Annual General Meeting

Voting Requirements – Valid Current Community Association Membership and Residency within the Community

Looking for additional Board Members

RESPONSIBILITIES

The Board of Directors for the Hounsfield Heights‐Briar Hill Community Association (“HHBH
CA”) shall consist of a President, First Vice President, Second Vice President, Secretary, and a
Treasurer, plus an additional four (4) and not more than eight (8) Directors.
The Board of Directors shall be responsible for setting policies and for some of the day‐to‐day
administration of the affairs of HHBH CA, including the requirements of its’ Bylaws and shall:

• hire, supervise, evaluate, and release the Executive Director (or staff) as may be
  deemed needed by the Board;
• prepare and approve the annual budgets for the following year;
• assemble the information required to effect an informed decision by the Board on
  matters pertaining to the operations of HHBH CA;
• be responsible for the overall financial administration of HHBH CA;
• be responsible for operations and facilities;

Each Board Member is expected to become an active participant in a body that functions
effectively as a whole. Board Members are responsible to exercise due diligence, loyalty
and care in the performance of their duties.

ROLES

President
The President shall, subject to direction and approval of the Board:
(a) be responsible for the coordination of the overall functions of the Board and delegate
duties accordingly;
(b) be the Chairperson of HHBH CA and chair all meetings of HHBH CA and the Board of
Directors;
(c) act as the Official Spokesperson for HHBH CA, but may delegate such authority;
(d) be the principal signing authority on all documents and correspondence, and a designated
signing authority on all bank accounts of HHBH CA unless otherwise designated;
(e) be an ex‐officio member of all committees of the Board; and
(f) carry out other duties pertaining to such office, and other duties as assigned by the Board.

First Vice President
The First Vice President shall, subject to direction and approval of the Board:
(a) assist the President in the discharge of his duties and preside at all meetings in his
absence;
(b) be a designated signing authority on all bank accounts of HHBH CA; and
(c) carry out other duties as may be assigned by the Board.

Second Vice President
The Second Vice President shall, subject to direction and approval of the Board:
(a) preside at all meetings in the absence of the President or First Vice President;
(b) be a designated signing authority on all bank accounts of HHBH CA; and
(c) carry out other duties as may be assigned by the Board.

Secretary
The Secretary shall, subject to direction and approval of the Board:
(a) attend all meetings of HHBH CA and the Board, and be responsible for the taking and
keeping of accurate minutes of such meetings;
(b) in the case of the absence of the Secretary, the Secretary’s duty shall be discharged by
another officer as may be appointed by the Board;
(c) be in charge of all correspondence of HHBH CA under the direction of the President and
the Board;
(d) make sure a record of names and addresses of all members is kept and cause all notices of
various meetings to be sent as required;
(e) ensure that all records of HHBH CA are properly maintained, including Policy and
Procedures and the Bylaws;
(f) to file with the Corporate Registry of Alberta any and all necessary documents required by
same or any other required documentation;
(g) to maintain a checklist of annual filings and obligations of HHBH CA; and
(h) carry out other duties as may be assigned by the Board.

Treasurer
The Treasurer shall, subject to direction and approval of the Board:
(a) ensure that all monies paid to HHBH CA are deposited in a chartered bank, Treasury
Branch, Credit Union, or Trust Company covered by insurance as chosen by the Board;
(b) promptly account for the funds of HHBH CA and keep such books as may be directed;
(c) present a full, detailed account of receipts and disbursements to the Board whenever
requested and shall prepare for submission to the Annual General Meeting a statement duly
audited as hereinafter set forth, of the financial position of HHBH CA and submit a copy of
same to the Secretary for the records of HHBH CA;
(d) ensure that HHBH CA’s financial statements are prepared by the external accountant no
more than ninety (90) days after the fiscal year end;
(e) be a designated signing authority on all bank accounts of HHBH CA; and
(f) carry out other duties as may be assigned by the Board

Directors – May include:

Program

Events

Communication

Facilites

Membership

Statigic Planning

Education

Land-use

IT

Education