Board Members Roles and Responsibilities


Executive officers 

President  

  1. Schedules meetings, prepares the meeting agenda.
  2. Forwards all association related information to board of directors.
  3. Calls and chairs all meetings for the Saskatoon and Area Branch.
  4. Attends regional and national conferences on behalf of the membership and reports back to the board of directors on all activities at these outside events. 
  5. Ensures the branch’s scheduled events take place.
  6. Facilitates fiscal responsibility in all affairs of the branch. 
  7. Ensures regular reports provided to national office for inclusion in the quarterly Sage.
  8. Mentors the vice president and other board members. 
  9. Ensures board directors are kept up-to-date on changes and new information from national office (NO). 
  10. Represents the branch in relation to other related organizations, such as the Saskatchewan Seniors Mechanism, Saskatoon Council on Aging, and others as required. 
  11. Ensures new and transferred in members receive a communication welcoming them to the branch.
  12. Assigns roles and responsibilities to other board members as needed and update the Association’s CRM database accordingly.
     

Vice president  

  1. Available in the absence of the president to carry on the president role.  
  2. Supports the President in their role and as well as other board members as needed.
  3. Annually reviews policies and by-laws to ensure continued relevance and recommends changes as necessary.  

Treasurer  

  1. Ensures that the financial situation is managed appropriately.  
  2. Makes all needed financial reporting available at scheduled board meetings, to the branch president and to the national office as required.
  3. With assistance from other board directors, takes the money at the door as branch members arrive for the scheduled events.
  4. Tracks attendance (including participant names) at member events for insurance purposes.
  5. Provides financial reporting at scheduled board meetings.
  6. Provides the fiscal conscience when it comes to spending membership dollars.  

Secretary  

  1. Responsible for taking the minutes at all board of directors’ meetings, special meetings and AGMs.
  2. Ensures minutes of these meetings are maintained and retained electronically.
  3. Ensures all branch records are maintained for both current and archival purposes, including updating and organization of virtual file storage (ie, OneDrive) and relevant hard copies.   
  4. Ensures board directors receive copies of minutes via email. 

Past president 

  1. Presence is not required as per bylaws, unless there are issues or discussions that require past experience for board decisions. 

 

Director positions 

Membership and recruitment director 

  1. Provides information or direction to enquiries on joining the Saskatoon and Area Branch or other branches in the association.
  2. Works with the branch treasurer to ensure our non-DDS members receive follow up for annual dues.
  3. Provides assistance to branch membership when experiencing problems on the CRM.
  4. Provides membership reports at the scheduled board of directors’ meetings as required.
  5. Acts as the lead and facilitator for the scheduled pre-retirement seminars and initiatives for new recruitment.  
  6. Provides updated reports at the scheduled board of directors’ meetings as required. 

Event director   

  1. Works with a volunteer committee of board and non-board members for the outdoor events (to be confirmed for each event).
  2. Makes suggestions and arrangements for events, speakers and entertainment.  
  3. Ensures the appropriate audio and visual equipment is available for speakers, in conjunction with facility staff.
  4. Ensures thank you card and honorariums are available as required.
  5. Provides updated report at the board of directors’ meetings as required.
  6. Develops event programs, working in conjunction with the President.

Communications director 

  1. Maintains/updates the Branch website.
  2. Updates social media content regularly (currently only Facebook).
  3. Responsible for updating documents on the OneDrive folder as needed.
  4. Assists with Sage inserts, e-blasts and other communication to members.
  5. Coordinates branch communication with/through National Office.

Branch advocacy director  (BAL)

  1. Communicates regularly with the regional APO to ensure awareness of key advocacy issues and national advocacy strategies.  
  2. Designated contact and coordinator for branch advocacy activities, works closely with the advocacy program officer (APO) in support of the Association’s national advocacy strategy.   
  3. May attend the Association’s annual meetings of members at the discretion of the board of directors.
  4. Serves as advocacy contact for the branch with respect to advocacy information and coordinating branch advocacy activities.  

Nomination and election director

  1. When vacancies occur on the board of directors (and with board approval), recruits and encourages members to join the board.
  2. Identifies members to stand for nominations at the AGM.  
  3. Recruits board directors to assist with the annual AGM.  
  4. Oversees nomination and election process.
  5. Provides updated report at the board of directors’ meetings as required.  
  6. Finds volunteers for one-time projects. 

Other roles

Technological officer 

  1. Responsible for the updates to the electronic assets e.g., laptop, printers, projector, etc.
  2. Go to person for inquiries or questions about electronic assets.
  3. Recommends appropriate hardware updates to be purchased and repairs as required.
  4. Works with the Events Director to develop and organize virtual events.
     

Health and benefits officer (HBO)

  1. Assist members with questions related to health care and benefits e.g., MEDOC, Public Service Healthcare Plan.
  2. Provide updated report at the board of directors meetings as required. 
  3. Requires vulnerable record check.

 

Committees

Advocacy Committee
Committee Mandate 

  • Identify advocacy opportunities and partnerships.
  • Work with Branch Advocacy Liaison to develop advocacy strategy.  Assist with the development and implementation of events and initiatives related to Federal and Provincial elections (i.e, letter writing campaigns, media releases, townhall).
  • As needed, meet with MPs and/or MLAs to discuss Federal Retirees’ priorities.

Member Commitment

  • Attend regular committee meetings as needed (once every month* for no more than 2 hours, may be in-person or virtual)
  • Perform tasks related to carrying out events and initiatives identified by the Committee.
  • Share information relevant to and supportive of the Association advocacy recommendations.
  • Regularly review National communications and training materials on the National Volunteer Information Portal.


Nominations Committee
Committee mandate

  • Recruit and encourage branch members to join the branch board of directors.
  • Recruit and encourage branch members to join branch committees.
  • Recruit volunteers for one-time projects, including assisting at the branch annual meeting.

Member commitment

  • Work with the committee chair to identify potential board and committee members.
  • Contact potential volunteers as identified.
  • Report as required to the committee chair on the contacts made and results.
  • Time commitment:  irregular, throughout the year dependent on board and committee needs.


Membership Committee
Committee mandate

  • Maintain contact with members to ensure Association records are current and accurate.
  • Follow up with lapsed members to understand the reason for withdrawal.
  • Contact members not on automatic renewals via credit card or deduction of dues at source to ensure they are aware of those options and how to access them.

Member commitment

  • Be part of a phone tree to contact members.
  • Report as required to the committee chair on the number of contacts made and results.
  • Time per month:  estimated at two to four hours.


Recruitment Committee
Committee mandate

  • Ensure potential members are made aware of and informed on the Association mission and activities, including advocacy work and pension and benefits protection at the national level along with advocacy and member connection and engagement at the branch level.
  • Inform potential members of the benefits of members, including partner services and discounts.

Member commitment

  • Assist in developing and presenting information sessions to potential members.
  • Be available at member and recruitment events to discuss and promote the benefits of membership in the Association.
  • The time commitment will vary greatly, sometimes less than hour, and sometimes as much as four to five hours per month.

Event Committee
Committee mandate

  • Planning, purchasing and delivering groceries to event venues.
  • Planning and coordinating the set-up of events, including table set up, food preparation, and signage.
  • Assisting with event clean up and delivery of leftover items to charitable organization.
     

Member commitment

  • Assist in generating ideas for various events, including potential speakers and activities.
  • Attendance at the 5 annual events (where at all possible); time commitment is focused around these events and would typically require about 2-3 hours of times per event.
  • Energetic attitude focused on delivering an enjoyable event for attendees.