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The Leitchcroft Community Association is organized by a Board of 7 Directors and an advisor:
President
Vice President
Treasurer
Secretary
Communication Direc
2 General Directors
Advisor
Directors and Advisor are volunteers from the Association.
The Director positions are elected by voting members. The Advisor position is elected by non-voting members.
Only Directors can vote on directions or decisions on behalf of the association.
Advisor cannot cast a vote in a board meeting.
Board of Directors - Roles
President / Vice President
Spokesperson of the association.
Provide directions to the committee.
Sign expenditure of the association.
Secretary
Contact government or other agencies for documents and data.
Schedule internal and external meetings.
Track quorum for the meeting
Take minutes and action items.
Treasurer
Handle the financials of the association.
Sign expenditure of the association.
Communication Director
Post communication to members.
Post surveys to gather feedback from members.
General Directors (2 positions)
Assist other directors in any areas.
Board of Directors - Elections
The term of a Director or Advisor is 2 years.
To ensure continuity:
In odd years, the President, Secretary, 1 General Director, and Advisor will be elected.
In even years, the Vice President, Treasurer, Communication Director, and 1 General Director will be elected.
If a Director resigns before the end of the term, the BOD can appoint a voting member to fill the position till the end of the term.
If an Advisor resigns before the end of the term, the BOD can appoint a non-voting member to fill the position till the end of the term.
The BOD should call an election 60 days before the Annual General Meeting (AGM).
The deadline to accept application is 30 days before the AGM.
Board of Directors - Responsibilities
Meet monthly to discuss any topics and concerns in the community. A quorum of 5 Directors is required for meeting.
Manages the website, email, member registration, and Google Groups conservation (for discussion).
Organize an Annual General Meeting (AGM).
Provide communication to members for any major changes to the community.
Collect feedback from members by direct discussion, surveys, emails, and group discussions.
Meet regularly with Markham Ward 8 Councillor for any topics affecting the community.
Speak on behalf of the association at Municipal Committee meetings.
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