Executive Committee Members and Responsibilities

Provide leadership to Club volunteers and members in a manner consistent with and supportive of the Club’s Mission and Constitution.
 

Chair all Executive meetings – approximately 5 per year.
 

Receive the Treasurer’s annual proposed budget and year-end report.
 

Receive reports from convenors once per year or more frequently as needed.
 

Arbitrate any controversies between members which are related to a Club activity.
 

Make decisions on urgent matters when time does not permit the Executive to be polled.
 

Organize the Annual General Meeting for November of each year.

Revised: September 2019 

Assist the President as necessary.
 

Assume the responsibilities of the President in his/her absence.
 

Chair the Nominating Committee and manage the elections of Executives at the Annual General Meeting.
 

Provide background information from past experience for clarification as required.
 

Revised: September 2019 

Assist the President as directed and assume the chair at meetings when called upon.
 

Direct and oversee the welcoming and orientation of new Club members.
 

Lead initiatives and procedures as requested by the President.
Become familiar with all Executive roles, procedures, and practices in preparation for the role of President.
Serve as the Executive Committee’s archivist by ensuring the maintenance of significant documents and materials to preserve an ongoing record of the Club’s history, including a list of all Club events for insurance purposes.
 

Liaise between the Executive Committee and the Webmaster vis a vis requests and approvals for changes to the Club’s website.
 

Deliver the President’s announcements on trips when a second bus is required and provide support to the 2nd Bus Captain when needed.​
 

Requirements
 

Organizational, leadership, and communication skills.

Revised:   September 2019

Prepare yearly operating and trip budgets for approval by the Executive.
 

Provide Financial Statements for the Annual General Meeting and Executive Meetings.
 

Prepare financial analysis of various scenarios to support Executive decision-making.
 

Open and maintain an Internet bank account for the Ski Club and pay all invoices for budgeted items approved by the Executive. Administer signing authority for the Ski Club’s account. Balance account every month to statements.
 

Collect annual dues, record cheque #s, and deposit. Ensure the required Club banking info is up-to-date in Nordiq Canada’s Zone 4 system and ensure the accuracy of the membership fee debits to the Club’s account.
 

Collect ski trip funds, record cheque #s, balance, and deposit. Prepare the initial manifest for each ski trip and forward it to Trip Convener. Record and keep track of trip pre-payments and postdated cheques. Forward weekly payments to the bus company. Produce year-end annual trip summary reports.
 

Collect Awards Luncheon fees and deposit. Forward payment to Luncheon venue and purchase ski awards (Tim Horton Cards) in denominations as requested by the Executive.
 

Requirements:
Good knowledge of Excel spreadsheets – e.g. development and use of formulas and linking sheets
 

Knowledge of accounting - balancing accounts, making deposits, recording expenses, creating budgets, and conducting analysis.
 

Revised: November 2022

Maintain minutes of all meetings.
 

Take minutes and record all votes at all meetings and forward copies to the President and Committee Members.
 

Reserve AGM for November.
 

Issues AGM minutes to all members.
 

Update ongoing record of executive members and other volunteers for the purpose of properly recognizing their service. Make this available to the VP and/or President as needed.
 

Assists other Committee members as required.
 

Revised:  September 2019

Attend all Club Executive meetings and report on membership status.
 

Prepare and maintain the membership registration system that includes all required member information, ensuring a link to it is posted on the website.
 

Arrange permission for member parking at Church on the Queensway on Bus Trip days.
 

Attend the AGM and accept membership applications, ensuring that all applicants are ages 55 or older and have completed Nordiq Canada’s current Consent Form.
 

Forward all monies and cheques received to the Treasurer for deposit.
 

Keep membership information data up-to-date in Nordiq Canada’s system with minimum monthly updates and more frequently where there are significant membership changes.
 

Provide a members’ list to all members by email before the end of January showing Name, Address, and Phone numbers for carpooling and member communication purposes.
 

Support the orientation and integration of new members within the Club, including informing the Name Tag Convenor of the names of new members.
 

Record Keeping:
- Retain all member and guest consent forms and accident reports for a minimum of three years
 - track guests and their associated members for all club activities to comply with Nordiq Canada’s insurance requirements
 - Prepare a membership history report annually and provide a copy to the Club Archivist (currently the VP) for filing as well as to other executives on an as-needed basis

- Obtain mileage recorded by members each week from Trip Captain and track the totals for each member
 

Liaise with Nametag Convenor to ensure:
- new members receive orange/goldenrod name tags
 

- regular members have white nametags and executives have yellow name tags
 

Liaise with Lead Ambassador/Vice President to ensure new members are contacted and offered club orientation information
 

Assist the successor Membership Convenor as needed to allow for a smooth transition.
 

Requirements: Ability to compose emails for mass distribution and facility in creating and updating Excel and Word documents. N.B. Most of the incumbent’s work takes place from Nov. – Jan. inclusive.
 

Revised: November 2022 

There is a Trip Convenor and a Trip Captain. The Trip Convenor will plan the bus trips for the season and the Trip Captain will be responsible for running the weekly trips. If there is more than one bus, then there will also be a Bus Captain.

Attend executive meetings (4 - 6 per year).
Give trip reports regarding attendance, number of trips. Share feedback from members regarding bus or resorts.
At AGM present new season’s trip destinations and any relevant information. 

SKI CALENDAR:

Plan the new season’s destinations (January to March) and publish Ski Calendar.
Begin middle to end of September:

- Contact the bus broker to determine the transportation costs to ski areas and the policy on use of 407.

- Once the Ski Calendar is set, email the Bus Broker a copy of it for his planning purposes.
- Contact the ski resorts to determine the cost of trail passes (snowshoe and XC ski) and if they offer a complimentary pass.
- Once all pricing is known, determine pricing for members for weekly trips in consultation with Executive and input from the Treasurer.
- Book resorts as early as possible to avoid being too late. Start the booking process in early October.
- Prepare a list of trip destinations, including ski lessons*, and dates to be distributed to the membership at the AGM
 

*NOTE: President to contact Ski instructor for availability and level of ski lesson to be offered

In the event of a newly elected Trip Convenor:

Transfer of files and information from outgoing to incoming Trip Convenor (info for ski resorts and the bus broker (contact person’s name, telephone number, and email)

The Treasurer will arrange to have signing authority transferred to them.

Revised: November 2022