Haliburton County Community Radio Association CANOE FM Be a part of Haliburton Highlands vibrant community radio station!

Transcription

1 board of directors Volunteer Handbook Haliburton County Community Radio Association CANOE FM Be a part of Haliburton Highlands vibrant community radio station!

2 Welcome As a not-for-profit community radio station, Haliburton County Community Radio Association (HCCRA) is governed by a board of directors. Directors are nominated and voted by members at the annual general meeting (AGM) that takes place in November each year. The board meets on the third Thursday of each month in the board room at the station, and a majority forms a quorum. Board Composition The CANOE FM board consists of a maximum of ten members and a minimum of six, including: President, Vice-President, Secretary, Treasurer, and directors. For community radio, at least 80% of a station s board of directors must be Canadian. Positions like the chair of the board of directors, station manager, program director or any others that have a major role in day-to-day operations must be filled by a Canadian. Aside from regulatory requirements, stations are also bound by their own bylaws, and by the legislation under which their organization was incorporated, which together set out requirements for the number of directors, qualifications, terms of office, and how nominations and elections must occur. The CRTC can require changes or modifications to a station s bylaws as part of its licensing procedures. The station is required to file a list of current board directors, their citizenship, address, appointment date, and length of term. These updates can be submitted via the CRTC website when submitting annual returns, following board of directors elections. Board of Directors Position Descriptions President of the Board Establishes strategic direction and priorities for Canoe FM and seeks the Board of Directors input Ensures the Board adheres to its bylaws, policies and procedures and mission statement Regularly communicates with the Station Manager to ensure effective operation of Canoe FM Promotes the organization s purpose in the community and to the media Chairs the regular meetings of the Board and the Annual General Meeting

3 Ensures that committee chairpersons are appointed Serves as ex officio member of committees and attends their meetings when needed Keeps the Board s discussion on topic by summarizing issues Evaluates the effectiveness of the Board s decision making process Ensures there is a process to evaluate the effectiveness of Board Members, using measurable criteria Acts as a signing authority on behalf of the Board for financial and legal purposes Sets monthly Board meeting agenda in conjunction with input from Board members and the Station Manager Arranges for Vice to chair meetings in the absence of the Chair Provides guidance and leadership Orients Board Members, committee chairpersons and the New President to the Board Adheres to general duties outlined in the board member job description Leadership Communication verbal and written Problem solving Relationship building Commitment to a two year term in office Completed two years of Board membership and possess a detailed knowledge of the organization and its programs Experienced and skilled in one or more areas: Board governance, policy, finance, programs or personnel Leadership of various meetings and committees, and complete necessary preparation for these meetings Must submit to a background check Board of Directors

4 Vice-President Performs the duties of the President when the President is unavailable Learns duties of the President and keeps informed of key issues Works closely as consultant and advisor to President Serves on one major committee Fosters a positive relationship with other Board members and staff Acts as a signing authority on behalf of the Board for financial and legal purposes Orients the new Vice-President Adheres to general duties outlined in the board member job description Leadership Communication verbal and written Problem solving Relationship building Commitment to a two year term in office Experienced and skilled in one or more areas: Board governance, policy, finance, programs or personnel Currently a member of the Board Possess a detailed knowledge of Canoe FM and its programs Must submit to a background check Board of Directors Board Treasurer Acts as signing officer, with another officer or the Station Manager for financial matters Reviews and ensures the integrity of monthly financial reporting, budgets and cash flow to the board of directors Ensures review assessment is presented to the Board on an annual basis.

5 Calls the motion at Annual General Meeting for the appointment of an accountant for the annual review assessment Acts as a resource to other committees Orients the new Treasurer Same as Board of Director Member Detailed knowledge and understanding of financial processes and standard accounting practices and principles Same as Board of Director Member Adheres to general duties outlined in the Board member job description Fosters a positive working relationship with other Board members and staff Must submit to a background check Board of Directors Board Secretary Keeps copies of the organization s bylaws and the Board s policy statements Keeps lists of officers, Board Members, committees and General Membership Notifies Board Members of meetings Brings official minute book to meetings Reviews and reports on correspondence to the Board Keeps record of Board Attendance Keeps accurate minutes of meetings Records all motions and decisions at meetings Signs Board minutes to attest to their accuracy Records all corrections to minutes Keeps copies of minutes of both Board and committee meetings Distributes copies of minutes to Board Members promptly after meetings Conducts general Board correspondence

6 Acts as a signing authority on behalf of the Board Monitors to ensure the annual return, amendments to the bylaws and other incorporating documents are filed with the Canadian Revenue Agency Makes sure members are notified of General Meeting Orients the new Secretary Adheres to general duties outlined in the board member job description Knowledge and/or experience of the rules of order for meetings and proper minute taking Precise attention to detail and report keeping Excellent oral and written communication skills Same as outlined in the board member job description Commitment to a two year term in office Fosters a positive working relationship with other Board members and staff Board of Directors Director Responsible for directing, influencing and monitoring Canoe FM s business Promotes the mandate and activities of Canoe FM throughout the community Responsible for Canoe FM s ethical governance and operations and must set the ethical standards by both policy and actions Approve, where appropriate, policy and other recommendations received from the Board, its standing committees and senior employees Establishes strategic direction for Canoe FM and priorities to meet the community s needs Initiate and monitor all Canoe FM s policies Review bylaws and the policy manual and recommend bylaw and policy changes to the membership Review the Board s structure, approve changes, and direct the Bylaw Committee to prepare bylaw

7 amendments for approval Ensure accountability for the services required to operate Canoe FM and approve Canoe FM s budget Approve the hiring and release of the Station Manager, Station Technician and Sales Agent, including their employment contracts Support and participate in evaluating the Station Manager and Sales Agent. Assist in developing and maintaining positive relationships among the Board, committees, employees and community to enhance Canoe FM s mission. Knowledge and skills in one or two areas of Board governance: policy, finance, programs, personnel and advocacy Business acumen Communication written and verbal Problem solving Commitment to a two year term in office Recognizes no board member has more authority than another, even if they hold different positions Respects the role of all board members Contribute skills and knowledge by participating actively in meetings and committee work Willing to serve on a committee and attend assigned committee meetings Prepare for and attend monthly Board meetings Acquiring appropriate knowledge of all agenda topics, including any clarification required prior to the meeting Attendance at Annual General Meetings Attendance at membership meetings Support of special events Support of, and participation in, fundraising events Be aware of and abstain from any conflict of interest Submission to a background check All other members of the Board of Directors as a whole

8 Canoe FM, as a not for profit, volunteer based community radio station, is the Voice of the Haliburton Highlands. Our mission is to provide balanced programming, including entertainment and vital information. We strive to showcase local talent and meet community needs. Canoe FM will remain a strong partner in the development of our community. Contact Us The CANOE FM studios are located at 739 Mountain Street in Haliburton, Ontario. Telephone Fax Mailing Address PO Box 1125 Haliburton, ON K0M 1S0 canoefm@bellnet.ca Website We look forward to hearing from you at CANOE FM, The Voice of Haliburton Highlands!