Ajax Seniors Club
Press buttons below for desired info

BOARD OF DIRECTORS

The affairs of the Ajax Senior Club shall be managed by a Board of Directors, each of whom at the time of election will be a member of the Ajax Senior Club. Each director will be elected to hold one, and only one of the offices hereinafter set out until the Annual General Meeting after he/she has been elected or until his/her successor shall have been duly elected and qualified. The whole Board shall be retired at the end of the calendar year, but shall be eligible for re-election. The election shall be by a show of hands. Voting by proxy will not be permitted.

 

BOARD OF DIRECTORS’ DUTIES:

Section 1 – Duties of Officers

1. President

PRESIDENT:

• Returns calls deemed “urgent” regarding the club

• Maintains an ongoing relationship with the Town Liaison and both Senior Centres

• Co-ordinates the completion of government forms  as needed i.e. tax forms, Socha forms, constitution and legal forms

• Co-ordinates the preparation of agendas for meetings

• Co-ordinates the maintenance of files relevant to position 

•  Chairs meetings

• Receives calls re deaths of members and contacts the appropriate people for follow-up

• Follows up on concerns/complaints to the club

• Keeps the Board of Directors informed about ongoing issues

• Co-ordinates the Sunday and Special Permit bookings for the Hall which includes recording the bookings on the calendar; arranging for a caretaker; ensuring the set-up plan for the function is provided a week in advance

• Oversees building security in cooperation with the caretaking staff

1.2 – Vice President

VICE PRESIDENT:

• Covers duties of President in his/her absence

• Is responsible for the issuing of keys and codes to the building when required

• Reports the updated list of key holders to the Town each January

• Prepares and provides a copy of the list of key holders for the files

• Takes minutes of meetings in the absence of the secretary

• In co-ordination with the secretary, establishes and maintains an inventory of all assets belonging to the Centre

• Maintains the Treasurer’s books if the Treasurer is unavailable

 

1.3 - TREASURER:

•  Is responsible for picking up the remittances a few times weekly  and for recording them in a ledger called the ‘General Ledger”.  The ledger is a 16 column ledger providing information on all money coming into the club (Credits) and all money paid out (Debits).  Transactions are recorded into the ledger as soon as received or paid out with date, name, cheque #, debit and or credit.

• Is responsible for all bank deposits on a regular basis.  All coins should be rolled;  all cash and cheques properly registered in the account ledger.

• Each month the Treasurer provides the club with a financial statement.  The statement lists all incomes and expenses showing either a surplus or a deficit from the month.  The statement is presented to the Board members at the monthly meeting for approval before going onto the Bulletin Board.

• Provides a yearly statement to the Annual General Meeting

• Arranges a financial audit yearly with a signed report of said audit

• The Treasurer will provide the Event Coordinator  with cash in advance if needed prior to the special events/trips to cover costs.

 

1.4 -  SECRETARY:

• In co-ordination with the President, answers mail directed to the club and notifies appropriate members of any relevant information

• Takes minutes during the executive or general meetings,  prepares them,  distributes them to appropriate members and posts copies of the minutes on the Bulletin Board

• In co-ordination with the Vice President, prepares and maintains an inventory of the equipment purchased by the club  

• Records and provides a list or inventory of all assets belonging to the Centre and where said items are kept

• Keeps or supervises the preparation and/or maintenance of records of membership

• Monitors copies of the Operating Manual used by Directors

• Assist the president with completion of government forms

 

1.5 - ACTIVITY COORDINATORS

• greet visitors and answer any questions they may have

• assist custodian with activity set up

• check that equipment is in good working order

• monitor checklist of participants

• collect and track monies

• be aware of the centre's emergency response to fire alarm and assembly     

• ​

• oversee evacuation if necessary

• In case of an accident provide assistance to the member and contact

emergency service as required document accident and/or incident

• observe, document any physical and/or verbal confrontation - DO NOT

engage in any physical manner - phone police if necessary

• if observed that a member cannot safely perform an activity, fill out an

incident report and notify the president to follow up with the

board/executive to discuss and modify

• if a coordinator is not able to run an activity and cannot fine another

member to perform his/her duties then the coordinator must inform the Activity Director

to find a replacement or cancel the event

• secure the building when there isn't a custodian on duty - preferably two people if available

• training a backup coordinator for the activity

 

1.6. MANAGER/ACTIVITY DIRECTOR (2)

• supports the club's coordinators of activities

• maintains/updates activity lists

• helps to start new activities with the centre

• maintains updated listing of events on the bulletin board

• updates newsletter Editor of any changes in activities

• ensures prompt submission and recording of monies collected

 

1.7 EVENT DIRECTOR:

• supports the club's Activity Director

• submits expenses and/or revenue

• advertises special events

• coordinates the selling of tickets for special events

• coordinates details, ordering food etc. for special events

• maintains a listing of events on the bulletin board

• informs the newsletter Editor of events and activities

• coordinates/directs volunteers

 

1.8 EDITOR OF THE NEWSLETTER:

• will be at the Board of Executive meetings to record notes for the paper

• he/she will also be involved with the tracking of membership information

• information can be passed to the editor by all board members

• provides monthly newsletters to all members online or hard copy

 

1.9 DIRECTORS WITHOUT PORTFOLIO

• All Board members without portfolio are required to actively work with other Board members to support   operations of the club, including but not limited to attending special functions, and assisting in organization of special events

• Furthermore, they shall attend all regularly scheduled executive meetings

 

Section 2 – Term of Office

• Officers shall be elected for a one (1) year term. The term to run from January 1st to December 31st.

• Officers may be re-elected for additional terms.

• When no other candidate is available an Officer of the Club may hold temporarily, more than one office. An Officer may be part of an Ad Hoc Committee

 

Section 3 - Vacancies, Board of Directors

• Vacancies on the Board of Directors, however caused, may, so long as a quorum (50%) of directors remain in office, be filled by the directors from among the qualified members of the Board, on a temporary basis. Such vacancy shall be filled at the next Annual General Meeting of the members at which the directors for the ensuing year are elected.

 

Section 4 – Fiscal Year

• The fiscal year shall begin November 1st and terminate on October the 31st.

 

Section 5 - Banking

• All cheques and/or bank drafts will be signed by a minimum of 2 signing officers

 

Section 6 – Annual General Meeting

• The Annual Meeting shall be held on the last Sunday of November each year at  St. Andrew's Friendship Centre, 46 Exeter Road (Town of Ajax) at 1:00pm.

• At the Annual Meeting, in addition to any business that may be transacted, the following            data shall be presented:

(1) Secretary to read minutes of the last Annual Meeting
(2) The Treasurer’s Annual Financial Statement duly audited

(3) The President’s Annual Report

 

(1 ) Elections will be held for a Board of Directors

(2 ) A vote by show of hands shall be conducted for all executive positions unless a candidate is acclaimed.

(3 )The Officers shall be elected and introduced, for the following year, at the Annual General Meeting

 

 Section 7 - Quorum and Meetings, Board of Directors

• Fifty percent (50%) of the directors shall form a quorum for the transaction of business. The Board of Directors' meetings may be formally called by the President or Vice President. Notice of such meetings shall be delivered to each director not less than two days before the meeting is to take place

 

Section 8 – Voting, Board of Directors

• All questions to be voted upon shall be decided by a simple majority vote show of hands. No proxy vote will be allowed. A vote by ballot will be used for Executive elections.

• Questions arising at any meeting of directors shall be decided by a majority of votes. In case of an equality of votes, the President, shall have the deciding vote. All votes at such meetings shall be taken by ballot if so demanded by any director present, but if no demand be made , the vote shall be taken in the usual way by assent or dissent. A declaration by the president that a resolution has been carried and an entry to that effect in the minutes. In the absence of the President his/her duties may be performed by the Vice President or such other director as the Board may from time to time appoint for the purpose.

 

 Section 9 – Nominating Committee

• A nominating Committee, chosen and led by a Director Without Portfolio shall be appointed at the June Executive Meeting and will post job descriptions, available positions, and then secure the names of candidates for election of officers.

 

• The Nominating Committee shall present a proposed slate of officers to the regular Executive Meeting in September and post it for the general membership.

 

Section 10 – Auditors

• Two auditors shall be appointed annually and will provide a signed report about said audit.

 

Section 11 – Standing Committees

• Each committee shall be headed by a Convenor approved by the Executive Committee.

• Convenors will appoint their own committee members naming one as assistant.

 

Section 12 – Ad Hoc Committees

• An Ad Hoc Committee may be appointed at any time by the Executive Committee.

• Each committee shall be headed by a Convenor. Convenors shall be appointed by the Executive Committee.

• The term of office for the Committee shall be the completion of its appointed task. Convenors may attend and participate in Executive Committee meetings.

 

Section 13 – Membership

• Annual fees payable by members shall from time to time be fixed and voted upon by the Executive.

• The annual membership fee shall cover membership for the calendar year.

• Each member will be issued an annual membership card upon paying the annual fee.

• A member in good standing exercising the rights and privileges shall not take irresponsible actions which would tend to jeopardize, destroy or be detrimental to the Ajax Senior Club.

• The Club provides opportunities to meet friends in a comfortable environment. When at the Club, it is expected that members will act in a respectful manner towards all     individuals regardless of cultural  differences.

• Abuse of these rights and privileges shall be considered conduct unbecoming of a member and             will be subject to withdrawal of membership by the Executive Officers.

• If a member’s behavior is deemed inappropriate, the President will speak to the member. At this time the member will have an opportunity to support their present circumstances. The discussion will be followed up by a letter to the member summarizing the conversation.

• If the inappropriate behaviour continues, the issue will be taken to the Executive for action which may include suspension or removal of membership privileges.

• Each members dues will be waived in their 90th year and that member shall be considered a member in  good standing.

Membership continued

 

• Each member in good standing has the right to take part in all social activities, events and functions.

• Each member in good standing has the right to attend all General, Emergency, and/or Annual meetings as well as the right to vote on all issues. No proxy vote will be permitted.

 

Section 14 – Use of the Building

• The hall shall be made available to members at the discretion of the President. Organizations for the holding of meetings or other activities, are subject to the approval of the President. Request for use of the hall shall be made by a member or their family,  to the President.

 

• .A fixed charge will be levied to assist with the activities of the Ajax Senior Club will be requested.

A written agreement shall be prepared covering use of the hall and facilities.

 

Section 15 – Amendments

• Any proposed amendments to the constitution or bylaws must be posted 1 month before the Annual General Meeting

• .Any amendment to the Constitution can be made by a majority vote of the members at the Annual Meeting of the Club.

• Any amendment to the By-laws can be made by the Executive and approved at the following Annual General Meeting.

 

Section 16 – Filling Vacancies

• The Executive Committee shall have the authority to fill any vacancy in the Executive for a short period of time on a temporary basis.

 

Section 17 – Vacancies for Non-Attendance

• The Executive Committee shall have the authority to declare vacant an Executive member’s seat on the Board if such member has missed three or more successive regular monthly meetings of the Executive Committee.

 

Section 18 – Approval required from membership for expenditures of $500.00 or more

• Any expenditure by an Executive member of $500.00 or more must first be voted upon by the Executive.

 

Section 19 – Club members not to attend Executive Committee meetings

• A member shall not attend an Executive Committee either singly or in a group, unless they have contacted the President to ask that they be put on the agenda.