President
Section #1

The President shall:

• Preside at meetings of the EXECUTIVE BOARD and General Meetings of the club, and at any special meetings. The president will only vote on the Executive Board and all committees to break a tie.
• Appoint Committee Heads as required, with the approval of the EXECUTIVE BOARD.
• Be one of four signing officers.
• Serve as an EX-OFFICIO member of all committees except that of the Nominating Committee. The president will only vote on all committees to break a tie.
• Call a special meeting if it is necessary.
• Coordinate General Meeting activities.
  Ensure that clear line of communications between the members, committee chairs and Executive Board are established.
• Ensuring the executive meetings are kept on track and end on time.
• Lead the executive to ensure that the group has a clear focus on what the group wants to provide to its members.
• Act as the official spokesperson for the group.

Under the leadership of the President and Vice-President, the members of the Executive Board shall ensure that:

• Meeting rooms are made available.
• Review the activities of the Chairs and their Committees
• Approve reports of the Treasurer and Secretary
• Assign people to research equipment for the purpose of acquisition, review their reports, approve purchases over $50.
• Members of the executive are to bring any issues related to BUG, that need to be resolved, to the attention of the President and when necessary to the BUG executive.

   

Vice-President
Section #2

The Vice President shall:

• Assume the duties of the President in his/her absence or as requested.
• Assist the President in the duties and functions of the President as required to ensure the smooth running of the group.
• Attend (if possible) committee meetings at the request of the President.
• Be one of four signing officers.
• Be responsible to update and make available the CONSTITUTION, BYLAWS and proposed amendments.
• Coordinate publicity and liaison activities with the assistance of the Program and Membership Chairs and their committees. This includes the production of flyers and posters.
• Assist the Treasurer, as required, with the maintenance and security of club equipment and its deployment.
  

Secretary
Section #3

The Secretary shall:

• Prepare Executive Board Agenda with the assistance of the President.
• Record and issue written minutes of Executive meetings.
• Coordinate correspondence relating to the affairs of the club.
• Be one of four signing officers.

Treasurer
Section #4

The Treasurer shall:

• Receive, bank and record monies received belonging to the club.
• Keep a record of expenses paid out.
• Check the monthly bank statement and reconcile with club records.
  Issue cheques when authorized by the Executive Board. Two signatures required.
• Be responsible for a float used for change at the general meetings.
• Maintain an up to date inventory of all club property.
• With the assistance of the Vice President ensure the maintenance and security of club equipment and its deployment.
• Be one of four signing officers.
• Prepare and present a financial report (summary of expenditures and receipts and closed ledger of accounts) to the Executive Board at the June Executive meeting. The ledger of accounts will reflect a year end of May 31st.
• Prepare and present a budget of expenditures and receipts to the Executive Board at the June Executive meeting. The budget will reflect a fiscal year of June 1st to May 31st.
• Present annual financial report at Executive meeting in June and at following General Meeting.
  

Membership Coordinator
Section #5

The Membership Coordinator shall:

• May create, at his/her discretion, and chair a Membership Committee to help with this function.
• The Membership Coordinator or a member of the Membership Committee, appointed by the Membership Coordinator, shall work with the Vice-President on items concerning publicity.
• As a member of the Executive, attend Board meetings or appoint an alternate from the Membership Committee to attend if unable to attend.
• Greet people attending General meetings.
• Distribute name badges to all attending and collect them at end of meeting and distribute other materials (e.g. handouts) as required.
• Take attendance and collect all fees related to attendance at meetings and submit funds to the treasurer with a report indicating what the funds apply to, e.g. $100 = 2 regular memberships, $15 = 3 visitor fees. A copy of this report is provided to the executive.
• Ensure that application forms are completed and handed in.
• Maintain a current listing of all members and visitors as defined in the membership form or attendance sheets.
• Maintain a membership database.
• Report monthly attendance numbers, fees collected and any issues concerning attendance and membership at Executive Board meetings.
• Remind members of upcoming membership renewals.
• Chair Membership Committee meetings (formal or informal) and report activities of the committee to the Executive Board.
  

Program Coordinator
Section #6

Program Coordinator shall:

• Organize and chair a program committee.
• Provide a monthly report to the Executive including items such as:
  • Book events and speakers,
  • Ideas in progress,
  • Committee activities, and
  • Other items concerning program.
• Assist the Vice-President with advertising and promotion.
• Inform the Webmaster of booked events for posting.

This committee shall:

• Coordinate the group's program.
• Elicit input from the executive and members on program ideas.
• Find speakers for the meetings, contact them and arrange a convenient time to have them speak.
• Check if any special requirements are necessary for their presentation and answer any questions they may have about the club or the timing of their presentation.
• Confirm their attendance at the meeting sometime in the preceding week and set a time to meet before the meeting, taking into account the set up time they require. Request assistance from members if required for set up.
• Meet the speaker and any volunteer helpers just before the meeting to assist them in setting up for their presentation and making them feel comfortable.
• Remind them of timing of the meeting, including breaks and end time.
• Introduce the speaker and the topic.
• Cue them when it is getting close to the break time.
• Thank the speaker for their presentation. This may include a thank you card and/or an honourarium (as approved by Executive Board).

Webmaster
Section #7

The Webmaster shall:

• Maintain the BUG WEB SITE in accordance with BUG BY-LAWS
• Shall not post any offending messages, content or links. If any member reports offense to an item on our site it will be reported to the President. If the Webmaster disagrees with the change, the issue will go to the Executive Board. A report of the incident, regardless of the action taken, shall be reported to the EXECUTIVE for review and to propose any further action.
• Post current Bylaws and Constitution.
• Post meetings and events as provided by the Program Coordinator.
• The Webmaster will ensure that the web space and url is secured and all fees are paid and for all related administrative functions.

Newsletter Editor
Section #8

The Newsletter Editor shall:

• Organize and Chair a newsletter committee.
• Report the status of the next newsletter to the executive.

The Newsletter Committee shall:

• Obtain articles from membership or other sources.
• Edit the club publication according to copyright and other policies approved by the club executive.
• Publish the newsletter.
• Distribute the publication to club members on a regular basis. This could be in a paper and/or electronic format. If posted on the BUG web site, it shall be provided to the Webmaster for posting in a format which is required.
  

Nominations Chair
Section #9

The Nominations Committee Chair shall
Chair the Nominations Committee
Solicit eligible nominees for Election
Run elections in accordance with the Constitution and bylaws
- Have ballots available is vote is required

- Ask for further nominations for President
- Hand out ballots for vote
- Count Ballots
- Announce winner ONLY - no numbers

- Ask for further nominations for Vice President
- Hand out ballots for vote
- Count Ballots
- Announce winner ONLY - no numbers

- Ask for further nominations for Treasurer
- Hand out ballots for vote
- Count Ballots
- Announce winner ONLY - no numbers

- Ask for further nominations for Secretary
- Hand out ballots for vote
- Count Ballots
- Announce winner ONLY - no numbers

Provide names of nominees and elected individuals to Executive Board

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