Club Meetings:
4th Wednesday
of the month
Location:
Fairview School
205 Howard Ave, Nanaimo
Time:
7:00-9:00 pm.

No meetings Jul/August/Dec

NANAIMO BEE CLUB EXECUTIVE

President: Kathleen Silvey – 716-0695

Vice President: Roblyn Hunter– 753-0554

Treasurer: Grant Keefer – 245-2583

Secretary: Valerie Massey – 758-8321

Directors:

Jen Cody

Lance Goldy – 722-3849

Bill Shemming – 245-2073

Terry Hanna – 722-7066

Newsletter:

Lloyd Erickson – 390-4905
l.erickson@shaw.ca

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DUTIES OF THE CLUB EXECUTIVE MEMBERS

President

• The President presides at meetings of the Club and the Executive Committee; appoints all committees and has general supervision of the operation of the Club. The President shall be an ex officio member of all committees of this Club except the Nominating Committee. He/she shall be the Club representative at the BCHPA Annual General Meeting and with other affiliations.

• The President must be sure that each club officer understands fully the duties of his office and that he/she is motivated to perform them well. Utilize the Board of Directors to handle most of the club business.

• The President prepares an agenda for each Executive and regular general meeting after checking with the:

• Secretary for unfinished business and correspondence

• Program Chairman about program variations and details

• Other chairpersons (committees) for status of their programs.

Vice-president

• The Vice-president presides in the absence of the President.

• The Vice-president shall be Chairman of the Publicity and Membership Committee. As such his/her assistants duties shall include:

  • Act as media contact. Place notices and ads in newspapers and announcements on radio or TV and the Club newsletter.

  • Produce and maintain introduction handouts for guests and prospective members.

  • Draws up membership goals and plans to achieve this goal (posters, phoning committee, etc)

  • Upon notification that a member has paid their annual dues, issues their membership card.

  • Informs the secretary and or newsletter editor to update the membership list

  • Issues new members a club membership package

  • Arranges for sponsors for money-raising functions.

Treasurer

• Receives all membership fees, either new or renewal. The Membership Chairman is then advised of the payment ..

• Prepares annual budget. Annual expenses shall be noted, such as hall rental, affiliation (BCHPA) dues, etc.

• Maintains bank account:

• Assures that cheques are properly signed: Cheque signing authority is held by the President, Vice-president and Treasurer. Two (2) signatures are needed on each cheque.

Secretary

• Records the Minutes of the Executive and General Meetings.

• Is responsible for letters written by the Executive, but is not responsible for writing all letters. Refer to letter Writing Policy.

• Maintains a file of the correspondence received and sent.

• Maintains a register of members.

• Assists the President in establishing the meetings’ agenda.

• Maintains the Society’s History Book.

• Maintains a record of the club properties.

Past President

• Is automatically a Director.

• Acts as consultant to the President and the Executive.

• Shall be the awards Chairman:

  • Maintains and arranges for trophies

  • Acquires and presents certificates or other presentations to guest speakers

• Arranges for hats, crests, etc

Directors There shall be a determined number of Directors. It is suggested that they act as Chairpersons of the Standing Committees:

1. Programs and Entertainment committee

2. Membership committee

3. VIEX committee

4. Sergeant-at-Arms committee

Other temporary or permanent committees may be formed such as:

• Library (or properties)

• Summer yards

• Coffee

• Awards

• Club History

Club Letter writing policy
The Secretary will be responsible for letters written by the Executive (typing, mailout, record keeping).
Members of committees shall be responsible for writing letters related to their function. Special letters may be written by club members and submitted to the executive for club acceptance.
Any letter shall be sent under Club letterhead only if accepted (by a motion) at a regular meeting.
A copy of all letters written is to be provided to the Secretary.