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Appendix B: Duties of SIC Executive Officers 

The officers of a Special Interest Council shall be: President, Vice President, Secretary, Treasurer (or Secretary-Treasurer) and Communications Officer.

All Officers shall be elected at the AGM/BGM of the council.

Duties of Officers:

A. President: The purpose of the president is to direct the Special Interest Council to best serve its members. The president shall:

  1. Facilitate in setting a vision and strategic direction for the Special Interest Council.
  2. Oversee Special Interest Council operations.
  3. By mid-September, set meeting dates and structure for the current year.
  4. Chair executive and program meetings.
  5. Before an executive meeting, work with the Secretary to review the previous minutes, set the agenda and send both to members at least seven days in advance.
  6. Act as spokesperson for the Special Interest Council, liaising with other provincial and national councils throughout the year and at the NLTA Biennial General Meeting.
  7. With the Vice President, review and recommend changes to executive roles.
  8. With other executive members, complete the Special Interest Council annual Viability Profile before October 15.
  9. With other executive members, compile the Annual Provincial Registration and Budget Request by October 15, and applicable applications for special projects.

B. Vice President: The purpose of the Vice President is to assist the President in planning and operations. The Vice President shall:

  1. Assist the President in overall planning and operations.
  2. Fill in for the President when needed.
  3. Participate in planning and chairing at least one program meeting.
  4. With the President, review and recommend changes to executive roles.

C. Secretary: The purpose of the Secretary is to handle correspondence and to attend, record, distribute and archive minutes of all special interest council meetings. The Secretary shall:

  1. Work with the president to draft an agenda for each executive meeting.
  2. At the meeting, take minutes.
  3. Within two weeks after the meeting, submit minutes to the President for comment and review. Upon approval, email minutes to the Special Interest Council executive.
  4. Revise minutes based on input from the Special Interest Council executive.
  5. Present the final version for approval at the next executive meeting.
  6. Keep copies of all agendas, minutes, other documents and important correspondence to transfer to incoming executive.
  7. Draft applicable letters, memos, reports, the direction of the President and/or Vice President.

D. Treasurer – The purpose of the Treasurer is to ensure the financial health of the Special Interest Council. The treasurer shall:

  1. Before the end of the school year, prepare the annual budget in line with directives from the executive and NLTA funding.
  2. Ensure that programs are run on at least a break-even basis.
  3. If needed, request additional funds to subsidize other Special Interest Council activity or projects.
  4. Recommend pricing for all programs, including PL sessions, AGM/BGM, etc.
  5. Set up and maintain the Special Interest Council bank account.
  6. Deposit funds and pay expenses in a complete and timely manner.
  7. Consider and comment on all recommendations for use of funds.
  8. Monitor funds allotment from the NLTA.
  9. Prepare and submit all relevant documents required for the Annual Provincial Registration and Budget Request as well as any requested/required audits or reports.
  10. Keep copies of all financial reports to transfer to incoming executives.

E. Communications Officer: The purpose of the Communications Officer is to facilitate communication with, and among, members about Special Interest Council activities and issues. The Communications Officer shall:

  1. With the other executive members, determine the policy for advertising (if applicable).
  2. Request and receive submissions for council communications.
  3. Consult with the Communications Officer at the NLTA regarding publication and distribution of communications as required.
  4. Liaise with the NLTA Webmaster to maintain an up-to-date website, including information about upcoming or past events.

The executive shall have the power to fill through appointment any offices becoming vacant during a council’s year. This shall not apply to the office of President.

A member of the executive absenting themselves for two consecutive meetings without showing good cause shall be deemed to have resigned.