Harvard Club of Singapore: Management Committee/Board Duties

Board Duties

Act as a spokesperson for the Harvard Club of Singapore.
Liaise with the Harvard Alumni Association (“HAA”).
Liaise with other Harvard Clubs and Shared Interest Groups in Singapore.
Liaise with the Harvard Interviewing Committee.
Succession planning and ensuring the success of the successor.
Oversee all committee and executive committee meetings.
Serve as the ex-officio member of all HCS subcommittees as set out in the relevant terms of reference.
Monitor subcommittee chairs to ensure they are delivering.
Call special meetings as necessary.
Ensure all committee members are appointed in accordance with the Club’s Constitution.
Work with the secretary to prepare the agenda for committee meetings.
Assist the vice president to conduct new committee member orientation.
Work with the Nominating Committee to recruit new committee members.
Consult with committee members on their roles and help them assess their performance, individually and through an annual committee self-assessment.
Work with the Treasurer on budget and expenses

Attend all committee meetings.
Preside over committee meetings in the president’s absence.
Serve on the executive committee and participate as a vital part of the committee leadership.
Serve as chair of the Membership Subcommittee.
Chair subcommittees on special projects.
Carry out special assignments as requested by the president and/or the committee.
Understand the responsibilities of the president and be able to perform these duties in the president’s absence.
Assign committee members to at least one Club subcommittee.
Onboard new committee members.
Share with the President the responsibility of liaising with HAA (including filing the annual report required by HAA) and other alumni entities (Harvard and otherwise) in Singapore.

Oversee the budget process.
Submit budget report at each committee meeting and at the annual meeting.
Develop budget plan for the following year.
Responsible for the Club’s fiscal records and ensure that financial statements pass the annual audit.
Together with the president, approve payments in accordance with constitutional limits and committee approvals.
Process payments.
Signs checks and contracts as assigned by the committee.

Prepare the committee meeting agenda, writing meeting minutes and get them approved.
Record attendance at committee meetings.
Prepare paperwork to be filed with the Registrar for Societies including the annual submission, the audited financial statements and changes to the Constitution, registry of committee members, taxes, etc.
Maintain and understand the Bylaws and Constitution.
Maintain official records of all committee business activities.
Work with the Membership Subcommittee to maintain and update the membership list for compliance to regulatory requirements.

Attend all committee and general and extraordinary meetings of the members.
Participate on a minimum of one subcommittee designed to assist the committee in carrying out the annual work plan.
Represent HCS to other alumni, potential students and community at large.
Provide inputs on evaluating the activities, projects and actions of the committee.
Attend Club-organised events.
Look out for potential successors / next gen leaders for the Club.
Perform other duties as assigned by the president or the committee.