Roles & Responsibilities

Board Members

Members of the Board of Directors are elected by the Association at the Annual General Meeting for two-year terms. Board Members are eligible for re-election for a second two-year term but then must vacate the Board for at least one year before further eligibility. The exception is the Past President, who remains a Member of the Board even after the completion of two consecutive two-year terms. The responsibilities of all Board Members will include:

  • becoming fully conversant with the Role and Responsibilities of the Board and the Role and Responsibilities of individual Board Members;
  • becoming fully conversant with the history, mandate and activities of the Association and the challenges and opportunities facing the Association;
  • attending meetings of the Association, the Board and the Committees to which they may be assigned;
  • serving as a member of Committees as appointed by the Board;
  • being well informed and prepared to address the issues to be discussed at Board and Committee Meetings;
  • working collectively toward the achievement of the goals of the Association;
  • representing the Association and the Board on occasions as requested by the Board;
  • being a channel of communication with the members of the Association;
  • contributing their personal experience and expertise to the work of the Board and in support of the work of the Association;
  • facilitating collaboratively decision making by the Board;
  • performing other duties as directed by the Board..
President and Chairperson of the Board

The Members of the Board of Directors, elected by the Association at the Annual General Meting, shall elect one of its members to serve as President or Chairperson of the Board for a one-year term. The responsibilities of the President will include:

  • acting as Chief Executive Officer of the Association;
  • acting as Chairperson of the Board of Directors and of the Executive Committee and as an ex officio member of all Board Committees;
  • setting meeting times and dates for meetings of the Association, the Board and the Executive Committee;
  • upon the written request of at least fifty [50] members of the Association, calling a Special Meeting of the Association;
  • upon the written request of any five [5] members of the Board, calling a Special Meeting of the Board;
  • determining the Agenda for meetings of the Association, the Board and the Executive Committee, in consultation with Board Members and Board Committee Chairpersons;
  • ensuring the efficient chairing of meetings of the Association, the Board and the Executive Committee;
  • facilitating collaborative decision making by the Board;
  • assuming the primary responsibility for the implementation of the decisions of the Association and the Board;
  • ensuring the maintenance of an updated manual of policies and decisions of the Association and the Board,
  • ensuring the maintenance of the Minutes of Meetings and other records of the Association, the Board and the Executive Committee;
  • acting as supervisor of employees of the Association;
  • acting as the official representative, spokesperson and signing officer for the Association and the Board;
  • preparing and presenting an Annual Report to the Association at the Annual General Meeting.
Vice President

The Members of the Board of Directors, elected by the Association at the Annual General Meting, shall elect one of its members to serve as Vice President for a one-year term. The responsibilities of the Vice President will include:

  • assuming the responsibilities of President and Chairperson of the Board of Directors in the absence of the President;
  • acting as a member of the Executive Committee;
  • facilitating collaborative decision making by the Board;
  • performing other duties as directed by the Board;
  • automatically assuming the office of President and Chairperson of the Board of Directors if that position becomes vacant between Annual General Meetings.
Past President

Either as an elected member of the Board of Directors or as a past member of the Board, the immediate Past President shall serve as a member of the Board of Directors and a member of the Executive Committee. The responsibilities of the Past President will include:

  • assisting in a smooth transition between Presidents;
  • facilitating Board continuity from year to year;
  • acting as a consultant to the Board;
  • acting as a member of the Executive Committee;
  • facilitating collaborative decision making by the Board;
  • performing other duties as directed by the Board.
Secretary

The Members of the Board of Directors, elected by the Association at the Annual General Meting, shall elect one of its members to serve as Secretary for a one-year term. The responsibilities of the Secretary will include:

  • recording the proceedings of Meetings of the Association, the Board and the Executive Committee, with particular reference to where and when a meeting took place, who was in attendance, any decisions that were made and items requiring further attention;
  • maintaining the Minutes of Meetings and other records of the Association, the Board and the Executive Committee;
  • maintaining an updated manual of policies and decisions of the Association and the Board,
  • ensuring that relevant information is distributed to members of the Association sufficiently in advance of the Annual General Meting;
  • ensuring that relevant information is distributed to Board Members sufficiently in advance of Board Meetings;
  • conducting correspondence on behalf of the Association and the Board as directed by the Board;
  • acting as a member of the Executive Committee;
  • facilitating collaborative decision making by the Board;
  • performing other duties as directed by the Board.
Treasurer

The Members of the Board of Directors, elected by the Association at the Annual General Meting, shall elect one of its members to serve as Treasurer for a one-year term. The responsibilities of the Treasurer will include:

  • chairing the Finance Committee of the Board;
  • maintaining the financial records of the Association and reporting to the Board on a regular basis;
  • acting as a signing officer of the Association for banking and financial purposes;
  • preparing the Annual Budget for approval by the Board;
  • preparing an Annual Financial Report for presentation to the Association at the Annual General Meeting;
  • acting as a member of the Executive Committee;
  • facilitating collaborative decision making by the Board;
  • performing other duties as directed by the Board.
Chairpersons of Board Committees

All Committees of the Board shall be either chaired or co-chaired by a Member of the Board, appointed by the Board for a one-year term. The responsibilities of Chairpersons/Co-chairpersons of Board Committees will include:

  • ensuring that the Terms of Reference for the Committee are formulated and approved by the Board, and reviewed annually for possible amendments;
  • ensuring that the Committee has sufficient and appropriate membership to carry out the work of the Committee;
  • calling meetings of the Committee as appropriate to conduct the work of the Committee;
  • ensuring that records of Committee Meetings are recorded and maintained;
  • reporting to the Board on regular basis.

*Approved by Board of Directors 11 June 2002