Board Member Job Descriptions

General Job Description for All Board Members

Langley Pos-Abilities Society

Position: Board Member (applies to all board members with or without office)

Authority and Responsibility: The board of directors is the legal authority for Langley Pos-Abilities Society. As a member of the board, a director acts in a position of trust for the community and is responsible for the effective governance of the organization. This is a working board and all Directors are expected to carry out the tasks of their positions and what jobs they accept during the course of their term.

Requirements

Requirements of board membership include:

Commitment to the work of the organization
A Criminal Record Check
Signature on a non-disclosure document
Knowledge and skills in some area(s) of board governance: policy, finance, programs, personnel, and advocacy
Willingness to serve on committees
Willingness to perform various positions or tasks
Attendance at monthly board meetings
Attendance at meetings of assigned committees
Attendance at the Annual General Meeting (AGM)
Attendance at membership meetings
Support of special events
Support of, and participation in, fundraising events
Membership in Langley Pos-Abilities Society.

Term

Directors are elected by the membership at the AGM. Directors serve for a one – year term. Directors may be released at the end of the elected term, by resigning, or according Langley Pos-Abilities Society’s bylaws.

General Duties

A director is fully informed on organizational matters, and participates in the board’s deliberations and decisions in matters of policy, finance, programs, personnel and advocacy.

The Director must:

Approve, where appropriate, policy and other recommendations received from the board, and its standing committees.
Monitor all board policies
Review the bylaws and policy manual, and recommend bylaw changes to the membership
Review the board’s structure, approve changes, and prepare necessary bylaw amendments.
Participate in the development of Langley Pos-Abilities Society’s organizational plan and annual review
Review and approve Langley Pos-Abilities Society’s budget.
Assist in developing and maintaining positive relations among the board, committees, and community to enhance Langley Pos-Abilities Society’s mission

Evaluation

A director’s performance is evaluated annually based on the performance of assigned board requirements and duties.

Review Date and Approval Date

The Personnel Committee annually reviews the board member job description.

Recommended changes are presented to the board.

Approval Date: February 19. 2018

Review Date: February 2020

Officer Duties of Langley Pos-abilities Society

President

To provide leadership to the board of directors
To make sure the board adheres to its bylaws and constitution
To prepare the board’s agenda with input from board members
To chair meetings of the board
To encourage board members to participate in meetings and activities
To keep the board’s discussion on topic by summarizing issues
To keep the board’s activities focused on the organization’s mission
To evaluate the effectiveness of the board’s decision-making process
To chair meetings of the executive committee
To make sure that committee chairpersons are appointed
To orient board members and committee chairpersons to the board
To serve as ex officio member of committees and attends their meetings when needed
To make sure there is a process to evaluate the effectiveness of board members, using measurable criteria
To recognize board members’ contributions to the board’s work
To act as one of the signing officers for cheques and other documents, such as contracts and grant applications
To play a leading role in supporting fundraising activities
To promote the organization’s purpose in the community and to the media
To prepare a report for the annual general meeting
To orient the new chairperson
To act as Executive Director assuming the following responsibilities:

Policy Management
Strategic Planning
Visioning
Leadership
Program Management
Personnel Management
Financial Management
Risk Analysis
Advocacy Management

Vice-President

To act in the absence of the chairperson
To serve on the Executive Committee
To learn the duties of the President and keeps informed on key issues
To work closely as consultant and advisor to the chairperson
To prepare to serve a future term as chairperson
To chair at least one major committee
To act as a signing officer for cheques and other documents
To orient the new Vice-President

Treasurer

To serve on the Executive Committee
To give regular reports to the board on the financial state of the organization
To keep financial reports on file
To chair the Finance Committee
To orient the new treasurer
To act as signing officer, with the President and Vice-President for cheques and other documents
To organize the completion of the Annual Financial Report and Revenue Canada Filing,
To arrange for the Peer Audit to take place prior to the AGM
To present the Financial Statements to the AGM

Secretary

To serve on the Executive Committee
To keep copies of the organization’s bylaws and the board’s policy statements
To keep lists of officers, board members, committees and general membership
To notify board members of meetings
To bring official minute book to meetings
To keep record of board attendance
To make sure that there is a quorum at board meetings
To keep accurate minutes of meetings
To record all motions and decisions of meetings
To sign board minutes to attest to their accuracy
To record all corrections to minutes
To keep copies of minutes of both board and committee meetings
To distribute copies of minutes to board members promptly after meetings
To conduct general board correspondence
To keep records of all board correspondence
To sign board minutes and corrections to confirm their accuracy
To sign official documents of the organization as required
To file the annual return, amendments to the bylaws and other incorporating documents with the Corporate Registry
To make sure members are notified of general meetings
In the absence of the chairperson and vice-chairperson, to chair board meetings until the election of an alternate chairperson
To orient the new secretary

Equipment Coordinator Responsibilities

To be in charge of the storage unit where all the equipment is stored.
To accept used equipment and give out equipment to those who request it.
- Assign inventory numbers to the equipment
- Maintain the complete inventory list up to date
- Manage the donations and recipients
- Arrange for the acceptance and delivery of the equipment
- Arrange for the appropriate repair of the equipment
To organize and work with the volunteers who have agreed to work on this committee.
- Meet with this committee when appropriate
- Orientate the members as to their duties
- Ensure that all members working with the clients have had their Criminal Record Check done before picking up and delivering equipment
- Teach the volunteers to claim their mileage
To report to the Board of Directors at all Board meetings
To organize the display equipment such as tents and banners etc. and arrange for pick-up and delivery to all venues
To supervise the efficient and safe set-up and take-down of this equipment
To prepare an annual report for the AGM

Day of Pos-Abilities Coordinator Responsibilities

To be in charge of the event usually the second Saturday in August.
To be present at the event itself, first to arrive and last to leave
To negotiate with the City of Langley to have Douglas Park for the event – the second weekend in August is ours for first refusal
To begin planning for the event in November of the previous year
To form a committee for the planning and implementation of the event.
To be responsible for all aspects of the event.
- Arrange for a Stage Manager and Sound Person and any necessary equipment.
- Organize and co-ordinate all the entertainment or find someone to organize the entertainment
- Organize and co-ordinate the kitchen and all the food to be sold at the event or find someone to be responsible for the food
- Organize and co-ordinate sponsorships for the event
- Invite businesses and non-profits to display at the event
- Invite artisans with disabilities to display their wares
- Organize and co-ordinate a children’s tent (usually a church group is willing)
- Book tents, equipment and rides from corporate sponsors at the beginning of the year – apply for all rentals and community equipment loans (tents, BBQ, Hosting Event Kit, games, party rentals etc.)
- Be prepared to welcome people from the stage at the beginning of the event
- Arrange for First Aid to be at the event
- Plan the field and where the booths are going to be and create map which is available on the website and at the event.
- Apply for all the necessary permits (food, event etc.)
- Design and print posters and distribute around the community.
- Organize and co-ordinate the cleanup of the park at the end of the event
To organize and work with the volunteers who have agreed to work on this committee.
- Meet with this committee when appropriate
- Orientate the members as to their duties
- Ensure that all members working with the clients have had their Criminal Record Check done the event
To report to the Board of Directors at all Board meetings
To supervise the efficient and safe set-up and take-down of this equipment
To prepare an annual report for the AGM

TOAD (Try on a Disability) Coordinator Responsibilities

To present persons with disabilities in a positive fashion, focusing on the person first, the pos-abilities second and the disability last.
To research and implement new ways to demonstrate various disabilities to TOAD participants.
To work with the Volunteer Coordinator to organize the invitation list, date, time, location and method of volunteer training for TOAD
To train volunteers to understand, implement , facilitate and supervise the different TOAD challenges at events sponsored by Langley Pos-Abilities and other agencies
To arrange for the transportation of equipment to and from events and to ensure that equipment is returned to the storage facility complete and in good working order.
To supervise the efficient and safe set-up and take-down of TOAD tables and the wheelchair obstacle course at events.
To be proficient in facility assessment for accessibility so as to be able to participate in the Disability Audit program of TOAD
To prepare an annual report for the AGM