Board Knowledge and Skill Sets
Definitions:
Financial
Defined as: having training and /or experience in the basic principles of accountancy. Experience in developing and/or working with budgets.
Business Management
Defined as: having managed a business, or department in a business
Operational focus - responsibility for implementation of policies and procedures, corporate directives etc.
Business Development
Defined as: Conceptual /innovative/creative approach to a business, Defining and developing business concepts. Completing market research and analysis and planning business growth patterns.etc.
Information Technology
Defined as: Knowledge of information technology development and ability to apply it in a business environment.
Related Health
Defined as: Knowledge of health and social services system, including associated health such as pharmaceutical, insurance etc., or have worked in these sectors
Voluntarism
Defined as: Comprehensive knowledge of voluntarism, experience working with volunteers, volunteer boards of directors, worked as a volunteer providing direct patient services, or worked as a staff member in a non-profit organization.
Communications, Public Relations, Marketing
Defined as: Training/and or experience in communications, marketing and public relations. Worked in this sector or have had direct responsibility for these activities in the corporate field. e.g. advertising agency, P.R. Consulting firm, marketing firm or direct responsibility for these activities in other business settings
Fundraising
Defined as: having had direct experience and/or training in fundraising for a charitable or political organization.
Strategic Planning
Defined as having training and/or experience in strategic planning either in the private corporate or non-profit sectors.
The Board shall evaluate its own performance and effectiveness based on established criteria. The evaluation shall focus on the Board as a whole not on individual members.
Procedure
- This evaluation shall occur annually
- Evaluation forms will be distributed to all Board and Committee members for completion
- A facilitator will review completed evaluation forms and a consolidated report will be brought forward to the Board
- The results of the evaluation will be reviewed at an annual Board retreat, guided by an external facilitator.
Board members shall not share confidential information in any way.
Any breech of confidentiality shall be referred to the next board meeting (in camera) for discussion and decision.
Such breach of confidentiality will result in the member(s) removal from the Board.
Procedure:
- All Board members shall sign a confidentiality form and will be bound by this declaration up to and including the time when they leave the board.
- The Board of Directors’ Manual and all confidential documents in possession of Board members shall be returned to the Volunteer Department upon the member’s resignation or completion of tenure.
- Any breach of confidentiality shall be reported to the Board President.
Policy: Mission, Vision and Values
The Board will ensure the stated mission; vision and values of the Credit Valley Hospital and those of the Credit Valley Volunteer Partners are supported
Procedure:
The Board will:
- Encourage diversity of viewpoints
- Provide strategic leadership
- Implement a team approach
- Strive to make collective rather than individual decisions.
Mission: To be recognized as a leader in the development of hospital based volunteer services.
Vision: To support the delivery of quality, compassionate health care to the patients of Credit Valley Hospital and volunteer leadership in the communities we serve.
Value Statement: The Volunteer Partners Board of Directors is committed to treating all individuals with respect, managing the affairs of the Volunteer Partners’ organization with due diligence, and to working in partnership with others
Purpose:
- To provide the Board and the Nominating Committee with a procedure for recruitment.
- To ensure each candidate’s application is acknowledged and processed in a fair and equitable manner
- To provide public accountability in the recruitment of Board members.
- To foster participation of community members and internal volunteers
Generic Qualities of Board Members
- Values that reflect those of the Credit Valley Hospital
- Community leadership and representation
- Financial/Business acumen
- Strategic Planning and Vision
- Time availability
Scope of Expertise and Perspective to be reflected within the Board
- Knowledge of the health care issues and trends
- Knowledge of the public sector health care system and voluntarism.
- Strategic Planning
- Knowledge of fiscal, financial and legal matters
- Business Management
- Knowledge of / experience in the field of Communications and Public relations
- Marketing and /or Fundraising
- Prior experience in Voluntary Board Governance
Procedure
- The Nominating Committee identifies the Board’s requirements to ensure a full complement of members and makes recommendations to the Board.
- The committee prepares an advertisement to be approved by the Executive Committee. The ad is then posted internally and on the hospital website for a minimum of two weeks
- Potential candidates will be required to complete an application form that they are to submit to the Nominating committee within a designated time frame.
- The Nominating Committee will assess each application working within the parameters of the Volunteer Partners ’ Bylaws. Where appropriate, each candidate who possesses the required knowledge and skill set will be contacted to arrange a mutually convenient interview time.
- During the interview the candidate will be assessed with respect to the generic qualities of board members, balance within the board of directors and the scope of perspective /expertise to be reflected within the board
- The chosen Candidate is announced at the Annual General Meeting or at the next board meeting if the vacancy is being filled mid term
- Assuming that two candidates present with the same knowledge or skill set, preference will be given to that candidate whose nomination will assist in genuinely reflecting the breadth, depth and diversity of the communities served by the Credit Valley Hospital
- The unsuccessful candidate (s) will receive a written thank you letter and that letter will state that their application will be kept on file for future reference unless the candidate instructs otherwise
Board Position Descriptions
TITLE: President
TERM: One Year Term
REPORTS TO: President, The Credit Valley Volunteer Partners
THE CREDIT VALLEY VOLUNTEER PARTNERS SUMMARY:
The Credit Valley Volunteer Partners is a non-profit service organization which elects its own executive and operates as a division within The Credit Valley Hospital. The Volunteer Partners’ Board role is to provide volunteer leadership and assist in the development of goals, objectives and policies that support the mission and strategic direction of The Credit Valley Volunteer Partners and The Credit Valley Hospital.
As an active participant of the board, each member must have an understanding of the function and responsibilities of the Department of Volunteer Resources, the Board of Governors with respect to the Ministry of Health and the Ontario Hospital Association.
It is the responsibility of each member to foster positive and supportive relations between the volunteer membership and The Credit Valley Volunteer Partners Board
PRIMARY FUNCTIONS: The President provides leadership for The Credit Valley Volunteer Partners, guides and directs the Executive and Partners’ Board.
RESPONSIBILITIES:
- Act as Chairperson of meetings of The Credit Valley Volunteer Executive and Board
- Act as the official Volunteer Partners’ representative to other organizations
- Ensure compliance with the Volunteer Partners’ by-laws
- Arrange orientation for executive members of the board and the committee chairs
- Prepare the agenda for all meetings in consultation with the Secretary
- Represent the Volunteer Partners on the Hospital Board of Directors, attend all Board of Director’s meeting and participate on Board of Director’s committees as required
- Provides leadership with The Credit Valley Volunteer Partner’s fundraising events
- Ensuring that the Gift Shop that it is a service oriented, profit-driven store
- Liaise with the Director, Volunteer Resources on a regular basis to ensure effective two way communication between the Board and the Volunteer Resources Department
- Is an ex-officio member of all committees
- proven leadership skills
- demonstrated knowledge and appreciation of the community and the voluntary sector
- strong interpersonal and organizational skills
- effective communication skills, both oral and written
- critical thinking, strategic planning and problem solving skills
- motivational and team building skills
- comfortable presentation style and public speaking abilities
- a strong commitment to quality patient care
- Microsoft office skills, must have email
- General orientation to The Credit Valley Hospital provided by the Department of Volunteer Resources.
TITLE: First Vice President
TERM: One Year Term
REPORTS TO: President, The Credit Valley Volunteer Partners
THE CREDIT VALLEY VOLUNTEER PARTNERS SUMMARY:
The Credit Valley Volunteer Partners is a non-profit service organization which elects its own executive and operates as a division within The Credit Valley Hospital. The Volunteer Partners’ Board role is to provide volunteer leadership and assist in the development of goals, objectives and policies that support the mission and strategic direction of The Credit Valley Volunteer Partners and The Credit Valley Hospital.
As an active participant of the board, each member must have an understanding of the function and responsibilities of the Department of Volunteer Resources, the Board of Governors with respect to the Ministry of Health and the Ontario Hospital Association.
It is the responsibility of each member to foster positive and supportive relations between the volunteer membership and The Credit Valley Volunteer Partners Board
PRIMARY FUNCTIONS:
- The First Vice President provides support for The Credit Valley Volunteer Partners’ President.
RESPONSIBILITIES:
- When so designated, perform all duties of the President and accept administrative duties as required
- Preside at meetings of The Credit Valley Volunteer Partners if the President is not available
- Ensure succession planning at the board level and opportunities for personal growth and development of volunteers
- Develop and maintain a human resource plan for the board and ensure that the volunteer members have opportunities for personal and professional growth and development
- Work closely with the President to prepare for taking on this role in the coming year
- Develop and maintain a human resource plan for the board and ensure that the volunteer members have opportunities for personal and professional growth and development
- Participate on the Annual General Meeting and Dinner Committee
- proven leadership skills
- demonstrated knowledge and appreciation of the community and the voluntary sector
- strong interpersonal and organizational skills
- effective communication skills, both oral and written
- critical thinking, strategic planning and problem solving skills
- a strong commitment to quality patient care
- Microsoft office skills, must have email
- General orientation to The Credit Valley Hospital provided by the Department of Volunteer Resources.
- General orientation to The Credit Valley Volunteer Partners’ Board provided by the Volunteer Partners’ President
TITLE: Second Vice President
TERM: One Year Term
REPORTS TO: President, The Credit Valley Volunteer Partners
THE CREDIT VALLEY VOLUNTEER PARTNERS SUMMARY:
The Credit Valley Volunteer Partners is a non-profit service organization which elects its own executive and operates as a division within The Credit Valley Hospital. The Volunteer Partners’ Board role is to provide volunteer leadership and assist in the development of goals, objectives and policies that support the mission and strategic direction of The Credit Valley Volunteer Partners and The Credit Valley Hospital.
As an active participant of the board, each member must have an understanding of the function and responsibilities of the Department of Volunteer Resources, the Board of Governors with respect to the Ministry of Health and the Ontario Hospital Association.
It is the responsibility of each member to foster positive and supportive relations between the volunteer membership and The Credit Valley Volunteer Partners Board
PRIMARY FUNCTIONS:
- The Second Vice President provides support for The Credit Valley Volunteer Partners’ Board and to the First Vice President.
RESPONSIBILITIES:
- Be responsible for the direction of special events or projects as directed by the Board
- Appraise and review all suggestions from the membership for amendment to the by-laws and prepare all revisions to the by-laws
- Work closely with the First Vice President to prepare for taking on this role in the coming year
- proven leadership skills
- demonstrated knowledge and appreciation of the community and the voluntary sector
- strong interpersonal and organizational skills
- effective communication skills, both oral and written
- critical thinking, strategic planning and problem solving skills
- a strong commitment to quality patient care
- Microsoft office skills, must have email
- General orientation to The Credit Valley Hospital provided by the Department of Volunteer Resources.
TITLE: Director, Fundraising
TERM: One Year Term with a Renewal Option
REPORTS TO: President, The Credit Valley Volunteer Partners
THE CREDIT VALLEY VOLUNTEER PARTNERS SUMMARY:
The Credit Valley Volunteer Partners is a non-profit service organization, which elects its own executive and operates as a division within The Credit Valley Hospital. The Volunteer Partners’ Board role is to provide volunteer leadership and assist in the development of goals, objectives and policies that support the mission and strategic direction of The Credit Valley Volunteer Partners and The Credit Valley Hospital.
As an active participant of the board, each member must have an understanding of the function and responsibilities of the Department of Volunteer Resources, the Board of Governors with respect to the Ministry of Health and the Ontario Hospital Association..
It is the responsibility of each member to foster positive and supportive relations between the volunteer membership and The Credit Valley Volunteer Partners Board
It is the responsibility of each member to foster positive and supportive relations between the volunteer membership and The Credit Valley Volunteer Partners Board
PRIMARY FUNCTIONS:
RESPONSIBILITIES:
- Liaise, support and provide guidance to chairs/leaders of internal and external fundraising initiatives.
- Participate on fundraising committees and provide a liaison to The Credit Valley Partner Board.
- Explore and present to the board new fundraising opportunities.
- Form committees to carry out approved new initiatives.
- Liaise with third party fundraisers to ensure that the activities are in line with the mission/vision of The Credit Valley Hospital and The Credit Valley Volunteer Partners. Ensure that appropriate recognition is given to the third party fundraisers.
- Attend monthly board meetings and provide a written monthly report on fundraising initiatives and activities.
- Coordinate and develop internal policies in consultation with the Executive.
- To liaise with volunteers and Director, Volunteer Resources, as required.
- Creative with ability to “think outside the box”
- Excellent leadership skills
- Strong interpersonal and organization skills
- Ability to effect change in a positive manner
- Ability to work within a team structure
- Ability to maintain a degree of flexibility to changes within the hospital and The Credit Valley Volunteer Partners
- Prior experience in fundraising initiative is an asset
- General orientation to The Credit Valley Hospital provided by the Department of Volunteer Resources.
- Orientation to The Credit Valley Volunteer Partners Board by the Past President, The Credit Valley Volunteer Partners
TITLE: Member-at-Large
TERM: Two Year Term
REPORTS TO: President, The Credit Valley Volunteer Partners
THE CREDIT VALLEY VOLUNTEER PARTNERS SUMMARY:
The Credit Valley Volunteer Partners is a non-profit service organization, which elects its own executive and operates as a division within The Credit Valley Hospital. The Volunteer Partners’ Board role is to provide volunteer leadership and assist in the development of goals, objectives and policies that support the mission and strategic direction of The Credit Valley Volunteer Partners and The Credit Valley Hospital.
As an active participant of the board, each member must have an understanding of the function and responsibilities of the Department of Volunteer Resources and the Board of Directors with respect to the Ministry of Health and the Ontario Hospital Association.
It is the responsibility of each member to foster positive and supportive relations between the volunteer membership and The Credit Valley Volunteer Partners Board and provide support in all of their fundraising initiatives.
PRIMARY FUNCTIONS:
- The Member-at-Large represents the interests of the general Volunteer Partners membership at the Board and conducts projects and accepts duties as assigned by the President and the Board.
assigned by the President and the Board.
RESPONSIBILITIES:
- Participates as a member of the Board of Directors, attending monthly Board meetings
- Represents the general membership on issues of interest or concern, particularly those not covered by other Board Directors
- Identifies and conducts projects to further the goals of the organization. Serves as chair of any ad hoc committee formed to develop these projects.
- Liases with volunteers and Director Volunteer Resources as required
- Excellent leadership skills
- Excellent written and verbal communication skills
- Strong interpersonal and organization skills
Ability to:
- listen to membership and communicate their issues, needs and interests to the Board of Directors
- identify potential problems and opportunities.
- work effectively toward common goals as a team member.
- set objectives and develop action plans for selected and/or assigned projects.
- effect change in a positive manner
- maintain a degree of flexibility to changes within the hospital and The Credit Valley Volunteer Partners
- Prior experience as a volunteer and/or Board member is an asset
- General orientation to The Credit Valley Hospital provided by the Department of Volunteer Resources
- Orientation to The Credit Valley Volunteer Partners Board by the Past President, The Credit Valley Volunteer Partners
Past President
TITLE: Past President
TERM: One Year Term
REPORTS TO: President, The Credit Valley Volunteer Partners
THE CREDIT VALLEY VOLUNTEER PARTNERS SUMMARY:
The Credit Valley Volunteer Partners is a non-profit service organization which elects its own executive and operates as a division within The Credit Valley Hospital. The Volunteer Partners’ Board role is to provide volunteer leadership and assist in the development of goals, objectives and policies that support the mission and strategic direction of The Credit Valley Volunteer Partners and The Credit Valley Hospital.
As an active participant of the board, each member must have an understanding of the function and responsibilities of the Department of Volunteer Resources, the Board of Governors with respect to the Ministry of Health and the Ontario Hospital Association.
It is the responsibility of each member to foster positive and supportive relations between the volunteer membership and The Credit Valley Volunteer Partners Board
PRIMARY FUNCTIONS:
- The Past President provides advice and support to the President of The Credit Valley Volunteer Partners.
RESPONSIBILITIES:
- When so designated, perform all duties of the President and accept administrative duties as required
- Shall be the Chair of the Nominating Committee, receive nominations and shall prepare and present to the Annual Meeting a slate of Executive Officers.
- Notify officers of their election
- Notify chairpersons/committees of their appointments
- Assume the responsibilities of President for unexpired term if that office becomes vacant
- Excellent people skills
- Past experience as President of the Volunteer Partners
- General orientation to The Credit Valley Hospital provided by the Department of Volunteer Resources.
TITLE: Secretary
TERM: Two, One Year Terms
REPORTS TO: President, The Credit Valley Volunteer Partners
THE CREDIT VALLEY VOLUNTEER PARTNERS SUMMARY:
The Credit Valley Volunteer Partners is a non-profit service organization which elects its own executive and operates as a division within The Credit Valley Hospital. The Volunteer Partners’ Board role is to provide volunteer leadership and assist in the development of goals, objectives and policies that support the mission and strategic direction of The Credit Valley Volunteer Partners and The Credit Valley Hospital.
As an active participant of the board, each member must have an understanding of the function and responsibilities of the Department of Volunteer Resources, the Board of Governors with respect to the Ministry of Health and the Ontario Hospital Association.
It is the responsibility of each member to foster positive and supportive relations between the volunteer membership and The Credit Valley Volunteer Partners Board
PRIMARY FUNCTIONS:
- The Secretary will maintain and complete written records of all meetings of all The Credit Valley Volunteer Partners
RESPONSIBILITIES:
- Keep an accurate record of the proceedings of all meeting (include annual general meeting). All minutes are reviewed by the Director, Volunteer Resources and approved by the President, Volunteer Partners
- Action list are reviewed at each meeting. Recommendations or motions are read as required.
Give notice of all meetings:
- · Agendas are created for all meetings and approved by the President, Volunteer Partners and the Director Volunteer Resources
- · Meeting and report reminders are sent to executive and board
- Communicate with any Board Member who has missed two (2) consecutive Board Meetings
- Keep copies of all testamentary documents and trust instruments by which benefits are given, bequeathed or devised to or for the use of the Volunteer Partners
- Send acknowledgement to donors for gifts and special donations
- Ensure all correspondence to the board and executive is received
- Excellent computer skills, good knowledge of microsoft office (word and outlook)
- Ability to listen and reflect in writing discussion in a group setting
- Must own a computer and have email
- Prior secretary experience is an asset
- General orientation to The Credit Valley Hospital provided by the Department of Volunteer Resources
- Orientation to The Credit Valley Volunteer Partners Board by the Past President, The Credit Valley Volunteer Partners
TITLE: Treasurer
TERM: Four consecutive one year terms
REPORTS TO: President, The Credit Valley Volunteer Partners
THE CREDIT VALLEY VOLUNTEER PARTNERS SUMMARY:
The Credit Valley Volunteer Partners is a non-profit service organization which elects its own executive and operates as a division within The Credit Valley Hospital. The Volunteer Partners’ Board role is to provide volunteer leadership and assist in the development of goals, objectives and policies that support the mission and strategic direction of The Credit Valley Volunteer Partners and The Credit Valley Hospital.
As an active participant of the board, each member must have an understanding of the function and responsibilities of the Department of Volunteer Resources, the Board of Governors with respect to the Ministry of Health and the Ontario Hospital Association.
It is the responsibility of each member to foster positive and supportive relations between the volunteer membership and The Credit Valley Volunteer Partners Board
PRIMARY FUNCTIONS:
- The Treasurer will maintain complete financial records (with the exception of the Gift Shop) of all The Credit Valley Volunteer Partners’ financial transactions.
RESPONSIBILITIES:
- Collect and deposit all monies related to the Volunteer Partners’ in the designated bank account.
- Responsible for the issuing of cheques and posting of transactions, ensuring there is appropriate supporting documentation.
- Attend all Executive and Board meetings, prepare and present a monthly income statement and balance sheet.
- Prepare a fiscal budget with the support of the Volunteer Partners’ Executive for Board approval. This will include the activities of the Gift Shop.
- Prepare books for external audit on a consolidated annual basis. Present the audited consolidated financial statement at the volunteer’s annual meeting.
- Coordinate and develop internal policies in consultation with the Volunteer Partners’ Executive.
- Provide financial advice and guidance to The Credit Valley Volunteer Partners’ Board and committees.
- C.A., CMA or CGA designation
- Demonstrated sound leadership and interpersonal skills
- Ability to effect change in a positive manner and to work within a team structure
- 2 business referrals required
- 2-3 years of financial reporting experience
- board experience in the volunteer sector is an asset
- General orientation to The Credit Valley Hospital provided by the Department of Volunteer Resources.
- Orientation to The Credit Valley Volunteer Partners Board by the Past President, The Credit Valley Volunteer Partners
TITLE: Youth Representative
TERM: Two-year Term with Renewable Option
REPORTS TO: President, The Credit Valley Volunteer Partners
Youth Coordinator, Volunteer Resources
THE CREDIT VALLEY VOLUNTEER PARTNERS SUMMARY:
The Credit Valley Volunteer Partners is a non-profit service organization, which elects its own executive and operates as a division within The Credit Valley Hospital. The Volunteer Partners’ Board role is to provide volunteer leadership and assist in the development of goals, objectives and policies that support the mission and strategic direction of The Credit Valley Volunteer Partners and The Credit Valley Hospital.
As an active participant of the board, each member must have an understanding of the function and responsibilities of the Department of Volunteer Resources and the Board of Directors with respect to the Ministry of Health and the Ontario Hospital Association.
It is the responsibility of each member to foster positive and supportive relations between the volunteer membership and The Credit Valley Volunteer Partners Board and provide support in all of their fundraising initiatives.
PRIMARY FUNCTIONS:
- The Youth Representative represents the youth volunteers and communicate their needs and concerns to The Volunteer Partners Board.
RESPONSIBILITIES:
- Excellent leadership skills
- Excellent written and verbal communication skills.
- Strong interpersonal and organization skills
Ability to:
- listen to the youth membership and communicate their issues, needs and interests to the Youth Coordinator, Volunteer Resources and the Board of Directors.
- identify potential problems and opportunities.
- work effectively toward common goals as a team member.
- set objectives and develop action plans for selected and/or assigned projects.
- effect change in a positive manner
- maintain a degree of flexibility to changes within the hospital and The Credit Valley Volunteer Partners
- Have volunteered for a minimum of 150 – 200 hours at The Credit Valley Hospital
- General orientation to The Credit Valley Hospital provided by the Department of Volunteer Resources
- Orientation to The Credit Valley Volunteer Partners Board by the Past President, The Credit Valley Volunteer Partners
