Be involved in your community.
We encourage you, as a homeowner in Three Brooks, to contact us if you are interested in any of these positions. Even if you would simply like to help out on an occasional basis, any time you have will be helpful and greatly appreciated.
Co-Chairperson
Co-Chairperson
Secretary
Co-Treasurer
Co-Treasurer
Exec. Officer – Summer Roads
Exec. Officer – Winter Roads
Exec. Officer – Trails
Exec. Officer – Playground and Beaches
Exec. Officer – Social
Exec. Officer – Communications
Exec. Officer at Large
Exec. Officer at Large
Exec. Officer at Large
Exec. Officer at Large
Exec. Officer at Large
Exec. Officer at Large
Descriptions of the different volunteer positions associated with the Three Brooks Neighborhood Executive committee and can be found in TBHOA Bylaws.
Upon completion of the term, orient and coach incoming individual(s) to their duties, and turn over all pertinent records and materials.
Duties from TBHOA Bylaws:
The Chairperson shall:
exercise general supervision of the activities of the Association;
perform such duties as may be assigned to him or her by the Members from time to time; and
have a deciding vote, in addition to his or her vote already cast at meetings of the Executive Committee in the event of an
equality of votes on any matter, and may in such cases, elect to postpone the vote on that matter until such further time as the Members of the Executive Committee then present may agree.
Position: Vice-Chairperson
The Vice-Chairperson shall perform the duties of the Chairperson during the absence, illness or incapacity of the Chairperson, or during such period as the Chairperson may request him or her to do so.
Other Duties:
Know the bylaws of the TBHOA Association in order to follow them in the proceedings of the meetings of the Executive Committee, the AGM, and General meetings, using basic parliamentary procedure and protocol.
Prepare in advance, with the Secretary, an agenda for every meeting to ensure a clear expectation and schedule. Consult and confirm with Executive officers and Sub-committees prior to meetings to ensure their action items from previous business are completed and any new items are added to the Agenda.
With other Executive officers, plan and implement the association’s long-range and intermediate activities.
Act as a signing officer, with another designated signing officer, for cheques, financial documents, contracts, grant applications and other official documents.
Play a leading role in representing the Association in the community.
Foster respect and collaboration among members of the Association and welcome a fun and social atmosphere in meetings and other activities.
Duties from TBHOA Bylaws:
Maintain the financial records of the Association.
File annually with the Registrar a statement of income and expenditures, and a statement of assets and liabilities of the preceding fiscal year, signed by at least two Executive Officers, within fourteen (14) days of the Annual Meeting.
The Treasurer, in addition to any duty, obligation or responsibility as an Officer of the Executive Committee, shall:
maintain the financial records of the Association;
file annually with the Registrar a statement of income and expenditures and a statement of assets and liabilities of the preceding fiscal year, signed by the Chairperson or designate and the Treasurer, within fourteen (14) days of the Annual Meeting;
prior to the end of the current fiscal year, prepare a written annual report to the Members of the Association as to the financial position of the Association, and such report shall contain a balance sheet and operating account;
file with the Registrar the annual statement of the Association;
file annually with the Registrar a List of Directors of the Association;
ensure compliance with requirements of the Act in respect of a recognized agent and registered office;
file with the Registrar a copy of each Special Resolution within fourteen (14) days after the Special Resolution is passed on a vote by the Members;
And keep custody of the seal of the Association.
Other Duties:
Pay all bills approved by the Executive.
Maintain an itemized account of all receipts and disbursements, and report such receipts and disbursements at each Annual and General meeting and any meeting of the executive, & maintain an account of credits
Monitor the functions of management personnel or contractors, with respect to financial duties.
Assist the Directors with reviewing the budget and monthly variance reports, ensuring that income and expenditures are on target, and monitoring significant discrepancies.
Act as a signing officer, with another designated signing officer, for cheques and other financial documents.
Carry out other related duties assigned by the Board and vote as an Executive member of the Executive Committee on matters of regular business of the Executive.
Duties from TBHOA Bylaws:
The Secretary shall, in addition to any duty, obligation or responsibility as a Officer of the Executive Committee, shall:
record the results of any vote at the Annual Meeting or any General Meeting; and
prepare agendas and maintain minutes of meetings (Annual, General, Executive Committee) of the Association
Other Duties:
In the absence of all Chairpersons, the Secretary will chair Board meetings until the election of an alternate chairperson, unless the Executive Committee agrees on a designated alternate Executive Officer for that period.
Carry out other related duties assigned by the Board and vote as an Executive member of the Executive Committee on matters of regular business of the Executive.
If requested, assist the Chairperson with preparation of the agenda; for example, by providing a record of any unfinished or postponed business.
Sign contract or financial documents as required by the Association.
Notify all Executive officers of time and agenda of any Executive Committee meetings.
Upon completion of the term, orient the incoming Secretary to their duties, and turn over all pertinent records and materials.
Duties: The Communications Chairperson, in addition to any duty, obligation or responsibility as an Officer of the Executive Committee, shall:
maintain and keep the Registry of Members which includes the names of Members, the Member's property address in Three Brooks and the Member's mailing address, and note any changes in membership;
develop/maintain the Three Brooks Homeowners Association website (tbhoa.ca);
prepare digital notice of the Annual Meeting or any General Meeting in accordance with Executive Committee directives;
And maintain, on the TBHOA website, a digital copy of the Memorandum of Association, TBHOA by-laws and covenants, ECM minutes, and any other documents as directed by the EC Chairperson for Members access.
Duties:
Manage the activities of the Roads Committee such that the roads within the Three Brooks Community are acceptable for use by HRM services and School buses.
Attend all Annual and General meetings, and Executive Committee meetings.
Collect and resolve issues (with assistance from other Roads Committee members) that arise with the roads in a timely manner, including but not limited to; organize and hire for brush cutting when needed, call for signage repairs, pot-hole filling volunteer days, and any other issues that may come up from time to time.
Periodic sight-checks of the roads (with assistance from other Roads Committee members) to determine areas needing attention and implementing plans of remediation.
Maintain accountability from outside contractors and the Summer and Winter TBHOA Roads Managers.
Play an active role in setting the upcoming budget with the Treasurer after consulting with the Executive Officers and other Roads Committee members.
Carry out related duties assigned by the Exec. Committee and vote as an Executive member of the Executive Committee on matters of regular business of the Executive.
Foster respect and collaboration with members of the Roads Committee.
Upon completion of the term, orient and coach incoming Exec. of Communications to their duties, and turn over all pertinent records and materials.