GENERAL BOARD MEMBER RESPONSIBILITIES
A BOARD MEMBER of the Chamber is a person that has the best interest of Cookstown, local merchants and members at heart. Whether promoting the village to increase visibility, or to work with the Town of Innisfil on a variety of initiatives designed to help the village, or engage the Town in assistance for the village.
The BOARD MEMBER must at all times present themselves professionally when dealing with the public, members of other committees, other chambers, boards of trade, and the Town of Innisfil.
The BOARD MEMBER must also ensure order and decorum are preserved during all meetings.
The BOARD MEMBER must follow the by-laws as accepted by the general members of the Cookstown and District Chamber of Commerce.
The BOARD MEMBER must be in attendance at monthly Board meetings and at the Annual General Meeting in March.
BOARD MEMBERS are a valuable part of the Chamber, bringing with them experience and history of the Chamber.
BOARD MEMBERS include:
President
Vice President
Secretary
Treasurer
Director(s)
Committee Chairpersons
Most Recent Past President
All Board members directly affect the success of the Chamber as a whole and receive great intangible rewards in the form of recognition of their participation, pride in accomplishment, notoriety of themselves and their businesses, and chances to network with their peers and community.
PRESIDENT (volunteer position)
The President is also required:
VICE PRESIDENT (volunteer position)
The VICE PRESIDENT is also required:
SECRETARY (volunteer position)
The SECRETARY is also required:
TREASURER (volunteer position)
The TREASURER is also required:
DIRECTORS (volunteer position)
DIRECTORS are also required:
COMMITTEE CHAIRPERSON including and not limited to: (volunteer position)
Advertising Committee
Fairy Trail Committee
Membership Committee
Arts/Culture Committee
Beautification Committee
Cookstown Dance Committee
Wing Ding Committee
Light Up Night Committee
Cookstown Experience Committee
Boonanza Committee
Grand Easter Hunt Committee
COMMITTEE CHAIRPERSONS are also required:
COMMUNICATIONS SPECIALIST (paid position)
The COMMUNICATIONS SPECIALIST is a person that has the best interest of Cookstown, local merchants and members at heart.
The COMMUNICATIONS SPECIALIST must at all times present themselves professionally when dealing with the public, Board members, members of other committees, other chambers, boards of trade, and the Town of Innisfil.
The COMMUNICATIONS SPECIALIST must follow the by-laws as accepted by the general members of the Cookstown and District Chamber of Commerce.
The COMMUNICATIONS SPECIALIST must be in attendance at monthly Board meetings.
The Duties of the COMMUNICATIONS SPECIALIST include:
The BOARD MEMBER must at all times present themselves professionally when dealing with the public, members of other committees, other chambers, boards of trade, and the Town of Innisfil.
The BOARD MEMBER must also ensure order and decorum are preserved during all meetings.
The BOARD MEMBER must follow the by-laws as accepted by the general members of the Cookstown and District Chamber of Commerce.
The BOARD MEMBER must be in attendance at monthly Board meetings and at the Annual General Meeting in March.
BOARD MEMBERS are a valuable part of the Chamber, bringing with them experience and history of the Chamber.
BOARD MEMBERS include:
President
Vice President
Secretary
Treasurer
Director(s)
Committee Chairpersons
Most Recent Past President
All Board members directly affect the success of the Chamber as a whole and receive great intangible rewards in the form of recognition of their participation, pride in accomplishment, notoriety of themselves and their businesses, and chances to network with their peers and community.
PRESIDENT (volunteer position)
The President is also required:
- To encourage new members to join the Cookstown Chamber.
- The PRESIDENT may elect that another Board member attend a meeting on their behalf. The same rules of etiquette apply to the elected speaker.
- To be on at least one committee.
- To preside over monthly Board meetings.
- To preside over the Annual General meeting.
- To attend to the bank with identification and last minutes of the Chamber meeting announcing new leadership. Sign all papers. Change any appropriate information on the Bank Account. The President will have joint signing authority on all cheques. Each cheque will have 3 signatories: President, Treasurer and Vice President. Only 2 signatures are required on each cheque. The President will also hold access to the Chamber credit card.
- To manage the Chamber email account, president@cookstownchamber.ca and reply, forward or delete mail as necessary.
- To act as co-administrator for the Chamber website, Facebook and Instagram sites.
- To pass on information received from the Ontario Chamber of Commerce as it pertains to members. (This previously mentioned forwarding info from the Greater Innisfil Chamber of Commerce which no longer exists).
- To forward information to the SECRETARY as needed to facilitate compiling the minutes and agendas.
- To forward receipts of all expenses to the Treasurer along with a description of what the receipt is for.
VICE PRESIDENT (volunteer position)
The VICE PRESIDENT is also required:
- To encourage new members to join the Cookstown Chamber.
- To fill in for the PRESIDENT as needed. In the event that the PRESIDENT must retire or is removed from the position, the VICE PRESIDENT will assume the role of acting PRESIDENT until a replacement may be voted on by the Board.
- To be on at least one committee.
- To attend to the bank with identification and last minutes of the Chamber meeting announcing new leadership. Sign all papers. Change any appropriate information on the Bank Account. The Vice President will have joint signing authority on all cheques. Each cheque will have 3 signatories: President, Treasurer and Vice President. Only 2 signatures are required on each cheque.
- To forward receipts of all expenses to the Treasurer along with a description of what the receipt is for.
SECRETARY (volunteer position)
The SECRETARY is also required:
- To encourage new members to join the Cookstown Chamber.
- To be on at least one committee.
- To take attendance and take the minutes of the monthly Board meetings. The minutes of the meeting will be sent to all Chamber members approximately 1 week after the meeting. If the SECRETARY is not available for the meeting he/she must arrange for another Board member to take the minutes in their absence.
- To take attendance and take the minutes of the Annual General Meeting. The minutes of the meeting will be sent to all Chamber members approximately 1 week after the meeting. If the SECRETARY is not available for the meeting he/she must arrange for another Board member to take the minutes in their absence.
- To notify all members with the agenda approximately 1 week prior to the meeting.
- To maintain copies of all Chamber correspondence including agendas, minutes, outside correspondence, Insurance documents, event permits, By-laws, monthly profit and loss statements etc. They should be filed electronically and/or in binder form; accessible to any current Board member.
- To forward receipts of all expenses to the Treasurer along with a description of what the receipt is for.
TREASURER (volunteer position)
The TREASURER is also required:
- To manage all Chamber monies. The treasurer will provide an up to date profit and loss statement on a quarterly basis.
- To provide a complete set of books and accounts to a Chartered Accountant for a year end review and report.
- To present the Chartered Accountant report at the Annual General Meeting.
- To collect the mail from the Post Office in Cookstown in a timely fashion and distribute as necessary.
- To keep accurate records of the Chamber’s non-profit status, ensuring appropriate payments and/or information is maintained.
- To send invoices to current and prospective members for their yearly membership dues. Invoices may be sent electronically or by mail.
- To attend to the bank with identification and last minutes of the Chamber meeting announcing new leadership. Sign all papers. Change any appropriate information on the Bank Account. The Treasurer will have joint signing authority on all cheques. Each cheque will have 3 signatories: President, Treasurer and Vice President. Only 2 signatures are required on each cheque.
- To record all expenses and income into Quickbooks based on receipts and monies received from other Board members.
- To create cheques to reimburse members for expenses paid out of pocket.
- To pay all Chamber expense invoices in a timely fashion.
DIRECTORS (volunteer position)
DIRECTORS are also required:
- To encourage new members to join the Cookstown Chamber.
- To be on at least one committee.
- To forward receipts of all expenses to the Treasurer along with a description of what the receipt is for.
COMMITTEE CHAIRPERSON including and not limited to: (volunteer position)
Advertising Committee
Fairy Trail Committee
Membership Committee
Arts/Culture Committee
Beautification Committee
Cookstown Dance Committee
Wing Ding Committee
Light Up Night Committee
Cookstown Experience Committee
Boonanza Committee
Grand Easter Hunt Committee
COMMITTEE CHAIRPERSONS are also required:
- To maintain accurate and up to date information of their committee, keep an accurate record of all expenses and income and present this information at each monthly Board meeting.
- To forward receipts of all expenses to the Treasurer along with a description of what the receipt is for.
- To provide relevant committee information to the Chamber Administration Secretary to be posted on the website and social media.
- To provide relevant committee information to the Advertising Chairperson as needed.
- To chair committee meetings as needed and record the minutes from those meetings.
COMMUNICATIONS SPECIALIST (paid position)
The COMMUNICATIONS SPECIALIST is a person that has the best interest of Cookstown, local merchants and members at heart.
The COMMUNICATIONS SPECIALIST must at all times present themselves professionally when dealing with the public, Board members, members of other committees, other chambers, boards of trade, and the Town of Innisfil.
The COMMUNICATIONS SPECIALIST must follow the by-laws as accepted by the general members of the Cookstown and District Chamber of Commerce.
The COMMUNICATIONS SPECIALIST must be in attendance at monthly Board meetings.
The Duties of the COMMUNICATIONS SPECIALIST include:
- Maintain the Chamber website, and social media accounts and update as necessary. The COMMUNICATIONS SPECIALIST will be co-administrator for the website and all Chamber social media accounts.
- Maintain a list of all passwords required for the Chamber website and social media accounts and share the list with the PRESIDENT and VICE PRESIDENT.
- Create and post to social media, weekly spotlights on members.
- Create and post to social media, sponsor spotlights as needed.
- Work with the Advertising Chairperson on promotional material.
- Maintain a master list of contact information for all members in good standing and update the website with this information.
- Create monthly e-mail blasts and send to all members containing relevant Chamber information, ie, Board meeting and General Meeting minutes, upcoming events, business and networking opportunities, supports available to members, etc.
- Record a detailed log of all time spent working as COMMUNICATIONS SPECIALIST. Present the log to the PRESIDENT and TREASURER at the end of the month for approval before payment is issued.
- Provide a minimum of one months notice prior to leaving the position.
- Maintain copies of all COMMUNICATIONS SPECIALIST files on the shared Chamber Google Drive.
- Maintain the email account [email protected]