Meet The Board

Sports: Simon Chin
Structures and Facilities: Doug Batchelder

Member at Large: Brad Tilley

Member at Large: Vacant

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Are you interested in running for the board? Are you curious to know which director might be best suited to help you with a particular issue, idea or concern. Below is a list outlining the roles and responsibilities of each director.

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All Directors

A director is expected to be fully informed on community league matters and participate in discussions and decisions in matters of policy, finance, programs, personnel and advocacy.

• Commit to the work of the organization.
• Review the board’s conduct and monitor its performance to ensure compliance with bylaws and policies.
• Speak positively of the league and assist in developing and maintaining positive relations among the board, committees and communities to enhance the league’s mission.
• Orient new board members.
• Prepare for and arrive on time for all required meetings.
• Develop, monitor, review and approve all policies and other recommendations received from the board, its standing committees and staff.
• Review the bylaws and recommend changes to the membership.
• Participate in the development of the league’s organizational plan, annual review and budget.
• Approve the budget and other financial matters.
• Prepare and present required reports at board meetings.
• Prepare and present an annual report at the annual general meeting.

Term of office for all positions on GCL Board is two years, though positions are staggered – meaning only ½ of the Directors are elected each year.

President

• Provides leadership to the board by:
  • encouraging board members to participate in meetings and activities
  • focusing the board’s activities on the organization’s mission
• Ensures the board members are oriented, trained and recognized for their contributions.
• Evaluates the effectiveness of the board’s decision-making process.
• Acts as a liaison between the community league and other community leagues or civic organizations.
• Promotes the organization’s purpose in the community and to the media and acts as spokesperson for the league.
• Is the primary liaison between the league and EFCL.
• Participates in the selection and release of any paid employees in consultation with other executive officers.
• Plays a leading role in supporting fundraising activities.
• Is responsible for committees by:
  • serving as an ex-officio member of all committees and attending their meetings when needed;
  • ensuring that committee chairpersons are appointed
• Arranges for the orientation of committee chairpersons.
• Is responsible for the board’s agenda.
• Chairs meetings of the community league according to Robert’s Rules of Order or as designated in the bylaws and ensure meetings adhere to the agenda.
  • Per Robert’s Rules, votes on Board motions/major decisions only in the event of a tie;
• Acts as one of the signing officers for cheques and other documents such as contracts and grant applications.
• Prepares a President’s Report for the annual general meeting.

Vice President

• Acts in the absence of the president/chairperson.
• Assists president whenever possible.
• Is familiar with all committee members and their duties.
• Works with President and (future) Past President in the identification, participation and nomination of new Board members
• Other special duties by interest or assignment.

Treasurer

• Gives regular reports to the board on the financial state of the community league.
• Acts as signing officer, with President/Chair, for cheques and other documents.
• Issues cheques for all invoices.
• Make deposits.
• Enters all transactions in the journal and balances monthly.
• Arranges for annual audit of books.
• Prepares financial statements.
• Completes security clearance check.

Secretary

• Keeps copies of the bylaws, minutes and other documents.
• Keeps lists of Directors, committees and general membership.
• Informs EFCL of Board member updates after elections.
• Records all minutes during board and general meetings.
• Files correspondence.
• Ensures there is a quorum.
• Records all motions and decisions of meetings.
• Distributes copies of minutes to directors and posts minutes online (if applicable) promptly after meetings
• Notifies members of general meetings.
• Files the annual return, amendments to the bylaws and other incorporating documents with the Corporate Registry.
• In the absence of the chairperson and vice- chairperson, chairs board meetings until the election of an alternate chairperson.
• Archives league records.

Fundraising Director

• Applies for grants and permits to run gaming events such as bingo and casinos
• Works with Social Director in the development of ‘special’ fundraising events (Silent auctions, etc.) and helps secure appropriate donations
• Liaises with Structures and Facilities Director in fund development for specific project (i.e. Playground)
• (When the time comes for GCL) Prepares written reports on gaming events twice annually and submits the reports to Attorney General’s Department.
• Maintains financial records.

Structures and Facilities

• Responsible for all community facilities and structures – including all historical/commemorative military structures
• Supervises building maintenance and repair.
• Reviews condition of facilities and structures
• Maintains up-to-date building maintenance records.
• Advises league on maintenance and upgrades.
• Obtains estimates for maintenance, repair and upgrade work.
• Coordinates the development (including fund development) for the Griesbach Community Playground Development
• Recommends upgrades to all facilities as required.

Membership Director

• Manages annual recruitment drive.
• Prepares the membership list and updates records.
• Orders membership supplies from the EFCL.
• Check online membership sales at efcl.org and distributes cards and skate tags
• Attend sports / program registrations to sell memberships as required
• Recruits and supervises volunteer canvassers.
• Reviews and prepares policy and procedures with respect to membership.
• Recommends fee structure and strategies to increase membership.

Program Director

• Works with the City Community Recreation Coordinators (CRCs).
• Determines which programs will be offered to the community, then arranges for instructors and accommodation.
• Applies for grants for specific programs.
• Arranges registrations.
• Prepares budget and financial reports for the treasurer.
• Arranges payments to instructors, keeps appropriate records.
• Arranges access to the facilities used.

Communication Director

• Manages all aspects of the production and distribution of the GCL newsletter.
• Manages the website and social media.
• Manages all aspects of other communication tools such as bulletins or news releases (if applicable).
• Manages appropriate advertising for the league.
• Works with program director and others as required to promote events and initiatives.

Civics and Community Development Director

• Monitors land use, transportation issues and other civic concerns.
• Represents (alongside the President) the Community at events/consultations with the City of Edmonton, Government of Alberta, etc. and reports to the board on matters relating to the neighbourhood.
• Establishes ad hoc committees to address specific issues.
• Liaises with Canada Lands Company in the ongoing development of Griesbach;
• Coordinates submissions and inquiries to government and other organizations.

Sports Director

• Reviews and prepares policy and procedures related to sports programs.
• Recruits coaches.
• Delegates coaching responsibilities.
• Organizes registration times.
• Recommends and collects sports programs fees.
• Coordinates maintenance of GCL-owned equipment (soccer balls, jersies, nets, etc.)
• Attends zone and other city-wide related meetings.

Volunteers Director

• Ensures a robust listing of volunteers is maintained for GCL events;
• Works with Sports Director to ensure volunteer deposit process is active, tracked and maintained;
• Recruits and assign volunteers to GCL social events, delivery of newsletters, fundraising ‘drives’ (Bottle drive, etc.) and Bingos and Casinos

Neighbourhood Watch Director

• Liaises with Edmonton Police Service to ensure a safe community. This includes:
• Reporting of major concerns;
• Implementation of action plans
• Maintains Griesbach’s Neighbourhood Watch Facebook Group
• Works with Communication Director to ensure any important issues are communicated to all residents

Griesbach Gardens Director

• Liaises with Canada Lands Company in the planting and maintenance of Griesbach major garden areas
• Acts as the GCL connection with the Griesbach Community Gardens

Social Director

• Coordinates large social events for the GCL
• Develops and chairs committee for implementation
• Develops and maintains budget
• Works with Treasurer and Fundraising Director to ensure funds accepted (should they be) are properly tracked and assigned.

Member at Large

• Participates in meetings providing advice – often this individual will have specified background/knowledge/skills/connections lacking on the Board of Directors as a whole
• Participates in committees