8.1 Description of Offices
Unless otherwise specified by the Board, which may subject to the Act, modify, restrict or supplement such duties and powers, the offices of the Corporation, if designated and if officers are appointed, shall have the following duties and powers associated with their positions.
The Board, subject to the Act, may modify, restrict or supplement such duties and powers of the offices of the Corporation. Unless otherwise specified by the Board, officers shall have the following duties and powers associated with their positions.
(a) President (or Co-president)
(i) Preside at all meetings of the Board and of the members;
(ii) Serve on the Finance Committee;
(iii) Act as (or appoint) an official spokesperson for the Corporation;
(iv) Act as (or appoint) the representative of the Corporation in external organizations; and
(v) Act as a signing authority for the Corporation.
(b) Past President
The Past President is the immediate outgoing President of the Corporation, and shall serve for a maximum of two years as consultant to the Board.
(c) Vice President
The Vice President shall work closely with the President to ensure that the by-laws and related policies/procedure are followed, assist the President in performing his or her duties, and act in the absence of the President. The Vice President’s other duties include:
(i) If the President is absent or is unable or refuses to act, the Vice President shall when present, preside at all meetings of the Board and of the members. The vice-chair shall have such other duties and powers as the Board may specify.
(ii) Investigate, monitor, document, or otherwise respond to program-related complaints, concerns, or issues related to Corporation that are brought to the attention of the Board;
(iii) Chair or appoint a chair for all Member Disciplinary Hearings;
(iv) Maintain, revise, or update assigned Corporate manuals and key documents (e.g. Bylaws, Policy and Procedure, information booklets, etc.); and
(v) Act as a signing authority for the Corporation.
The Secretary shall work closely with the President to ensure the proper management and maintenance of the Corporation’s key documents. The Secretary’s main duties include:
(i) Plan for Board meetings and meetings of members;
(ii) Record and administer the documents related to Board meetings and meetings of members;
(iii) Be custodian of the Corporate Seal;
(iv) Store and manage the Corporation’s key files; and
(v) Guide the Board on procedural, systemic, or broad administrative practices.
The Treasurer is responsible for the finances and financial well-being of the Corporation. The Treasurer’s other duties shall include:
(i) Keep or oversee financial records, as appropriate.
(ii) Give regular reports to the Board and the Membership on the financial state of the Corporation.
(iii) Chair the Corporation’s Finance Committee.
(iv) Act as a signing authority for the Corporation.
(v) Be responsible for the preparation of the annual budget and financial statements of the Corporation.
(f) Executive Director (Staff position)
The Executive Director (ED) shall report to the Board through its President, and may be a paid position. The ED shall be responsible for the general administration of the Corporation’s “office”, supervision of contracted staff (as appropriate), and support to the Board and its Committees. Additional duties include:
(i) Receive, review, handle, manage or distribute all Corporate-related correspondence, documentation or records, as appropriate.
(ii) Keep or cause to be kept records of all members and their address, provide notices, and collect or receive monies for deposit as appropriate.
(iii) Prepare and present the Corporation’s office and administration budget, for approval.
(g) Honorary Director
The Board may appoint persons who have provided exemplary or outstanding service to the Corporation or in support of its objectives, to act as “Honorary Director”, to advise the Board as required or requested. An Honorary Director shall have no voting rights, but may participate in any Board meeting or meeting of the members. An Honorary Director is appointed for a one year term, which may be renewable without limit. Ideally, nominations for Honourary Director should be made 21 days prior to any AGM. Nominees must be approved by a special resolution as the AGM,
(h) Other Officers
The Board may appoint officers with specific portfolios. The following list may be altered as necessary and includes, but is not limited to, the following portfolios:
(i) Membership Director – to promote, facilitate, coordinate, and keep record of members.
(ii) Website Director – To monitor, assist or guide the development, maintenance, or enhancement of the Corporation’s website and its related programs.
(iii) Director at Large – To assist or lead the Board’s directed operations, initiatives, or programs.
8.2 Elections of Officers to Alternate Years
Officers are elected to their post on an alternate schedule. The President and Secretary are elected on even-number years, while Vice-president and Treasurer are elected on odd-number years. In the case of Co-presidency, the Board would initially elect one Co-president for a one-year term and the other for a two-year term.
8.3 Vacancy in Office
In the absence of a written agreement to the contrary, the Board may remove, whether for cause or without cause, any officer of the Corporation. If the office of any officer of the Corporation shall be or become vacant, the Board may, by resolution, appoint a person to fill such vacancy.