5. Board of Directors Duties
5.2.1 President
The President will:
Preside at all meetings.
Be an ex-officio, voting member of all committees, except the Nominating Committee.
Be charged with the general supervision of all the activities of LCL.
Nominate a Director who is willing to serve and stand in for or replace the President as circumstances require.
Be responsible for the annual review of the Bylaws and all policies and procedures prior to final approval by the Board.
Be a member of the Executive Committee.
Act as a signing authority.
Act as the official spokesperson of LCL, or appoint a designate.
Oversee and approve all communications for the public.
Prepare and present an annual report at the annual general meeting.
5.2.2 Vice President
The Vice-President will:
Assume any duties from the President as required.
Act as a signing authority.
Be a member of the Executive Committee
Be a member of the Nominating Committee and act as Chair if the Past-President position is vacant
Act as Chair for Board meetings if the President is unavailable (or another designate as appointment by the President)
5.2.3 Secretary
The Secretary will:
Attend all meeting of the LCL, the Board and the Executive Committee and keep accurate minutes of the same
Be responsible for the minute and meeting notice distribution
Have charge of the minute book and other records
Have charge of all correspondence of LCL under the direction of the President and the Board
Act as a signing authority
Be a member of the Executive Committee
Be a member of the Nominating Committee
Have charge of the seal of the society
Appoint a designate if unable to attend a meeting
5.2.4 Treasurer
The Treasurer will:
Be responsible for all financial records of LCL.
Be responsible, on behalf of or in the name of LCL, for all monies collected or otherwise received, issuing duplicate receipts, payments of all accounts when properly approved, and keeping proper accounts, receipts and vouchers of same and the deposits of funds to the LCL’s bank accounts.
Reports the financial standing at every Board and General meeting
Present at the Annual General Meeting either an audited or unaudited statement of the financial affairs for the preceding fiscal year
Review and prepare policy and procedures with respect to the financial matters of LCL
Recommend, in conjunction with the President, an annual budget to the Board of Directors
Be a member of the Executive Committee
Be a member of the Nominating Committee
Act as a signing authority
5.2.5 Membership Director
The Membership Director will:
Keep a record of and maintain the membership lists and other records pertaining to membership in conjunction with the Treasurer or designate
Ensure compliance with the EFCL Code of Ethics with respect to selling memberships
Prepare an annual budget for membership and submit it to the Treasurer
Review and prepare policy and procedures with respect to membership
Report monthly to the Board of Directors
Be a member of the Executive Committee
Be a member of the Nominating Committee
Prepare and present an annual report at the annual general meeting
5.2.6 Program Director
The Program Director will:
Be responsible for all programs and records, including community-based activities,in conjunction with the Treasurer or designate
Be responsible for all matters pertaining to community activities and events of LCL
Review and prepare policy and procedures with respect to programs and community activities
Prepare an annual budget for social activities and submit it to the Treasurer
Report monthly to the Board of Directors.
5.2.7 Neighbourhood Watch Director
The Neighbourhood Watch Director will:
Act as the community liaison with the Edmonton Police Service and other safety and crime prevention organizations
Be responsible for all matters pertaining to Neighbourhood Watch or safety and security concerns
Perform duties as required by the Edmonton Neighbourhood Watch Program Society
Review and prepare policy and procedures with respect to Neighbourhood Watch activities
Report monthly to the Board of Directors
Prepare and present an annual report at the annual general meeting.
5.2.8 Communications Director
The Communications Director will:
Be responsible for the publication of an events/information postcard, including preparing and/or reviewing all content
Oversee the delivery of the postcard to all community households
Be responsible for the maintenance of LCL website
Maintain LCL social media
Arrange for communication for LCL events
Oversee the collection of community members' input regarding the plans and activities of the LCL.
Prepare an annual budget for communications activities and submit it to the Treasurer
Review and prepare policy and procedures with respect to communications activities
Maintain LCL signboards
Report monthly to the Board of Directors
Prepare and present an annual report at the annual general meeting.
5.2.9 Volunteer Director
The Volunteer Director will:
Organize a volunteer recruitment drive.
Pairs up volunteers from the community with those who need a hand.
Organize people to help run the events of the LCL.
Enlist volunteers who are interested in sitting on a committee.
Keep a record of all volunteers like the pancake breakfast
Report monthly to the Board of Directors.
Prepare and present an annual report at the annual general meeting.
5.2.10 Fundraising Director
The Fundraising Director will:
Identify funding opportunities available to LCL, including submission deadlines, contact information and application criteria
Assess funding needs and identify available grants that may meet these needs.
Complete and submit application forms for those grant funds that the Community League has approved
Maintain records of completed submission forms and correspondence with funders. Submit final reporting and ensure Community League is in good standing
Recruit and organize volunteers for fundraisers
Prepare and present required reports at board meetings.
Prepare and present an annual report at the annual general meeting.
5.2.11 Infrastructure Director
The Infrastructure Director will:
Coordinate the league’s efforts to engage community members on civic and planning issues.
Develop and shape policy that affects the Laurel community, based on principles and core values (e.g., good urban design, safe mobility, complete communities, access to green space).
Advocate and engage with other groups that help LCL navigate through the planning and development system in Edmonton, and is the league’s voice when further advocacy is required.
Prepare and present required reports at board meetings.
Prepare and present an annual report at the annual general meeting.
5.2.12 Past President
The Past President will:
Serve as an advisor to the President and other Board members
Assume ad hoc duties at the discretion of the Board
Act as Chair of the Nominating Committee
• Be an ex-officio, non-voting member of the Board for a maximum period of two (2) years immediately following his/her term as President
5.3 Executive Committee
5.3.1 The Executive Committee of Laurel Community League will consist of the President, the Vice-President, the Secretary, and the Treasurer.
5.3.2 The Executive Committee is responsible for ensuring that all policies and directives of the Board of Directors are implemented.
5.3.3 The Executive Committee of Laurel Community League shall not receive any remuneration for their work on Laurel Community League's Board of Directors.
5.4 Other Committees
5.4.1 There shall be the following standing committees of Laurel Community League:
The Nominating Committee,
The Financial Committee, and
The Policy Committee.
5.4.2 The Nominating Committee shall annually complete an assessment of the existing Board Members. Contacting current board members to ascertain their interest in returning to the Board. Identifying and recruiting prospective Board members who would be able to replace outgoing board members subject to being elected at the Annual General Meeting.
5.4.2.1 Any person wishing to submit their name for candidacy to the Nominating Committee shall submit their intent to the Board at least two (2) calendar months before the Annual General Meeting.
5.4.3 The Financial Committee shall be chaired by the Treasurer and shall oversee the accounts of Laurel Community League.
5.4.4 The Policy Committee shall be chaired by the secretary and shall recommend policies to the Board and periodically review all policies of the Board.
5.4.5 The Board of Directors may create other committees as deemed necessary, as long as all committees contain at least one "sponsoring" Director.
5.4.6 Committees created by the Board of Directors can be delegated authority to act on behalf of the Board of Directors. The authority delegated to a committee shall be limited to the authority explicitly described in any motion approved by the Board of Directors.
7. General Meetings
7.1. General (Annual and Special)
7.1.1 The Quorum at a general meeting for Laurel Community League shall be 10 full members of the registered Membership of Laurel Community League at the time of the general meeting.
7.1.2 Subject to clauses 7.1.2.1, 7.1.2.2, and 7.1.2.3 below, any matter at a General Meeting shall be decided by a two-thirds (2/3) majority of Members present at the general meeting.
7.1.2.1 Matters that result in organizational debt, as outlined in 8.4 and 8.5, shall be decided by a four-fifths (4/5) majority of Members present at the General Meeting.
7.1.2.2 The Dissolution of the organization shall be governed by the process outlined in Section 9.
7.1.2.3 Modifications to the Bylaws of the organization shall be decided upon at general meetings, and can only be changed by a Special Resolution at this meeting. A minimum of 21 days notice of this meeting must be given to the membership. Modifications to the Bylaws shall be decided by a minimum of 75% of members that are present at the general meeting voting in favour.
7.1.3 All registered members of Laurel Community League are entitled to vote on all matters at general meetings, provided they are present at the meeting whether in-person or virtually. Votes will be taken by a show of hands, and voting by proxy will not be permitted.