an independent auditor, review the annual audit, and answer Board members’ questions about the audit

Member at Large

Function

The Members at Large role is to proactively develop and maintain an overview about what is going on for all aspects of DDP in their countries.

Responsibilities

These vary from country to country. Tasks may include:

• Oversee the training, certification and support of DDP practitioners in training, practitioners, consultants and trainers
• Coordinate marketing and social media in the country
• Liaise with other Members at Large re global marketing
• Organise/ensure the organisation of DDP Study Days
• Collate information about DDP trainings and events, for example, DDP Study Days, Special Interest Groups, Supervision Groups
• Respond to emails from the DDP Network website
• Delegate tasks, as agreed and appropriate, to others in the country

Professional Standards Committee

The Professional Standards committee is a subcommittee that is responsible for addressing any matter that fails to meet stated objectives of the Board or members who may have a conflict of interest or other legal issues that would compromise the integrity of DDPI or quality of service.

Certification Review Committee

The Certification Review Committee is a sub-committee appointed and convened as required by the Chair to address any disagreement concerning a trainee practitioner or trainee consultant’s readiness to be certified or recertified

Research Co-ordinator

Function

The role of the research coordinator is to develop and support research opportunities that will promote evidence based research for DDP.

Responsibilities

This role may include:

• Collaborating with university or community research partners, funding bodies
• The coordination of current research projects being conducted by DDPI and the involvement in providing relevant information to granting or funding agencies for research opportunities

The research coordinator is aware of and communicates relevant research findings with the board and membership and encourages open discussions about how to promote and develop the evidence base for DDP.