Board Duties and Expectations

 

DUTIES AND EXPECTATIONS OF ALL EXECUTIVE AND DIRECTORS:

  • Attend events whenever possible
  • Commit to attend Board meeting monthly (timing and location of Board meetings is determined each year by the new Board)
  • Willing to take on responsibilities and follow through in a timely fashion
  • Reply to emails promptly
  • Ability to work in a group/team setting

Time commitments listed below do not include attendance at events.

EXECUTIVE (as of 2016 these are two year terms):

President and Vice President Duties:

  • At least one should be in attendance at all events whenever possible
  • Comfortable speaking publically
  • Chair meetings
  • President is responsible for Board meeting agendas
  • Lead by example
  • Oversee and manage executive and director duties
  • Final approval on public SEA communications
    *In order to run for President you must have served on the board (at any time in the history of the SEA) for one year

Minimum time commitment of 2-3 hours per week.

Treasurer Duties:

  • Maintain organized financial records, accessible to SEA members upon request
  • Be responsible for monies from memberships, merchandise and bank deposits, write cheques as required
  • Organize change to bank signing authorities
  • Arrange auditors for annual financial report
  • Complete annual financial report and present report to membership at AGM
  • Submission of yearly tax return
  • Keep up to date budget
  • Monthly reporting of financial books at Board meetings
    *In order to run for Treasurer, you must have been a member in good standing with SEA for at least one year

Minimum commitment of 1-2 hours per week

Secretary Duties:

  • File annual return with the province
  • Submission of bylaw changes to province
  • Keep membership database up to date
  • Keep email lists up to date
  • Book venues for events/meetings (ie. Library)
  • Keep advertising current (eg. Vue Weekly listing)
  • Ensure incoming emails have been replied to by a Board member within 2 days
  • Send out official meeting notifications
  • Must have access to computer programs that allow spreadsheets and documents to be created along with a general knowledge on how to use them

Minimum commitment of 1-2 hours per week

Recording Secretary Duties:

  • Assists secretary as needed
  • Ensures the shared documents are organized and up to date
  • Keeps meeting minutes for Board meetings and AGM.
  • Must have access to computer programs that allow spreadsheets and documents to be created along with a general knowledge on how to use them

Minimum commitment of 1-2 hours per week

 

DIRECTORS (one year term):

The following duties will be delegated among the Board (including executive members):

  • Merchandise ordering and inventory
  • Event organizing
  • Book library (keep list of available and loaned books up to date)
  • Volunteer Organising
  • Creating newsletter
  • Creating website content (blog posts, information pages)
  • Manage/Moderating social media (Twitter/Facebook)
  • Outreach to organizations of interest to our members
  • Help create pamphlets and other outreach material
  • Help source speakers for events
  • Find other local events of interest to our group
  • Major event planning: Summer/Winter Solstice parties, Pride Parade
  • Assist executive when required

Minimum time commitment of 1-2 hours per week

 

 Posted by at 10:52 AM