This page last updated February 2013

3.1.2. Board Organization and Responsibilities

Board Organization and Responsibilities: The Board of Directors is responsible for establishing the Academy’s strategies policies and procedures, and ensuring their communication and compliance. It meets once a month, usually at Knox College.

It consists of up to 16 elected voting members made up of the officers (President, Vice President, Treasurer, Assistant Treasurer, Secretary, Assistant Secretary), five Committee Chairs and their Assistant Chairs, and the Past President who is appointed by the Board and is non-voting. The term of office is two years with members usually serving as assistants in their first year and as officers or Committee Chairs in their second year. The Board may from time to time appoint such persons as non-voting members of the Board, upon such terms and conditions as the Board may direct.

Elections: In October, the Board activates a Nominating Committee, chaired by the Past President. This committee meets during the winter and prepares a slate of nominees that is brought to the Board for approval. The Nominating Committee then submits the slate for publication in the May newsletter along with an invitation to the membership to suggest any additional nominations. The Chair of the Nominating Committee presents the final slate of nominees for election to the Board at the Annual General Meeting (AGM) in June.

Recruitment and Elections: In October, the Board activates a Nominating Committee, chaired by the Past President. This committee meets to prepare a slate of nominees that is brought to the Board for approval. The current chairs of the various committees, with the help of the Volunteer Coordinator if required, are responsible for ensuring that an assistant chair has been identified for their respective committee. The Nominating Committee also invites the membership to suggest additional nominations. The slate, with bios of the nominees, is sent to the members as part of the AGM package in May.  The Chair of the Nominating Committee presents the final slate of nominees for election to the Board at the Annual General Meeting (AGM) in June. 

Reporting: The secretary is responsible for the minutes of the board’s meetings, their circulation to board members after the meetings, and the preparation of agendas, which should include reports from the officers and each committee, as well as additional material as appropriate.

Each committee appoints one of its members to keep minutes of its meetings. A copy of these minutes is distributed to committee members, including the President or Vice-president, whichever has been attached to the committee ex officio.  A summary is presented at the monthly Board meetings by the respective Committee Chairs. At the AGM, the President, Treasurer, Past President and each Committee Chair submit their yearly reports to the membership.

See also Section 3.1.4 “Officers of the Board”, and Section 3.2 “Committees of the Board”.