Board Leadership Manual

OUR MISSION

Seeking to put God’s love into action, Green Country Habitat for Humanity brings people together to build homes, communities, and hope.

OUR APPROACH

Green Country Habitat for Humanity does not give away homes. Rather, we work to provide increased opportunity for homeownership to the hardworking individuals and families in our community who are shut out of a traditional mortgage. Through home sponsorships, individual donations, and volunteer work, we are able to build safe, quality, beautiful homes and to offer affordable, low-interest mortgages to families who complete our homeownership program. Green Country Habitat’s program entails home-buyers working side-by-side with
sponsors, volunteers, and community members to build Green Country Habitat homes as well as completing our Homeowners College, an intensive series of courses including money and credit management, individualized debt counseling, basic home repair, escrow and taxes, mortgages and the lending process, and more. Green Country Habitat for Humanity’s proven method emphasizes community involvement, education, and personal empowerment to pave a more sustainable, community-oriented path to homeownership.

ALL ARE WELCOME

Green Country Habitat for Humanity has an open-door policy. All who believe that everyone needs a quality, affordable place to live are welcome to help with our work. In short, Green Country Habitat for Humanity welcomes volunteers and supporters from all backgrounds and serves people in need of housing regardless of race, ethnicity, national origin, religion, age, gender, sexual orientation, disability, political views or any of the other distinctions that too often divide people. As a matter of policy, Habitat for Humanity International and its affiliated organizations do not proselytize. This means that Habitat will not offer assistance based on the expressed or implied condition that people must either adhere or convert to a particular faith or listen and respond to messaging designed to induce conversion to a particular faith.

ABOUT GREEN COUNTRY HABITAT FOR HUMANITY

Incorporated on May 17, 1988, Green Country Habitat for Humanity, Inc. (“Green Country Habitat”) is a nonprofit corporation that serves families in Tulsa County, Oklahoma. Green Country Habitat is an affiliate of Habitat for Humanity International, Inc. (“Habitat International”), a nondenominational Christian nonprofit organization whose purpose is to create safe, affordable housing for low-income families and to make the universal necessity of secure, attainable shelter a matter of conscience for people everywhere. Although Habitat International assists in areas such as information resources, training, publications, and prayer support, Green Country Habitat is primarily and directly responsible for its own operations.

Green Country Habitat keeps with Habitat International’s traditional homeownership process by using donated supplies, volunteers, and contributed funds and properties to build and rehabilitate homes, which are sold to pre-selected, qualifying families at the average estimated cost of construction. In order to meet the rising need of healthy and affordable housing in the community, Green Country Habitat has expanded its reach by partnering with local financial institutions, allowing Green Country Habitat access to more capital to build homes for more families in need. Through this partnership, Green Country Habitat is able to provide qualifying families with fixed 30-year mortgages and offer 100% financing without requiring Private Mortgage Insurance (“PMI”). This partnership allows Green Country Habitat to maintain its high-touch, community-focused servicing model while being able to reinvest donor funds almost immediately into building more homes. Providing downpayment assistance and other offsets, Green Country Habitat works directly with clients to ensure that monthly mortgage payments do not exceed 30% of household income. Families in the homeownership program invest in their future by taking part in Green Country Habitat’s Homeowner Education, which includes classes personal finance and the basics of maintaining a home.

Green Country Habitat for Humanity maintains a thriving Retail Operations division, which provides a significant revenue stream for the organization. GCHFH currently operates four retail outlets, including ReStore locations in Tulsa, Jenks and Claremore and a ReStore Rack location in Tulsa. ReStore is a home improvement outlet that sells building materials, furniture, appliances and supplies to the public, while ReStore Rack is more of a traditional thrift store, selling donated clothing, shoes and accessories. All proceeds from retail operations support the mission of GCHFH. Green Country Habitat for Humanity and its retail operations are all charitable organizations under tax code 501(c)(3), and contributions are tax deductible.

BOOMTOWN DEVELOPMENT

With the increasing need for affording housing, Green Country Habitat saw a growing demographic of aspiring homeowners that could not afford a traditional mortgage but also fell outside of Green Country Habitat’s income requirements. To fill this gap, Green Country Habitat formed Boomtown Development Co., an affiliate nonprofit and supporting agency of Tulsa Habitat whose mission is to reach more hardworking families in the community.

Like Green Country Habitat, Boomtown is a 501(c)(3) that is geared toward providing increased access to safe, affordable housing. The difference between the two is that, while Habitat serves low-income working families, Boomtown reaches a population that occupies a higher income bracket (80% - 120% AMI) and can offer rental housing. Furthermore, Boomtown differs from Tulsa Habitat in that it can expand outside of Tulsa County, eventually reaching neighboring counties and communities.

The Whittier townhome community will be Boomtown’s first development. Boomtown will focus on increasing the supply of affordable housing in Tulsa County through the acquisition of land and the development of community partnerships that result in the construction of mixed income neighborhoods, which strengthen and improve both surrounding neighborhoods and the lives of families in the community.

Boomtown will eventually become a Community Housing Development Organization (“CHDO”) with both the City of Tulsa and the Metropolitan Tulsa HOME Consortium.

THE STRATEGIC FOCUS

In 2015, Green Country Habitat for Humanity adopted a strategic focus in the historic Kendall-Whittier neighborhood - located between the University of Tulsa and downtown and bordered by BNSF Railroad, 11th Street, Harvard and Utica. The Kendall-Whittier community redeveloped strategy, led by Growing Together Tulsa, includes nearly 20 public, private and non-profit partners focused on education, economic development, sustainability, infrastructure, job creation and much more.

In 2018, Green Country Habitat expanded to include another historic Tulsa suburb: the Crutchfield neighborhood. Located between highway 75 and Utica from Pine to Admiral, Crutchfield in one of Tulsa’s oldest neighborhood, having once been a thriving industrial community of affordable, single-family workforce housing. Crutchfield’s close proximity to downtown, new BMX Headquarters, and other public and private investments make it an attractive area for Green Country Habitat and our clients to build.

Breaking ground in 2021 Green Country Habitat for Humanity and it’s subsidiary, Boomtown Development launched the North Tulsa Initiative with 250 owner-occupied homes, includes the Peace Pointe development at 33rd Street North and North Columbia Avenue, The Whittier townhome community at East Admiral Place and North Lewis Avenue and homes in the Dunbar neighborhood. This endeavor spans 5-7 years in the North Tulsa area.

The Habitat model is a proven means of access to the critical need for affordable housing in Tulsa. The construction methods and partnerships Green Country Habitat has established are viable ways of revitalizing many regions of our city.

 

Green Country Habitat for Humanity

2022-2023 Officers

Board Chair: Heather Van Hooser

Treasurer: Jeff Husen

Secretary: Scott Lehman

Board Chair-Elect: Jo Lynn Jeter

Immediate Past Chair: Tim Blake

Chief Executive Officer: Cameron Walker

 

Job Description: Board Chair

The Chair of the Board presides at all meetings of the Board of Directors, exercising and performing such powers and duties as may from time to time be assigned by the Board. The Chair shall be the senior officer of the corporation, a member of the Board of Directors, and an ex-officio member of all standing committees, including the Executive Committee. The Chair shall have the option at the conclusion of his or her term to remain on the Board for one additional year, even if tenure as a Board member has expired at the end of said term. The Chair is responsible for overall planning and policy, which shall include the following duties:

Duties:

  • Preside at all meetings of the Board of Directors and Executive Committee

  • Sign the Minutes of the meetings of the Board of Directors

  • Sign or countersign all such bills, notes, contract and other documents as pertain to the ordinary course of business of Green Country Habitat

  • Execute bonds, mortgages, and other contracts requiring a seal of the Corporation, except when requiredor permitted by law to be otherwise signed and executed or when the signing and execution thereof shall be expressly delegated by the Board to some other officer or agent of the Corporation

  • Submit a complete report of the operations of the Corporation’s affairs as existing at the close of each year at the Annual Meeting

  • Report to the Board of Directors all such matters coming to his or her attention and relating to the interest of the Corporation

  • Coordinate agenda material with Chief Executive Officer (“CEO”)

  • Work with CEO in seeing that basic policies and programs designed to further the goals and objectives of the Corporation are planned, formulated, and presented to the Board to be executed following Board approval

  • Support and defend policies and programs adopted by the Board and Executive Committee

  • Promote interest and active participation in Green Country Habitat events, such as home dedications, fundraising events, etc.

  • Exercise general supervision over the work and activities of the Board, Executive Committee, and other standing committee

  • Assume key role in the orientation of the President-Elect to the duties of Board Chair

  • Evaluate the performance of CEO alongside other Officers and on behalf of the Executive Committee

Job Description: Treasurer

The Treasurer is a key member of the Board Chair’s team and, as such, serves as a member of the Executive Committee, assisting the President in the performance of his or her duties. The Treasurer ensures the integrity of the fiscal affairs of Green Country Habitat and serves as Chair of the Finance Committee. The Treasurer shall keep and maintain adequate and correct accounts of the properties and business transactions of Green Country Habitat, including an account of its assets, liabilities, receipts, disbursements, gains, losses, and contributions. The books of account shall at all reasonable times be open to inspection by any director.

Duties:

  • Deposit all monies and other valuables in the name and to the credit of Green Country Habitat with such depositories as may be designed by the Board

  • Disperse the funds of Green Country Habitat as ordered by the Board

  • Render to the Chair and Directors, whenever requested, an account of all transactions of the Treasurer and of the financial condition of Tulsa Habitat

  • Take report from the CEO of the deposits of any monies and/or other valuables in the name and to the credit of Green Country Habitat with such depositories as may be designated by the Board and of any disbursements of the funds of Green Country Habitat as may be prescribed or ordered by the Board

  • Serve as chair of the Finance Committee and as a member of the Executive Committee of the Board

  • Review the expenditures and financial status of Tulsa Habitat alongside the Finance Committee and management staff on a regular basis in order to ensure overall fiscal integrity

  • Supervise and be responsible for the preparation of the annual budget to be approved and adopted by the Board

  • Ensure that regular financial reports are submitted to the Board and Executive Committee

  • Represent Green Country Habitat with other groups or organizations as assigned by the Board Chair

  • Actively support and participate in the programs and activities of Green Country Habitat and work to increase member/leader involvement

  • Perform such other duties as may be prescribed by the Board, the Bylaws, or the Board Chair, which may include serving as a chair or member of other committees

Job Description: Secretary

The Secretary is a key member of the Board Chair’s team and, as such, serves as a member of the Executive Committee, assisting the Board Chair in the performance of his or her duties. The Secretary is the official “keeper of the records and seal” and shall keep or cause to be kept, either at the principal office of the Corporation or at such a place as the Board of Directors may order, a book of the minutes of all meetings of the Board of Directors, which specifies the time and the place of the holding; whether such a holding is regular or special, and, if special, how authorized; the names of those present at the meeting of the Board of Directors; and the proceedings thereof. The Assistant Secretary or Secretaries, if any, shall perform the duties of the Secretary in the case of his or her absence or disability and such other duties as may be specified by the Board of Directors.

Duties:

  • Give or cause to be given notice of all meetings of the Board of Directors as required either by the Bylaws or by law

  • Keep the seal of the Corporation in safe custody

  • Sign, in tandem with the Chair of the Board or Vice-Chair/Chair-Elect, all contracts, deeds, licenses and other documents when so ordered

  • Make such reports to the Board of Directors as it may request and prepare such reports and statements as are required by the laws of the State of Oklahoma

  • Record the minutes of all meetings of the Board of Directors

  • Attend to such correspondences and perform such other duties as may be incidental to the office or as may be properly assigned by the Board of Directors or by the Bylaws

  • Serve as a member of both the Board of Directors and the Executive Committee and as an ex-officio member of other committees as assigned

  • Represent Green Country Habitat with other organizations as assigned by the Board Chair

  • Actively support and participate in the program and activities of Green Country Habitat and work to increase member/leader involvement

  • Perform such other duties and assumes such responsibilities as may be assigned by the Board Chair or Board of Directors, which may include serving as a chair or member of other committees

Job Description: Executive Committee

The Executive Committee shall maintain and exercise, subject to the control and direction of the Board of Directors, all of the authority of the Board of Directors in the management of the Corporation in the interval between meetings of the Board of Directors, except to the extent, if any, that the resolution appointing the Executive Committee shall limit such authority and excepting the power to adopt, amend, or repeal Bylaws and/or where action by the Board of Directors is required by law.

Duties:

  • Develop and refine the mission/vision/strategy of the organization and act as a sounding board for the Chief Executive Officer on upcoming issues

  • Oversee the operation of Green Country Habitat’s management

  • Differentiate between policy and operational issues that need to be addressed by the Board of Directors and those which can be addressed by the Executive Committee

  • Provide direction to the Chief Executive Officer on matters concerning organizational operations

  • Oversee the execution of the strategic plan

  • Employ the Chief Executive Officer, said employment being subject to ratification by the Board

  • Meet between Board Meetings if necessitated

  • Review budgets, plans, and information presented by members and staff

  • Review materials to be presented to the Board of Directors for timeliness and appropriateness

  • Recommend to the Board of Directors alternative actions on policy and procedural issues

  • Inform the Board of Directors of the results of the Executive Director’s annual review

Executive Committee (Monthly Meetings – Second Tuesday of Every Month)

The Executive Committee is comprised of the Board Chair, the Past-Board Chair, the Secretary and the Committee Chairs. The Executive Director will bring together topics for discussion and the Committee Chairs will be responsible for presenting items discussed in Executive Committee Meetings and Board Meetings. The Executive Committee will develop and refine the mission/vision/strategy of the organization and act as a sounding board for the Executive Director on upcoming issues.

Governance Committee (Quarterly Meetings and ad hoc)

The Governance Committee is chaired by the Chair-Elect and the Vice-Chair and is tasked with reviewing Policy and Procedures (not reviewed by a specific committee), soliciting new board members, and identifying board needs. Additionally, the committee will conduct an annual review of the Bylaws and assist in developing the Board Book and Requirements.

Finance Committee (Monthly Meetings)

The Finance Committee is chaired by the Treasurer and is responsible for a high-level review of Financial Statements for the ReStore/ReStore Rack/Green Country Habitat, forecasting financial health (such as growth and cash flow), evaluating foreclosures, and reviewing Line of Credit activity. Additionally, this committee will form an Audit sub-committee with meetings surrounding the audit process to be chaired by the Treasurer, the CFO, and two other members who will review the audit and the processes therein entailed.

Development, Compensation, Facilities and Operations and other committees may be established on an ad hoc basis.

Job Description: Board of Directors

The importance of the Board of Directors cannot be overemphasized. The success of Green Country Habitat reflects the performance of the people involved. Proven leadership attracts the dynamic people that Green Country Habitat wants and needs and facilitates the execution of the organization’s mission.

Duties, Responsibilities and Authority:

  • Function as the overall policy-making body of Green Country Habitat’s operations.

  • Ensure that the Bylaws are followed

  • Enforce accountability by ensuring that adequate internal controls and policies are in place to protect Green Country Habitat’s finances.

  • Make decisions that will reflect and maintain Green Country Habitat’s good name.

  • Assume ultimate responsibility for Green Country Habitat’s assets.

  • Serve as stewards for Green Country Habitat and oversee its expenditures

  • Plan for future operations, including home building and retail

  • Carry out the mission and objective of Green Country Habitat as expressed in the Strategic Plan

  • Review and approve the annual budget

  • Actively support and participate in the programs and activities of Green Country Habitat

  • Recruit at least one (1) new Board member

Staff Contact: Cameron Walker, Chief Executive Officer

Goals:

  • To achieve leadership continuity and consistency

  • To be positioned to respond to the challenges affecting Green Country Habitat

  • To maintain sufficient funding to implement those programs needed and/or desired by Tulsa Habitat

  • To recruit one (1) new Member to the Green Country Habitat Board of Directors

  • To regularly attend Board of Directors’ meetings

Meetings:
Regular Board of Directors meetings are held the third Thursday of the month (bi-monthly). To make sure you participate in the most effective manner, plan on attending every meeting.

Attendance:
Consistent attendance is vital to the success of the Board of Directors of Green Country Habitat. Any director that is absent from a majority of the meetings of the Board of Directors during any one (1) calendar year may be removed and his Office of Director deemed vacant.

Legal Liability:
Green Country Habitat’s Directors’ and Officers’ Liability Insurance provides blanket coverage to protect Directors from litigation that may result from actions taken by the Board.

Brief Overview of the Role of the Chief Executive Officer

The Chief Executive Officer shall be responsible for the general management of the organization and maintain control over the affairs and business of the corporation, performing all duties which are commonly incident to the office of Chief Executive and/or those which are delegated to him or her by the Board of Directors. The Chief Executive Officer shall have power to sign all contracts and other instruments of the corporation which are authorized and shall be responsible for providing general supervision over and direction to all other staff of the corporation.

Organizing: The Chief Executive Officer organizes an internal structure to help deliver Green Country Habitat services homes.

Developing: The Chief Executive Officer plans, formulates, and recommends for the approval of the Board basic policies and programs that will further the objectives of Green Country Habitat.

Staffing: The Chief Executive Officer is in charge of hiring, firing, evaluating, determining compensation for, and disciplining all staff members. The Executive Committee is responsible for hiring, firing, evaluating, determining compensation for, and disciplining the Chief Executive Officer.

Director and Leading: The position of Chief Executive Officer entails leading and motivating staff. The Chief Executive Officer should motivate personnel, giving them direction and fostering an environment of civility, respect, and effective communication. Although the Board are leaders of the entire organization, it is the Chief Executive Officer who assumes the leadership position over the staff. The Board of Directors is not responsible for telling staffers how to perform their jobs; rather, that responsibility lies solely with the Chief Executive Officer.

Controlling: The Chief Executive Officer monitors and controls the internal, operational activities of Green Country Habitat. While the Chief Executive Officer’s job is one of day-to-day and short-term duties, his or her role as a leader is the guiding factor behind the efficacy of the organization.

Implementation: The Chief Executive Officer is responsible for implementing Board policy under the supervision of the Executive Committee and for all administrative function of Green Country Habitat.

There are two simple rules of thumb for interactions between leadership and staff:

  • All directives between the leadership and staff should be channeled through the Chief Executive Officer.

  • The Board does not manage staff; rather, they hire a Chief Executive Officer, to which the responsibility of staff management is delegated.

ANTI-HARASSMENT POLICY:

It is Green Country Habitat’s policy to provide a workplace in which employees are treated with dignity and respect and in which harassment of any kind is not permitted. Green Country Habitat’s policy complies with the principles of Equal Employment Opportunity, and all personnel decisions, including hiring, promotion, and termination, shall be consistent with these guidelines. Green Country Habitat’s policy prohibits acts of harassment by or against its employees on the basis of race, color, religion, national origin, sex, age, sexual orientation, mental or physical disability, creed, ancestry, citizenship, veteran status, marital status, genetic status, or any other factor protected by federal, state, or local law. This policy applies to all persons involved in the operation of Green Country Habitat and prohibits harassment, including sexual harassment, by any employee of Green Country Habitat, including Managers, Supervisors, and co-workers and to the extent applicable to clients of Green Country Habitat.

EFFECTIVELY DISCUSSING SENSITIVE ISSUES:

As you well know, it’s impossible for 20+ people to sit around a board table and agree about everything. The very nature of board work ensures that you can expect disagreements from time to time. Here are a few basic guidelines that will help you keep your board’s debate of controversial issues constructive: View debates as win/win situations. Note that disagreements do not have to end with a winner and a loser if all board members are focused on finding the best decision for Tulsa Habitat rather than for themselves. Remember that personal attacks are off limits. Keep all discussion on the business level and refrain from raising or questioning the personal integrity of another board member. Begin with adequate information about the issue or table discussion until you do have the information you need. Trying to discuss an issue without complete information reduces the debate to nothing more than emotional argument and will not produce an informed, effective decision.

KEEP WELL INFORMED:

Essential to your job as a Director is stay updated on the activities of and issues facing the local affiliate as well as Habitat International. To help keep you informed:
Read the Green Country Habitat newsletters
Read all Board/Committee minutes

WHISTLEBLOWER POLICY

Green Country Habitat for Humanity (GCHFH) requires directors, officers, and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of Green Country Habitat for Humanity, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.

Reporting Responsibility
This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns internally so that GCHFH can address and correct inappropriate conduct and actions. It is the responsibility of all board members, officers, employees, and volunteers to report concerns about violations of GCHFH’s code of ethics or suspected violations either of law or of the regulations governing GCHFH’s operations.

No Retaliation
It is contrary to the values of GCHFH for anyone to retaliate against any board member, officer, employee, or volunteer who in good faith reports an ethics violation, a suspected violation of law – such as discrimination or fraud – or a suspected violation of any regulation governing the operations of GCHFH. Reports of suspected violations of law or policy and/or reports of retaliation will be investigated promptly and in a manner that is intended to protect confidentiality. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.

Reporting Procedure
GCHFH has an open-door policy and suggests that employees share their questions, concerns, suggestions, or complaints with their supervisor. If employees are not comfortable speaking with their supervisor or they are not satisfied with their supervisor’s response, they are encouraged to speak with the GCHFH’s Human Resources (“HR”) Manager. Supervisors and managers are required to report complaints or concerns about suspected ethical and legal violations in writing to the HR Manager, who has the responsibility and the authority to investigate all reported complaints. Employees with concerns or complaints may also submit their concerns in writing directly to their supervisor or to the HR Manager.

Compliance Officer
GCHFH’s HR Manager is responsible for ensuring that all complaints about unethical or illegal conduct are investigated and resolved. The HR Manager will advise the Executive Director and/or the Board of Directors regarding all complaints and their resolutions and will report at least annually to the Chair of the Finance Committee/Audit Committee on compliance activity relating to accounting or alleged financial improprieties.

Accounting and Auditing Matters
GCHFH’s HR Manager shall immediately notify the Audit Committee/Finance Committee of any concerns or complaints regarding corporate accounting practices, internal controls, or auditing and shall work with the committee until the matter is resolved.

Acting in Good Faith
Anyone filing a written complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove to be unsubstantiated and either made maliciously or fabricated will be viewed as a serious disciplinary offense.

Confidentiality
Violations or suspected violations may be submitted on a confidential basis by the complainant. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

Handling of Reported Violations
GCHFH’s HR Manager will notify the person who submitted a complaint and acknowledge receipt of the reported violation or suspected violation. All reports will be promptly investigated in a manner intended to protect confidentiality and appropriate corrective action will be taken if warranted by the investigation.

Habitat for Humanity International

Green Country Habitat for Humanity is an affiliate of Habitat for Humanity International, a global nonprofit housing organization working in local communities in all 50 states and in 70 countries around the world. GCHFH’s relationship with Habitat for Humanity is governed by an affiliate covenant. Tenants of this covenant include:

Habitat for Humanity International Covenants:

  • To support the work of Habitat for Humanity affiliated organizations through program development, communications, learning opportunities, advocacy, and protecting and promoting the good name of Habitat for Humanity;

  • To coordinate global fundraising efforts;

  • To create a global movement around the need for decent and affordable housing;

  • To administer tithe funds contributed by affiliates in support of the efforts of Habitat for Humanity national organizations and affiliates.

The affiliated organization Green Country Habitat for Humanity Covenants:

  • To support the work of Habitat for Humanity affiliated organizations through program development, communication, learning opportunities, advocacy, and protecting and promoting the good name of Habitat for Humanity;

  • To comply with the minimum operational standards contained in an annual certification process;

  • To conduct its operations within its defined service area;

  • To tithe for Habitat for Humanity’s housing work outside the United States;

  • To reject any support that is conditioned on the deviating from the Mission Principles outlined earlier or other approved policies and practices;

  • To conduct its operations in a manner that protects and promotes the good name of Habitat for Humanity and contributes to the growth of the Habitat for Humanity movement and is in the best interests of other affiliates and of Habitat for Humanity International including, but not limited to, actions that are specified in this covenant and in Habitat for Humanity policies.