Role Descriptions for New Positions

DIRECTOR(S)-AT-LARGE ROLE DESCRIPTION:

The Directors-at-Large constitute the majority of the Board of Directors, double that of the Co-Chairs. Directors-at-Large (DAL) work on a system of “project portfolios” which are chosen by the Director upon their election based on their strengths and interests (granted some portfolios may have to be assigned if not voluntary taken). Ideally, these portfolios would be distributed equally, but this is dependent on the individual Directors and their availability and presence of other commitments. However, general duties and responsibilities include:

  • serve a one (1) year term (notwithstanding removal or voluntary leave)

  • in tandem with the other Board members, ensure the productivity of the Board as a whole

  • partner with, support, and when necessary assist and be assisted by one (1) Co-Chair

  • give regular verbal or written reports and be accountable to the Co-Chair most closely aligned with your project portfolio

  • complete a comprehensive year-end report and annual return by August of each year

Here are some of the working titles of current project portfolios passed down by the 2014 Board (to be amended, amalgamated, and created as St. John’s Pride needs shift and grow organically):

  • Administrative Officer (linked to Co-Chair Internal unless delegated)

  • City Liaison (linked to Co-Chair Internal unless delegated

  • Events Coordinator (linked to Co-Chair External unless delegated)

  • Finance Officer (linked to Co-Chair Finance unless delegated)

  • Sponsorship Coordinator (typically performed by Co-Chair Finance unless delegated)

  • Inclusivity Advocate

  • Grant Writer

  • Branding and Corporate Image Coordinator

  • Community Liaison

  • Website Coordinator

  • Festival Programming

  • Festival Site Coordinator(s) (2)

  • Parade Coordinator(s) (2)

  • Board Structure and Bylaws

  • Community Connections and Outreach

The best method of campaigning for a Director-at-Large is perhaps to emphasize your strengths, skills, and work experience rather than campaign on certain portfolios as this system is inherently flexible and fluid and many Directors may in fact share one portfolio (such as Festival Programming, which all 9 members must work on collectively) or otherwise overlap with another’s duties.

=====================================================================
CO-CHAIR EXTERNAL ROLE DESCRIPTION:

The Co-Chair (External) oversees the image of St. John’s Pride as a corporate entity and directs public engagement. This includes but isn’t limited to media relations, social media, events, branding*. Some of the expected duties, rights and responsibilities of this Co-Chair are:

  • serve a two (2) year term (notwithstanding removal or voluntary leave)

  • in tandem with the other co-chairs, ensure the productivity of the Board as a whole

  • partner with, encourage, and when necessary assist and be assisted by two (2) Directors-at-Large with their portfolios

  • act as the primary contact for media requests and delegate them to the best qualified person to respond to said request depending on context **

  • manage and update St. John’s Pride’s Facebook Page, Twitter, and other social media regularly (proofreading is an essential skill for this position)

  • plan, make appropriate bookings, and execute all public engagement activities such as: public forums, fundraisers, social events, Pride Festival events ***

  • take up or delegate the Inclusion portfolio to another Director and ensure that St. John’s Pride’s mandate of inclusivity is reflected in every aspect of board business

  • network and establish partnerships with other non-profits, community groups, and organizations with shared mandates for LBGTQ+ communities with the goal of strengthening the resources of our corporation for the betterment of our member’s quality of life

  • otherwise oversee public and membership engagement not mentioned above

  • complete a comprehensive year-end report and annual return by August of each year

NOTES:
* notwithstanding a Director besides this Co-Chair taking up the Branding and Corporate Image portfolio, in which case this Co-Chair is expected to assist and partner with said Director
** this Co-Chair is intended to manage requests, not necessarily be the “face of Pride” (such practice is strongly discouraged), especially if a sitting Board member has more experience or expertise with the topic of the request and can better respond to it than this Co-Chair
*** for the Pride Festival this co-Chair will have the resources and input of the full Board available to them, taking the lead but working as a whole to help plan the Festival (aka “Pride Week”)

=======================================================================
CO-CHAIR INTERNAL ROLE DESCRIPTION:

The Co-Chair (Internal) oversees the administrative functioning of St. John’s Pride as a corporate entity. This includes but isn’t limited to filing, paperwork, grants, and legal requirements. Some of the expected duties, rights and responsibilities of this Co-Chair are:

  • serve a two (2) year term (notwithstanding removal or voluntary leave)

  • in tandem with the other co-chairs, ensure the productivity of the Board

  • partner with, encourage, and when necessary assist and be assisted by two (2) Directors-at-Large with their portfolios

  • act as the primary contact for the Registry of Companies and with other governing bodies (e.g.: the City of St. John’s) to ensure the corporation is in good standing

  • act as the primary enforcer of the By-Laws of the corporation and regularly review the By-Laws for potential amendments to improve Board functionality

  • take minutes or delegate minute-taking and ensure that proper minutes (including all motions, votes and resolutions) are being taken during meetings publish them in accordance with the By-Laws

  • prepare action items for each Board member at the end of each meeting reflective of the tasks assigned to them that meeting (i.e.: “to-do lists”)

  • publish minutes in accordance with the By-Laws

  • act as a facilitator or delegate facilitation to a suitable candidate within the Board to assure productive, synergetic meetings

  • prepares general meeting agendas with input from other Board members

  • ensures that all board business is documented in some fashion (preferably electronic and paper-trail copies) for posterity and sees to its filing

  • researches necessary permits, licenses etc. for board business and completes or delegates their completion

  • recruit and manage volunteer base and associated resources

  • complete a comprehensive year-end report and annual return by August of each year

========================================================================
CO-CHAIR FINANCE ROLE DESCRIPTION:

The Co-Chair (Finance) oversees the financial wellbeing of St. John’s Pride as a corporate entity. This includes but isn’t limited to banking, finance, and sponsorship. Some of the expected duties, rights and responsibilities of this Co-Chair are:

  • serve a two (2) year term (notwithstanding removal or voluntary leave)

  • in tandem with the other co-chairs, ensure the productivity of the Board

  • partner with, encourage, and when necessary assist and be assisted by two (2) Directors-at-Large with their portfolios

  • act as the primary of two (2) Signing Officers on corporate accounts

  • reviews and files bank statements

  • regularly reviews income and expenditures to assure adequate monies

  • drafts/allots yearly and event-specific budgets for rest of the Board

  • minor accounting duties (knowledge of spreadsheets, budgeting, etc. a necessity)

  • is responsible for all accounts payable and all accounts receivable for the corporation

  • solicit, expand and maintain strong partnerships with businesses and sponsors (strong negotiation and interpersonal skills an asset)

  • work closely with the Director holding the Fundraising portfolio (if not the Co-Chair themselves)

  • regularly publish a financial report for the membership on the state of the corporation’s finances as defined in our By-laws

  • complete a comprehensive year-end report and annual return by August of each year

%d bloggers like this: