Lake Vernon Association Board Role Descriptions

President
The President has overall responsibility for providing a vision, guidance and direction within the Lake Vernon Association (LVA) Board.  In this capacity, the President engages in the following:

• setting dates and agendas for and presiding over LVA meetings including the Spring and Fall Board meetings and the Annual General Meeting (AGM)
  
• conducting meetings and other Board affairs in a manner that complies with the LVA Constitution, ensuring that all queries, action items and issues are assigned to the appropriate Board Member(s) and that action items and issues are addressed in a timely fashion
  
• providing support to the Lake Vernon Environmental Association (LVEA) and to the leads for the LVA activities and initiatives including Environmental projects, Merchandise Sales, Family Fun Day, BBQ and the Golf Tournament
  
• assisting with the review of building/zoning applications and, in the case of larger developments, obtaining input from the Board Members and making submissions to the Town of Huntsville
  
• acting as the primary LVA spokesperson, contributing to relevant Town of Huntsville and District of Muskoka bylaws, policies, etc.
  
• liaising, when appropriate, with other area lake associations and environmental agencies
  
• initiating and overseeing LVA communications
  
• responding to e-queries from the public
  
• reviewing and approving all association-related communications to the members prior to posting on LVA's website or mass mail out
  
• along with the Treasurer, has signing authority for LVA financial accounts and works with the Treasurer to ensure that funds are spent in the best interests of the LVA
  

Vice President
The Vice President is in line to assume the role of President when the President resigns or completes their term.  The Vice President supports the Board/President by:

• assuming the President’s responsibilities when the President is not available 
  
• assisting  the President with organizing Board and AGM agendas and meetings as requested by the President
  
• assisting the President with answering member correspondence and reviewing member and website communication
  
• providing ideas and feedback on items discussed at Board meetings, as well as providing status updates on meetings attended
  
• assisting Board Members who are leading LVA activities (e.g. the Family Fun Day, the BBQ, the Golf Tournament activities Membership drives) by providing ideas and helping to resolve issues in a timely manner
  
• attending meetings and public input sessions, as requested by the President
  
• providing ideas and suggestions to improve the effectiveness of the LVA
  
• becoming familiar with the expectations and responsibilities of the President
  

Past President
The Past President supports the Board by:

• attending Board Meetings and actively participating in discussions
  
• providing advice to the President and the Board, based on experience gained as President
  
• forming a Nomination Committee and presenting a slate of Board Officers for election for the following two year term
  

Treasurer
The Treasurer manages and reports on the financial aspects of the LVA and supports the Board by:

• attending Board Meetings and actively participating in discussions especially as it relates to financial matters
  
• managing all financial matters of the LVA
  
• preparing and signing all cheques for disbursement of funds and ensuring that alternate cheque issuing arrangements have been made when unavailable
  
• providing an annual financial statement and presenting the statement at the year end Board meeting and the AGM
  
• along with the President, ensuring that funds are spent in the best interests of the LVA
  

Secretary
The Secretary is responsible for maintaining a record of the LVA’s official meetings and supports the Board by:

• attending Board Meetings and participating in discussions
  
• recording and maintaining minutes from the Spring and Fall Board meetings and the AGM
  
• ensuring that the minutes accurately reflect the discussions and decisions at the official meetings by circulating minutes for review among the LVA’s Board
  

Membership Chair
The Chair responsible for Membership manages and reports on elements of the Membership and supports the Board by:  

• attending Board Meetings and actively participating in discussions, especially as it relates to membership matters
  
• establishing and managing the LVA's system of member registration data (collaborating with the Treasurer on financial matters)
  
• maintaining a database of LVA Members, including contact and payment details
  
• initiating and overseeing Member payment reminders
  
• presenting ideas to the Board for enhancing LVA membership through membership drives, marketing, etc.
  
• providing Membership status updates at Board Meetings and the AGM 
  
• liaising with Propane and other suppliers on participating members
  

Environment Chair
The Environment Chair addresses environment-related issues consistent with the LVA’s mission, and supports the Board by:

• attending Board Meetings and actively participating in discussions, especially as it relates to membership matters
  
• leading an Environment Committee to manage and execute the LVA’s environment-related initiatives.  This involves:
  

• implementing new and ongoing water quality monitoring
  
• ensuring accurate interpretation of water quality data collected and recommend required action
  
• working with relevant stakeholders to address areas of concern related to the environment
  
• creating and implementing education/awareness programs for Environment Committee initiatives (e.g., Dark Sky Bylaw or shoreline restoration)
  

• sharing progress on and obtaining authorization/consent from the Board and/or the President, as relevant, for environmental activities
  
• communicating environmental information through newsletters, social media, and events with support from the Communications Chair
  
• liaising with the LVEA, when needed to obtain project funding 
  
• assisting other committees/members, as relevant (i.e. sustainable land use and development)
  

Communications Chair
The Communications Chair supports the Board by:

• attending Board Meetings and actively participating in discussions especially as it relates to communication matters
  
• managing and updating the LVA website, which includes posting upcoming activities and events and ensuring that the website is kept up-to-date (e.g., minutes, articles, events, lost or found)
  
• maintaining social media channels (i.e., facebook, instagram, twitter) and adding new relevant content, as available
  
• managing the PayPal links on the LVA website, and coordinating  with the Treasurer and respective lead for Board initiatives/activities 
  

E-Newsletter Coordinator
The E-Newsletter Coordinator supports the Board by:

• attending Board Meetings and actively participating in discussions especially as it relates to newsletter matters
  
• coordinating articles from relevant Board members for the LVA e-newsletter and for periodic “e-letters”
  
• managing the distribution of the e-newsletter and e-letter communications in collaboration with with the Communications Chair and Membership Chair
  

Planning Review Coordinator
The Planning Review Coordinator supports the Board by:

• attending Board Meetings and actively participating in discussions especially as it relates to building applications
  
• reviewing  building/zoning applications received from the Town of Huntsville and providing timely feedback for consideration
  
• in the case of larger developments, obtaining input from the President, the Board Members and relevant stakeholders
  
• making submissions to the Town of Huntsville at the request of the President
  
• ensuring that feedback to the Town of Huntsville on applications is provided in a timely manner
  

Board Member at Large
Members at Large support the Board by:

• attending Board Meetings and actively participating in discussions 
  
• acting as the lead for or assisting with one of the LVA activities or initiatives (i.e., Family Fun Day, BBQ, Golf Tournament, Merchandise Sales and any other initiative or activity approved by the Board. This may include:
  

• developing a plan of action which involves obtaining input from the President and the Board Members
  
• managing the initiative, which includes liaising with the Treasurer on financial matters and the Communication Chair for website postings
  
• providing status updates to the President and the Board
  

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