What is the Board and why is it important?
Board members are volunteers that oversee the activities of PAN, and as a collective group, the board is the governing body of PAN. PAN board members set policy and also establish PAN’s strategic plan. Board members support the Executive Director and staff in ensuring PAN activities and initiatives follow our purpose, mission and strategic plan. Other roles include approving annual budgets and keeping the organization’s performance accountable to the membership, to our funders and other stakeholders. In essence, the PAN board makes sure that PAN fulfills its mission and ensures it does so responsibly, respectfully, and with ethical financial management.
Being a board member is a highly responsible and accountable governing role, and should not be entered into lightly. At PAN, it should also be noted that this role is not to carry forward the day to day work of the organization – the staff have that responsibility.
Please note that PAN is NOT a frontline organization – we are a network of such agencies. And our members are organizations/agencies (not individuals). So, if your passion aligns with the work of frontline groups, then our board may not be for you.
What are some of the qualifications and requirements for becoming a PAN board member?
First off, board applicants must have the sponsorship of an existing PAN member organization in the relevant region. Ideally, you have a minimum of two years’ experience working or volunteering in the field (i.e. HIV, hepatitis C, harm reduction, etc.) Past committee or board work experience is a plus, though not required – we also look for opportunities to build the skill set and capacity of all contributors at PAN, volunteers, staff and board members.
We look for self-motivated, enthusiastic and curious contributors who can step outside of their own individual stories or that of their organization, to see the “big picture”. Board members need to be able to think strategically and be comfortable with a governance role. Board members are expected to commit time and energy and stay engaged.
Because we are a provincial organization, board members and staff live and work across the province. The ability to work virtually is therefore a must. All board members must have a regular and timely access to emails and telecommunication (the majority of board communications are electronic and bi-monthly 120-minute board meetings are held via web or teleconference). Board members are also expected to attend day-long, face-to-face meetings 1 or 2 times a year (one of which typically coincides with PAN’s Annual Fall Conference).
Historically, PAN board members have been strong leaders within their own organizations – often occupying a senior paid or volunteer position; as well as powerful voices within their region – who were then ready to lend their perspective and talents to the provincial picture.
In detail, the requirements of each board member are to:
- Act as a steward on behalf of constituents, as outlined in the PAN’s Board Member Job Description
- Sign and adhere to PAN’s Board Member Agreement and Confidentiality Agreement
- Adhere to PAN’s Code of Conduct
- Adhere to PAN’s Code of Conduct related to Board of Directors
- Adhere to PAN’s Code of Ethics
- Qualify under the criteria set out in the BC Societies Act
How many seats are there?
There are a total of 12 seats on the board, half of which are designated for persons living with HIV (PLHIV), and the other half being open or “non-designated” seats, meaning they may be occupied by PLHIV or not.
The five geographically-based health regions (Northern, Interior, Fraser, Vancouver, Vancouver Island) and the Provincial Health Services region each takes two seats – one designated PLHIV seat and one “open seat” – on the PAN board.
How can I apply to join the Board?
There are two ways in which a person can join the board of directors. The first is by successfully running for election at the AGM/PLHIV Forum. The second is by being appointed by the sitting board of directors to fill a vacant seat. Board terms are for two years. If appointed by the board during the year, that person must then run for election at the next AGM.
Looking to this year’s fall conference, any person interested in joining the board must:
- Complete the application form.
- Have the written endorsement of their PAN member organization/sponsoring agency.
- Attach a CV/resume for this role.
- Send all documents from 1-3 to Simon Goff at [email protected] by the deadline (see below).
- The Governance Committee will review applications and give initial feedback to applicants, including discussing any necessary supports needed. Not all applications received by the board will necessarily be endorsed by the board if qualifications, or Societies Act criteria, are lacking.
- Board applications that are endorsed will be provided in advance to the membership and subsequently brought forward at the AGM/PLHIV Forum, as applicable.
- Applicants will run for election at at the next AGM/PLHIV Forum in the Fall.
As a reminder, we do not accept nominations from the floor.
The deadline for submitting an application for this year’s AGM/PLHIV Forum is October 5th, 2018.
Any questions or clarifications please contact Simon at 250.891.5249 or [email protected].