Job Title: Secretary, Board of Directors
Position Type: Volunteer
Location: York Region, ON

Overview

The AIDS Committee of York Region (ACYR) is a community-based, non-profit organization that provides support, education and promotes access to dignified care for people living with HIV/AIDS and affected by HIV/AIDS.

Strategic Directions of ACYR

  1. Foster Resiliency
  2. Sustain our Organizational Wellness
  3. Strengthen our Financial Health

The Board of Directors of the AIDS Committee of York Region (ACYR) is the governing body and legal authority of ACYR. The responsibilities of the Board of Directors are to:

  • Approve the terms of reference of all board committees including standing and ad hoc;
  • Establish policy;
  • Hire and evaluate the executive director;
  • Secure adequate funding for the organization;
  • Monitor finances;
  • Create and update a long-range plan for the organization;
  • Select and support the organization’s board officers and periodically review their performances;
  • Adopt key operating policies and procedures; and
  • Approve contracts as appropriate.

Purpose and Role of a Board Secretary

  • To ensure the maintenance of all records, minutes, and legal documents of the Board.

Individual Board Secretary Responsibilities and Requirements

In addition to the responsibilities and requirements expected of a Board Member as set out in the ACYR “Board Member Job Description”, the Board Secretary will also:

  • Attend all board and executive meetings
  • Notify the board members of the times and dates of all meetings
  • Record and review minutes of meetings of the Board, Executive Committee and members
  • Review minutes of meetings of the Board, Executive Committee and members for accuracy when such minutes are taken by someone else delegated to do so
  • Ensure adequate and timely distribution of minutes after meetings to the Board and Executive Committees and its members
  • Ensure the maintenance and safety of the records of the Board, including the minutes of the Board Meetings
  • Ensure there is a register of board members’ addresses, phone numbers, and date of birth
  • Assume the duties of co-chair in the absence of the Board co-chairs
  • Work closely with the Board Chairs and Executive Director as required
  • When necessary, obtain information from records and minutes to help Board members in the decision-making process
  • Ensure all papers of the organization are filed with appropriate government agencies to maintain nonprofit status
  • Be familiar with legal documents (e.g., Articles of Incorporation and By-laws) and “Robert’s Rules of Order” to note applicability during meetings so that the Chair and Directors can complete the meetings in a timely and efficient manner
  • Be the custodian of the corporate seal and of all books, papers, records, correspondence, and documents belonging to the organization, except when some other officer or agent has been appointed for that purpose
  • Perform other duties as determined by the Board or the Executive Committee as needs arise

The AIDS Committee of York Region promotes the principles of anti-oppression and adheres to the tenets of the Ontario Human Rights Code. We encourage applicants living with HIV/AIDS. We also encourage people of all races, ethnic origins, religions, abilities and sexual orientations.

Please forward letter of interest and resume highlighting relevant qualifications and experience. We thank all applicants. However, only those who are to be interviewed will be contacted. No telephone enquiries please.
 
Please submit application with subject line ACYR Board Secretary Job Application to:

AIDS Committee of York Region
10909 Yonge Street #203
Richmond Hill, ON L4C 3E3
Email: info@acyr.org

Appendix

Strategic Directions of ACYR

  1. Foster Resiliency
  2. Sustain our Organizational Wellness
  3. Strengthen our Financial Health

Organizational Overview of ACYR: Mission, Vision, Values

Mission
The AIDS Committee of York Region is a community-based, non-profit organization, which embraces the GIPA and MIPA principles, provides support, and offers education which promotes the development of a caring and compassionate society, as well as access to dignified care for people affected and infected by HIV/AIDS.

Vision
The AIDS Committee of York Region envisions an informed and compassionate society, which is supportive of people living with HIV/AIDS who are striving to overcome social, economic and service challenges, working with them towards a healthy and empowered lifestyle.

Values and Beliefs

  • We value and believe in the greater involvement of people living with HIV/AIDS at all levels of the organization (GIPA)
  • We value the practice of anti-racism and anti-oppression in our provision of equitable service to diverse communities affected by HIV/AIDS
  • We value and respect people and believe in their ability to succeed
  • We believe in a holistic approach to wellness that encompasses physical, emotional, mental, and spiritual aspects characterized by respect for human dignity and diversity
  • We believe in the encouragement of self-empowerment by enhancing an individual’s ability and opportunity to make informed choices
  • We believe in an individual’s right to information, access to service, and education
  • We value the confidentiality of all people living with, or impacted by, HIV/AIDS who use our services
  • We value collaboration of individuals, families, communities and agencies in support of those affected by HIV/AIDS
  • We believe that Harm Reduction and Risk Reduction approaches are legitimate strategies and choices for support of individuals and families