Frequently Asked Questions
(By-laws included below)
1. What is it?
2. Does it cost anything?
3. Where is it located?
4. What does Literacy in Action do?
6. Can you help my child?
7. What does “Fostering a Community of Learners” actually mean?
8. What are examples of the activities Literacy in Action offers?
9. What does being a volunteer involve?
10. Who uses Literacy in Action? … English is my 2nd / 3rd language, is there a place for me?
11. I’m interested in the project but I don’t live in Lennoxville.
- Literacy in Action is a non-profit, community-based organizations that is funded through the Quebec government to offer English speaking learning activities and tutor support services for people of the Estrie Region.
2. Does it cost anything?
- It is all free!
3. Where is it located?
- Our office is based in Lennoxville, but we are working towards being active across the 7 MRCs that make up the Estrie Region. We are currently offering services in Richmond, Magog, Danville and Lennoxville. With new initiatives in Cookshire & Stanstead.
4. What does Literacy in Action do?
- Over the past two years we have been evaluating how LIA has been previously organized and are now redesigning our platform to include a variety of community-based learning activities that explore different levels of literacy and essential skill development.
- We offer one-on-one services, community-based learning activities, tutor training and provide aim to provide support & resources for parents struggling to help their kids with homework, by request.
- At the core we seek to offer opportunities for people to build on their existing essential skills (ex. oral communication, computer skills, document use, critical thinking, numeracy, continuous learning and reading & writing skills)
- Our one-on-one services focus primarily on supporting adults improve their reading and writing skills, using a learner-centered approach in which the tutoring sessions are designed by need rather than set curriculum.
- Our second tier one-to-one tutoring service is based in Computer Literacy skill development that uses a learnercentered approach as well. In so doing, each learner can come with specific questions related to their needs. (ie: how to use the internet, how to attach a document to an email, etc.)
- Our community-based learning activities are designed to provide a space for members of the community to share their skills and practice using new skills while in a healthy, supportive environment among people in their respective communities.
- Our project-based collaborations with partner organizations are designed with the intention to outreach to low-literacy learners in a round about ways. People who have difficulty reading, will not find out about our organizations and services by reading a flyer or a newspaper ad. Consequently, we are piloting projects that invite all members of the Eastern Township community to raise awareness and outreach to people who could benefit from one-to-one tutoring.
- Most recent stats discovered that in Quebec, there is a 53% low literacy rate. This means that even if people can identify letters and read basic words they have difficulty understanding the news articles, reading labels at the pharmacy and grocery store or have difficulty writing a letter to someone.
- The Eastern Townships has the highest High School dropout rate within the Anglophone schools. At the age of 16, students who are struggling may choose to leave High School, our organization exists to support them and gain confidence in their reading and writing, so they may one day feel ready finish their degree at an Adult Learning Centre. (New Horizons & St-Michael Centre)
6. Can you help my child?
- Literacy in Action’s core funding is to support adults 16 years and older, because there are existing programs in place for children.
- We encourage parents to join us for our tutor training sessions, so you can develop some basic teaching methods to support your child while gaining a deeper understanding of their learning differences.
- We periodically offer Family Literacy Activities that include Mother Goose, storytelling events and creative literacy workshops. As well, the beginning of each school year we are invited by Community Learning Centre’s in specific schools to animate a workshop for parents with children transitioning into school. These activities are designed to help expose children and parents to a variety of ways literacy skills can be used and practiced in every day situations.
7. What does “Fostering a Community of Learners” actually mean?
- Our philosophical approach to this community-based project is inspired by the notion that Everyone is a Learner and that Everyone has something to teach.
- We want to create environments where everyone is engaged in exchanging their various interests and knowledge. This occurs when people share what they know, have opportunities to learn from their peers and are supported to shape their own learning experience.
8. What are examples of the activities Literacy in Action offers?
- Computer Literacy: We help people with basic skill acquisition. How to use a computer, understanding the internet and explore the learners computer related needs.
- Creative Literacy:
- This is an activity that invites people to join us to make art in the company of others. Art is a form of self-expression and often people who might be struggling with words need other creative outlets to express their thoughts and ideas.
- It also includes poetry, music and geometry (math & numeracy skills within an artist context)
- Interactive English:
- This activity offers opportunities for participants to practice expressing themselves through conversation and dialogue.
- Anyone can join these conversations whether or not English is your first language.
9. What does being a volunteer involve?
- a. Everyone has their own capacities and interests so we match these with the needs of the organizations, as they emerge.
- b. You can offer a learning activities – we will help you design them.
- c. You can be a tutor – we will train you and answer questions as they come up.
- d. You can be help on a specific project with a defined role & responsibilities or you can support specific when you have the time.
- e. You can help with the day-to-day tasks related to house keeping, social media content, etc.
- f. You can tell people about us, if ever it comes up in conversation ;)
10. Who uses Literacy in Action? … English is my 2nd / 3rd language, is there a place for me?
- Of course!! Anyone who wants to practice or learn more about their interests in an English-speaking setting.
- Also, once people overcome struggling to learn how to read & write in English, they might want to learn another language and you can help each other!
- Because we all need practice on our essential skills, the door is open to everyone, however depending on your needs and interests, we will orient you to which kind of service we have that would benefit you most.
- Occasionally it happens that people come to LIA for help with something, but we feel it in not within our capacity to support you, in these cases we will help you find a more appropriate organization that can meet your needs.
11. I’m interested in the project but I don’t live in Lennoxville.
- That’s great, we are looking for people who are based beyond Lennoxville. We want to bring our services to the people interested in our activities. If you fill out our participant form, from there we will see how we can collaborate, even if it means hosting community event in your backyard or helping us find others who would be interested in our services ;)
- We are looking for spaces throughout the Estrie Region to offer our activities and one-to-one services so if you know of a good location near by that might be interested in hosting our events, be the connection!
We updated our By-laws !
Literacy in Action
By-Laws
1.0 Name
The name of this organization is Literacy in Action (LIA) or Action Alpha.
2.0 Not-for-profit Organization
Literacy in Action is a volunteer-based, not-for-profit organization serving the Estrie Region of Québec’s Eastern Townships. The work of Literacy in Action is carried on without purpose of gain for its members. Any profits, revenues or other assets shall be used solely to promote and achieve the purposes of the organization. LIA is an autonomous community action group.
3.0 Mission
LIA is a volunteer-based, not-for-profit organization serving the Estrie Region of Québec’s Eastern Townships. Its mission is to offer English-speaking learning opportunities by hosting literacy-related activities, training tutors and parents. It provides resources and a network that encourages inter-professional collaboration to foster a community of learners.
4.0 Objectives
4.1 Create, develop and maintain effective services that respond to the English literacy needs of the region.
4.2 Provide tutoring, training and activities necessary to acquire basic literacy skills.
4.3 Support volunteers and learners through the learning process.
4.4 Advocate and promote awareness of the need, importance, and issues relating to literacy and to foster community engagement.
4.5 Raise funds and apply for grants to support the ongoing operation of the organization.
5.0 Head Office
The head office of Literacy in Action is in the Borough of Lennoxville, Municipality of Sherbrooke, Québec, or at any suitable place determined by the Board of Directors.
6.0 Fiscal Year
The fiscal year of Literacy in Action is May 1st to April 30th.
7.0 Membership
7.1 Members of Literacy in Action are individuals who are
a. Learners
b. Volunteers who are tutors or support the mission in other ways. The Board of Directors are also volunteers.
c. Staff of Literacy in Action; the staff are not eligible to be board members, nor can they vote in the election of board members.
d. Project and community partners.
7.2 Each member (excluding the staff and Board of Directors) has one vote at any General Members’ Meeting. They also may make motions and speak in debate.
7.3 Membership shall be updated annually.
7.4 There are no membership fees, although the Board may apply a membership fee if necessary.
8.0 Board of Directors
The purpose of the Board is to guide the affairs of Literacy in Action through setting policy and overall direction and acting in the best interest of the organization.
8.1 Only members of Literacy in Action are eligible to be a Board member.
8.2 The Board consists of five or more members. Each shall have one vote.
8.3 The Board may include learners and tutors.
8.4 All Board members act independently of the public sector. No member of the Board shall formally represent the public sector or a funding agency.
8.5 Members of the Board are elected by the members of Literacy in Action at the Annual General Meeting. Interim Board members are ratified at this meeting as well.
8.6 The Board shall elect from its members a President, a Treasurer and a Secretary.
8.7 The newly elected Board takes office at the close of the Annual General Meeting and continues their responsibilities until their successor is found.
8.8 Board members are expected to attend all Board meetings. If unable to attend, the Board member must notify the President or Secretary.
8.9 Board members may replace a new person to become an interim Board member in situations where a current board member is unable to fulfill their responsibilities. The interim Board member has voting rights until the Annual General Meeting. If the interim Board member would like to become an official Board member, the Board would put their name forward at the AGM.
8.10a A Board member may lose his or her position on the Board if absent from three consecutive meetings. The removal of a board member may occur if deemed necessary and voted-on by the remaining board members.
8.10b If a Board member chooses to resign they must write a letter to the secretary and Executive Director as soon as possible.
8.11 Individuals may be invited to attend Board meetings as consultants to advise the Board on specific projects. They will have no vote.
8.12 Board members will not be paid for their services as Board members. The Board may resolve to reimburse its members for expenses incurred while fulfilling Board functions.
8.13 A Board member may be contracted to perform a special service for Literacy in Action if the Board member acts in accordance with the “Conflict of Interest” By-law.
8.14 The Board shall carry liability insurance covering all Board members and the Executive Director of LIA for any act or omission.
9.0 Conflict of Interest
9.1 Board members are in a conflict of interest if they:
a. can benefit personally from a decision made by the Board.
b. have an interest conflicting with a Board decision.
9.2 If a Board member is in a possible conflict of interest, the member shall
a. disclose to the Board the nature and extent of his or her interest.
b. refrain from influencing the Board’s decision on the issue.
c. provide relevant information if the Board so requests.
d. leave the meeting during discussion and voting on the issue.
10.0 Board Powers
10.1 The Board shall abide by the mission and objectives as stipulated in the By-Laws exercising prudence and diligence.
10.2 The Board shall create special committees as deemed necessary.
10.3 The Board shall take the necessary steps to enable Literacy in Action to accept, solicit or receive grants and donations for the purpose of reaching the objectives of the organization.
10.4 The Board shall see that all necessary books and records of Literacy in Action are regularly, transparently, and properly kept.
11.0 Duties of Board Members
Chairperson
a. Chairs Board meetings, AGM, and other meetings as required.
b. Ensures by-laws are followed and respected.
c. Represents and speaks on behalf of the organization.
d. Contributes to the creation of meeting agendas.
Treasurer
a. Presents a financial report at each Board meeting.
b. Oversees the maintenance of all financial records.
c. Provides to members upon request access to the organization’s books and records.
d. Deposits and disperses funds, as required.
Secretary
a. Prepares the minutes of meetings and any other books and records as required.
b. Handles Board correspondence as required.
12.0 Board Meetings
12.1 Board Meetings are held regularly, at least four (4) times per year.
12.2 Board members shall be notified a minimum of seven (7) days before the date of the meeting.
12.3 A quorum for Board meetings consists of a simple majority of the Board members and the Executive Director.
12.4 A motion approved by the Board by telephone poll, email, virtual meeting or by post is valid and has the same significance as a motion passed at a Board meeting in person.
12.5 A Special Board Meeting
a. may be called by the Chairperson or the Secretary when two Board members have requested a meeting in writing.
b. must be held within 30 days after receipt of the request for a meeting.
13.0 General Members’ Meetings
13.1 Annual General Meeting (AGM)
a. The Board will decide on a place, date and time for the AGM, which must take place annually within 150 days following the end of the fiscal year.
b. Written notice of the AGM shall be sent to members and published in the local newspaper at least thirty (30) days prior to the date of the meeting indicating the place, date and time.
c. A notice of motion for proposed amendments to the constitution and By-Laws shall be included with notification of the AGM and posted on the website of Literacy in Action during the thirty (30) days prior to the date of the AGM.
d. AGM agenda shall include
1. Minutes from the previous AGM.
2. Annual report and financial report of the preceding fiscal year.
3. Election of Board members.
4. Appointment of an independent qualified accountant to conduct the annual financial review.
5. Motion ratifying previous year Board decisions.
e. Quorum shall be members present.
f. A motion is passed by a simple majority of members present, after discussion or debate (if necessary).
g. If the vote is tied, the Chairperson casts the deciding vote.
13.2 Special Members Meeting
a. May be called at any time by a majority vote of the Board.
b. Shall be called within 21 days of receipt of a request by members. Requests shall provide the reason(s) for the meeting, provide a draft of all motions to be voted on and be submitted to the Secretary of the Board.
c. If the vote is tied, the Chairperson casts the deciding vote.
13.3 Notice of meetings
a. Literacy in Action shall send notices by telephone, letter, fax or email to the last known address of members.
b. In the event that a member does not receive a meeting notice, motions or any other business conducted at the meeting will be considered valid.
c. Members are responsible for providing Literacy in Action with a current address; electronic or otherwise.
d. All efforts will be made to contact members on the condition of (c).
13.4 Rules of procedure at meetings
Unless otherwise agreed upon by the Board, meetings shall be conducted according to Robert’s Rules of Order.
14.0 Nominating Committee
A nominating committee shall be appointed by the Board and shall present at the AGM a slate of nominees for all elected positions on the incoming Board.
15.0 Finances
15.1 Three (3) Board members, including the Treasurer, shall be chosen as signing officers.
15.2 At least once a year an independent qualified accountant will conduct a financial review of Literacy in Action’s books, accounts and records.
15.3 In the event of the dissolution of Literacy in Action and after the settlement of all liabilities, and/or refund of grants, any remaining assets will be distributed to one or more registered charities.
16.0 Legal Responsibility and Indemnity
16.1 No Literacy in Action member is personally responsible for Literacy in Action’s debt or liability.
16.2 When Board members or others are authorized to act on behalf of Literacy in Action, and a legal or administrative action results in costs or expenses, Literacy in Action will not require Board members or other authorized persons to pay any penalties, liabilities, costs or expenses, if the authorized persons:
a. Acted honestly and in good faith with a view to the best interests of Literacy in Action.
b. In cases involving criminal or administrative action enforced by a monetary penalty, have reasonable grounds to believe their conduct was lawful.
c. Immediately notified Literacy in Action of any action or proceeding.
d. Cooperated with Literacy in Action in its defense in a manner that was reasonable in the circumstances.
17.0 Amendments to the By-Laws
17.1 The Board may change the By-Laws at a Board meeting. The members at the Annual General Meeting must ratify changes to the By-Laws. If the changes are not approved, they cease to have effect as of the date they are rejected.
17.2 Approval by a minimum of a 2/3 majority (67%) of the members present is needed to pass the motion to ratify the By-Laws.
By-Laws
1.0 Name
The name of this organization is Literacy in Action (LIA) or Action Alpha.
2.0 Not-for-profit Organization
Literacy in Action is a volunteer-based, not-for-profit organization serving the Estrie Region of Québec’s Eastern Townships. The work of Literacy in Action is carried on without purpose of gain for its members. Any profits, revenues or other assets shall be used solely to promote and achieve the purposes of the organization. LIA is an autonomous community action group.
3.0 Mission
LIA is a volunteer-based, not-for-profit organization serving the Estrie Region of Québec’s Eastern Townships. Its mission is to offer English-speaking learning opportunities by hosting literacy-related activities, training tutors and parents. It provides resources and a network that encourages inter-professional collaboration to foster a community of learners.
4.0 Objectives
4.1 Create, develop and maintain effective services that respond to the English literacy needs of the region.
4.2 Provide tutoring, training and activities necessary to acquire basic literacy skills.
4.3 Support volunteers and learners through the learning process.
4.4 Advocate and promote awareness of the need, importance, and issues relating to literacy and to foster community engagement.
4.5 Raise funds and apply for grants to support the ongoing operation of the organization.
5.0 Head Office
The head office of Literacy in Action is in the Borough of Lennoxville, Municipality of Sherbrooke, Québec, or at any suitable place determined by the Board of Directors.
6.0 Fiscal Year
The fiscal year of Literacy in Action is May 1st to April 30th.
7.0 Membership
7.1 Members of Literacy in Action are individuals who are
a. Learners
b. Volunteers who are tutors or support the mission in other ways. The Board of Directors are also volunteers.
c. Staff of Literacy in Action; the staff are not eligible to be board members, nor can they vote in the election of board members.
d. Project and community partners.
7.2 Each member (excluding the staff and Board of Directors) has one vote at any General Members’ Meeting. They also may make motions and speak in debate.
7.3 Membership shall be updated annually.
7.4 There are no membership fees, although the Board may apply a membership fee if necessary.
8.0 Board of Directors
The purpose of the Board is to guide the affairs of Literacy in Action through setting policy and overall direction and acting in the best interest of the organization.
8.1 Only members of Literacy in Action are eligible to be a Board member.
8.2 The Board consists of five or more members. Each shall have one vote.
8.3 The Board may include learners and tutors.
8.4 All Board members act independently of the public sector. No member of the Board shall formally represent the public sector or a funding agency.
8.5 Members of the Board are elected by the members of Literacy in Action at the Annual General Meeting. Interim Board members are ratified at this meeting as well.
8.6 The Board shall elect from its members a President, a Treasurer and a Secretary.
8.7 The newly elected Board takes office at the close of the Annual General Meeting and continues their responsibilities until their successor is found.
8.8 Board members are expected to attend all Board meetings. If unable to attend, the Board member must notify the President or Secretary.
8.9 Board members may replace a new person to become an interim Board member in situations where a current board member is unable to fulfill their responsibilities. The interim Board member has voting rights until the Annual General Meeting. If the interim Board member would like to become an official Board member, the Board would put their name forward at the AGM.
8.10a A Board member may lose his or her position on the Board if absent from three consecutive meetings. The removal of a board member may occur if deemed necessary and voted-on by the remaining board members.
8.10b If a Board member chooses to resign they must write a letter to the secretary and Executive Director as soon as possible.
8.11 Individuals may be invited to attend Board meetings as consultants to advise the Board on specific projects. They will have no vote.
8.12 Board members will not be paid for their services as Board members. The Board may resolve to reimburse its members for expenses incurred while fulfilling Board functions.
8.13 A Board member may be contracted to perform a special service for Literacy in Action if the Board member acts in accordance with the “Conflict of Interest” By-law.
8.14 The Board shall carry liability insurance covering all Board members and the Executive Director of LIA for any act or omission.
9.0 Conflict of Interest
9.1 Board members are in a conflict of interest if they:
a. can benefit personally from a decision made by the Board.
b. have an interest conflicting with a Board decision.
9.2 If a Board member is in a possible conflict of interest, the member shall
a. disclose to the Board the nature and extent of his or her interest.
b. refrain from influencing the Board’s decision on the issue.
c. provide relevant information if the Board so requests.
d. leave the meeting during discussion and voting on the issue.
10.0 Board Powers
10.1 The Board shall abide by the mission and objectives as stipulated in the By-Laws exercising prudence and diligence.
10.2 The Board shall create special committees as deemed necessary.
10.3 The Board shall take the necessary steps to enable Literacy in Action to accept, solicit or receive grants and donations for the purpose of reaching the objectives of the organization.
10.4 The Board shall see that all necessary books and records of Literacy in Action are regularly, transparently, and properly kept.
11.0 Duties of Board Members
Chairperson
a. Chairs Board meetings, AGM, and other meetings as required.
b. Ensures by-laws are followed and respected.
c. Represents and speaks on behalf of the organization.
d. Contributes to the creation of meeting agendas.
Treasurer
a. Presents a financial report at each Board meeting.
b. Oversees the maintenance of all financial records.
c. Provides to members upon request access to the organization’s books and records.
d. Deposits and disperses funds, as required.
Secretary
a. Prepares the minutes of meetings and any other books and records as required.
b. Handles Board correspondence as required.
12.0 Board Meetings
12.1 Board Meetings are held regularly, at least four (4) times per year.
12.2 Board members shall be notified a minimum of seven (7) days before the date of the meeting.
12.3 A quorum for Board meetings consists of a simple majority of the Board members and the Executive Director.
12.4 A motion approved by the Board by telephone poll, email, virtual meeting or by post is valid and has the same significance as a motion passed at a Board meeting in person.
12.5 A Special Board Meeting
a. may be called by the Chairperson or the Secretary when two Board members have requested a meeting in writing.
b. must be held within 30 days after receipt of the request for a meeting.
13.0 General Members’ Meetings
13.1 Annual General Meeting (AGM)
a. The Board will decide on a place, date and time for the AGM, which must take place annually within 150 days following the end of the fiscal year.
b. Written notice of the AGM shall be sent to members and published in the local newspaper at least thirty (30) days prior to the date of the meeting indicating the place, date and time.
c. A notice of motion for proposed amendments to the constitution and By-Laws shall be included with notification of the AGM and posted on the website of Literacy in Action during the thirty (30) days prior to the date of the AGM.
d. AGM agenda shall include
1. Minutes from the previous AGM.
2. Annual report and financial report of the preceding fiscal year.
3. Election of Board members.
4. Appointment of an independent qualified accountant to conduct the annual financial review.
5. Motion ratifying previous year Board decisions.
e. Quorum shall be members present.
f. A motion is passed by a simple majority of members present, after discussion or debate (if necessary).
g. If the vote is tied, the Chairperson casts the deciding vote.
13.2 Special Members Meeting
a. May be called at any time by a majority vote of the Board.
b. Shall be called within 21 days of receipt of a request by members. Requests shall provide the reason(s) for the meeting, provide a draft of all motions to be voted on and be submitted to the Secretary of the Board.
c. If the vote is tied, the Chairperson casts the deciding vote.
13.3 Notice of meetings
a. Literacy in Action shall send notices by telephone, letter, fax or email to the last known address of members.
b. In the event that a member does not receive a meeting notice, motions or any other business conducted at the meeting will be considered valid.
c. Members are responsible for providing Literacy in Action with a current address; electronic or otherwise.
d. All efforts will be made to contact members on the condition of (c).
13.4 Rules of procedure at meetings
Unless otherwise agreed upon by the Board, meetings shall be conducted according to Robert’s Rules of Order.
14.0 Nominating Committee
A nominating committee shall be appointed by the Board and shall present at the AGM a slate of nominees for all elected positions on the incoming Board.
15.0 Finances
15.1 Three (3) Board members, including the Treasurer, shall be chosen as signing officers.
15.2 At least once a year an independent qualified accountant will conduct a financial review of Literacy in Action’s books, accounts and records.
15.3 In the event of the dissolution of Literacy in Action and after the settlement of all liabilities, and/or refund of grants, any remaining assets will be distributed to one or more registered charities.
16.0 Legal Responsibility and Indemnity
16.1 No Literacy in Action member is personally responsible for Literacy in Action’s debt or liability.
16.2 When Board members or others are authorized to act on behalf of Literacy in Action, and a legal or administrative action results in costs or expenses, Literacy in Action will not require Board members or other authorized persons to pay any penalties, liabilities, costs or expenses, if the authorized persons:
a. Acted honestly and in good faith with a view to the best interests of Literacy in Action.
b. In cases involving criminal or administrative action enforced by a monetary penalty, have reasonable grounds to believe their conduct was lawful.
c. Immediately notified Literacy in Action of any action or proceeding.
d. Cooperated with Literacy in Action in its defense in a manner that was reasonable in the circumstances.
17.0 Amendments to the By-Laws
17.1 The Board may change the By-Laws at a Board meeting. The members at the Annual General Meeting must ratify changes to the By-Laws. If the changes are not approved, they cease to have effect as of the date they are rejected.
17.2 Approval by a minimum of a 2/3 majority (67%) of the members present is needed to pass the motion to ratify the By-Laws.