How to Apply : Individuals wishing to serve on the Board of Directors of the Victoria Jazz Society (VJS) should first read the Governance Framework of the VJS below. Pay particular attention to sections describing the role and functions of the board and the personal attributes and competencies that are required of board members. A resume with a covering letter stating the reasons for their interest and the contributions they plan to make to the Board should be submitted to the Nominating Committee c/o the VJS office no later than two weeks before the Annual General Meeting (AGM) of the VJS, typically held in mid-December each year.
Sept 26, 2007
Governance Framework
Victoria Jazz Society (VJS)
Mission
The Victoria Jazz Society is a professional arts organization committed to presenting the highest quality of jazz possible to our community, by presenting music in performance, with acclaimed musicians. Since 1981, through its innovative artistic vision, the VJS has attracted thousands of leading artists from around the world to perform in Victoria. Hundreds of thousands of fans have enjoyed many outstanding festival and non-festival performances that have featured the full spectrum of jazz and improvised music - from the traditional and mainstream, to the avant-garde, including worldbeat and the blues. The Victoria Jazz Society's primary activity is to produce two major multi-day music festivals in the summer, TD Victoria International JazzFest and the Vancouver Island Blues Bash, as well as a series of concerts from September to May, all featuring international, national and regional jazz artists.
Governance Structure
The Board of the VJS is a policy governance board established under the Society Act of BC. The VJS outside of its Constitution adopts the By-Laws of Schedule B included in the Society Act of BC. The Board, as a whole, sets the tone, direction, and policy of the VJS, without direct involvement in the day-to-day operations of the VJS. In essence, this means that:
-the Board makes decisions as whole, individual board members do not have unilateral authority to direct operations,
-the Board delegates responsibility for the execution of its policies to the Executive/Artistic Director so that the authority and accountability of staff is derived and delegated from the authority and accountability of the Executive/Artistic Director,
-the Board’s employees are the Executive/Artistic Director and other staff required to operate the VJS. The Executive/Artistic Director is accountable and reports to the board as a whole but the regular performance evaluation of this position is the sole responsibility of the President in consultation with the Board. All other employees of the VJS (including short-term contractors) report to and are the responsibility of the Executive/Artistic Director, and
-operational issues of the VJS are subject where applicable to the policies adopted by the board and are the sole responsibility of the Executive/Artistic Director. Issues from time to time may require consultation with the President and/or the Board as a whole.
Board – Roles and Responsibilities
As a governing Board, the VJS Board’s broad role and responsibilities are to:
- ensure compliance with the Constitution and By-Laws of the VJS,
- be accountable to and represent the public trust,
- participate in the development of the VJS’ mission ,vision and planning,
- establish the policies that organize and direct the work of the Board,
- select, support and assess the performance of the Executive/Artistic Director to whom responsibility for administration and operation of the VJS is delegated,
- ensure continuity for the management and administration of the affairs of the VJS, and;
- secure the community’s support , appreciation and recognition for the VJS’ commitment and achievements.
Board Functions
The Board carries out its responsibilities through FIVE (5) KEY FUNCTIONS as follows:
1. The Board establishes the policies and procedures that organize and direct the Board’s work through its EXECUTIVE FUNCTION of enacting and updating its constitution and by-laws and being accountable and transparent on its plans and accomplishments through appropriate monitoring and reporting to government bodies and other stakeholders by establishing:
- the process through which the future direction is planned and appropriate policies developed, approved, monitored, evaluated and recorded;
- performance targets for the VJS;
- the process for clarifying roles and responsibilities for Board members and staff including Board/Staff relationship and communication style in the execution of its duties;
- VJS’ committee structures as required ;
- conflict of interest policies to assess and process conflicts;
- recruitment and orientation processes for new board members that represent the public interest;
- assessments of board performance.
2. The Board establishes strategic goals and objectives (i.e. strategic plan) and related performance measurements through its PROGRAM FUNCTION (e.g. its programs and services and by monitoring and evaluating progress, impacts, etc).
3. The Board provides stewardship and continuity for the management and administration of the Society’s affairs through its FINANCE FUNCTION (e.g. budgeting, accounting and financial reporting, securing resources needed to finance the VJS, managing its assets, monitoring revenues and expenditures , etc).and through its;
4. HUMAN RESOURCE FUNCTION by establishing appropriate human resource management policies, succession planning, to ensure adequate resources are available and managed effectively,
5. The Board secures the community’s support, appreciation of the VJS mission and enhances its public image through its ADVOCACY FUNCTION such as representing the VJS and its value to all levels of government, corporations and other funding vehicles; by communication and outreach links with the community, other cultural/arts organizations and associations and by monitoring of cultural/arts policies, issues and trends that may have an impact on its mission.
Personal Attributes of Board Members
All board members should possess the following personal attributes:
- high ethical standards and integrity in professional and personal dealings;
- flexible, responsive, and willing to consider others’ opinions;
- outside of personal views are capable of a wide perspective on issues and supporting publicly as “one voice” collective decisions of the Board as a whole;
- ability to listen and work as a team member;
- able and willing to fulfill the time commitment required to carry out Board roles and responsibilities.
The following attributes are not required but would be considered an asset:
- experience serving on other boards, councils, committees both public and private as well as volunteer organizations;
- knowledge of concerns and issues for non-profit arts organizations;
- knowledge and experience with grant applications, fundraising and attaining corporate sponsorships;
- knowledge of current and emerging issues affecting the VJS;
- experience with government liaison;
- experience with event coordination.
Core Competencies
Collectively, the VJS Board requires and will endeavor to seek core expertise in the following areas:
- financial expertise
- fundraising and corporate sponsorship expertise
- legal expertise
- operational or technical expertise relevant to the operation of the VJS including strategic management , governance, policy and procedures, technology, communications, human resources, internal controls, etc
Governance Experience
While previous Board experience is not required, it is important that candidates for Board membership understand the roles and responsibilities of a member of a governing Board and have the necessary commitment and skills to enable them to contribute to Board decision-making and oversight.
Part of the VJS’ commitment to good governance includes the provision of a comprehensive orientation handbook for new Board members
Other Considerations
Within the context of the attributes and competencies for Board members, consideration is also given to diversity of gender, cultural heritage and knowledge of the community and market served by the VJS.
Time Commitments
Normally the Board meets once a month (except during the summer) generally on a midweek evening at 5pm for approximately 2 hours. Extraordinary meetings are sometimes called by the President. Meetings usually take place at the headquarters of the VJS in its boardroom. In addition, Board members may serve on time-limited Board committee’s. Board members also attend various functions such as festival media events, fundraising efforts, Board retreats, meetings with government funding agencies or corporate sponsorship officials.
Term
Appointments to the Board are made for two-year term renewable terms.
Process for Submitting Expressions of Interest
Anyone from the community can submit an Expression of Interest in serving on the VJS Board of Directors.
Expressions of Interest for Board positions should be submitted two weeks before the Annual General Meeting (AGM) of the VJS.