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:
- Facilitate in setting a vision and strategic direction for the Special Interest Council.
- Oversee Special Interest Council operations.
- By mid-September, set meeting dates and structure for the current year.
- Chair executive and program meetings.
- 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.
- 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.
- With the Vice President, review and recommend changes to executive roles.
- With other executive members, complete the Special Interest Council annual Viability Profile before October 15.
- 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:
- Assist the President in overall planning and operations.
- Fill in for the President when needed.
- Participate in planning and chairing at least one program meeting.
- 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:
- Work with the president to draft an agenda for each executive meeting.
- At the meeting, take minutes.
- 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.
- Revise minutes based on input from the Special Interest Council executive.
- Present the final version for approval at the next executive meeting.
- Keep copies of all agendas, minutes, other documents and important correspondence to transfer to incoming executive.
- Draft applicable letters, memos, reports, etc.at 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:
- Before the end of the school year, prepare the annual budget in line with directives from the executive and NLTA funding.
- Ensure that programs are run on at least a break-even basis.
- If needed, request additional funds to subsidize other Special Interest Council activity or projects.
- Recommend pricing for all programs, including PL sessions, AGM/BGM, etc.
- Set up and maintain the Special Interest Council bank account.
- Deposit funds and pay expenses in a complete and timely manner.
- Consider and comment on all recommendations for use of funds.
- Monitor funds allotment from the NLTA.
- Prepare and submit all relevant documents required for the Annual Provincial Registration and Budget Request as well as any requested/required audits or reports.
- 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:
- With the other executive members, determine the policy for advertising (if applicable).
- Request and receive submissions for council communications.
- Consult with the Communications Officer at the NLTA regarding publication and distribution of communications as required.
- 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.