Board of Directors: Terms of Reference

OLC Board of Directors Background

The Board makes sure that the OLC is a strong organization that works on behalf of people in Ontario interested in literacy. Therefore,

  • There are 12 directors elected from membership
  • There are 5 duly elected Officer positions: President and Chair, Vice President, Secretary, Treasurer, and Governance Officer
  • A Director must be on the board for 1 year before being elected to an Officer Position
  • All directors are expected to participate actively on at least one committee
  • There are 2 Standing Committees: Nomination (5 members) and Compensation (3 Officers). Each has a Chair and a Terms of Reference. Each reports to the Board in writing at each board meeting
  • Ad hoc committees are developed on an as needed basis. Each has a committee lead, a time-limited mandate, and regularly provides written reports and recommendations to the board. Current ad hoc committees are: Policy Orientation and Development Committee (6 Members), Annual General Meeting (AGM) Planning (3), Awards Review (3)
  • All board decisions directed toward management, the board itself, individual members and committees are made as a group. Decisions are not made by individuals of the board
  • Individuals do not direct the Executive Director or staff

Functions

The Board of Directors shall:

  • Ensure the Vision and Mission reflect current values and circumstances of the Organization
  • Have full and direct responsibility for the process and products of governance
  • Develop plans for the future development of the OLC
  • Support members’ needs for professional affiliation, education and practice standards, a Code of Ethics, and professional development through the facilitation of educational, practice and research activities
  • Provide a structure and forums within which the work of the Committees can be discussed, receiving regular written reports from the Committees therein

    • Roles and Responsibilities

    Directors are expected to:

    • Attend every board meeting
    • Be prepared for every meeting
    • Have reliable and regular access to the internet
    • Participate actively in adhoc and standing committees, orientation, and educational and strategic planning sessions
    • Provide advice and support for initiatives to the OLC ED
    • Serve as an ambassador for the OLC to the community at large
    • Maintain absolute confidentiality through with respect to all information that may be disclosed. Directors must sign a confidentiality agreement
    • Be fully immersed in the culture and values of the organization

    Meetings

    • Each Director is expected to attend each meeting of the Board and the Board Committees of which he or she is a member. Directors who miss 3 board meetings in a year may, after discussion, be asked to resign.
    • The Board meets in person at least 2 times a year. Face-to-face meetings are 1 to 2 days in length. Monthly 2 hour online meetings are scheduled, if needed. There may be additional meetings at the call of the Chair of the Board. The schedule is set at the first full board meeting after the AGM.
    • Meeting materials are distributed to the Board at least one week in advance of the meeting through the Boardsource web portal.
    • The minutes are taken at each meeting and circulated for approval in advance of the following meeting.