Not all the board descriptions are here, but here are 3 items that we need help with at the center and will be voting on at the 2024 AGM
Ways and Means Director Job Description
The role involves obtaining funds required to help maintain the Community Facility according to the Life Cycle Report and what is identified by the Capital Director and / or community Centre Manager. To be informed on the different grants available, Ways & Means will attend grant writing seminars.
Ways and Means will chair a committee on putting together quotes for grants. The center manager can be asked to assist be the person gathering information for committee review.
Timing of grant gathering and when to submit is to be determined in a logical order. For example in coordination with other grants, to meet submission dates with enough time margin, to have proper time lengths on quotes etc.
Expectation is to liaison with City of Calgary , Alberta government and other grant agencies to ensure submission is correct and on time. Acquiring a good knowledge of application, information and reporting requirements of the City of Calgary Community Consrevation Grant (CCG) and Province of Alberta Capital Facilty Enhancement Program (CFEP) is essential.
Ways and Means is not the only position seeking funding – all board members do - but there are rules and regulations that all grants have (timing, stipulations etc.) and getting to know these and navigate dual funding multiple grants funding and what they are for is an art.
The W&M director is not expected to work alone on the entire process but work with other board members or committee members whose responsibilities or expertise are in particular areas that pertain to a grant.
Ways and means Director should:
· source new funding opportunities
· Work with the Capital Director or another appointed person (usually with knowledge in
that field) to know and finish all paperwork for grants underway
· Seek new grant opportunities and assist the person who is the lead for that opportunity.
· Attend the Meet the Funders event yearly – to rub shoulders with those who either know the sources of funding or are part of the sources of funding to help navigate and maximize the funding we need to keep the building running and progressing
· Submit final grant requests or be carbon copied
Grant Types
Ongoing: The main two ongoing grants which work in close tandem would be the Capital Conservation
Grant (City of Calgary) and the CFEP (provincial) grants.
Recurring: Other grants are often repeated, such as the Enmax Energizing Spaces and other arts grants.
Sporadic or One Time: grants are very specific that we would need a reason to apply for them. Still other grants come up once in a life time. The expectation is for ALL board members to be looking out for grants.
Secretary Job Description
Someone once simply said “The basic role of the secretary is to keep the story of the Deer Run Community Association.”
The Secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how, and by whom the board's business was conducted. In order to fulfill these responsibilities, and subject to the organization's bylaws, the Secretary records and distributes the minutes of meetings, ensures their accuracy, and availability, proposes policies and practices, submits various reports to the board, maintains membership records, fulfills any other requirements of a Director and Officer, and performs other duties as the need arises and/or as defined in the bylaws
In many small Associations, there is no staff person to take on the role of administrative staff person. In such Associations, the Board Secretary takes on this role. In these Associations, the Secretary has the important role of making sure that the business of the association stays on track.
They ensure that official forms and correspondence are kept secure, that official documents are filed on time and that all other formal requirements are met. If there is an administrative staff person, the Board Secretary, is usually the board member responsible for monitoring the activities of this individual.
Orient new board members
Prepare for and arrive on time for all required meetings.
Create an agenda for the meeting lead to follow. It should include
all guests and the reason they are attending
motions for participants to pre-read
open actions that need a resolution
all new topics we are aware of (New Business)
all regular board members in the order they are to speak
Record the minutes of all meetings
Tally of motions (approved, not approved or abstain) and that quorum was present for each motion.
Ensure minutes are out to the board 2 weeks after the meeting
File correspondence
As a member of the executive, the secretary
Develop, monitor, review and approve all policies and other recommendations received from the board, its standing committees and staff.
Keep the ongoing list of directors and dates when directors come on and off the board as well as their birthdays
Review the bylaws and recommend changes to the membership.
Approve the budget and other financial matters.
Work alongside Vice-President w.r.t. staff raises
Keep a consistent central repository for all documents that the center needs to keep. This includes working with the centre manager, setting up new folders as required and communicating those to the board
Be a central hub for people to send votes, outcomes and other documents from committees (retyping them and creating committee final reports is to be done by the committee)
Organize records
Keeps lists of Directors, committees and general membership.
Keep a record of all policies approved by the Board in the Association's policy manual
Maintain and monitor the already-existing master calendar or list of important dates for the association such as grant filing dates, audit dates, major events etc.
Archives Association records.
Dispose of old documents only with the approval of the Board.
Co-Approve the budget and keep the master signed copy
Files the annual return, amendments to the bylaws and other incorporating documents with the Corporate Registry.
Maintain the records of the staff person including contracts, benefits, evaluations, etc.
Be the keeper of the DRCA official Seal
Make sure that all files are in good order for the next Board Secretary.
Notifies members of general meetings.
In the absence of the president and vice-president, chairs board meetings until the election of an alternate president or vice president.
If any of the above duties are performed by appointing others, the secretary is still responsible for these items to be carried out and bring it to the attention of the board when they are not.
Social Director Job Description
The Social Director(s) will:
have a co-Director
oversee the development and management of the Social Budget,
Report to the President of Deer Run Community
Attend monthly board meeting, event meetings as required, and annual general meeting for the duration of their term of office
Read and understand the Bylaws of Deer Run Community
The Social Directors will organize Adult Events, Kids Events and Family by setting the schedule for the year with Deer Run Board and Center Manager.
Directors will ensure there is a chairperson(s) for the scheduled social events and an event budget is agreed to..
Directors to Ensure chairperson(s) follows local laws around minors and any required licenses
Any permission form ,waiver forms or required forms once accounted for will be handed over the Center Manager to have on file.
Social Events could include but not exclusive to :
Adults: Fun Casino, Christmas Party
Kids events, easter egg hunt, jelly bean dance, kids Christmas party
Family Event: Stampede Breakfast, Winter carnival, Summer festival