Executive Board Positions

Listed below are the various executive board position term limits, alongside key goals and objectives, and a detailed breakdown of their associated duties and responsibilities. This framework is designed to ensure accountability, stability, and effective governance.

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TERM OF OFFICE
The President is elected in odd numbered years for a term of two years. The maximum a President can serve is two consecutive two-year terms.
After service two consecutive terms, the President must step down. The former President may stand for another office at any time, and may stand for the position of President at a future date.

GOALS AND OBJECTIVES
The President of the BC Council of Garden Clubs has the responsibility of:

  • Leading and managing the development and implementation of Council strategies and policies.
  • Management of its financial resources
  • Efficient and effective execution of the Council’s mandate
  • Upholding the current Constitution.
  • Supporting Council members

DUTIES AND RESPONSIBILITIES
The President has the responsibility to:

  • Act as primary spokesperson for the BC Council of Garden Clubs.
  • Direct and monitor the Council’s activities.
  • Develop and recommend strategic plans to the Council Executive Board for the implementation of the Council’s vision and mission.
  • Report to the Council Executive Board and Council Members and make recommendations regarding the Council’s vision and mission.
  • Lead and manage within the parameters established by the Council Executive Board, Council members and Council committees.
  • Call and attend Board Executive meetings and provide regular reports to the Council Executive Board
    Submit an annual budget to the Treasurer for the Annual General Meeting.
  • Prepare a report to the Council membership to be presented at each of the Council’s meetings.

TERM OF OFFICE
The First Vice-President is elected in even-numbered years for a two year term. The First Vice-President may stand for multiple terms of office.

GOALS AND OBJECTIVES
The First Vice President of the BC Council of Garden Clubs has the responsibility of:

  • Manage and maintain the Speakers List.
  • Contact the people on the speakers list to verify that their information is current and correct.
  • Make note of potential areas of interests for presentations and to note information of potential speakers and presentations.
  • Act as the Speaker Coordinator for the Annual General Meeting, and the Fall Meeting.
  • Enlist the help from other Executive members to book speakers for these meetings.
  • Ensure that the speakers have the appropriate technical support for their presentations.
  • Oversee the production, maintenance and updating of the BC Council of Garden Clubs’ Horticulture and Floral Design Judging Manuals, scheduling of Judging Schools and courses as required.

DUTIES AND RESPONSIBILITIES
The First Vice President has the responsibility to:

  • Report to the Council and make recommendations regarding Council business.
  • Act as Executive Board Liaison for the Horticulture Judging Standing Committee and report to the Board regarding the Committee’s activities.
  • Act as Executive Board Liaison for the Floral Design Judging Standing Committee and report to the Board regarding the Committee’s activities.
  • Attend Board Executive meetings and provide regular reports to the board.
  • Submit an annual budget for the position’s activities at the AGM.

TERM OF OFFICE
The Second Vice-President is elected in odd-numbered years for a two year term. The Second Vice-President may stand for multiple terms of office.

GOALS AND OBJECTIVES
The Second Vice-President of the BC Council of Garden Clubs has the responsibility of:

  • Overseeing and co-ordinating the registration and promotion logistics of the Council’s two annual meetings.
  • Ensuring that Council’s Meeting Registration process and policies are maintained.
  • Upholding the current Constitution.
  • Supporting Council members

DUTIES AND RESPONSIBILITIES
The Second Vice-President has the responsibility to:

  • Promoting the Council’s meetings, including:
    • Ensuring that appropriate flyers and information are developed and distributed to the membership (Bulletin, website, Facebook etc).
    • Overseeing the registration process, including but not limited to working with the Treasurer to ensure payments are received, tracking registrations, confirming a quorum.
    • Present a final report to the Board after each meeting.
    • Arrange for the table centerpieces for the meetings.
  • Attend Board Executive meetings and provide regular reports to the Board
  • Submit an annual budget for the Second Vice-President’s position to the Treasurer for the Annual General Meeting.
  • Confirm a quorum at the beginning of each Council Meeting and as requested.
  • Provide a report to the members at the Annual General Meeting

TERM OF OFFICE
The Secretary is elected in odd numbered years for a term of two years. The Secretary may stand for multiple terms.

GOALS AND OBJECTIVES
The Secretary of the BC Council of Garden Clubs has the responsibility of:

  • Facilitating, in consultation with the President, notification of meetings, development agendas, meeting space, and related activities
  • Recording and maintaining records of the activities of the Council.
  • Oversees membership and Council Members Liability Insurance.
  • Upholding the current Constitution.
  • Supporting Council members

DUTIES AND RESPONSIBILITIES
The Secretary has the responsibility to:

  • Facilitate, in consultation with the President, notification of meetings, preparation and distribution of agenda items.
  • Ensure arrangement for meetings are met (booking the space and ensuring payment by the Treasurer).
  • Prepare accurate, complete minutes of Executive Board Meetings and BC Council of Garden Clubs’ Meetings, to include, but not limited to:
    • Date and time of meeting, form and venue, present and absent Executive Board members, confirmation of quorum
    • Record of all decisions taken, brief summary of all issues discussed and any directives or authorizations given by the Board, or a Committee, or the members.
    • Record whether resolutions were unanimous or include dissents. Election results should be noted.
  • Retain and safeguard the official Board and Committee Minute Books and Corporate documents.
  • Oversee Membership records including ensuring payments are received and records updated as required.
  • Attend Board Executive meetings and provide regular reports to the board
  • Submit an Secretary’s annual budget to the Treasurer for the Annual General Meeting.
  • Provide a report to the members at the Annual General Meeting

TERM OF OFFICE
The Treasurer is elected in even numbered years for a two-year term. The Treasurer may stand for multiple terms.

GOALS AND OBJECTIVES
The Treasurer of the BC Council of Garden Clubs will:

  • Maintain the financial accounts of the Council in good standing;
  • Prepare an annual budget and ensure approval by the membership;
  • Monitor the expenses of the Council to remain within the approved budget;
  • Ensure the Council remains in good standing with the insurance provider;
  • Participate in the Membership and Liability Insurance Committee; and,
  • Uphold the current Constitution.

DUTIES AND RESPONSIBILITIES
The Treasurer has the responsibility to:

  • Accept and deposit monies received by the Council for membership dues, liability insurance, registration fees and any other fees or payments; and issue receipts as required;
  • Ensure liability insurance monies received are remitted to the insurance provider;
  • Arrange to pay for approved expenses incurred by the Council in a timely manner;
  • Maintain adequate supporting documentation for expenses;
  • Reconcile monthly bank statements;
  • Make all records available for the annual financial review to be conducted and presented at the Annual General Meeting;
  • Request input, as required, from the members of the Executive and chairpersons of Committees for the preparation of financial forecasts and budgets;
  • Based on the input received, propose an annual budget for the Council’s next year’s activities for discussion and acceptance by the Executive, and then submit for review and approval by the membership at the fall General Meeting;
  • Participate in Executive meetings and provide activity reports plus any financial information required in support of the agenda;
  • Provide quarterly statements of expenditures to the Executive;
  • Monitor Term Deposits and renew in a timely and appropriate manner; and,
  • If the Chairperson of the Membership and Liability Insurance Committee of BCCGC is not a member of the BCCGC Executive, provide oversight of the Committee.

TERM OF OFFICE
The Communications Coordinator is elected in even-numbered years for a term of two years. The Communications Coordinator may stand for multiple terms.

GOALS AND OBJECTIVES
The Communications Coordinator of the BC Council of Garden Clubs has the responsibility of:

  • Overseeing the compiling and distributing of information and news for publication on the Council’s website, Facebook page, Twitter and Bulletin Express, and other electronic communications platforms.
  • Upholding the current Constitution.
  • Supporting Council members

DUTIES AND RESPONSIBILITIES
The Communications Coordinator has the responsibility to:

  • Compile, distribute and ensure timely publication of Council news and information in the various electronic platforms used by the Council including but not limited to the Council website, Social Media by:
    • including regular reports from Board Executives and their committees;
    • promoting Council events and members’ events;
    • soliciting articles and reports from member clubs;
    • recruiting volunteers to support and provide services for the various electronic platforms;
    • if appropriate, soliciting and managing sponsored content, promotions and ads.
  • Ensure that publication on electronic platforms is consistent and timely.
  • Publish the Bulletin Newsletter
  • Attend Board Executive meetings and provide regular reports to the board.
  • Submit an annual budget to the Treasurer for the Annual General Meeting.
  • Submit a Communications area annual budget to the Treasurer for the Annual General Meeting.
  • Provide a report to the members at the Annual General Meeting.

TERM OF OFFICE
The Past President is not elected. The office is assumed on completion of the President’s term and ends when the current President steps down and assumes the role of Immediate Past President.

GOALS AND OBJECTIVES
The Past President of the BC Council of Garden Clubs has the responsibility of:

  • Providing leadership continuity and providing historical context to the Executive Board.
  • Upholding the current Constitution.
  • Supporting Executive Board members and Council members.
  • Conduct special assignments on behalf of the Council as requested

DUTIES AND RESPONSIBILITIES
The Past President has the responsibility to:

  • Attend Board Executive meetings and provide reports to the board.
  • Submit an annual budget to the Treasurer for the Annual General Meeting.
  • Provide a report to the members at the Annual General Meeting.