Overall Role:

• The role of the president is to provide the leadership and operational guidance for the SWANA Pacific Chapter. This direction is established with input from the Executive Committee and the Board of Directors.

Duties and Responsibilities:

• Support, advise and provide leadership and operational guidance for the Chapter in accordance with the Society Act of BC and Chapter Bylaws;
• Set strategic direction for the Chapter through consultation with the Executive Committee, the Board and the Board Committees;
• Chair and attend Board of Directors meetings when available; if not available to attend in person, this task will fall to the Vice-President;
• Provide direction to the Chapter;
• Oversee the administration and act as an advisor for the Executive Director where necessary;
• Attend bi-monthly (or as deemed necessary) Board Member meetings to support Chapter and SWANA goals and objectives;

Preferred Credentials for President:

• 3+ years as Board Member:
• 2+ years on Executive Committee;
• 1+ year as Vice-President;
• 10+ years of industry experience

Desired Qualifications, Skills and Knowledge:

• Ability to host meetings that are efficient, on-time and solution oriented;
• Good organizational and time management skills.

Time Commitment:

• Day-to-Day Business – 4.0 – 5.0 hours per week
  • Includes reviewing and responding to emails from Executive Committee Members and the Executive Director related to meeting agendas, minutes and other Pacific Chapter business;
  • Does not include travel time and attendance at conferences.
• Meetings (Additional to the AGM, Board Meetings and Executive)
  • Additional time may be required before and after quarterly Board meetings and around events.

Overall Role:

• Support, advise and coordinate with the President as needed to provide leadership and operational guidance for the Chapter and Executive Committee, and with input from the Executive Committee and Board, and in accordance with the Society Act of BC and Chapter Bylaws.

Duties and Responsibilities:

• Support, advise and coordinate with the President as needed;
• Assume all duties of the President in his/her absence [note that the Terms of Reference for the Executive Committee indicates ‘if the Board Chair / President is absent from a meeting of the Committee, the Chair of the meeting shall be chosen from by and from among the remaining members for the Executive Committee];
• Support Committees in achieving their objectives as per the Terms of Reference;
• Lead or co-lead at least 1 Chapter committee and provide assistance to other committees where necessary.

Preferred Credentials for Vice-President:

• 1+ year on Chapter Executive Committee;
• Experience as Chair or Co-Chair of a Committee within or outside of the Chapter;
• 5+ years of industry experience.

Desired Qualifications, Skills and Knowledge:

• Good organizational and time management skills.

Time Commitment:

• Day-to-Day Business
  • Approximately 4.0 hour per month
  • Includes reviewing and responding to emails from Executive Committee Members and the Executive Director related to meeting agendas, minutes and other Pacific Chapter business;
  • Does not include travel time and attendance at conferences.
• Meetings (Additional to the AGM, Board Meetings and Executive)
  • Additional time may be required before and after quarterly Board meetings and  around events.
  • Does not include participation in Executive Committee Meetings, Chapter  Committee Meetings, Board Meetings, Conferences and other Chapter events.

Overall Role:

• Support, advise and coordinate with the Executive Committee as needed regarding the finances of the chapter, and to provide leadership and operational guidance for the Chapter and in accordance with the Society Act of BC and Chapter Bylaws.

Duties and Responsibilities:

• General
  • Lead the Finance Committees in achieving their objectives as per their Terms of Reference;
  • Oversee and review the Executive Directors maintenance of the financial records;
  • Review accounts receivables with Executive Director;
  • Retrieve and review bank records including investment and operating account statements, review for accuracy and distribute to Executive Director
• Monthly
  • Pick up mail from PO Box, take photos of cheques, email photos to Executive Director, deposit cheques at BMO, mail cheques stubs and other mail to Executive Director;
  • Receive monthly list of cheques to write, review all invoices/expense reports, write cheques/create etransfers (EFTs) and mail or ask follow up questions on questionable expenses/invoices.
• Quarterly
  • Review budget against actual numbers;
  • Make GST payments to Canada Revenue Agency (CRA).
• Annually
  • Work with Executive Director to develop next year’s budget;
  • SWANA Day – Present last year’s budget vs. actual, budget forecast, any other highlights;
  • Ask BMO for value of GIC for inclusion in financial statements;
  • Liaise with the Chapter’s Accountant and coordinate, with the Executive Director, their preparation and filing with Canada Revenue Agency (CRA) the Board approved fiscal year-end financial report
  • Work with the Executive Director to ensure that the Chapter’s annual financial report is submitted to SWANA Silver Springs within the designated time period;
  • Ensure that the necessary annual provincial tax forms are prepared and remittances are made;
  • Work with the Executive Director to maintain the Chapter’s financial records including archived accounting and financial documents in accordance with requirements set out by the Canada Revenue Agency (CRA).
• Ad-hoc
  • Review requests for money with executive committee (e.g. YP social events, contributions to municipal projects, typically only a few a year);
  • Respond to urgent payable requests for deposits on venues, etc.

Desired Qualifications, Skills and Knowledge:

• General knowledge of financial applications;
• Good organizational and time management skills;

Time Commitment:

• 4 hours once per month
  • Includes reviewing and responding to emails from Executive Committee Members and the Executive Director related to meeting agendas, minutes and other Chapter business
  • Includes picking up mail, writing cheques, creating etransfers and/or EFTs, depositing cheques, mailing cheque stubs and other documents to the Executive Director;
  • Excludes participation in Executive Committee Meetings, Chapter Committee Meetings, Board Meetings, Conferences and other Chapter events.

Equipment & Supplies:

• Cheque book
• Bank card
• Mailbox key

Overall Role:

• Support, advise and coordinate with the Executive Committee as needed to provide leadership and operational guidance for the Chapter and in accordance with the Society Act of BC and Chapter Bylaws.

Duties and Responsibilities:

• Sit on the Executive Committee and attend all Executive Committee meetings;
• Participate or lead Committees in achieving their objectives as per their Terms of Reference;
• Work with the Executive Director to make arrangements for meetings;
• Take and keep records of the group’s process and decisions (this takes the form of minutes of all Board Meetings, and noting of action items for all Executive Committee meetings);
• Circulate minutes/notes accordingly to Executive Committee for review;
• Lead or co-lead at least 1 Chapter committee and provide assistance to other committees where necessary;
• Prepare for meetings, prepare and review Board and Executive Committee minutes,
• Participate in the Planning Committee for most major Chapter events.

Time Commitment:

• Day-to-Day Business
  • Approximately 0 – 5.0 hours per month
    Includes reviewing and responding to emails from Executive Committee Members and the Executive Director related to meeting agendas, minutes and other Pacific Chapter business;
  • Does not include travel time and attendance at conferences.
• Meetings (additional to the AGM, Board Meetings and Executive)
  • Additional time may be required before and after quarterly Board meetings and around events;
  • Does not include participation in Executive Committee Meetings, Chapter Committee Meetings, Board Meetings, Conferences and other Chapter events.

Desired Qualifications, Skills and Knowledge:

• Good organizational and time management skills.

Back-Up:

• In practice, some of the duties traditionally carried out by the Chapter’s Secretary are actually carried out by SWANA Pacific’s Executive Director, particularly those pertaining to day-to-day running of the organization, which provides de facto back-up.

Overall Role:

• Support, advise and coordinate with the Executive Committee as needed to provide leadership and operational guidance for the Chapter and in accordance with the Society Act of BC and Chapter Bylaws;
• Ensure continuity during governance transitions and organizational change;
• Help ensure the appropriate succession of Officers and Directors;
• Support the President in his/her role;
• Provide continuity to the Pacific Chapter by providing historical context for issues.

Duties and Responsibilities:

• Sit on the Executive Committee and attend all Executive Committee meetings;
• Actively participate in Board meetings and any special meetings called by Board members or members at large;
• Support the President and Vice-President in their positions through mentoring, coaching, advising and analysis of Board development and procedures;
• Chair the Nominating Committee;
• Regularly review Bylaws, recommending revisions and changes to the Executive Committee;
• Provide a historical context for decision-making, planning, objectives, etc;
• Support Committees in achieving their objectives as per their Terms of Reference.

Time Commitment:

• Day-to-Day Business
  • Approximately 1 – 2 hours per week
  • Includes reviewing and responding to emails from Executive Committee Members and the Executive Director related to meeting agendas, minutes and other Pacific Chapter business;
  • Does not include travel time and attendance at conferences.
• Meetings (Additional to the AGM, Board Meetings and Executive)
  • Additional time may be required before and after quarterly Board meetings and around events.
  • Does not include participation in Executive Committee Meetings, Chapter Committee Meetings, Board Meetings, Conferences and other Chapter events.

Desired Qualifications, Skills and Knowledge:

• Good organizational and time management skills.

Overall Role:

• Act as a liaison between the International Board and the BC/Yukon Pacific Chapter (rotation).

Duties and Responsibilities:

• International Board and Advisory Board:
  • Rotate with the Northern Lights Chapter SWANA International Advisory Board member as the Regional 12 representative on the SWANA International Board as per the Region 12 Memorandum of Understanding (MOU);
  • Act as a liaison between the Chapter and the International Board and Regional Council;
  • When not acting as the Regional representative, meet before the winter, AGM and mid-year meetings for the SWANA International Board in order to provide Chapter input into International Board business and provide updates as appropriate to the Pacific Chapter Board for their information and input.;
  • Step in as Deputy Regional representative as outlined in the Region 12 MOU;
  • Attend the annual and mid-year International Board and Regional Council meetings on behalf of the Chapter;
  • Review materials for all International Board meetings, Regional council meetings and committee meetings;
  • Provide the Chapter with an interpretation of SWANA’s actions, plans and policies;
  • Convey the views and opinions of the Chapter to the International Board and the Regional Council;
  • Vote on International Board and Regional Council meetings as a representative of the SWANA Pacific Chapter, expressing the Chapter’s views;
  • Participate on International Board committees at the request of the International Board President and/or Regional Council Director and in consultation with the other Canadian Chapter International Board Directors;
  • Liaise with the Chapter President on issues involving the Chapter.
• Pacific Chapter:
  • Sit on the Executive Committee and attend all Executive Committee meetings;
  • Vote on Chapter issues;
  • Support Committees in achieving their objectives as per their Terms of Reference;
  • Provide a verbal report summarizing the SWANA International business at the Pacific Chapter AGM;
  • Support membership and conference team in promoting SWANA conferences and events.

Time Commitment:

• Meetings:
  • Region 12 Rep (rotated bi-annually or as negotiated with the SWANA Northern Lights Chapter)
  • Winter Meeting – 3 days travel and meetings (usually on Friday and weekends)
  • WASTECON – 3 days meetings and 3-4 days of conference attendance focused on promoting the Pacific Chapter conference with vendors, sponsors and attendees;
  • Mid-Year – 3 days travel and meetings (usually on Friday and weekends);
• Regional Calls – 6 per year (9 hours);
• International Committee Meetings
  • Lawrence Lecture – 2 per year and review information (2 hours) – time commitment in transition/negotiation with SWANA Northern Lights Chapter
  • 3-4 per year depending on committee.
• Tasks force meetings
  • Volunteering to help SWANA staff work on a specific issue such as webinar attendance;
  • Review of material (1 hour);
  • 2 meetings (depending on task and involvement – 2 hours
• Canadian Chapter conference calls
  • Approximately 1 per quarter – time commitment in transition
• Chapter Meetings (based on 2018 data):
  • Executive Meetings – Approximately 1+ per month = 14 hours
  • Board Meetings 6 @ 2 hours = 12 hours
• Chapter Committees
  • Approximately 4 meetings per year depending on committee plus work in between
• Emails – Approximately 2-4 hours per month
• Policy Reviews
  • Usually international policies
  • 1-3 per year with approximately 2 hours or less per policy
• International Committees

Desired Qualifications, Skills and Knowledge:

• Must meet qualifications in the Region 12 Memorandum of Understanding
• Good organizational and time management skills.

Back-Up:

• SWANA Northern Lights Advisory Board Member
• Region 13 Rep (Eastern Canada) TBD

Details to come.

Details to come.

Details to come.