Board Member Application

The KAC may be best known for its festivals and events, which include Art in the Park on Canada Day, the Kamloops Children’s Arts Festival, the Rivertown Players Children’s Summer Theatre Program, the Art in the Dark and more.

The KAC Main Gallery at the Old Courthouse is a year-round, non-curated space where visual artists and arts groups can host their own exhibition. Art Exposed Regional Exhibition is a multi-day open exhibition that showcases the work of more than 100 area artists of all ages and levels, working in all mediums. small// WORKS: a great big teeny tiny art show is an indoor exhibition in November / December that leads up to the holidays. We continue to seek out and develop new exhibition opportunities for our member artists.

The KAC offers Grants and Scholarships to artists, arts groups and arts students. Finally, the KAC’s Crossing Bridges Outreach Program works with local social service agencies to deliver arts workshops to children, youth and adults at risk and in crisis on a year-round basis.

The KAC’s membership consists of individual members, group members and honorary members and includes amateur and professional artists, arts organizations, philanthropists and arts admirers. Presently, the organization has approximately 550 members, 9 Board Directors, 2 Committees, numerous event-related working groups, 3 full-time staff and numerous program- and event-based contractors. We employ local artists whenever possible.

The KAC receives operational funding from the City of Kamloops and from the provincial government through the BC Arts Council. The KAC collects memberships and continually seeks funding for its various programs and events. The Kamloops Arts Council is community-based and grassroots. The organization has been, and will continue to be, a vital agency representing community artists while responding to their direct needs. Our purpose is to build a stronger cultural environment in which the arts, in all its forms, can develop, thrive and flourish.

Board of Directors Job Description: President

Activities:
1. Facilitates Board Meetings.
2. Follows through on decisions made at Board Meetings to ensure that decisions are implemented.
3. Canvasses board directors, members, volunteers and staff for agenda items prior to Board Meetings.
4. Signs official documents on behalf of the Council.
5. Acts as liaison with Executive Director and other employees as required.
6. Attends Board Meetings.
7. Chairs or joins at least 1 KAC committee, and acts as resource and support to those members who have taken on designated jobs.

Performance Requirements:
1. Familiarity with the work of the Arts Council and current arts & cultural issues.
2. Ability to assess official documents before signing for the Council.
3. Willingness to become familiar with general accounting practice.
4. Familiarity with/participation in fundraising practices, seeking and securing funding.

Accountability:
1. The President is responsible to the Board and to the members of the Council.
2. Directors are bound by the Council’s Constitution, Bylaws and Policies.
3. The President will respect confidentiality, sharing confidential information only with persons directly involved.
4. Directors of the Council hold office from their election or appointment until the next Annual General Meeting.
5. A directorship may be terminated upon any of the following events:
a) the director resigns in writing from their position
b) the director is absent from three consecutive Board meetings without reasons acceptable to the Board
c) the director is removed by a two-thirds vote of the board (per Bylaw 2.8)
6. No director shall be remunerated for being or acting as a director.
7. The directors shall meet at least once every month.
8. The quorum at all meetings of the Board shall be no less than 3, or a majority of the members.

The President can expect:
1. Staff assistance on request.
2. Access to relevant training, when available.
3. Expenses to be reimbursed as per policy manual.

Board of Directors Job Description: Vice-President

Activities:
1. Facilitates Board Meetings in the absence of the President.
2. Follows through on decisions made at Board Meetings to ensure that decisions are implemented.
3. Canvasses board directors, members, volunteers and staff for agenda items prior to Board Meetings.
4. Signs official documents on behalf of the Council.
5. Acts as liaison with Executive Director and other employees as required.
6. Attends Board Meetings.
7. Chairs or joins at least 1 KAC committee, and acts as resource and support to those members who have taken on designated jobs.

Performance Requirements:
1. Familiarity with the work of the Arts Council and current arts & cultural issues.
2. Ability to assess official documents before signing for the Council.
3. Willingness to become familiar with general accounting practice.
4. Familiarity with / participation in fundraising practices, seeking and securing funding.

Accountability:
1. The Vice-President is responsible to the Board and to the members of the Council.
2. Directors are bound by the Council’s Constitution, Bylaws and Policies.
3. The Vice-President will respect confidentiality, sharing confidential information only with persons directly involved.
4. Directors of the Council hold office from their election or appointment until the next Annual General Meeting.
5. A directorship may be terminated upon any of the following events:
a) the director resigns in writing from their position
b) the director is absent from three consecutive Board meetings without reasons acceptable to the Board
c) the director is removed by a two-thirds vote of the board (per Bylaw 2.8)
6. No director shall be remunerated for being or acting as a director.
7. The directors shall meet at least once every month.
8. The quorum at all meetings of the Board shall be no less than 3, or a majority of the members.

The Vice-President can expect:
1. Staff assistance on request.
2. Access to relevant training, when available.
3. Expenses to be reimbursed as per policy manual.

Board of Directors Job Description: Treasurer

Activities:
1. Ensures that financial records of the Council, prepared by the Executive Director and the Bookkeeper, are accurate and up-to-date.
2. Ensures that monthly financial reports are prepared and presented by the Executive Director at Board Meetings.
3. Reviews draft budgets prepared and presented by Executive Director for presentation to Board for approval and ensures that the budget reflects the proposed activities for the Council.
4. Ensures that the Executive Director prepares a complete annual operating budget review twice yearly and that monthly cash flow reports are prepared and presented by the Executive Director at each monthly board meeting.
5. Ensures that the Executive Director makes disbursements in accordance with the budget and brings any areas of potential variance to the attention of the Board.
6. Presents annual financial statement to members at Annual General Meeting.
7. Signs official documents on behalf of the Council.
8. Reviews whatever financial reports are required by funding sources.
9. Reviews grant applications for financial accuracy and impact.
10. Ensures that the Executive Director prepares the annual external audit of the Council’s financial books and records.
11. Acts as Board Liaison with Executive Director, other employees and bookkeeper
as required.
12. Attends Board Meetings.
13. Chairs or joins at least 1 KAC committee, and acts as resource and support to those members who have taken on designated jobs.

Performance Requirements:
1. Familiarity with the work of the Arts Council and arts & cultural issues.
2. Ability to assess official documents before signing for the Council.
3. Familiarity with general accounting practice.
4. Acts as a co-signer for KAC cheques and other legal documents, financial and fundraising documents along with the Executive Director and/or President or Vice- President.

Accountability:
1. The Treasurer is responsible to the Board and to the members of the Council.
2. Directors are bound by the Council’s Constitution, Bylaws and Policies.
3. The Treasurer will respect confidentiality, sharing confidential information only with persons directly involved.
4. Directors of the Council hold office from their election/appointment until the AGM
5. A directorship may be terminated upon any of the following events:
a) the director resigns in writing from their position
b) the director is absent from 3 consecutive Board meetings without reasons acceptable to the Board
c) the director is removed by a two-thirds vote of the board (per Bylaw 2.8)
6. No director shall be remunerated for being or acting as a director.
7. The directors shall meet at least once every month.
8. The quorum at all meetings of the Board shall be no less than 3, or a majority of the members.

The Treasurer can expect:
1. Staff assistance on request.
2. Access to relevant training, when available.
3. Expenses to be reimbursed as per policy manual.

Board of Directors Job Description: Secretary

Activities:
1. Takes minutes (or ensures that minutes are taken) at Board Meetings.
2. Types minutes and ensures they are distributed to Directors and Executive Director as soon as possible after the meeting.
3. Ensures that notices of the Board Meetings are issued.
4. Ensures that the Annual Report to the Registrar of Companies is filed.
5. Acts as Liaison with Executive Director and other employees as required.
6. Attends Board Meetings.
7. Chairs or joins at least 1 KAC committee, and acts as resource and support to those members who have taken on designated jobs.

Performance Requirements:
1. Familiarity with the work of the Arts Council and current arts & cultural issues.
2. Ability to present information in an organized fashion.

Accountability:
1. The Secretary is responsible to the Board and to the members of the Council.
2. Directors are bound by the Council’s Constitution, Bylaws and Policies.
3. The Secretary will respect confidentiality, sharing confidential information only with persons directly involved.
4. Directors of the Council hold office from their election or appointment until the next Annual General Meeting.
5. A directorship may be terminated upon any of the following events:
a) the director resigns in writing from their position
b) the director is absent from 3 consecutive Board meetings without reasons acceptable to the Board
c) the director is removed by a two-thirds vote of the board (per Bylaw 2.8)
6. No director shall be remunerated for being or acting as a director.
7. The directors shall meet at least once every month.
8. The quorum at all meetings of the Board shall be no less than 3, or a majority of the members.

The Secretary can expect:
1. Staff assistance on request.
2. Access to relevant training, when available.
3. Expenses to be reimbursed as per policy manual.

Board of Directors Job Description: Director at Large

Activities:
1. Provides strategic guidance for the Council so that its purpose may be accomplished.
2. Advises the Executive Director on issues and ensures that the Council’s activities and business are conducted in a manner consistent with its mission and values.
3. Ensures that the KAC staff communicates effectively to the members of the Council and the general public and that they are informed of its work and are satisfied with the management and work of the Council.
4. Chairs or joins at least 1 committee, and acts as resource and support to those members who have taken on designated jobs.
5. Acts as Liaison with Executive Director and other employees as required.
6. Attends Board Meetings.
7. The Director at Large sits on the Executive Committee.
8. This role is best suited for either the longest standing Board Member or a Board Member that is suited to be a future successor of any other Executive Committee role.

Performance Requirements:
1. Familiarity with the work of the Arts Council and current arts & cultural issues.
2. Commitment to accomplishing the purposes of the Council.

Accountability:
1. Each Director is responsible to the Board and to the members of the Council.
2. Directors are bound by the Council’s Constitution, Bylaws and Policies.
3. The Director(s) will respect confidentiality, sharing confidential information only with persons directly involved.
4. Directors of the Council hold office from their election or appointment until the next Annual General Meeting.
5. A directorship may be terminated upon any of the following events:
a) the director resigns in writing from their position
b) the director is absent from 3 consecutive Board meetings without reasons acceptable to the Board
c) the director is removed by a two-thirds vote of the board (per Bylaw 2.8)
6. No director shall be remunerated for being or acting as a director.
7. The directors shall meet at least once every month.
8. The quorum at all meetings of the Board shall be no less than 3, or a majority of the members.

A Director can expect:
1. Staff assistance on request.
2. Access to relevant training, when available.
3. Expenses to be reimbursed as per policy manual.

Board of Directors Job Description: Director (up to 8)

Activities:
1. Provides strategic guidance for the Council so that its purpose may be accomplished.
2. Advises the Executive Director on issues and ensures that the Council’s activities and business are conducted in a manner consistent with its mission and values.
3. Ensures that the KAC staff communicates effectively to the members of the Council and the general public and that they are informed of its work and are satisfied with the management and work of the Council.
4. Chairs or joins at least 1 committee, and acts as resource and support to those members who have taken on designated jobs.
5. Acts as Liaison with Executive Director and other employees as required.
6. Attends Board Meetings.

Performance Requirements:
1. Familiarity with the work of the Arts Council and current arts & cultural issues.
2. Commitment to accomplishing the purposes of the Council.

Accountability:
1. Each Director is responsible to the Board and to the members of the Council.
2. Directors are bound by the Council’s Constitution, Bylaws and Policies.
3. The Director(s) will respect confidentiality, sharing confidential information only with persons directly involved.
4. Directors of the Council hold office from their election or appointment until the next Annual General Meeting.
5. A directorship may be terminated upon any of the following events:
a) the director resigns in writing from their position
b) the director is absent from 3 consecutive Board meetings without reasons acceptable to the Board
c) the director is removed by a two-thirds vote of the board (per Bylaw 2.8)
6. No director shall be remunerated for being or acting as a director.
7. The directors shall meet at least once every month.
8. The quorum at all meetings of the Board shall be no less than 3, or a majority of the members.

A Director can expect:
1. Staff assistance on request.
2. Access to relevant training, when available.
3. Expenses to be reimbursed as per policy manual.

Board of Directors Code of Conduct – updated Nov. 15/16
1. Directors shall at all times use their best efforts to provide progressive, collective leadership and direction to the Arts Council in support of its vision, missions and mandate.
2. Directors shall adhere to the Arts Council’s governance policies.
3. Directors shall adhere to the Arts Council’s Conflict of Interest Policy; avoid, in fact and perception, conflicts of interest; and immediately disclose possible conflicts to the Board.
4. Directors shall endeavour to direct the activities of the organization as a whole rather than in their own interest or that of any specific group.
5. Directors shall maintain the confidentiality of the details and dynamics of Board and committee discussions, as well as those items designated as confidential.
6. Regardless of their personal viewpoint, Directors shall not speak against, or in any way undermine Board solidarity once a Board decision has been made.
7. Directors are expected to attend all Board meetings and be prepared for the meetings having read pre-circulated material (consent agenda) in advance.
8. Directors are expected to respond to any Board-related communications (emails, phone calls and other communication methods) within 48 hours.
9. Directors’ contributions to discussions and decision making shall be positive and constructive and Directors’ interactions with one another and with Arts Council staff, volunteers and members shall be courteous, respectful, and free of animosity.
10. Directors shall be prepared to commit sufficient time and energy to attend to Arts Council business.
11. Directors shall actively participate in the Arts Council in ways other than attending Board meetings; for example, each Board member must sit on at least one Committee.
12. Directors shall adhere to the principle that the Executive Director is responsible to the Executive and consequently that no single Director or committee has authority over the Executive Director.
13. Directors shall not attempt to exercise individual authority or undue influence over the Arts Council.
14. The official spokespersons for the Arts Council are the President of the Board of Directors and the Executive Director and consequently, all public requests for comment on Arts Council policies shall be referred to them.
15. The President and the Executive Director may make public statements on policy matters that are within the scope of a policy approved by the Board or a reasonable extension of a policy.