Board Positions

YOUR BOARD MEMBERS HAVE COMMITTED TO THE ACCOUNTABILITIES IN THESE JOB DESCRIPTIONS!
See below for each Director’s Responsibilities

To see the full Job Description, click on the Job Title.

President:

1. Chair all Board meetings to ensure maximum productivity and speedy resolution of all important Association matters.
2. Chair all meetings of members to ensure maximum enjoyment and value for Association members.
3. Arbitrate on all Director and/or Member disputes and provide the final decision to ensure minimal impact on the Association.
4. Represent the Association at public functions on behalf of the Board and/or delegate this responsibility to the Past-President or the Vice-President.
5. To ensure the Business of the Year Award Committee is formed and act as Board oversight & liaison for all committees.
6. Contribute positively to the Board of Directors in all Board and Association matters.

Past President:

1. Participate with full voting privileges in all Board meetings and contribute positively to resolution of issues affecting the Association.
2. Provide guidance and support to the current President and provide advice and assistance to the other Board members as needed.
3. Chair the Trade Show Committee.
4. Receive, review and respond to all email directed to the Board.
5. Represent the Association at public functions on behalf of the Board when requested.

Vice President:

1. Fulfil the duties of President, in all respects, if needed.
2. Act as a signing authority with the President and/or Treasurer on all Board bank accounts and on all official documents.
3. Assist the President, as needed, to liaise for the Board on specific committees to handle questions of mandate and procedure and/or bring committee issues to the Board.
4. Work with the Secretary as co-Chair of the Strategic Planning Committee.
5. Contribute positively to the Board of Directors in all Board and Association matters.

Secretary:

1. Record all discussions, decisions and motions that occur in each Board meeting in the form of Minutes, circulate the Minutes to all Board members within 7 days after the meeting and obtain Board approval for those Minutes at the next meeting.
2. Recommend an Agenda for the next Board meeting and obtain the President’s approval to circulate the Agenda to all Board members approximately 2 weeks before the meeting.
3. Review the Association’s By-Laws annually and recommend any needed changes and additions to the Board for presentation to the membership at the next Annual General Meeting for validation through a general vote.
4. Review the Association’s Job Descriptions [Directors, Committee Volunteers, Committee Chairs, and General Volunteers] annually and recommend any needed changes and additions to the Board for approval, update the documents before they are signed and retain copies of the signed documents.
5. Review and update the Association’s website at least annually, including requesting specific Directors provide updates of site text for their portfolios.
6. Work with the Vice-President as co-Chair of the Strategic Planning Committee.
7. Contribute positively to the Board of Directors in all Board and Association matters.

Treasurer:

1. Maintain accurate accounting records and supporting receipts for the Association.
2. Produce timely reports for the Board, members and Government to accurately reflect the financial position of the Association.
3. Collect all meeting registration monies at each Membership meeting, usually with the assistance of the Director Membership.
4. Manage the Association’s bank accounts, including making up deposits from monies collected by the Director Membership (annual fees, meeting registrations, new memberships), Director Programming (AGM ticket sales), Past President (Trade Show table registrations, sponsorships), Director Fundraising (funds raised), reconciling bank statements, issuing cheques, etc.
5. Contribute positively to the Board of Directors in all Board and Association matters.

Director Marketing:

1. Manage the writing, editing and distribution of press releases covering monthly meeting speakers, Business of the Year (BOY) and the Betty Penny Scholarship award winner. Distribution must be by the 15th of each month and includes: Board, Association website, public information sites. A sample Press Release is in Attachment A. Press Release Distribution list is in Attachment B.
2. Manage the writing, editing and distribution of bi-monthly newsletters covering a variety of topics of interest to members, the business community and the general public. Determine the schedule for distribution based on backing up dates for submission, layout, edit and submission so that newsletter can be delivered in time for September, November, January, March and May meetings. A sample Newsletter Schedule is in Attachment C. A Newsletter Distribution List is in Attachment D. Also, update the Newsletter areas of the Association website.
3. Chair the Marketing Committee.
4. Work with all of the Committee Chairs to produce press releases and Newsletter articles reporting the work of the following Committees: BOY, AGM, Betty Penny Scholarship, Trade Show, Strategic Planning, Membership.
5. Contribute positively to the Board of Directors in all Board and Association matters and seek out new ways to promote the DHSBA and encourage membership.

Director Membership:

1. Manage the annual membership renewals to ensure this is completed by October 31st and update Membership Directory on the Association website
2. Manage the monthly meeting registrations of attendees and membership applications & fees for new members
3. Maintain an accurate and up-to-date database of DHSBA Memberships and status of fee payments, and liaise with the Treasurer on all fees.
4. Chair the Membership Committee.
5. Assist all Directors and Committees by providing them with current membership lists.
6. Contribute positively to the Board of Directors in all Board and Association matters.

Director Programming:

1. Arrange venues, catering and door prizes for membership meetings and the Annual General Meeting (AGM).
2. Arrange for 30-minute featured speakers for membership meetings and the guest speaker for the AGM and gifts for these speakers.
3. Keep Association members advised of all meeting dates and featured speakers/topics, including making updates to the “Meetings” section of the Association website.
4. Chair the AGM Committee and liaise with the Vice-President, Director Marketing [BOY Committee] and Director Fundraising [Betty Penny Award Committee].
5. Contribute positively to the Board of Directors in all Board and Association matters.

Director Fundraising:

1. Solicit funding and other resources, e.g. prizes, manpower, free advertising space, etc from DHSBA members, local businesses and corporations in Durham Region at the direction of the Board to support specific projects and/or ongoing Association work.
2. Work with Committee Chairs and the Board to identify funding and fundraising opportunities, as required.
3. Arrange for annual Association corporate sponsorships.
4. Chair the Betty Penny Scholarship Committee, including:
   • Design criteria for award.
   • Consult with Betty and Board.
   • Find two to three members to judge applications.
   • Give short list to Betty for final judging.
   • Promote scholarship with the Director Marketing and distribute applications.
   • Liaise with Betty.
   • Arrange with Betty to make presentation.
   • Inform the winner and invite to AGM as Betty’s guest.
5. Contribute positively to the Board of Directors in all Board and Association matters.