President – Member of the Executive- elected every 2 years (odd years)
Treasurer – Member of the Executive – elected every two years (odd years)
- Chairperson of Board Meetings, All-Members Meetings, the AGM, and any special meetings that may be required
- Oversees all executive duties
- Oversees all committees and makes sure that all activities and recommendations are brought to the board for approval. Some of these activities and recommendations will also be brought to the membership for approval.
- Ensure that club bylaws are being followed
- Follow-up and ensure signing authority is updated after AGM and election of new officers (this likely needs to be done in coordination with the Treasurer
- The VP carries out the duties of President if the President is away or if there is a case where there is no President
- Responsible for facilities: Club contact for all issues associated with rental facilities
- Collaborating with the President to create meeting agendas (Board, All-Members, AGM, etc)
- Takes minutes at all executive, all members, special, and annual general meeting
- Keep records required by the Societies act (need to clarify what is needed) including filing the Annual Report of he Society (www.bcregistry.ca/societies/ and any other necessary filings (currently Jackie is doing this)
- Posting minutes, agendas, and financial statements of all meetings in the Members section of the webpage within 7 days of a meeting
- Responsible for club correspondence as directed by the Board
- Creating an action tracker for motions and actions passed and agreed to at Board meetings, AGM’s, All Members meetings, and other meetings of importance. This is something new that the we are doing to ensure an accurate record and follow-up of motions and actions.
- If secretary is absent or unable to take minutes (chairing a meeting), a Member-at-large will be asked to take the minutes.
Treasurer – Member of the Executive – elected every two years (odd years)
- Responsible for receiving money collected from the members and ensuring accurate records are maintained
- Ensuring all bill and expenses, as approved by the club, are paid. Making sure there are 2 authorized signatories on all disbursements
- Keeping up-to-date financial records
- Preparing the club’s financial statements and reporting at monthly meetings
- Preparing the Year End Financial Statement records for approval at the AGM
- File taxes if this is ever required
- Maintain details and copies of all leases insurance, dues, facility contracts and record all payments
- Reconcile membership fees, class fees, practice fees, seminar fees, etc. with the coordinator responsible. (Coordinators must give the treasurer of list of participants, status as a member, and amount due)
