Policy 1

Policy 1- Board of Directors’ Positions and Responsibilities

Adopted at AGM of 29 January 2006; Revised and approved at the AGM of 27 January 2013. Revised by Board 6 May 2023

a) The President is responsible for the proper conduct of all Club business, and for the Club’s operation and growth. The President shall be the Club’s representative in all external matters, or shall designate another representative.  The President shall chair all meetings of the Board and all General Meetings, or shall designate another Chair, and shall arrange for a copy of the minutes to be kept.  At the expiry of his or her term of office, the President shall deliver all relevant documents, records, and other club property in his or her possession or control to the incoming President.

b) The Registrar is the Club’s Corporate Secretary, and is responsible for the Club’s proper record-keeping in all matters except those specifically assigned to other Board members. The Registrar shall maintain a current list of members, and keep the forms and information necessary to do so.  The Registrar shall make available membership information on other Athletics organizations that members in competitive program levels may wish, or be required to join, and shall be the Club’s designated representative to those organizations in matters of membership and registration.    At the expiry of his or her term of office, the Registrar shall deliver all relevant documents, records, and other club property in his or her possession or control to the incoming Registrar.

c) The Treasurer is responsible for all monies received and expended by the Club.  The Treasurer shall deposit income in the bank account(s) authorized by the Board, make approved disbursements, and account for all transactions.  The Treasurer shall provide a complete financial report to the AGM, a summary report to each meeting of the Board, and whenever requested by the President.  The funds, books and vouchers shall at all times be subject to inspection and verification by the Board. At the expiry of his or her term of office, the Treasurer shall deliver all documents, records, assets, and other club property in his or her possession or control to the incoming Treasurer.

d) Directors at Large are responsible for ensuring due consideration of Club business discussed by the Board, and for representing members’ views to the Board.  They may also be assigned specific tasks by the Board.  At the expiry of their terms of office, Directors at Large shall deliver all documents, records, assets, and other club property in their possession or control to the incoming Directors at Large.

e) The Technical Director’s position is an appointment made by the Board each year on the basis of a recommendation from the previous Board.  The Technical Director position can be filled by one or more people.  The position is responsible for all aspects of the Club’s walking programs, both internally, according to the Program Levels described in Policy 3, and externally in the form of outreach.  The Technical Director is the Club’s Head Coach, and is responsible for the appointment and training of other coaches.  At the expiry of his or her terms of office, the Technical Director shall deliver all documents, records, assets, and other club property in his or her possession or control to the incoming Technical Director.