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Board of Directors - Secretary


Organization: Friends of the Ottawa Public Library Association

Commitment: Ongoing (more than a year)

Availability: Weekends; Evenings

Language Preference: Bilingual is an asset

Number of Positions Available: 1

Location: Flexible

Deadline: Aug 1, 2020


Have you been searching for a fulfilling volunteer experience? Do you have time and expertise to dedicate, but haven’t quite found the right fit?

Let us introduce ourselves. We’re the Friends of the Ottawa Public Library Association, or FOPLA. It’s a bit of a mouthful, but there’s a lot of great work happening behind that lengthy name and we hope you’ll consider joining us.

We’re a 99% volunteer-run organization that supports the Ottawa Public Library through fundraising and advocacy. We sell donated books, vinyl, and other neat stuff at sales and used bookstores in library branches across Ottawa. Every year, we donate the proceeds back to the Ottawa Public Library to enhance their programs and services. Amazing, right?

Our board Secretary is responsible for the efficient administration of FOPLA and our records management, and maintaining records of all Board meetings, minutes, and decisions. The Secretary is also responsible for ensuring the integrity of FOPLA's governance framework and compliance with statutory and regulatory requirements.

• Ensures proper notice is given of all meetings of the Board and general membership.
• Attends all meetings and records all votes and minutes of the proceedings in accordance with By-Law 1-7.6.iv
• Prepares agendas for the meetings that meet with the approval of the President and the rest of the Executive Committee. Distributes the agenda prior to the meetings.
• Oversees the FOPLA record management system and maintains all official documents (for example, the by-laws and forms required by government bodies).
• Assures the availability at all meetings of the group’s documents, such as by-laws, the agenda, previous minutes and such other documents as the meeting’s agenda dictates.
• Keeps FOPLA’s records and makes sure that they are deposited for future reference in the appropriate repository.
• Reviews annually and makes recommendation on changes to the By-Law.
• Fulfills the duties of a Director of the Board.

Executive Committee Roles and Duties:
• Serves as a member of the Executive Committee.
• Assists the President in the performance of his or her duties and may act as President in the absence the President.
• Assists the President in recognizing the contribution members make to FOPLA.
• Identify challenges and emerging issues faced by the organization.
• Contribute to FOPLA’s organizational strategic planning process.
• Acts as one of the signing officers for cheques and documents, such as grants, contracts, and applications.
• Participates in the supervision and evaluation of FOPLA staff.
• Ensures good relations with the staff of the Ottawa Public Library.
• Fulfills the duties of a Director of the Board.


Jackie Young


Ext: 14383

Volunteer Opportunity Address
Various locations


Good for people interested in: Library; Administration/Office; Governance (Boards, Committees)

You will be working with: Aboriginals (First Nation, Metis, Inuit); Visible Minorities or New Canadians; Men; Youth (16-18 years); Seniors; Women; Youth (19-24 years)

How will this volunteer opportunity benefit you?
- Gain experience on a volunteer Board of Directors for a well-established registered charity.
- Meet new people in your community.
- Gain insider access to our frequently refreshed inventory of used books.
- Your volunteer hours directly support the Ottawa Public Library.

How will the organization benefit?
Volunteers enable FOPLA to carry out our mission of raising funds to support the Ottawa Public Library (OPL), which allows OPL to enhance their programs and services. Our volunteers sort, shelve, and sell books, but also help our bookstores run smoothly by serving on local committees as Managers or Treasurers, or forming our Board of Directors to carry out special projects that help us grow and evolve.

Organization category: Culture and recreation

Volunteer Considerations

Time it will take to contact applicants - 2-3 weeks

This position would be great for - None of the above

Police record check required: Yes