About Us

For Meetings:

• Makes an agenda.
• Follows the agenda.
• Encourages discussion of issues.
• Maintains order in meeting – Robert’s rules used.
• Puts questions to a vote – majority rules

General Duties

• Interprets Laubach Literacy of Canada goals and policies for members.
• Ensures that the annual work plan is consolidated.
• Co-ordinates activities of the Council–acts as an ex-officio member of all committees. Contacts Board members as necessary.
• Participates in the Board orientation process and contacts all new Board members after two regular Board meetings to respond to any questions.
• Speaks to any Board member who is not fulfilling his/her Board responsibilities and, if necessary, takes disciplinary action.
• Represents Barrie Literacy Council at public or official functions.
• Acts as a representative to the Provincial Committee meetings (or appoints  a delegate).

• In the absence of the Chairperson, presides at Board and general meetings.
• Represents the Chairperson at public or official functions if asked.
• Is expected to assume the position of Chairperson (president-elect) when the Chair’s term of office has expired or in the event of the Chair’s resignation
• Acts as liaison with staff.   Attends staff meetings and brings concerns or questions by the staff to the Board’s attention.  Also relays the Board’s decisions to the staff.
  
• Would convene a hiring committee when the need to hire new staff arises.
• Fulfils other duties as requested by the Board.

• Acts as an advisor to the Chairperson and to the Board.
• Is responsible for presenting a slate of officers to the Annual General Meeting which adheres to the Council’s policies and procedures.
• Reviews applications for vacant Board positions and consults with the Chair re the suitability of the candidate.  (If the candidate is new to the Council, conducts an interview.)  Makes a recommendation to the Board for appointment to the Board position.
• Orients new Board members to their role on the Board of Directors.
• Contacts new members after they have attended two regular Board meetings to respond to any questions and to ensure they understand that support is available when undertaking their new responsibilities.
• Oversees the recruitment of committee members and ensures that people who have expressed interest in committee work have been contacted by the appropriate committee chairs.

• Records minutes of all Board meetings and the Annual General meeting.
• Transcribes from notes all relevant information, including all motions made and passed, committee updates,etc.
• Submits minutes to the office within one week for proof-reading. Corrections are made and a final copy is submitted for distribution to all Board members. Materials handed out at the meeting should be included with this final draft.
• Ensures that the minutes of Board meetings and the Annual General Meeting are signed by the Chairperson and the Secretary in the Minute Book.
• Writes letters if requested by the executive members or Chair.
• Acts as a signing officer for cheques for the Council.
• Keeps confidential all information pertaining to students or the Council.

• Acts as a signing officer for cheques.
• Reviews bill or statement of expense before signing.
• Is responsible for the regular payroll and vacation pay of staff personnel. Issues T4 slips at year-end and Records of Employment when the employee leaves. Monitors records of income and expenses to ensure that they are accurate and up-to-date.
• Prepares a financial report for all Board meetings, including the budget and the amount spent to date.
• Brings any areas of concern to the Board’s attention.
• Presents an audited financial report to the Annual Meeting.
• Prepares the application for a GST refund twice per year.
• Sends in the application for a City of Barrie business tax rebate once per year.
• Sends in the charitable status return within six months of the end of the fiscal year.
• Invests surplus funds in appropriate, accessible and secure investment certificates and bonds.
• Serves as a member of the Finance Committee and assists in setting the budget for the following year.

• Ensures that the Council maintains compliance with provincial standards and with the Ministry’s Performance Management expectations.
• Implements a process involving appropriate stakeholders (Board, staff, students and tutors) for the regular evaluation of the Council’s delivery of the five literacy services, as defined by the Literacy and Basic Skills Program of the Ministry of Labour, Immigration, Training and Skills Development on a three-year cycle. The five literacy services are: information and referral, assessment, learner plan development, training and follow-up.
• Ensures that the Council’s organizational competence is evaluated at least every three to five years in relation to the strategic planning cycle.
•  Tracks and includes in an annual report to the Board a list of significant changes resulting from evaluation and planning activities during the fiscal year.
•  Initiates the strategic planning process every three to five years, depending on the time frame of the existing strategic plan, and ensures that appropriate stakeholders (Board, staff, students, tutors) are involved.
•  Monitors the implementation and progress of the Strategic Plan annually at the September Board meeting and via the annual work plan of the Council.
• Oversees the maintenance and review of the Policy and Procedures Manual of the Council according to the review schedule. This review process will be used as the mechanism to educate the Board of Directors on the Council’s policies and procedures.

• Develops a fundraising plan for presentation to the Board of Directors.  Monitors the progress of this plan.
• Reviews and approves all potential fundraising and partnership opportunities.
• Develops proposals with the assistance of staff and volunteers.
• Represents the organization at funding meetings.
• Identifies, researches, evaluates and cultivates appropriate contributor prospects.
• Develops an overall prospect list.
• Seeks and identifies prospect information from internal and external research sources prior to making a request.
• Determines appropriate upgrading opportunities for new and existing donors.
• Becomes familiar with techniques of solicitation and makes requests comfortably.
• Develops and presents the Council’s case for support clearly..
• Approves all letters sent out by the Council to appeal for funds.
• Leads by example (i.e., is a donor to the Barrie Literacy Council).

• Provides information about the literacy program to the local media on a regular basis as deemed appropriate and necessary.
• Plans annual public awareness campaigns to increase the profile of International Literacy Day (September 8) and Family Literacy Day (January 27).
• Ensures that workshops and special activities are publicized well in advance of the date.
• Contacts community groups, agencies or businesses which may be a referral source for students or tutors.
• Oversees the design, preparation and/or distribution of posters, flyers and brochures as required with the technical assistance of staff.
• Coordinates publicity of special events, mall displays, etc. with the assistance of staff and volunteers.
• Keeps abreast of the need for recruitment of tutors and/or students and plans appropriate publicity.
• Approves all articles concerning publicity of the Barrie Literacy Council before submission to the media.
• May assist the Finance Committee with promotion of fund-raising appeals, projects and presentations.
• In conjunction with staff, maintains a list of members willing to speak to community groups about the Barrie Literacy Council, and delegates speakers when requests are made.
• Maintains and updates a speakers’ kit and media kit.
• Identifies opportunities for media sponsors and/or corporate sponsorship to promote the work of the Council.

• Assists in planning the Annual Recognition Evening – e.g., booking the hall, organizing the menu if meal provided, decorations needed, invitation of guests, entertainment when required.
• Arranges food and refreshments at two social events.
• Arranges refreshments at Board meetings and any seminar workshops when requested.
• Keeps accurate account of expenses incurred on the Cash Distribution sheet whether or not a cash advance was taken, or, receipts are submitted for reimbursement. (see next page)

• Determines the need for workshops based on the student waiting list. 
• Sets dates, times and place of workshops. 
• Assists, when requested, nearby communities in organizing tutor-training workshops and forming new councils. 
• Plans upcoming workshops–trainers, schedule, changes to presentations,
•  workshop guests, set-up, book distribution, helpers, etc. 
• Leads three to six tutor training workshops per year.  Helps tutors make up any missed segments. 
• Orients volunteers to their role as tutors – e.g. in a pre-workshop general information session (1 or 2 weeks before the workshop), or during the workshop.
• Evaluates training workshops and recommends changes for the future. 
• Provides upgrading seminars two to three times per year for tutors, including followup sessions on ongoing assessment.

• Checks references as listed on the volunteer application form for all volunteers.
•  Uses focus groups and periodic seminars to gather feedback from tutors to assess if the training provided was adequate for the tutors’ needs and report findings back to the Tutor Training Committee.
• Compiles and analyses feedback obtained from tutor reflection and feedback surveys.  Recommends future action when needed.
• Analyzes results of questionnaires obtained from volunteers who have retired or who are on hold for extended periods of time to recommend program changes that are needed and to develop plans as needed to retain volunteers.
• Designs questionnaires for volunteers to address specific volunteer issues as they arise.
• Decides on the nature of awards for volunteers and purchases them prior to the recognition evening and ensures 15 year plaque is updated.
• Consults student representative(s) when student input is required on tutor-related issues.
•  Revises as necessary the Volunteer Handbook.