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BOARD COMMITTEES
The following are the Standing Committees of the Board:
The Finance Committee
The Membership Committee
The Program Planning Committee
The Promotion Committee
The Social Committee
The Board may from time to time approve the creation of an Ad Hoc Committee with such purpose, objective and composition in terms of membership as the Board, at such time, deems appropriate.
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FINANCE COMMITTEE
The Treasurer shall be the Chair of the Finance Committee. The Finance Committee shall consist of Treasurer, the Board Chair and from 2 to 4 other members of the organization as appointed by the Board from time to time.
The duties of the Treasurer and the Finance Committee shall include:
- Accounts Receivable & Payable: Recording all Cash Receipts & Disbursements; Paying bills and writing cheques; Maintaining and disbursing Petty Cash fund; Preparing and making bank deposits; Reconciling bank account(s) each month.
- Accounting – Monthly: Journalizing General Ledger entries of Cash Receipts and Cash Disbursements; Preparing Interim (Month-end) Financial Statements; Reporting to the Board.
- Accounting – Annually: Preparing and Journalizing Year-End adjustments; Preparing closing entries; Preparing Year-End Financial Statements; Preparing Budget for upcoming year; Reviewing Year End Financial Statements and proposed Budget with the Board; Reviewing Year End Financial Statements with an External Auditor; Reporting to BALL members at the Annual General Meeting.
- Records: Keeping on file a copy of all BALL contracts (i.e. Bank, Programs & Facilities), invoices and receipts.
- Assets: Maintaining a schedule of BALL's assets (A/V equipment, etc)
- Operating Statements: Providing to the Board, as soon as possible following the completion of a program, a financial statement (Operating Statement) detailing the cost of each program put on by BALL.
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MEMBERSHIP COMMITTEE
The Registrar shall be the Chair of the Membership Committee. The Membership Committee shall consist of the Registrar, the Treasurer, the Board Chair and from 4 to 6 other members of the organization as appointed by the Board from time to time.
The Membership Committee shall be responsible to perform all matters related to memberships in the organization, regular program registrations and regular program attendances including membership and program enrolment, receipt of payment, reporting to the Treasurer and program admission control.
The duties of the Membership Committee shall include:
- Receiving registration forms and cheques from the Post Office Box.
- Collecting all other mail from the Post Office Box and distributing such mail appropriately.
- Verifying accuracy of registration forms and associated cheques received.
- Recording, from the registration forms, membership details, requested programs, cheques or cash received and such other information as may be required by Form #xxxx, to be provided by the treasurer to the committee from time to time.
- Providing receipts for membership or program registration fees upon request only.
- Keeping, based on the registration forms and other records or information, the organization’s database current.
- Delivering all cheques and cash received for memberships and program registration fees together with a copy of Form #xxxx to the treasurer.
- Delivering, by mail or otherwise, all membership cards and other membership related mailings, as required.
- Ensuring the validity of the membership and program registration of each attendee at each regular program.
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PROGRAM PLANNING COMMITTEE
A Board member shall be the Chair of the Program Planning Committee. The Program Planning Committee shall consist of the Program Planning Committee Chair, the Board Chair, the Promotion Committee Chair and from 4 to 6 other members of the organization as appointed by the Board from time to time.
The duties of the Program Planning Committee shall include;
- Being responsible for recommending academic programs, including lecturers, as well as the time and place for sessions.
- Planning and developing each year, programs for the next BALL year.
- Keeping the Board, through the Committee Chair, informed at each Board meeting as to the progress of the Committee in developing the program series and the Program Brochure for the next BALL year.
- Preparing the content and form for the Program Brochure for the following BALL year, obtaining the consent of each lecturer as to his/her program description and biography and obtaining approval of the Board prior to printing of the same.
- Working closely with the Promotion Committee in planning for the distribution and promotion of the Program Brochure
- Acting, through the Committee Chair, as intermediary between the Promotion Chair/Committee and the lecturers should any of the lecturers be required for interviews or media attendances.
- Ensuring that each lecturer, for the next BALL year program series, receives, as soon as possible after printing, a copy of the Program Brochure.
- Ensuring, in conjunction with the Facilities Coordinator, the availability and reservation of appropriate facilities for each program series and the availability of AV equipment required to satisfy the needs of lecturers for each BALL year.
- Designating a Committee member to introduce each program series and to thank the lecturer at the end of each program series for the current BALL year.
- Ensuring, through the Committee Chair, in co-operation with the Treasurer, that each lecturer receives, at the conclusion of each program series, the Honorarium and compensation for travel, photocopying, meals and accommodation as agreed to with the lecturer.
- Initiating and maintaining contact, through the Committee Chair or other appointed members of the Committee, contact with the Program Planning Committee/Chair of other Lifelong Learning groups, such as the Beaver Valley Association for Lifelong Learning and the Georgian Triangle Lifelong Learning Institute for the purpose of sharing information and program topic ideas.
- Inviting, through the Committee Chair, each lecturer scheduled for the next BALL year to the ensuing Annual General Meeting, introducing the lecturers to the members and providing each lecturer with an opportunity to present a preview of his/her series to the members.
- Attend to prepare and present to the Board, at the Board meeting in March, the Program Planning Committee’s Budget for the next BALL year, outlining the Honoraria to be paid, estimated travel and accommodation expenses for the lecturers, photocopying expenses, facilities rental expenses and other anticipated expenses for approval of the Board.
- The Committee Chair, with one designated Committee member from each group, shall attend to organize each series, plan and organize the text, layout and colour of the Program Brochure, obtain the consent of each lecturer as to his/her program description and biography, attend to have the draft Brochure proof read, attend to have the Board’s approval as to content and form and be in a position to submit the approved material to the printer by early March or late April. The Program Brochure to be printed and ready for distribution by mid-May.
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PROMOTION COMMITTEE
A Board member shall be the Chair of the Promotion Committee. The Promotion Committee shall consist of the Promotion Committee Chair, the Board Chair and from 4 to 6 other members of the organization as appointed by the Board from time to time.
The duties of the Promotion Committee shall include:
- Being responsible for developing and recommending policies and plans for informing area seniors about the opportunities available for lifelong learning.
- Working closely with the Program Planning Committee in publicizing the programs planned by the association
- Being actively involved in the preparation of content for the organization’s newsletter.
- Being responsible for the distribution, by mail or otherwise, of the organization’s newsletter and the programs’ brochures.
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SOCIAL COMMITTEE
A Board Member shall be the Chair of the Social Committee. The Social Committee shall consist of the Social Committee Chair, the Board Chair and from 4 to 6 other members of the organization as appointed by the Board from time to time.
The duties of the Social Committee shall include:
- Arranging refreshments for the “Coffee Break” during each program lecture.
- Assuring that the Lecturer’s needs in terms of water, refreshments, etc. are met during each lecture
- Arranging for the decorations, refreshments and musical entertainment for the Annual General Meeting each year;
- Encouraging the social aspect of membership in the Association.
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