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