Community Association Positions

Executive Directors
President Facilities Director
Vice-President Membership Director
Secretary Community Affairs Director
Treasurer Community Planning Director
  Grant Application Director
  Director of Fundraising: Gambling
  Social Director
  Sports Director
  Newsletter Director
  Community Events Advertising Director
  Volunteer Coordinator (Director)



President

  • The Chief Operating Officer of the Community
  • Chairs all of the meetings of the Board of Directors, and meetings of the Members of the Society
  • Shall be the official spokesman for the Community but he/she may delegate such power in regard to public pronouncements to such member of the Community as he/she may decide
  • Shall act at all times in accordance with the lawful directives of the Board
  • One of four (4) cheque co-signers that can appear on Community cheques
  • An ex-officio member of all Community Committees
  • Attend all monthly Board meetings
  • Cannot chair any committee other than a Board of Directors Committee
  • Responsible for the overall operations of the Community Association
  • Represents the Association in dealing with Government, Business, Organizations & Residents

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Vice-President

  • Reports directly to the President
  • Shall conduct meetings in the absence of the President
  • An ex-officio member of all Community Committees
  • Acts as signing officer for cheques and official documents
  • Be able to assume Presidential responsibilities if the need arises
  • Attend all monthly Board Meetings
  • Serves and chairs on the Executive Committee with the President/Secretary/Treasurer
  • Oversees projects/tasks as required
  • Cannot chair any committee other than a Board of Directors Committee
  • Share duties with the President as required

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Secretary

  • Reports directly to the President
  • Acts as signing officer for cheques and other documents
  • Prepares the agendas for all meetings of the Board of Directors, and meetings of the Members of the Society
  • Takes minutes of those meetings and prepares them for signature by the President and Secretary
  • An ex-officio member of all Community Committees
  • Holds and maintains copies of all correspondence generated from and to all individuals acting under the direction of the Board of Directors
  • Maintains a minutes book
  • Prepares and sends out correspondence as required by the President
  • Keeper of the Seal of the Community
  • Keeps records of important correspondence and documents
  • Responsible for mail pickup weekly

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Treasurer

  • Reports directly to the President
  • Acts as signing officer for cheques and other documents
  • An ex-officio member of all Community Committees
  • Attend all monthly Board Meetings
  • Prepares and presents monthly financial statements to the Board of Directors
  • Ensures annual financial statement is prepared by the appointed auditor or chartered accountant
  • Liaises with the Bank and the Board of Directors
  • Recommends changes to term deposits and other interest bearing monies for the Community Association
  • Ensures monies generated on behalf of the community are properly deposited in a timely fashion
  • Holds and maintains copies of all bills and receipts generated from and to all individuals acting under direction of the Board of Directors
  • Assist the Secretary in weekly pick up of the mail
  • Prepare and submit all Gaming reports as required

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Facilities Director

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors and advises on the maintenance of the Community Assoc. buildings (Red Barn and Rink Site)
  • Co-ordinates/organizes spring grounds clean up
  • Co-ordinates/organizes any required maintenance or repair to the community facilities
  • Responsible for volunteer co-ordination for any work to be performed as well as engaging any professional services as required
  • Setting up and monitoring budgets for the maintenance or repair of the community facilities
  • Work with the Planning Director and/or Executive Committee on future development plans for the Shawnessy Community Centre site or Rink Site.

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Membership Director

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors and advises on community membership status and any issues involving this committee
  • Holds and maintains an up-to-date registry of the Associations members
  • Organizes annual membership drives for new members as well as processing the renewals of existing members
  • Responsible for representation at all sporting registrations and venues where community memberships are required
  • Encourages participation in community activities
  • Develops ideas and plans for increasing membership sales and welcoming newcomers to the Community

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Community Affairs Director

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors on activities involving the community of Shawnessy
  • Provides advice and status of all projects
  • Shall be responsible for Community residential concerns and represents the interests of the Community regarding:
    • Development permit applications (eg. Home occupation)
    • Current residential traffic concerns
    • Current City Parks concerns and Bylaw concerns
    • Mobilizing the network for any Community concerns
    • Specific issues that may arise which require the attention of more than one Director
  • Responsible for communication with the media and dissemination of information of interest to the Community
  • Will have the assistance of other committee members as may be required

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Community Planning Director

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors on any planning or development activities involving and/or having some impact on the Community
  • Provides advice and direction to the Committee(s)
  • Shall be the Liaison with the Executive, Board of Directors and the City of Calgary
  • Reports to the Board on any City studies and/or development plans in progress for Board discussion and input
  • Set up meetings with the Community pertaining to development issues when necessary
  • Responsible for communication with the media (under the direction of the Executive Committee) and the dissemination of information of interest to the Community
  • Represents the interests of the Community in meetings with the City of Calgary, City Planners, Transportation Project Office, Developers or any government official office
  • Responsible for Community residential concerns and represents the interests of the Community regarding Development Permit Applications, current City Parks Regulations and Community Bylaws

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Grant Application Director

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors on any grant application opportunities or updates on current grant application status
  • Provides advice and direction to the Committee(s)
  • Responsible for maintaining a log or file on all available municipal, provincial or private grant opportunities
  • Becomes familiar with all grant application processes and submission requirements
  • Assists any member of the Board with project fundraising through any available grants and facilitates the grant submission process

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Director of Fundraising: Gambling

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors on current Bingo and Casino events and activities
  • Provides advice and direction to the Committee(s)
  • Represents the community (along with a chairperson) in meetings with the Gaming Commission, Calgary Bingo Association and with Bingo Hall Owners and other Community Bingo Association
  • Requisitions funds for activities as needed
  • Arranges in conjunction with the Volunteer Coordinator to provide a team of volunteers for each Bingo
  • Make application when necessary for the Bingo Licence
  • Engages the assistance of a Casino Chairperson who:
    • Makes application, when necessary, for the Casino Licence
    • Arranges with the Volunteer Coordinator to provide a team of volunteers for each casino
    • Requisitions funds as necessary
    • Liaison with the Gaming Commission
    • Reports to the Fundraising Gaming Director

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Social Director

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors on the timetable of activities (Shawnessy Days, Winter Festival )
  • Provides advice and direction to the Committee(s)
  • Requisitions funds for activities as needed
  • Represents the Community in area Sports and Recreational matters
  • Liaison with the City of Calgary's Community Recreational Coordinator of Community and Neighbourhood Services
  • Ability to plan a variety of programs for all ages
  • Maintain an active social involvement
  • Works with the Volunteer Coordinator to acquire and organize volunteers for all functions
  • Acquires prizes or sponsors for all activities
  • Liaison with Schools and surrounding Communities for youth programs and issues
  • Liaison with the City of Calgary's Community Recreation Coordinator at Community and Neighbourhood Services
  • Will have the assistance of other Board members as required
  • Coordinates a volunteer group to support the Rink site with regards to maintenance, ice making, snow removal, clean-up and reports on any required maintenance or equipment needs
  • Creates and Coordinates any sporting events or activities (ie annual Community Golf Tournament, hockey tournament, tennis tournament etc)

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Sports Director

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors on any community run sport activities or events, as well as any rink site updates
  • Provides advice and direction to the Committee(s)
  • Requisitions funds for activities as needed
  • Represents the Community in matters pertaining to Sports and Recreational matters
  • Liaison with the City of Calgary's Community Recreation Coordinator at Community and Neighbourhood Services
  • Coordinates a volunteer group to support the Rink site with regards to maintenance, ice making, snow removal, clean-up and reports on any required maintenance or equipment needs
  • Creates and Coordinates any sporting events or activities (ie annual Community Golf Tournament, hockey tournament, tennis tournament etc)

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Newsletter Director

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors on any newsletter issues and updates
  • Provides advice and direction to the Committee(s)
  • Requisitions funds for activities as needed
  • Collection point for community newsletter articles
  • Responsible for the delivery of the newsletter articles to the newsletter printer
  • Coordinates newsletter deliveries to newsletter route carriers
  • Responsible for ensuring newsletters are delivered to community residents in a timely fashion

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Community Events Advertising Director

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors on any advertising issues and activities
  • Provides advice and direction to the Committee(s)
  • Requisitions funds for activities as needed
  • Responsible for posting advertisements for upcoming community events within the boundaries of the community
  • Initiates and creates any innovative means of advertising to the benefit of the Community Association the community at large

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Volunteer Coordinator (Director)

  • Reports directly to the Executive and Board of Directors
  • Is an ex-officio member of all committees under this functional head
  • Reports monthly to the Executive and Board of Directors on any volunteer issues or activities
  • Provides advice and direction to the Committee(s)
  • Requisitions funds for activities as needed
  • Works with the Membership Director in order to maintain a database persons wishing to volunteer for various activities within the community
  • Works with all Directors of the Board to ensure that volunteers are available and present at the required events or activities that the Director is planning
  • Ensures that all active volunteers are contacted and invited to the Annual Volunteer Appreciation Night

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