BOARD OF DIRECTORS POSITION DESCRIPTION
Making Art Happen in our Community since 2002
The Arts Fund has had a significant impact on the development of the creative arts community throughout Waterloo Region. Arts Fund Board members contribute their time, expertise and goodwill and are acknowledged as having a leadership role within the arts community. Serving on the Board is both an opportunity and a commitment.
Purpose and Role of the Arts Fund Board of Directors
The 14-member volunteer board is responsible for allocating funding provided by Regional Council
on an annual basis. Applications are assessed using the peer review model - the people with the best expertise to review project proposals and discern which artistic projects are of highest quality and
worthy of support are artists and individuals with extensive involvement in the arts.
The Arts Fund does not provide comment or feedback about any grant application evaluations and/or funding decisions. It is vital to the integrity of the review process that Board members do not assist with application preparation nor discuss the deliberations or outcomes. Members sign and adhere to the Confidentiality and Conflict of Interest policies.
Board members volunteer their time and expertise and receive no remuneration; some administrative expenses are reimbursed.
Can Board Members Still Apply for Grants?
Yes, Board members may apply for grants as individuals or on behalf of their organizations. A position on the Board is a commitment of several years, and if excluded from the application process, it amounts to a penalty for serving on behalf of others.
The Board has strengthened its commitment to the Conflict of Interest policy. If a Board member submits an application, he or she then declares a conflict for that stage, and does not review any applications at all. The Director does not participate in any granting evaluations or decision making for as long as the application is being assessed. Applications from Board members undergo the same scrutiny that all applications receive.
Board Appointment and Term of Office
Members of the Board are elected; a director may serve a maximum of six (6) continuous years, after which he/she must be off the Board for a minimum of one year before being eligible for reappointment.
Responsibilities of Board Members
- To review grant requests and to prepare for deliberations for allocations (2 cycles per year)
- To attend meetings and to participate fully in the work of the Board
- To adhere to confidentiality and conflict of interest policies as per the Bylaws of the Corporation
- To assist in the work of committees as required from time to time
- To represent the Arts Fund within the community in adherence with its corporate bylaws
Skills and Values
- Generosity of spirit and a desire to support the well-being of individual artists and organizations
- Expertise in specific eligible disciplines as well as a broad knowledge of the arts in general throughout Waterloo Region
- Optimism and a positive approach to the role of the arts in community development
- Experience with governance practices in non-profit boards is an asset
- Good judgment when balancing conflicting priorities and making difficult decisions
- A collegial and collaborative approach to working with fellow Board members
Tasks and Time Commitment
- Attend Meetings – the schedule for six meetings per year is set well in advance of the coming year. Two meetings are for Board business; four are for review of applications.
- Review Applications – Board members review copies of Stages 1 and 2 grant applications twice per year, Spring and Fall. The packages are hand delivered four to five weeks ahead of the review meeting; reading and research times vary by individual (3 to 5 hours for some; over several days for others).
- Deliberations and Allocations – four meetings per year are convened to decide on allocations. The average time required is 3 to 5 hours. Board members must be prepared to discuss the applications in detail at the review meetings.
- Other meetings – Members may be asked to sit on one of three committees and to attend other committee meetings on an ad hoc basis – two or three times per year.
- Represent the Board – Arts Fund Board members represent the Board when attending events at the invitation of grant recipients – once or twice a year.
- Open House – to allow community members to learn more about the Fund, Board members take turns participating in a two-hour open house. These coincide with the two granting cycles.
Nomination and Election Process
- Provide a resume or CV to the Nominations Committee through the Arts Fund Chair via Contact Us
- Participate in an informal interview with the Chair and Vice Chair and/or Member of the Board
- Election occurs during an appropriately scheduled meeting of the Board, typically annually in January
- Sign and agree to abide by Confidentiality and Conflict of Interest documents
- Orientation is provided by the Board Chair and/or Vice Chair.
- Staff support is provided for the work of the Board by Regional staff members in the office of the Regional Clerk (Planning, Development and Legislative Services).
- All meetings take place at Region of Waterloo headquarters at 150 Frederick Street, Kitchener.
- Parking costs are paid from the Arts Fund budget.
- Community arts events occur throughout the Region. Access to a car is not required, but provides an advantage when participating in community events.
- The Arts Fund Board carries Directors and Officers Liability Insurance.
For more information, or to express your interest in serving on the Arts Fund Board, please contact: