Interested in joining The Teapot’s board? Find out how our board works and how to apply here!
Purpose and mandate of the Board of Directors
- The Board acts to serve the mission and long-term health of the organization.
- The Board’s tasks include applying and developing policies.
- The Board is an oversight board
- In this type of structure, it is the staff who manage the day-to-day administration of the organization.
Responsibilities of the Board of Directors
- Support the organization’s finances and accounting process
- Human resources management, benefits, pension and employee manual
- Project development, sustainability and review.
- Policies development and evaluation
- Fundraising and marketing initiatives
Role of the Teapot’s Board of Directors
The Board of Directors looks at the growth and development of the organization. The role of its participants is an oversight Board. The operations are taken care of by the management and the employees of the organization. Management shares with the Board of Directors, all pertinent information on the operations of the organization.
The Board has 4 committees: Executive, Governance, Internal Affairs, and External Affairs. Each member must participate on one of these committees.
Board and committee meetings schedule:
Board meetings: The Board of Directors meets once a month on different dates. Generally on Fridays and/or in the evening or on weekends. Flexibility is required depending on everyone’s schedule. On average – 3 hours per month
Committee Meetings: The members participate on a committee once a month to discuss the development and planning of various subjects such as policy development and review, fundraising, marketing, human resource management, and finances. On average – 2 to 3 hours a month
- Secretary (see below for description)
- Treasurer (see below for description)
How to apply:
All candidates are asked to fill out this form, in English or in French, instead of a cover letter. Note that you cannot edit your responses after they have been submitted. If you have any problems with the form, please contact firstname.lastname@example.org
Once you have submitted your form, you will be contacted to send your CV.
Executive position: Secretary
4-year term (2 years then re-election for a final 2-year term)
- Member of the Executive committee and is to attend Executive meetings when required.
- Ensures that the minutes and related meetings minutes are taken and submitted to the General Manager
- Acts as a signing authority approved by the Board of Directors
- Oversees the keeping of records of meetings; all minutes, resolutions and agendas that are required by law.
- Ensures the maintenance of the files and records of the organization to be passed on to future officers and ensures the security and confidentiality of all such files and records.
- Familiarity with the non-profit structure, purpose and needs of the 50+ community
- Familiarity with the Board of Directors culture and norms
- Detail-oriented and well organized
- Familiarity with bylaws and legal status of a nonprofit organization
- Word processing skills and access to a computer and email
The secretary’s role in helping manage Board meetings:
- Plan and invite Board members to the meetings, send reminders, and Zoom invites to attend Board meetings.
- Making the necessary photocopies of the agenda, minutes and finances
- Ensure that the minutes are taken with accuracy and details are shared
- Confident to ask to slow down if missing details or information for their notes.
- Timekeeping of the meeting for smooth running. Start times, breaks and end on time.
Participates on 1 to 3 committees; 5 to 6 hours a month
Executive Position: Treasurer
(1-year replacement then a final 2-year term)
The Treasurer will oversee the financial matters of the Teapot 50+ Centre. In accordance with the governing document and legal requirements. Report to the Board of Directors at regular intervals about the financial health of the organization.
Role of our Treasurer:
- Ensures that the Board receives relevant and regular financial statements.
- Assist in the preparation of the annual financial budget and prepare to be reviewed by the Board of Directors.
- Recommends a competent auditor to be appointed annually.
- Collaborates with the auditor and General Manager in the review and presentation of annual audited financial statements.
- Ensures that complete and accurate financial records are kept in accordance with generally accepted accounting practices.
- Acts as a signing authority for the organization
- Oversees the development of high-level financial policies and their review by the Board
- Ensure that the appropriate monthly or quarterly financial statements are reviewed by the Board
- Ensure that the Board regularly monitors the organization’s financial performance and alerts it to any important discrepancies between planned and actual figures
- Ensure that excess funds and reserves are properly held and invested
- Commitment to the organization’s mission and strategic directions
- A understanding of, and experience with, good financial management and reporting practices
- A professional accounting and or related field
- An ability to make decisions regarding a large budget.
- An ability to commit the time required to fulfill the responsibilities described
Internal affairs committee, Gouvernance and executive committee. Chair the Adhoc finance committee meetings 6 to 8 hours a month