Board Member Duties

President

• Will provide direction and purpose to the club through the Executive.

• Will delegate to members of the Executive or ‘Members at Large’, duties and responsibilities as necessary for the smooth and efficient administration of the club and its activities.

• Will chair general and executive meetings.

• Will call general and executive meetings.

Vice President

• Will chair general and executive meetings in the absence of the President.

• Will assist other executive members as needed.

Past President

• Will advise the President on such matters as and when necessary to provide continuity to the club’s affairs.

Membership Administrator

(see detailed job roles and responsibilities attached)

• Will prepare and administer membership lists for the use of the club and the provincial organization.

• Will organize membership sign-up.

Secretary

(see detailed job roles and responsibilities attached)

• Will prepare and keep accurate minutes of executive and general meetings.

• Will file club documents in accordance with the Societies Act.

• Will co-ordinate communication within and without the club.

• Conduct correspondence of the society.

• Issue notices of meetings of the society and directors.

• Keep custody of the records and documents of the society, except those kept by the treasurer.

• Maintain a register of the members.

Treasurer

• Coordinate and compile budgets for club.

• Ensure books accurately reflect the club’s financial position.

• Monitor payments made on various accounts.

• Prepare financial statements.

• Keep the financial records, including books of account, necessary to comply with the Society Act.

Publicity

(see detailed job roles and responsibilities attached)

• Will be responsible for the promotion and advertising of the benefits and activities of the club.

• Will prepare information for distribution to members and potential members.

• Will communicate with merchants, companies and other organizations to establish relationships for mutual benefit.

• Maintain the currency and utility of the club web site with such help as is required.

Ways and Means

• Will seek out ways for fund raising to support club goals.

• Will work with the Provincial Gaming Commission to attract gaming funds.

Coaching Development Chair

• Recruitment and hire of Head Coaching.

• Co-ordinate the club’s Junior Development Program.

• Fund raise for the Junior Development Program and Head Coaching.

• Coordinate all the club’s coaching programs.

Ski League

• Co-ordinate and organize the club’s Ski League program.

• Keep records of Ski League participants.

• Keep track of Ski League paraphernalia.

Trails Committee Chair

• Appointed by the Executive to chair the Trails Committee.

• Responsible for the day to day operation of the trails what about planning, budgeting, promotion? Are these responsibilities assumed by the Treasurer and Publicity chair? Should our role in safeguarding revenues be listed?

• Responsible for public safety during the trails operating season?

• Responsible for hiring and supervising trail staff.

• Responsible for liasing with Ministry of Forests and other government stakeholders.

• Responsible for submitting the annual report and operating plan to Ministry of Forests (this may be the new Ministry of Arts Clarts and Sports..

Social Director

• Develop a program of social events to promote camaraderie, friendships and recreation for club members.

• Plan, schedule and co-ordinate the organization of social events.

Appointed Positions

Newsletter

• Will co-ordinate the production of at least three newsletters per year.

• Ensure that information is disseminated to the club membership in as cost effective a manner as possible.

• Will ensure that the newsletter represents as wide a range of club member’s interests as possible.

Volunteer Coordinator

• Liase with Membership Administrator to identify volunteers.

• Liase with Event coordinators, etc to determine volunteer requirements.

• Maintain lists of previous volunteers and their positions.

• Recruit volunteers.

Roles

Membership Co-ordinator - Role and Responsibilities

• Receive CCBC Fall package (September).

• Register a minimum of 10 members with payment of $5 each by October 15^th CCBC deadline to formally register club for coming year.

• Submit the bulk of the registrations by December 15^th CCBC deadline with an excel spreadsheet (or other suitable medium) of members details and payment of $5 per member plus additional $8 per Jack Rabbit or Bunny.

• Final registration due by March 15^th with final member list and payments.

• The information required by CCBC is detailed in CCBC form 3.

• Create/update annual membership form with current waiver (from CCBC package) and fee schedule by end September to include in the Club’s first newsletter and ski swap. Include early registration discount details (usually December 1^st).

• Distribute membership forms to members, retail outlets (Spoke n’Motion and Funstuff) and ticket booth.

• Order membership cards and plastic pouches.

• Complete and laminate membership cards as forms and payments are received.

• Set up and staff membership table at Ski Swap, and possibly retail outlets if required, to sign up members and collect fees.

• Distribute membership cards via ticket booth, ski swap, etc.

• Maintain records to track membership details, numbers and money collected.

• Make regular transfers of money to bookkeeper/treasurer with accounting details.

• Maintain and distribute membership lists as required.

Secretary – Role and Responsibilities

• Take minutes of meetings, send to President for proof reading before printing and publishing on the club website.

• Communicate with members via mass mail updates.

• Type proposal as needed.

• Write letters on club’s behalf if required.

• Coordinate election/selection of new board with President, create ballot list.

• Collect mail abd distribute.

Publicity – Role and Responsibilities

• Update website.

• Coordinate production of rack cards, brochures, etc.

• Coordinate production of new trail maps as required.

• Update media – newspapers, radio and TV of news worthy events.

Club Bookkeeper Profile

The Bookkeeper is responsible for providing A/P, A/R and general support for our club. The position requires a person who is self-motivated and who can provide superior and responsive bookkeeping services for the club via their home computer. Excellent verbal, written and Internet communication skills are a must.

Bookkeeper requirements:

• Preferred Bookkeeping qualification

• 2 or more years bookkeeping experience

• Experience with GST returns

• Computer literate in financial packages and spreadsheets

Qualifications required at hire:

• Knowledge of the principles and practices of bookkeeping.

• Knowledge of the terminology and standard abbreviations used in bookkeeping.

• Knowledge of the standard procedures and methods followed in handling and recording cash receipts and disbursements.

• Ability to understand, explain and apply the laws, rules, policies and procedures governing activities.

• Ability to maintain accurate records.

• Ability to analyze and determine the applicability of bookkeeping data, to draw conclusions and make appropriate recommendations.

• Ability to gather information by examining records and documents.

• Ability to interpret charts, graphs and tables.

• Ability to assemble items of information in accordance with established procedures.

• Ability to follow oral and written instructions.

• Ability to establish and maintain harmonious working relationships with others.

• Ability to deal tactfully with others.

• Ability to exercise discretion in handling confidential information.

• Ability to exercise sound judgment.

• Ability to meet deadlines.

• Well organized.

• Good communication skills.