December 11, 2018
IJV is recruiting for a Steering Committee (SC) member who will take on the voluntary role and responsibilities of the SC Secretary!
IJV is currently undergoing a transition process, moving to implement protocols for SC membership that ensure transparency and accountability in decision making and improve accessibility for our members to participate in the governance and strategic planning functions of the organization. As part of this transition, we are implementing changes incrementally to ensure that our new policies and processes are learned throughout the organisation.
IJV is seeking applications for a new member of the SC who will fill the role of Secretary. In this case, we are doing a special recruitment because we are re-building the SC and because there are currently no current SC members who can take on the role of Secretary.
Below, please find listed the general responsibilities of an SC member and the responsibilities specific to the position on Secretary.
Applications will be reviewed by the IJV Governance Committee and based on the task descriptions below along with other indicators (such as experience with the work of IJV, experience with administrative work and governance, equity and diversity considerations), will forward the top two applicants to the SC for their consideration and decision of appointment.
Interested applicants should send a resume and a cover letter which explains why they are interested in participating in IJV’s Steering Committee and how their skills and experiences will support the work of the Secretary role. Applications should be sent to the IJV SC Chair, Harold Shuster at: firstname.lastname@example.org.
Closing date for submissions is Monday December 21st, 2018.
Tasks and Expectations:
The Steering Committee meets by phone on the third Wednesday of every month for about two hours. The amount of time required to fulfill the expectations of this position, in addition to the SC meeting time, is between 2-5 hours a week.
Steering Committee (All Members):
- Term for SC membership is 3 years and an individual may sit consecutively for up to two terms.
- IJV’s strategic and annual work planning are the processes through which the SC ensures there is coherence as to how the SC will manage its collective responsibilities and that its members actively engage in a range of different areas of work, planning with respect to SC members participating on other committees and/or undertaking other tasks
- Although not everyone identifies themselves as a fundraiser, each SC member is called on to support IJV’s fundraising activities. This work can take many forms, and it is the responsibility of the SC to clearly plan how its members will support fundraising
- SC members are expected to be prepared for SC meetings, including reviewing materials for each meeting, correct any errors, and prepare questions and comments
- SC members are responsible for learning and understanding the legal requirements that they take on by becoming an SC member. A full description of these can be found on the Corporations Canada website: https://www.ic.gc.ca/eic/site/cd-dgc.nsf/eng/cs05004.html#toc-08
Secretary Role and Tasks
- Is a member of the SC
- Elected by the SC as a whole
- 3-year term (may serve two terms of two years before needing to step aside)
- Meeting management: the secretary is responsible for:
- Preparing and sending meeting materials far enough in advance of meetings, so that SC members have time to review materials and prepare for the meeting
- Minutes: ensuring that minutes of meetings are being recorded (organising a minute taking rotation by SC members). Ensuring that draft minutes are distributed within one week after each meeting and that agreed on revisions of draft minutes are made and that final minutes are distributed to SC members and filed appropriately
- Ensuring that minutes and if relevant, records of discussion are being recorded for General Members’ meetings. Ensuring that the Minutes are distributed for review and that agreed on factual revisions are made, and that the final version of the Minutes are distributed to Members.
- Ensure that appropriate changes are made to bylaws and other policy based on decisions made at SC and General Members Meetings.
- Ensure that any changes to directors or by laws, for example, are submitted to Corporations Canada, as is required to by law (see Not For Profit Act).
- Custodian of records: ensuring that the records of the organization are maintained as required by law and made available when required by authorised persons. These records include founding documents, (e.g. letters patent, articles of incorporation), lists of SC members and officers, SC and committee meeting minutes, financial reports, and other official records.
- Membership records: ensuring that official records are maintained of members of the organization and SC. They ensure that these records are available when required for reports, elections, referenda, other votes, etc.
- Duties may change from time to time as may be assigned by the SC