Board of Directors Handbook

Job Descriptions and Procedures

Nature Lethbridge Purpose

Nature Lethbridge's mission is to provide enhanced nature appreciation opportunities and understanding for members and the general public.

We will do this by:

  1. Bringing in guest speakers to our monthly meetings to give presentations on research, field work, and trips.

  2. Hosting field trips to appreciate/understand flora and fauna, land use challenges, watershed and landscape dynamics.

  3. Promoting citizen science events such as Christmas Bird Counts (CBC), May Bird Counts, Great Backyard Bird Counts (GBBC), and BioBlitzes.

  4. Promoting Helen Schuler Nature Centre (HSNC) events.

  5. Encouraging the public to become members of Nature Lethbridge. Non-members are welcome to attend all Nature Lethbridge events though only members may vote at society meetings.

  6. While advocacy is not the primary purpose of Nature Lethbridge, information may be disseminated to the membership at the discretion of the Board. Nature Lethbridge opposes the sale of public lands in principle.

Board of Directors Executive Roles

President

  1. Prepares Board, special, and general meeting agendas

  2. Notifies Board of meetings

  3. Chairs Board, special, and general meetings

  4. Reports on Board decisions to special and general meetings

  5. Ensures all members of the Board perform their delegated functions properly

  6. Ensures agendas are followed

Vice-President

  1. Performs all Presidential functions in absence of President

  2. Assume other responsibilities as needed

Immediate Past-President

  1. Advises Board of previous Board’s proposals and decisions

  2. Provides orientation for new Board members

  3. Serves as Chairperson of Nominating Committee

Treasurer

  1. Prepares budget for review by Board and adoption at Annual General Meeting

  2. Ensures signing authorities are up to date

  3. Collects membership dues and other funds due to Nature Lethbridge

  4. Keeps account of Nature Lethbridge’s funds

  5. Pays all bills as directed by the Board, including annual subscriptions and memberships

  6. Provides verbal reports on finances to the Board at each Board meeting

  7. Presents financial statements to the Board quarterly

  8. Ensures books are audited in time for presentation at Annual General Meeting

  9. Fills out provincial form and sends with financial statements and current list of Board position names to Alberta Registries at required time

  10. Ensures prompt deposit of any Society funds

  11. Keeps membership ledger up to date, and sends reminders to members when annual membership fees come due

  12. Reserves a suitable facility within the city for the annual fall picnic

Secretary

  1. Keeps accurate minutes of Board, special and general Meetings and files them

  2. Reads minutes at Board, special, and general Meetings (if requested)

  3. Ensures every member of Board has a copy of the By-Laws and this handbook

  4. Maintains a file of all incoming correspondence and reports correspondence to Board

Communications Director

  1. Oversees Nature Lethbridge’s newsletter, website, and social media accounts, ensuring that members are informed of events and meetings in a timely manner

Directors at Large

  1. Serve on ad hoc committees as requested by the Board

  2. Represent the membership at large at Board meetings

  3. Assist with promotion of Nature Lethbridge events, programs, and opportunities to get involved

  4. Assume other responsibilities as needed

Auditors

  1. Books, accounts, and records shall be audited on an annual basis by a duly qualified accountant or two members of Nature Lethbridge appointed at an Annual General Meeting

  2. Auditors shall inspect Nature Lethbridge’s records to ensure compliance with generally accepted accounting principles

Order of Business for Nature Lethbridge Meetings

Board of Directors Meetings

Meetings shall be held when deemed necessary. Notice is to be provided to all Board members no less than 3 days before the meeting is to be held. Notice may be given by email. Fifty percent of the Board members shall constitute a quorum.

  1. Approval of Agenda

  2. Acceptance of previous meeting minutes

  3. Business Arising

  4. Treasurer’s Report

  5. Committee Reports

  6. Correspondence

  7. New Business

  8. Date of next meeting

  9. Adjournment

Annual General Meetings

Notice of Annual General Meetings, including provisional agendas, will be sent to Nature Lethbridge members via email no less than 14 days before meetings are to be held. Agendas will be available on site if the meeting is held in-person.

  1. Approval of Agenda

  2. Acceptance of previous AGM minutes

  3. President’s Report

  4. Treasurer’s Report

  5. Auditor’s Statement

  6. Election of Officers

  7. Business Arising

  8. New Business

  9. Appointment of Auditors

  10. Adjournment

Important Resources

Nature Lethbridge website

http://www.naturelethbridge.ca/

Nature Lethbridge By-Laws

http://www.naturelethbridge.ca/by-laws/

Nature Lethbridge Purpose & Guiding Principles

http://www.naturelethbridge.ca/purpose-guiding-principles

Helen Schuler Nature Centre Website:

www.Lethbridge.ca/Nature

Nature Alberta:

http://naturealberta.ca/

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October 12, 2022