Board and Committee Job Descriptions

Vice-Chair Position
The Vice-Chairperson shall be responsible for assisting the Chairperson with his or her duties as described above.

ARTICLE VII, Section (h), Bylaws

Appointment/Term

The Vice-Chair will be appointed by the Board of Directors (Board) each year and will have the competencies and skills as deemed necessary by the Board.

Responsibility

The Vice-Chair is responsible to the Board and the members at large.

Specific Duties

The Vice-Chair will:

  1. In absence of Chairperson, assume Chairperson responsibilities.
  2. Be reliable counsel to Chairperson and be available to take on special assignments at the request of the Chairperson.
  3. Be a signatory, if required and appointed by the Board.
  4. Oversee nomination processes for the Board.

Approved by: SEA Board of Directors

Approved date: August 11, 2009

Revision date: July 9, 2009

Secretary Position

Appointment/Term

The Secretary will be appointed by the Board of Directors (Board) each year and will have the competencies and skills as deemed necessary by the Board.

Responsibility

The secretary is responsible to the Board and the members at large.

Specific Duties

The Secretary will:

  1. Provide a positive influence on the structure, composition, membership, activities and ultimate effectiveness of the Board and Board Committees by providing resources, information and communications, as needed and appropriate.
  2. Have effective working relationships with the Board Chair, Committee Chairs and individual Directors.
  3. Attend, record and distribute all meeting minutes to the Board.
  4. Maintain a binder with all current minutes and action lists.
  5. Maintain historical and current copies of bylaws.
  6. Maintain general correspondence as archives.
  7. Maintain SEA logo and letterhead in electronic version.
  8. Be a signatory, if required and appointed by the Board.

Approved by: SEA Board of Directors

Approved date: October 1, 2009

Revision date: September 21, 2008

Treasurer
The Treasurer shall establish and maintain financial records and a bank account for the Corporation. The Treasurer shall report to the Directors as required and at the annual meeting.

ARTICLE VII, Section (g), Bylaws

Appointment/Term

The Treasurer will be appointed by the Board of Directors (Board) each year and will have the competencies and skills as deemed necessary by the Board.

Responsibility

The treasurer is responsible to the Board and the members at large.

Specific Duties

The treasurer will:

  1. Establish and maintain financial records and a bank account for the SEA.
  2. Report to the Directors as required and at the AGM. Present budgets and financial reports.
  3. Review invoices, sign and mail cheques.
  4. Monitor SEA funds in bank and ensure they are invested appropriately and safely.
  5. Act as primary contact with the bank.
  6. Work with accountant and auditor to ensure any issues of SEA’s books are resolved.
  7. Liaise with conference planning committee to provide financial guidance regarding anticipated revenues and expenses.
  8. Other specific details as outlined in attached Appendix A (Download Appendix A).

Approved by: SEA Board of Directors

Approved date: October 1, 2009

Revision date: September 30, 2009

SEA Website Committee

Appointment/Term

The Website Committee will be formed by SEA members who volunteer to serve on the committee. Membership will be for a one year term but no limit is placed on the number of times a member serves on the committee. At least one member of the elected Board of Directors will be a member of the Website Committee. The Website Committee will elect a chairperson from its membership to act as chair for one year. The Chair may elect to take minutes or may as for a volunteer from the committee.

Responsibility

The Website Committee is responsible for setting up and maintaining a functional website for the SEA.

Specific Responsbilities

The Website Committee shall:

  1. Responsible for acquisition, renewal and maintenance of the SEA website: a. Domain, and b. Hosting.
  2. Plan the structure of the SEA website
  3. Secure approval of the information and related documents from the Board of Directors for posting on the website.
  4. Ensure timely posting of approved information/documents within different sections of the website.
  5. Recruit, by contract or volunteering as necessary, an individual or an agency for running and maintaining the website in a timely and uninterrupted manner, as per the approval of the Board.
  6. Utilize the feedback collected from the members of SEA to propose future directions and/or action plans to the Board for approval
  7. Review any submission received for website posting prior to Board approval.

Approved by: SEA Board of Directors

Approved date: August 11, 2009

Revision date: August 1, 2009

SEA Promotions Committee

Appointment/Term

The members of the committee will be appointed at each AGM and serve for one year. Additional members may be appointed by the committee itself during the course of the year. These appointments must be ratified by the Board. Membership will be for a one year term but no limit is placed on the number of times a member serves on this committee. At least one member of the elected Board of Directors will be a member of the Promotions Committee and should be chairperson from its membership to act as chair for the year. The chairperson may elect to take minutes or may ask for a volunteer from the committee.

Responsibility

To make the Saskatchewan Epidemiological Association known to those who study, practice and/or use epidemiology in the province of Saskatchewan.

Specific Duties

The Promotions Committee will:

  1. Engage in any development and production of materials and services that help to enhance SEA in the province or elsewhere. This could include production of marketing tools such as bookmarks, fridge magnets, brochures or other such materials.

Approved by: SEA Board of Directors

Approved date: October 1, 2009

Revision date: July 9, 2009