What does the Board do?
What is the clinic looking for in a Board member?
How does the Board do its work?
How can I become a Board member?
Could you tell me more about the responsibilities of the Board?
What do the committees do?
What kind of time commitment is required?
What kind of support is provided to the Board?

The Board of the Community Advocacy & Legal Centre governs the clinic and is responsible for ensuring that services provided to the community are of high quality and cost-effective. Board members do not take part in the day-to-day operations of the clinic. The Board sets the direction for the clinic and determines service priorities within the areas of law offered by community legal clinics. It is responsible for ensuring the allocation of scarce resources to the areas of greatest local community need.

                                                                                        

The Board has ten members who represent the community served by the clinic. At least one member must be a lawyer. The Board as a whole needs to have members with skills such as:

•  teamwork and co-operative decision-making

•  community development and advocacy

•  financial management

•  fundraising

•  communications

•  governance of business or non-profit organizations

•  human resource management

•  knowledge of the legal system

Experience of poverty or living on a low income is especially valued.

                                                                                        

In addition to monthly meetings of the full Board, the Board has several committees to carry out its work. These include:

•  Personnel committee

•  Finance committee

•  Nominations committee

•  Program and Planning committee

•  Executive committee

•  Governance committee, and

•  Client Services Review committee

Each year in November or December a special workshop is held for new Board members to orient them to their roles and responsibilities. A detailed Board manual provides information on the clinic, and the Board's role and responsibilities. There are also opportunities for ongoing training and development.

                                                                                        

Board members are elected each fall at the clinic’s annual general meeting. You should be a member of the clinic (click link for membership form) to stand for the Board. Your membership should be accepted by the clinic at least 15 days before the meeting to be able to vote at the meeting. Board members must sign and comply with a Statement of Confidentiality and respect Conflict of Interest guidelines.

If you are interested in learning more about becoming a Board member with the legal clinic, please call Lynda Morgan, our office manager at ext. 25 or email us at clinicoutreach@communitylegalcentre.ca.  One of our Board members on our Nominating Committee would be pleased to talk with you.

                                                                                       

The Board governs the clinic, including acting as the employer for all staff. While the Board does not engage in the day-to-day management of clinic operations, it:

•  oversees the administrative, personnel and financial management
   of the clinic at monthly Board meetings

•  oversees the clinic's casework and community work through a
   multi-year strategic and annual action planning process

•  is responsible for ongoing relations with Legal Aid Ontario and other
   funding agencies, and for reporting and accounting for funds received

•  is responsible for overall policy development and governance and the 
   "vision" of the clinic

•  ensures harmonious relations with staff, including negotiating with the
   union that represents the non-lawyer staff.

The Board also sends a representative to all meetings of the Association of Community Legal Clinics of Ontario (ACLCO).

                                                                                       

 
Personnel Committee

Although the Executive Director carries out much of the routine personnel administration, it is the responsibility of this committee to develop and review personnel policies. The Executive Director is responsible to this committee for adherence to those policies and standards of management.

In keeping with its role as employer, this committee participates in most hiring of permanent staff and with associated decisions such as salary levels, probationary period and performance reviews. It makes recommendations with respect to negotiations, disputes and grievances arising from the collective agreement or the staff complaint policy, and discipline and termination of employment, if required.

Finance Committee

This committee is responsible for developing and reviewing the clinic's budget as well as reviewing monthly, quarterly and annual financial statements to ensure the clinic's expenditures are reasonable and within budget. It also reviews closely funding applications and grants. It arranges for the auditor's report and reports on this to the full Board and membership annually. It develops and updates Board financial policies. It liaises with the independent bookkeeper who is also an accountant, through the Office Manager.

Nominations Committee

Accepts applications from prospective Board members and prepares an information package for the annual general meeting. Canvasses the community and recruits suitable Board members.

Program and Planning Committee

This committee assists the staff to plan, develop and review goals for the clinic's work annually or biannually. It reviews demographic and other community information including needs assessments and studies. It monitors staff evaluation efforts of projects and programs. It ensures Client Service Measures are implemented and reported to Legal Aid Ontario. Clinic members that are not Board members may participate in this committee.

Governance Committee

This committee helps ensure ''good governance" by setting specific goals for the Board to this end each year. It reviews and redrafts Board policies as needed, review the operating bylaw periodically, and is responsible for making recommendations for Board manual improvements, training and other resources to assist the Board to function effectively and efficiently. It also assists with preparations for the annual general meeting.

Executive Committee

This committee carries on the clinic's business only when the full Board cannot and for specific purposes only.

Client Services Review Committee

This committee hears appeals when the Executive Director has denied services to an individual because their income or assets are too high or they do not live in our area. It meets only on an "as needed basis".

                                                                                       

At the present time, Board members are elected for one-year terms. Board members' time commitments vary but typically include:

•  preparation for and attendance at Board meetings, usually held the
   third Tuesday of each month at 4:30 for one and a half hours

•  service on one or more Board committees that meet once per month
   for 1 or 2 hours depending on workload

•  attendance at special Board/staff events organized on a periodic basis

•  attendance at strategic planning events or retreats, as required

•  participation at Board orientation or development events, or other
   learning opportunities as arranged

•  attendance at the annual general meeting each year

We provide a number of supports for Board members, as well as ongoing support and development. For new Board members these include:

•  Board orientation - an information session on your role, how the
   clinic operates, legal liability, how the Board functions

•  Board manual - reference manual soon to be available on-line also
   including information about the clinic, the legal clinic system, Legal Aid
   Ontario, poverty law, goals and policies, legal documents, and
   operational information

Some of the ongoing support we provide to Board members includes:

•  administrative support - the Office Manager provides support to all
   Board committees and the Board and facilitates Board member involvement

•  management support - the Executive Director and Office Manager
   attend all Board meeting to advise the Board on clinic operations

•  staff advice and information - a staff member presents on some
   aspect of the clinic's work prior to the formal commencement of each
   Board meeting

•  Board package - we mail a package of materials and background 
   information to all Board members the week before the meeting

•  Board members web page - currently under development but will
   include the on-line Board manual, minutes of Board and committee
   meetings, resources and other information of assistance to Board
   members in the carrying out of their duties

•  Board treasurer - provides financial advice to the Board

•  Board development - ongoing development and learning opportunities

•  Board insurance - Board members are protected by Directors and
   Officer insurance carried by LAO

•  legal advice - we have a small fund annually to pay for advice
   with personnel situations, as needed

•  expense reimbursement - Board members who live outside of
   Belleville where most of the meetings are held are reimbursed their
   mileage expenses

•  membership in the Association of Ontario Legal Clinics (ACLCO) - one 
   Board member can travel to the spring annual conference with expenses
   paid and all Board members can attend the fall regional meeting with
   expenses paid.

_______________________________________

This information modified from an original newsletter article prepared by Kevin Smith at Parkdale Community Legal Services with help from West End Legal Services (Ottawa).