VCS is governed by a volunteer Board known as the “Management Committee”. The terms “Management Committee” and “Board” are used interchangeably and refer to the same governing body of VCS.
The Board shall comprise of a President, a Vice-President, a Secretary, a Treasurer and Committee Members. The Board shall be elected at every alternate Annual General Meeting and follow a simple majority vote of the members.
VCS has an annual self-evaluation system to assess the performance and effectiveness of the Board. The outcomes of the evaluation, including recommendations for improvement if any, are shared with the Board members and key management personnel.
The term of office of the Board members is two years. The Treasurer may be re-elected to the same post for a maximum consecutive term of four (4) years and thereafter, he may be re-appointed after a lapse of at least two years. For the other Board members, the maximum term limit and their re-appointment will be in accordance with the provisions of the Code of Governance for Charities and Institutions of a Public Character.
To meet VCS’ changing needs in relation to skills, experience and diversity and also to ensure Board succession, the Board reviews the composition of its members at least annually to ensure that the Board collectively possesses suitable core skills and relevant sectoral knowledge. Board members should also possess personal attributes like integrity, mature confidence, high standards of excellence and commitment necessary to govern VCS effectively. The Appointment & Nomination Committee is responsible for collecting nominations for board members, assessing the candidates and finally recommending the choice candidate to the Board. Board candidates may initially be invited for service in committees or co-opted as Board member for one year. Retired Board members may continue to serve in committees.
To assist in the execution of its responsibilities, the Board shall be assisted by the following Board Committees:
Audit & Risk Committee
- To assist the Management Committee in providing an oversight of risk management in the Society. In this regard. It will review the adequacy and effectiveness of the risk management system and internal controls.
- To conduct periodic internal checks on key processes to ensure compliance with established procedures and to report to the Management Committee on the findings and recommendations for improvement.
- To review the Care & Share Grant expenditure statement submitted to NCSS including ensuring that there are reasonable supporting documents to support each of the approved projects.
- To oversee regulatory compliance and whistle blowing policy.
- To report to the Management Committee of any financial irregularities, concerns and opportunities.
- To liaise with auditors on any significant matters arising.
Programmes & Services Committee
- To monitor outcomes of programmes and suggest improvements to staff, where appropriate, to ensure that our programmes remain relevant to the needs of the community.
- To review the outcomes of the progressive implementation of the Family Service Framework, Clinical Supervision Framework, and key strategic initiatives.
- To review proposals submitted by staff and consider if the proposed programmes meet the mission of the Society.
Human Resources Committee
- To review and recommend to the Management Committee changes to its Human Resources policies.
- To approve annual increments and bonus payments.
- To approve hiring of senior personnel.
- To conduct exit interviews on a need basis.
- To act as a Grievance Board for only on formal written grievances against the executive director or when an employee formally appeals a decision by the Executive Director to the Management Committee.
- To establish a fundraising plan and organise flagship fund raising events on a need basis.
- To identify and solicit funds from external sources of support.
- To be responsible for involvement of all Management Committee members in fundraising, such as having Management Committee members themselves make some monetary contributions.
- To monitor fundraising efforts to be sure that ethical practices are in place, that donors are acknowledged appropriately, and that fundraising efforts are cost-effective.
- To ensure compliance with the 30% cap mentioned in Regulation 15(1) of the Charities Act, Cap 37 (Institutions of a Public Character) Regulations 2007
Appointment & Nomination Committee
- To review composition of the Management Committee to ensure that there is an appropriate balance of the skills, knowledge and experience of the current Management Committee.
- To take the lead in succession planning.
- To identify potential candidates to join the Management Committee and explore their interest and availability.
- To provide orientation to new Management Committee member.
- To review budgets initially prepared by staff, to help develop appropriate procedures for budget preparations, and on a consistency between the budget and the organisation’s plans.
- To ensure regular and accurate monitoring and accountability for funds and report to the management committee on any financial irregularities and concerns.
- To review and recommend financial guidelines to the Management Committee (such as to establish a reserve fund).
- To work with staff to improve financial reports and ensure that reports are accurate and timely.
- To recommend to the Management Committee any short- and long-term investments of its surplus funds.
- To advise the accountant and other appropriate staff on financial priorities and related accounting matters.
- To act as a sounding board to the staff on special projects in connection with VCS’ transformation journey.
- To monitor progress and outcome of existing projects.
- To review proposals (other than programmes and services) submitted by staff and recommend to the Management Committee if appropriate with VCS Transformation journey.
Digitalisation and Cybersecurity
- To advise and assist the Board in matters related to digitalisation and cybersecurity, information technology (IT) strategy, implementation and related risks.