BOARD MEMBER FORM 2024-25

To all Board Members, please fill out and submit this form by July 31, 2024.

Any questions can be directed to Governance Chairperson margaret.yawman@westchesterballet.org.

Name*

First NameLast Name

Email*

example@example.com

Cell Phone Number*

Please enter a valid phone number.

Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

LEGAL AND FIDUCIARY COMMITMENT

Nonprofit board members have three fundamental areas of legal and fiduciary responsibility, often referred to as the duty of care, loyalty, and obedience.

Duty of Care - Pay attention and ask questions.
The duty of care requires that a nonprofit board member participate actively in governance and oversight of an organization’s activities. This includes attending board and committee meetings, reviewing and understanding the organization’s financial documents, helping to frame strategic plans, identifying and managing risks as well as opportunities, and taking prudent steps to advance the organization’s mission and goals.

Duty of Loyalty - Always operate in the best interest of WBC.
The duty of loyalty requires that a nonprofit board member act in the best interest of the organization at all times. This includes identifying and disclosing potential conflicts of interest before joining the board, and as they arise. When a potential conflict exists, board members must follow conflict of interest management steps as required by NYS. (Note: NYS law requires that all nonprofits have a written Conflict of Interest Policy.)

Duty of Obedience - Follow the rules.
The duty of obedience requires that a nonprofit board member work to ensure that the organization complies with applicable laws and regulations, acts in accordance with its own policies, and carries out its mission appropriately. Board members should ensure that the organization carries out its purpose and does not engage in unauthorized activities

As a Board Member:*

I affirm my understanding of my legal and fiduciary commitment.I would like additional information.

FINANCIAL COMMITMENT

WBC Board Members are required to make an annual financial contribition to the organization. They are asked to fill or fund a table for 10 at the Spring Benefit Gala. Board Members are also expected to make an additional contribution to the Annual Fund or any Capital Camapign the Board agrees to pursue during the season. Additionally, Board Members agree that they will activate their personal and professional networks to encourage engagement with WBC's mission and fundraising activities.

As a Board Member:*

I affirm my understanding of the financial commitment.I affirm my understanding regarding the expectation that I will make a contribution to the Annual Fund or any Capital Campaign the Board agrees to support.I affirm the expectation that I will activate my personal and professional networks to encourage engagement with WBC mission and its fundraising activities.

BOARD MEETING ATTENDANCE

Regular attendance at Board Meetings is essential to the success of the organization. Board Meetings are scheduled in advance so that Board Members can arrange their schedules accordingly. In the event that a Board Member is unable to attend a Board Meeting, Board Members agree that they will contact the Secretary in advance. They affirm that they will will read the minutes of the missed meeting and follow up with any questions about business discussed or decisions made.

The schedule for Board Meetings for the 2024-25 season is as follows:

Wednesday, September 25, 2024 at 7:30 pm
Tuesday, Novermber 12, 2024 at 7:30 pm
Tuesday, Janaury 14, 2025 at 7:30 pm
Tuesday, March 18, 2025 at 7:30 pm
Tuesday, May 20, 2025 at 7:30 pm
Tuesday, July 15, 2025 at 7:30 pm
Annual Meeting of the Members, followed by the Annual Meeting of the Board, will be held September 2025.

Schedule subject to change. Any changes will be made in advance.

As a Board Member:*

I affirm that I have reviewed the Board Meeting dates and that I understand the expectation of attendance.

BOARD COMMITEES

Board members are required to sit on a minimum of one Board Committee. Committees meet regularly on a schedule set by the committee members. Committee meetings are scheduled using the WBC Google Calendar. Minutes are taken at each committee meeting and stored on the Shared Google Drive. Committee Chairs, or their proxies, are expected to present a report at the board meetings.

As a Board Member, I understand that I must serve on at least one committee. I would like to serve on the following committee(s). (Check all that apply).*

CONFLICT OF INTEREST POLICY

NYS nonprofit organizations are required to have a conflict of interest policy and all Board Members are required to review and affirm compliance on an annual basis. The purpose of the conflict of interest policy (the “Policy”) is to protect the interests of
Westchester Ballet Company, Inc. (the “Corporation”) when it is contemplating entering into a transaction or arrangement that might benefit the personal interest of an Officer, Director, or Key Person of the Corporation. The Policy is intended to comply with any applicable state laws governing conflict of interest applicable to not-for-profit and charitable corporations, including NYS Not-for-Profit Corporation Law (the “NPCL”).

All Board Members must review and sign this annually.

Review the Conflict of Intrest Policy here.

Initial Conflict of Interest Disclosure and Affirmation Form

A. Conflict of Interest Disclosures. I have described below, to the best of my knowledge,

(1) The names of all entities of which I am, or any relative* is, an officer, director, trustee, member, owner (either as a sole proprietor, member, partner or substantial equity holder having thirty-five percent or greater ownership or beneficial interest or, in the case of partnership or professional corporation, a direct or indirect ownership interest in excess of five percent) or employees and with which Westchester Ballet Company, Inc. (the “Corporation”) (including any affiliate of the Corporation) has an existing or proposed relationship and the nature of such role:

*“Relative” means spouse; domestic partner as defined in New York Public Health Law Section 2954-A; ancestors; brothers and sisters (whether whole or half-blood); children (whether natural or adopted); grandchildren; great-grandchildren; and spouses or domestic partner of brothers, sisters, children, grandchildren, and great-grandchildren.

List names and affiliations below or specify "none at this time":

(2) Any transaction or proposed transaction in which the Corporation is a participant or is contemplating being a participant and in which I, or a relative of mine, could
reasonably be determined to have a conflict of interest, or any other facts which
could reasonably be determined to give rise to a conflict of interest including any
related party transaction in which a related party** has a financial interest:

**“Related Party” means:
(a) Any individual who currently serves as:

(i) a voting member of the Board of Directors of the Corporation or any affiliate of the Corporation;
(ii) an officer of the Corporation or any affiliate of the Corporation;
(iii) a key person of the Corporation (other than a director or officer of the Corporation, and whether or not an employee of the Corporation) or any affiliate of the Corporation; or
(iv) any other person who exercises the powers of directors, officers or key persons over the affairs of the Corporation or any affiliate of the Corporation.

List names and affiliations below or specify "none at this time":

(3) Any other information which I believe to be appropriate for disclosure relating to possible conflicts of interest:

B. Affirmations. I hereby confirm the accuracy of all the statements made in the Initial Disclosure Form and all subsequent Annual Disclosure forms, including this form, as if such statements were made as of the date of this certification. I further affirm that:*

I have received a copy of the conflict of interest policy;I have read and understand the policy;I have agreed to comply with the policy;I understand that the Corporation is a charitable organization and that in order to maintain its federal tax-exemption, it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

Name*

First NameLast Name

Your signature:*

Signed on Date*

RELATED PARTY TRANSACTIONS

WBC has created this form to ensure that the Board is made aware of any relationship or transaction involving one of it's Board members, employees or contractors and another individual involved with WBC, which may result in a Related Party Transaction (a transaction between two parties who have a pre-existing business relationship or common interest) or create an actual or potential conflict of interest. Such relationships/transactions are not illegal or inappropriate per se, but must be disclosed to the Board for review, documentation and approval, to ensure that WBC is operating with good governance and at the highest level of transparency and integrity.

Report of Potential or Actual Related Party Transaction and/or Conflict of Interest can be read and downloaded here.

Type a question

I affirm that I have been provided access to WBC's "Report of Potential or Actual Related Party Transaction and/or Conflict of Interest" and will complete the worksheet if needed.

2024/25 BOARD MEMBER COMMITMENT FORM and CONFLICT OF INTEREST POLICY