There’s a Place for you in the Academy Community!
One of the Academy’s greatest strengths is its vibrant culture of member participation.
Make a meaningful difference. Join an Academy committee, facilitate a workshop, or help out at special events. The Academy is built for you and by you! With no paid staff, the Academy runs on volunteers.
Why do members volunteer to keep the Academy running? Some people just like to keep busy; some people want to give back to an institution that they enjoy, but the majority volunteer with the Academy because it’s fun. It’s a wonderful way to make new friends, and bond over providing a first-rate experience for all members.
There are all sorts of skills needed to keep the Academy lively and engaging. If you like to write, enjoy photography, have design or graphic skills, etc., there is a place for you even if you don’t want to commit full time to one of our committees.
How do some of our current members feel about volunteering with the Academy?
The Academy is peer-led, so I get to step up to the challenges of researching a subject, assembling my thoughts and presenting – ever daunting but inevitably rewarding. (If you want to learn, teach.)
Doug Reeve
After 20 years of Academy experiences, taking a myriad of workshops (mainly arts, politics and history), working on committees, being on the Board and making all sorts of interesting friends, I can honestly say that my Academy experience is one of the most meaningful parts of my retired life.
Mandy Thomson
I have served on several committees and the Board, including being president a few years ago – a good way to continue my career as a manager! Being involved is a great way to spend your retirement time, get to know people better and make new friends, plus keep your brain active.
John Weatherburn
Positions Available
We are currently recruiting volunteers for the following positions:
- Web Content Editor
- Periodically write and edit information for the Academy’s website. As part of the Communications and Marketing Committee, you’ll monitor the site for required updates. Technical support is provided.
- Graphics Designer
- Join the Communications and Marketing Committee. You’ll make occasional posters and flyers for Academy events. Experience with and access to design software is necessary.
- Inspiring Talks Event Assistants
- Be part of the team that brings the Academy some of the greatest speakers! Needed are part-time event planners, greeters, registration support and more. One-time volunteers are welcome!
If you are interested in volunteering, please fill out the form at the bottom of this page.
The President leads the Academy community. As the Chair of Board, the President oversees organizational operations, in cooperation with the Academy Executive and the Committee Chairs. She/he uses strong leadership, strategic thinking, and decision-making skills to ensure that the Academy’s goals are met.
- Oversees the affairs of the Academy.
- Chairs monthly Board meetings.
- Chairs the Annual General Meeting.
- Represents the Board at functions and meetings.
- Negotiates contracts regarding the Academy location and other organizations with which the Academy may be in a contractual relationship.
- Is an ex-officio member in Academy committees as Board representative. This duty is shared with the Vice-President.
The Vice-President acts on the President’s behalf as necessary, liaises with the Third Age Network (TAN) on behalf of the Academy, and oversees the Tech Team and the Archivist.
- Assists the President and acts on his/her behalf when the President is unavailable.
- Accepts any special tasks delegated by the President.
- May attend, as an ex-officio member, at Academy committee meetings.
- Acts as the Academy’s representative to the Third Age Network (TAN), an organization of many Ontario later-life learning organizations.
The Tech Team supports the AV needs of facilitators in their workshops and offers training on AV equipment, helps Academy members produce better quality presentations, and recommends improvements in existing hardware and software as required.
- Purchases, maintains, and ensures safe storage of the Academy’s AV equipment.
- Assists facilitators in identifying a ‘Tech Rep’ (and back-up) for each workshop and providing any necessary training in the use of the Academy audiovisual equipment.
- Offers scheduled or on-request ‘help’ sessions for members wishing to test their presentations on classroom equipment or needing other assistance.
- Provides ongoing support to Tech Reps on request.
- Provides ongoing research and recommends appropriate new hardware and software to improve the delivery and effectiveness of Academy workshops and other Academy programs using technology.
- Assists with videoconferencing training and support for facilitators and members participating in virtual workshop sessions.
The Archivist organizes and stores all relevant Academy documents using the Google Drive archive function.
- Archives, organizes, stores and backs up all Academy documents.
- Collects official and ephemeral Academy documents in electronic format in cooperation with the Academy Secretary.
- Retrieves archived documents at the request of Academy Board members.
The Treasurer oversees management and reporting of Academy finances. He/she processes electronic payments and prepares monthly and annual financial statements.
- Oversees the management and reporting of the Academy finances.
- Prepares the annual budget to be presented to the Board at its March meeting and for presentation at the AGM.
- Arranges financial signing authorizations.
- Prepares the monthly financial statements for monthly Board meetings and the annual financial statements for the AGM.
- Files all federal and provincial tax forms.
- Pays all Academy expenses.
The Secretary has the role of Executive Administrator. Coordinates, prepares and distributes to Board members, orientation packages, and agendas and minutes for meetings, and maintains Academy documents. She/He organizes the Annual Meeting.
- Prepares and distributes an orientation package for new and returning Board members.
- In consultation with the President, prepares the agenda for and takes minutes of all Board meetings.
- Calls for, consolidates and distributes reports for the monthly Board meetings.
- Arranges web posting and Archivist filing of all approved AGM minutes, Board meeting minutes, contracts, bylaw and policy changes and other corporate documents.
- Keeps the Academy Handbook updated annually.
- Organizes the Annual Meeting and issues notice to all members of the Academy; takes AGM minutes.
- Produces and maintains the list of Board and committee members for posting on the Academy website.
- Maintains all documents related to the incorporation of the Academy and its by-law amendments.
The Past President acts as ex officio of the Board, leads the Nomination Committee to seek candidates for future Board positions, and oversees the work of the Volunteer Team.
The Nominating Team:
- Includes the Past President, Vice-President, Volunteer Coordinator and two other Academy members chosen at the discretion of the Past President.
- Is responsible for soliciting, recruiting and presenting a slate of volunteers for all Board positions for election at the AGM.
The Volunteer Team oversees the on-going staffing needs of the Academy, working with the Past President and Nominating Committee to recruit members as needed and to promote the advantages of member participation.
- Works with Membership to welcome and mentor new members to ensure they understand the voluntary nature of the Academy’s administration.
- Works with Marketing and Communication to keep members aware of volunteer needs and opportunities.
- Works to obtain, and up-date, “optional data” on all members for the database to facilitate talent searches.
- Maintains the on-going responsibility to recruit members for vacant positions, in co-operation with the Nominating Committee, with specific slate of nominations for Board positions required each spring for the AGM.
The following committees and positions are filled by the amazing volunteers who work together to deliver the Academy’s programs and services. Each committee has a Chair and an Assistant Chair, both of whom sit on the Board, and as many members as needed to fulfill their mandate.
The Communications and Marketing Committee use their creativity to design and edit, email and print communications for both external and internal audiences. They create and implement marketing strategies and web content to promote the Academy.
- The Web Team works in the online environment to post information from committees and board members, publishes promotional information about the Academy, and facilitate registration for Academy courses and events.
- The Postmaster maintains, directs and confirms email and print communications involving the Academy and its members. He/she also leads a team of “Ask Us” responders and prepares monthly reports on inquiries received.
- Writers, Editorial/News Content Coordinators collect and edit content for web, for the Friday News, and for various promotions.
- Marketers plan and prepare promotions, assists with outreach, research potential target audiences, and track campaign responses.
The Curriculum Committee develops a balanced and exciting program that appeals to a diverse audience, including prospective new Academy members. They assess existing workshops, and invite and organise current and new workshops for the following year, and support facilitators in their roles as workshop program leaders.
The Curriculum Committee consists of a Chair, Assistant Chair, the immediate Past Chair (ex-officio), a representative of the Tech Team, and other Academy members chosen by the Chair.
- Seeks and assesses workshop proposals that meet Academy interests.
- Prepares workshop descriptions and facilitators’ biographies for posting on the website.
- Schedules all workshops and room assignments.
- Liaises with the Tech Team to address issues and plan programs.
- Monitors workshop registration with access to the database in cooperation with the Membership Committee.
- Serves as needed as liaisons between facilitators and the committee, sharing curriculum matters and facilitators’ concerns.
- Assists in assessing the success of the workshop program by developing Members’ and Facilitators’ Surveys as required, in cooperation with the Membership and Communications Committees.
- Prepares the Two-Week- at- a-Glance document.
Facilitator Support:
- Provides ongoing support to facilitators throughout the academic year.
- Communicates with facilitators as needed, including reminders of special events.
- Plans an annual meeting of facilitators to solicit concerns and discuss future directions regarding the workshop program.
The Membership Committee organizes membership sign-up, workshop registration, new member orientation, and database management. They also manage public inquiries about the Academy workshop registrations and membership applications
The Membership Committee consists of the Chair, Assistant Chair, Past Chair, Volunteer Coordinator and other Academy members chosen by the Chair. This committee provides Membership Services, including:
- Overseeing Membership Registration, including monitoring event registration and tracking membership engagement.
- Overseeing maintenance of the membership Database, including workshop choices and volunteer records.
- Welcoming and mentoring New Members during their first year, working with the Volunteer Coordinator; helping to plan the September Orientation Session in cooperation with Special Events, and soliciting members for Optional Data for the database.
The Special Events and Activities Committee works to energize the Academy and encourages new membership through social events at Tartu; the Academy walk and the Academy Clubs. They also organize the New Member Orientation, and the Volunteer and Holiday luncheons, in cooperation with the appropriate committees.
The Special Events and Activities Committee is made up of the Chair, the Assistant Chair, Past Chair and other Academy members chosen by the Chair. The Special Events and Activities Committee:
- Plans and implements social events including the New Member Orientation, the fall Kick Off the Academy Year, the December Holiday Luncheon, the Facilitators/Volunteers Luncheon, the Annual General Meeting, an end of Academy Year celebration, and any other special events, in cooperation with other committees, as appropriate.
- Prepares and staffs reception table, name tags, etc. for these events.
- Co-ordinates all Academy catering requests with Tartu staff.
- Coordinates and manages Academy Walks and the Academy Clubs.
The Inspiring Talks Committee manages all talks events including arranging and supporting speakers at the Fall and Winter Wednesday Talks, and for the Spring Distinguished Speakers Series.
The Inspiring Talks Committee consists of a Chair, Assistant Chair, Past Chair and other Academy members chosen by the Chair. This committee:
- Researches and contracts high profile speakers for the Academy’s talks.
- Develops and presents a program of four fall and four winter Talks, including one Academy Showcase in each of the fall and winter, featuring two high quality workshop presentations by Academy members in the fall, and one Academy Debate in the winter.
- Develops and presents the Distinguished Speakers Series, panel discussions or other presentations in April and May. Negotiates speakers’ fees.
- Welcomes, introduces, thanks guest speakers.
- Prepares and staffs reception table, name tags, etc. for these events.
Structure
The following chart illustrates how the Academy works. The Board and Committee structure is designed to support the Workshops, the Walks, the Talks – all our various programs. Have a look at the tasks of each of the committees. You may find a place to share your skills and interests.
A Volunteer’s P
erspective
There is joy in the atmosphere of the Academy, have you noticed that?
by Linda Tu
Not always in-your-face, but perceptible in the ease with which a meaningful conversation can arise spontaneously. You have probably noticed the high density of laughter and smiles when Academy members get together.
Does this happen by chance? No- it takes the inherent glue of an organization that finds its strengths in its members who pull together to make this magnificent machine run and come together like magic.
Here’s the secret, it is all of us being prepared to put the effort into running this show by being on one of the working committees, becoming a facilitator, being part of the group running a special event, and the ultimate prize, being a board member for a couple of years.
Yes – it’s you who makes the joy happen. You have joined the Academy so join in and make the joy a part of your reality
Volunteering at the Academy… It’s not magic. Well, maybe it IS Academy magic!
If you have an interest or skill to share, or if you would like to know more about volunteer opportunities at the Academy, let us know. If you want more information or would like to volunteer in one of the areas, please use the form below.