Executive Officers
Terms of Reference
President
members report to the President. The President communicates with executive members
as required.
Key Responsibilities:
Chairs all Annual, General, and special meetings; maintains meeting
standards in accordance with the Constitution and By-Laws.
Calls Executive or special meetings as needed.
Writes Presidents Report for annual report.
Guides, counsels and assists Executive members as required.
In addition to the Treasurer, one of three signing officers for K.A.A.A.V.
accounts.
Member of finance subcommittee should one be needed.
At the end of each meeting, calls for suggestions or comments.
Sets agenda, with input from the Executive and/or membership.
Welcomes new members attending monthly meetings.
Will work with the Vice-President to promote and publicize recognition for
International Volunteer Managers Day and National Volunteer Week.
Will keep records of KAAAV documentation as per the Record Keeping Guidelines.
Qualifications:
Minimum 2 years active membership in K.A.A.A.V. and one year as a
member of the Executive.
Minimum of 2 years experience managing volunteers.
Proven leadership, management, organizational and presentation skills.
Support of principle organization and availability to fulfill above requirements.
Time Commitment:
Ability and willingness to serve as President for a two-year term.
2-4 hours per month, plus meetings.
All Executive positions should be reviewed at the end of each term of office, one month
prior to the AGM
Reviewed: July, 2009
Executive Officers
Terms of Reference
Vice President
provides support to the President and actively cultivates new members. The Vice
President accepts this role with the expectation of assuming the role of President.
Key Responsibilities:
The Vice President shall have all the powers and perform all of the duties of
the President, in the absence or disability of the President.
In addition to the Treasurer, is one of three signing officers for K.A.A.A.V.
bank accounts.
Oversees the nomination procedures for the incoming K.A.A.A.V. Executive
Committee. In this capacity, is responsible to call for nominations from the
membership, assemble an Ad Hoc Nominating Committee if necessary, and
to present a slate of nominees at the Annual General Meeting.
Writes a Vice Presidents report for annual report.
Calls Executive or special meetings as needed.
Encourages and cultivates new members.
Sends a letter of welcome from the Vice President and other relevant
documentation (welcome package) to new members.
Informs the Treasurer of all new leads contacted.
Meets and greets new members attending monthly meetings.
Will work with the President to promote and publicize recognition for
International Volunteer Managers Day and National Volunteer Week.
Will keep records of KAAAV documentation as per the Record Keeping
Guidelines.
Qualifications:
Minimum 1 year active member of K.A.A.A.V.
Minimum of 1 year experience managing volunteers.
Willing to train to meet qualifications and fulfill responsibilities as stated in the
Terms of Reference for the President position.
Support of principle organization and availability to fulfill above requirements.
Approximate Time Commitment:
Is expected to attend all Executive meetings and monthly K.A.A.A.V. meetings.
2-4 hours per month plus meetings.
One year commitment with an option to run for a second term, and with the
expectation that this position prepares the Vice President for the portfolio of President.
All Executive positions should be reviewed at the end of each term of office, one month prior to the AGM
Revised: June 2010
Executive Officers
Terms of Reference
Treasurer
The Treasurer is responsible to manage the finances on behalf of K.A.A.A.V.
Key Responsibilities:
The receipt and deposit of all funds.
Maintains an accurate and up-to-date record of all receipts and expenditures.
Payment of all accounts, by cheque, upon receipt of an invoice.
Prior to the Annual General Meeting arranges an annual audit of the books and
provides a detailed financial report for inclusion in the Annual report.
Advises the Executive and membership on financial matters. Ensures
K.A.A.A.V.s funds are deposited in the most beneficial way.
Attends all Executive and General Meetings and council meetings as requested.
Contacts existing members for annual renewal of memberships.
Maintains up-to-date membership records.
Provides written monthly reports to the membership of the financial position of
the organization at each General meeting.
Provides written reports of the financial position of the organization at each
Executive meeting.
Provides up-to-date membership lists to the executive on a regular basis (as new
members join) and provides a verbal membership report at each general meeting
highlighting membership updates.
Works with the Bursary Selection Committee Chair to share information about
the status of the Bursary Fund, collects bursary applications from the K.A.A.A.V.
mailbox to pass on to the Chair, and reviews applications to ensure they meet
the membership criteria per the Bursary Guidelines.
With the Secretary, holds a key to and is the primary Executive responsible for
checking the K.A.A.A.V. mailbox.
Keeps accurate records of all transactions in the official K.A.A.A.V. ledger to
pass on to the next Treasurer.
Will keep records of KAAAV documentation as per the Record Keeping Guidelines.
Qualifications:
Minimum 1 year active member of K.A.A.A.V.
Prior bookkeeping or accounting experience an asset
Support of principle organization and availability to fulfill above requirements.
Time Commitment:
Two year term
15 hours per month (includes travel time checking the mailbox and delivering
cheques) plus meetings
All Executive positions should be reviewed at the end of each term of office, one month prior to the AGM
Revised: June 2010
Executive Officers
Terms of Reference
Secretary
communication and correspondence with the membership and the K.A.A.A.V.
Executive.
Specific Responsibilities:
Records minutes at monthly, Executive and special meetings, and at the
Annual General Meeting. If unable to attend a meeting, the Secretary is
responsible to find a suitable replacement.
Distributes minutes in a timely manner; one week following General,
Executive and special meetings and in accordance with the Constitution
and By-Laws for the annual meeting.
Keeps a record book of minutes and reports from all meetings, with copies
for the President, Secretary and Volunteer Kingston historic binders.
Keeps records of all motions and includes them in a final report presented
in the Secretarys report of the annual report.
Will keep records of KAAAV documentation as per the Record Keeping
Guidelines.
At the end of each meeting gives a verbal summary of motions passed
and actions to be taken.
Informs the membership of upcoming General Meetings (and, informs the
public at large of all open meetings) one week prior to the meeting date.
Meets and greets new members attending monthly meetings.
In addition to the Treasurer, one of three signing officers for K.A.A.A.V.
accounts.
With the Treasurer, holds a key to and is responsible for checking the
K.A.A.A.V. mailbox.
Gives information, reports and documents regarding committee activities to
next committee chair (co-chairs ) within six weeks of the AGM.
Qualifications:
Minimum 1 year active member of K.A.A.A.V.
Ability to document succinct, accurate minutes.
Typing/data processing skills or access to same.
Has access to word processor, email and fax machine.
Support of principle organization and availability to fulfill above requirements
The Commitment Required:
One year term
Is expected to attend meetings as outlined above
2-4 hours per month plus meetings
All Executive positions should be reviewed at the end of each term of office, one
month prior to the AGM
Revised: June 2010
Executive Officers
Terms of Reference
Education Committee Chair
the dates, times and locations as well as the educational/networking portion of:
K.A.A.A.V. regular monthly meetings
The Annual General Meeting
Key Responsibilities:
Meets with Committee within 1 month of Annual General Meeting to review AGM
evaluation/feedback forms received from members, to consider topics for upcoming meetings
and to canvass membership for host sites.
Coordinates meeting dates, times and locations, and produces calendar for membership year.
Coordinates and oversees the production of the printed brochure with calendar information
before the second Friday in August for distribution through Volunteer Kingston fall mail-out.
Ensures current members receive a copy of the brochure by direct mail.
Secures presenters for the General and Annual meetings, and sends a follow up letter of
confirmation, indicating date, time, location, expectation and theme to each presenter.
Ensures that presenter is given a reminder call a week in advance of the meeting they are
attending, confirms any special needs/requests and answers any questions they may have. (This
may also be delegated to a committee member who has had previous contact with the
presenter).
Confirms location of host site/contact name with KAAAV secretary to ensure entire membership
RSVPs accordingly.
Is responsible to greet introduce the presenter for each meeting.
Thanks presenter at the end of presentation, including provision of thank you card and token of
appreciation. (On behalf of KAAAV, procures thank you cards and the tokens, and presents
receipts to the Treasurer for reimbursement).
All committee chairs are required to complete a special events budget proposal form when
planning an event for K.A.A.A.V. Completed forms should be signed by the chair and a copy
should be submitted to the K.A.A.A.V. treasurer. The acting committee treasurer (the chair or
other designated committee member) shall liaise with the K.A.A.A.V. Treasurer to arrange timely
payment of expenses and collection of revenue for the event. Immediately after the conclusion of
the event, the committee chair (or designated event treasurer) shall provide to the K.A.A.A.V.
Treasurer a final list (with details) of people/organizations that need to be invoiced for payment
or need a receipt for payments made
Writes an Education Report for the annual report, detailing education topics, presenters and
locations.
Calls Executive or special meetings as needed.
Provides written monthly reports for all the general membership and executive committee
meetings and when unable to attend.
Will keep records of KAAAV documentation as per the Record Keeping Guidelines.
Gives information, reports and documents regarding committee activities to next committee
chair (co-chairs ) within six weeks of the AGM.
Qualifications:
Minimum 1 year active member of K.A.A.A.V.
Minimum 1 year experience managing volunteers
Organizational and networking skills
Support of principle organization and availability to fulfill above requirements.
Time Commitment:
One-year term
Is expected to call and chair all Education Committee meetings, and attend all Executive
meetings, monthly General meetings and AGM.
2-4 hours per month plus meetings
All Executive positions should be reviewed at the end of each term of office, one month
prior to the AGM.
Revised: July 2009
Executive Officers
Terms of Reference
Special Events Committee Chair (or Co-Chairs)
of Volunteers (workshops, conferences or socials) and /or other special events which will be determined by the membership or Executive on an annual basis (for example: Leadership Conference).
Key Responsibilities:
Recruits a committee (5-8 members recommended).
Drafts a budget, per event, for approval by K.A.A.A.V.
Ensures that the committee operates a cost-effective conference or event.
Ensures that committee members complete a special events budget proposal form when/if their role
in planning a K.A.A.A.V. event includes purchasing of goods or services.
Signs completed special event budget proposal forms and ensures that a copy is submitted to the
K.A.A.A.V. Treasurer.
Communicates with the K.A.A.A.V. Treasurer to arrange timely payment of expenses and collection
of revenue for events.
Within 10 days following the conclusion of the event, provides the K.A.A.A.V. Treasurer with a final
detailed list of people/organizations that need to be invoiced for payment or need a receipt for
payments made.
Ensures ongoing communication between committee members (plan meetings and records minutes)
Provides regular progress reports to the Executive and membership at large at General Meetings.
Coordinates all conference/event logistics, including program, registration, publicity, location
selection, etc.
Organizes an event for Managers of Volunteers in recognition of International Volunteer Managers Day.
Recruits from K.A.A.A.V. membership additional personnel to help deliver the conference/event.
Is accessible during the conference/event to facilitate its success
Prepares a report for inclusion in the AGM Annual Report.
Provides written monthly reports for all the general membership and executive committee meetings
and when unable to attend.
Keeps a binder or file of all pertinent information regarding the fulfillment of responsibilities and to
pass over to the next chair (co-chairs).
Will keep records of KAAAV documentation as per the Record Keeping Guidelines.
Qualifications:
Note: This position may be shared as co-chairs.
Minimum 1-year active member of K.A.A.A.V.
Minimum 1-year experience managing volunteers.
Possesses good organizational skills to plan and execute events.
Prior event planning an asset.
Support of principle organization and availability to fulfill above requirements.
Time Commitment:
One-year term
Is expected to call and chair all Events Committee meetings, attend all executive meetings, monthly
meetings and AGM.
2-4 hours per month plus meetings.
All Executive positions should be reviewed at the end of each term of office, one month prior to the AGM
Revised: July 2009
Executive Officers
Terms of Reference
K.A.A.A.V. Bursary Selection Committee Chair
Key Responsibilities:
To guarantee continuity, forms a committee (5 members recommended) ensuring the composition
includes a mix of new committee members as well as former committee members.
Is a member of the K.A.A.A.V. Executive Committee
Working with the Treasurer, ensures appropriate funds are available for granting and applicants
meet the membership criteria. After consultation with the K.A.A.A.V. Treasurer, submits (on or about
Oct 1) a draft budget for the year for approval by the Executive Committee.
Ensures ongoing communication between committee members (plan meetings and record
minutes); provides regular progress reports to the Executive and membership at large at General
Meetings.
Ensures that the bursary guidelines and criteria are followed and are applied fairly, equitably
and consistently from grant to grant and year to year. (Guidelines appear in a separate document.)
Writes a letter to each applicant providing details of acceptance or rejection of application
Makes recommendations to the Executive Committee for proposed amendments to the guidelines
and criteria when appropriate.
Writes a Bursary Report for the annual report, summarizing the activity for the year, including
number of requests, acceptances and amount of money distributed.
Keeps a binder or file of all pertinent information regarding the fulfillment of responsibilities and
to pass over to the next chair.
Requests Executive or special meetings as needed.
Provides written monthly reports for all the general membership and executive committee meetings
and when unable to attend.
Will keep records of KAAAV documentation as per the Record Keeping Guidelines.
K.A.A.A.V. Bursary Selection Committee:
o The K.A.A.A.V. Bursary Selection Committee is a Standing Committee responsible for
reviewing applications and granting K.A.A.A.V. Bursary funding requests.
o Under the direction of the Chair, ensures that the bursary guidelines and criteria are
followed and are applied fairly, equitably and consistently from grant to grant and year to year.
o In order to facilitate the continuity in the application of the guidelines:
1. To ensure the committee composition mix of new and returning members, the intent of
the first year of the committee (2005-06) is that some members will serve on the
committee for a two (2) year rerm and that others will serve for one (1) year. Thereafter,
all committee members will serve for two (2) consecutive years.
2. Commencing with the 2006/07 committee, a rotation of service of committee members will
apply. Committee members may only serve for two (2) consecutive years, and then must
step off the committee for at least one year before serving again for a maximum of two years.
Any member who has been off the committee for at least one year is considered a new
member upon return to the committee. This process may be repeated any number of times,
as long as the committee composition always includes a mix of new and returning members.
o Whenever possible, the committee looks for sources of creating/increasing the fund account
(for example, grants available from the Community Foundation of Greater Kingston, etc).
o The Bursary Committee will meet each year by early September to set application deadline
dates (minimum of three) for the upcoming year. It is recommended that the timelines set are
late September/early October, early November and early February).
o Any committee member wishing to apply for a bursary may not be part of the selection process
for their own application.
Qualifications:
Minimum 1 year active member of K.A.A.A.V.
Minimum 1 year experience managing volunteers
Support of principle organization and availability to fulfill above requirements.
Time Commitment:
One-year term; may hold office for a second term
Is expected to call and chair all Bursary Committee meetings; attend the General, Executive and
Annual General Meetings.
2-4 hours per month plus meetings
The position description should be reviewed at the end of each term of office, one month prior to the AGM
Revised July 2009
Executive Officers
Terms of Reference
Web Site Coordinator
Provides technical leadership and support to the development of the KAAAV web-site and ensures that content of site represents the mission and values of KAAAV.
Specific Responsibilities:
Provides site development, maintenance, and support to the KAAAV web-site.
To ensure that address is maintained, coordinates with the Treasurer payment for the URL
(Uniform Resource Locator).
Organizes formats and posts information to the site.
Ensures that information posted on the site is in keeping with communication guidelines.
Monitors site to ensure that information is accurate, up to date and site is functioning.
Works closely with the Treasurer to ensure member information is correct.
At the end of each General / Executive meeting gives a verbal summary of any new postings to the site.
Consults with Executive committee to develop strategies to promote the site.
Provides written monthly reports for all the general membership and executive committee meetings
when unable to attend.
Will keep records of KAAAV documentation as per the Record Keeping Guidelines.
.
Qualifications:
Minimum 1 year active member of K.A.A.A.V.
Experience in web based design and HTML and other programs that support web site design.
Typing/data processing skills or access to same.
Access to a scanner and/or image editing application (like Corel PhotoPaint) in order to convert
files to jpeg format in order to be posted on the site.
Has access to word processor, email and fax machine.
Support of principle organization and availability to fulfill above requirements.
The Commitment Required:
One year term
2-4 hours per month plus meetings and 3-4 hours per month leading up to the
Annual General Meeting.
All Executive positions should be reviewed at the end of each term of office, one month prior to the AGM
Created: January 24, 2008
Revised: June, 2010
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