Community LAMDA Governance Policy

Roles and Responsibilities of OFFICERS of the Board of Directors

1. MEMBERS
The Officers (also called the Executive) of the Society are the President, Vice-President, Secretary and Treasurer.
For terms of office, election, resignation, replacement or removal of an Officer, refer to LAMDA Bylaws Article 5, 2016.

2. ROLES and RESPONSIBILITIES

2.1. The President:
a. Supervises the affairs of the Board;
b. When present, presides at all meetings of the Society, the Board and the Executive;
c. Is an ex officio member of all Committees;
d. Acts as the spokesperson for the Society and manages all public communications;
e. Prepares and delivers the President’s Report at the Annual General Meeting;
f. Heads the Executive Committee; and
g. Carries out other duties assigned by the Board.

2.2. The Vice President:

a. Presides at meetings in the President’s absence. If the Vice-President is absent, the Directors elect a Chairperson for the meeting;
b. Replaces the President at various functions when asked to do so by the President or the Board;
c. Chairs the Resources Committee;
d. Leads and encourages recruitment of General members and nominations for election to the Board;
e. Is a member of the Executive Committee; and
f. Carries out other duties assigned by the Board.

2.3. The Secretary:

a. Attends and records minutes of Board and General meetings of the Society, and the Executive;
b. Keeps all minutes and records of the Society;
c. Shares responsibility for the Board’s correspondence with the President and Treasurer;
d. Ensures a Register of Members – current record of names and addresses of all Members of the society is kept;
e. Prepares an annual Register of Members for Corporate Registry which lists current members and those removed from the list within the
year ending;
f. Ensures all notices, agendas, and minutes of meetings are delivered to members entitled to receive them;
g. Ensures Governance and Administrative polices, protocols and guidelines are current, distributed when approved, and stored;
h. Initiates policy review and development;
i. Keeps and administers the Seal of the Society if a Seal has been established;
j. Circulates annual Board Evaluation to Directors and reports (annual and comparative) findings to the Board (at year end);
k. Ensures records of the Society are available for member inspection at Annual General Meetings;
l. Is a member of the Executive Committee; and
m. Carries out other duties assigned by the Board.

2.4. The Treasurer:

a. Ensures all monies paid to the Society are deposited in a chartered bank, treasury branch or trust company chosen by the Board;
b. Ensures any annual fees are collected and deposited;
b. Plans the operational budget for Board approval;
c. Disburses monies for the operation of programs and salaries of employees;
d. Monitors expense claims; advises the Board in matters of major expenditures including the Society’s annual social events;
e. Accounts for the funds of the Society and keeps such books and records as may be directed;
f. Ensures a detailed account of revenues and expenditures is presented to the Board as requested;
g. Submits quarterly and annual reports to the Society’s funding agency;
h. Submits information to Corporate Registry annually, so the Society maintains its charitable status within Alberta;
i. Ensures the Member Registry, special resolutions, and other incorporating documents are filed with Corporate Registry;
j. Ensures general liability, Directors and Officers Liability and Workman’s Compensation insurance coverage is maintained;
k. Ensures the Annual Return is filed with Revenue Canada;
l. Collects information for preparation of staff T4’s and submits to accountant’s office by end of February;
m. Submits books to auditor at fiscal yearend;
n. Ensures an audited statement of the financial position of the Society is prepared and presented at the Annual General Meeting;
o. Ensures financial records of the Society are available for member inspection at Annual General Meetings;
p. Chairs any Fundraising Committees;
q. Is a member of the Executive Committee; and
r. Carries out other duties assigned by the Board.

Approved by LAMDA Board April 11, 2016 Draft revision February 2020