AGM | february 7, 2025 at 7PM | Main Auditorium

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All ECL members are invited to the Elmwood Community League Annual General Meeting on Friday, February 7 at 7pm. The meeting will be conducted in person at the Elmwood Community Hall. Refreshments and snacks will be served. The agenda for the meeting is as follows:

1. Call to Order 
2. Approval of Agenda & 2024 Minutes
3. President’s Message & Land Acknowledgment     
4. Treasurer's Report
5. Facilities’ Report
6. Special Resolution to Accept New Bylaws 
7. Election of Directors
8. Adjournment 

Our board meets once a month on the second Tuesday of the month. Meetings are usually 1.5 hours long. If you're interested in joining the board, send us an email before Feb 7!

The following positions are up for re-election or will become vacant. Please note that all new Board members will be asked to submit a Police Records Check (volunteer) [current within 5 years] within 60 days of the first board meeting following the AGM. You must hold a current 2024-2025 ECL membership and live in the area in order to become a Board member.

President (2 year term)

• Responsible for:
  • supervising the affairs of the Board
    • training of new Board members
    • hiring or firing of employees or contractors
    • supporting Board members with their roles and responsibilities
    • ensuring accounting accuracy, alongside the Treasurer
    • assuming Treasurer’s duties in their absence
    • coordinating with the Vice President on facility matters
    • support the execution and planning of programming and events
  • ongoing outreach to other Leagues and businesses 
  • email communications with community members, businesses, City, EFCL, etc
  • creating and maintaining policy and procedures for:
    • WorkSafe and Occupational Health and Safety
    • Abuse and Harassment
    • Incidents
    • Waivers
    • Key Distribution
    • Privacy
    • Code of Conduct
  • acting as a mediator for any disputes between Board members, contractors, employees, volunteers, and community members
  • maintaining the Google Workspace account
  • maintaining the Square account, including sales spreadsheets
  • maintaining the Communal Membership account, alongside the Membership Director
  • maintaining the bill accounts, alongside the Treasurer, and updating as needed
  • writing the yearly budget, alongside the Executive Directors
  • chairing all meetings of the Society and the Board
    • writing and executing the agenda 
  • ex-officio member of all Committees
  • acting as a spokesperson for the Society or appoints a designate
  • attends regular District meetings and other meetings relevant to the Board’s affairs, reporting back to the Board
  • delegating duties as needed
  • taking on additional board positions or tasks when able
  • signing authority

Vice President (1 year term) VACANT

• Responsible for:
  • policy creation and maintenance in regards to Occupational Health and Safety, WorkSafe, Waivers, and Incidents
  • ensuring the accuracy of the insurance documents and insurance applications
  • working with the Facilities Director to maintain the league building and grounds
  • writing the yearly budget, alongside the Executive Directors
  • ongoing outreach to other Leagues and businesses 
  • email communications with community members, businesses, City, EFCL, etc
  • assuming the President’s duties, all or in part, when asked to do so by the President or Board
  • taking on additional board positions or tasks when able
  • signing authority

Secretary (2 year term)

• Responsible for:
  • attending all meetings of the Board
  • keeping accurate minutes of these meetings
  • the filing system of the minute book and other records (Google Drive) 
  • Board correspondence under the direction of the President and Board
  • ensures all notices of various meetings are sent
  • the Seal of the Society
  • casino coordination and planning (every 18-24 months)
  • being a signing authority, if designated by the Board
  • carries out other duties assigned by the Board

Facilities Director (2 year term)

• Responsible for:
  • development and maintenance of the community hall building and grounds
    • currently: dog park, Elmwood Gym, community garden
  • coordinating and scheduling any maintenance and repair staff
  • coordinating and scheduling any minor or major renovations 
  • obtaining quotes for any maintenance or repairs or renovations
  • checking the facilities regularly for needed repairs
  • reviewing and prepares policy and procedures with respect to the facilities, alongside the President or Vice President
  • reporting monthly to the Board of Directors.

Sports Director (2 year term) VACANT

• Responsible for: 
  • all matters pertaining to any sports program offered by the ECL 
    • including registration and organization; recruits representatives or acts as the representative for the sport’s governing bodies, reviews and prepares policy and procedures with respect to any sports program being offered. 
  • maintaining the Elmwood Gym and/or running of the Rink, alongside the Facilities Director
  • reports monthly to the Board of Directors
  • other duties as assigned by the board

Director at Large 1/Communications Director (2 year term)

• Responsible for: 
  • organizing the distribution of our monthly newsletter through email 
  • updating the website monthly
  • creating advertisements on Canva
  • sending to print posters or other communications
  • posting information about upcoming events or programs on ECL social media accounts
    • engaging with commenters in a positive and professional manner
  • other duties assigned by the board

Director at Large 2/Volunteer Coordinator (1 year term) VACANT

• Responsible for 
  • coordinating and executing a volunteer schedule for all events and programming.
  • supporting the Program Director with the facilitation and execution of large-scale events (e.g. Family Sport Day, CLD, Halloween)
  • calling out for volunteers for events, Casino, or other tasks
  • other duties assigned by the board.

Director at Large 3/Program Director  (2 year term)

• Responsible for 
  • the upkeep of the programs calendar, alongside the Hall Rental Director 
  • facilitating and executing regular community programs for members
  • supporting Seniors' programming with the Seniors for Seniors group
  • facilitating and executing large-scale events (e.g. Family Sport Day, Buy Nothing, CLD, Halloween)
  • other duties assigned by the board.