THE LEBANESE CANADIAN SOICETY OF BRITISH COLUMBIA

Affiliated with WLCU

Duties of the Executive Committee Members and Board of Directors

1        The duties of the president shall be as follows:

a)                  Spoke person for the Society.

b)                  Represent the society in the WLCU – BC Council ( provincial level)

c)                  Represent the society in the WLCU continental council of the geographical               region USA&Canada

d)                  He/she or his/her designate will represent the Society at outside functions

e)                  Approve the agenda.

d)            To preside at all Board and General Meetings.

e)             To call all meetings to order at the appointed time.

f)             To announce business before the assembly in its proper order.

g)            To state and put to a vote all motions that is properly brought before the assembly.

h)            To preserve order in an orderly fashion.

i)              To decide all questions of order.

j)              The President has the deciding vote in case of a tie vote.

k)             When someone stands to speak and addresses you as president (chair) (Mr. Or Madam Chair person), respond by stating the person’s name if known, or by nodding to acknowledge the person.

l)              The President should acknowledge all speakers, and all questions and remarks should be addressed to the President only.

m)            The President will not enter any debate. If he/she decides to do so, he/she must give the Chair to someone else during the debate.

2        The duties of the Vice President shall be to assist in discharging the duties of the president. The vice president will take the duties of the president in his or her absence.

3        The duties of the Secretary shall be as follows:

a)             The Secretary is the official record keeper. A copy of all correspondence to and from the Society should be kept in proper order.

b)            Keep the records (minutes) of the proceedings of all meetings. The records do not have to be detailed.  However, the Secretary must ensure that each resolution and motion adopted at any meeting is recorded in the minutes.

c)             The Secretary must ensure that the minutes for a meeting is typed and presented to the Board of Directors for approval during the next scheduled meeting.

d)       The secretary must keep a copy of minutes for each meeting and must never use the information personally to make any criticism or any favorable remarks about what was said or done in a meeting.

e)      The secretary should inform the WLCU Regional Secretary General for the geographical region USA&CANADA , about the board elections in the LCS , and forward their name and positions when elected . the same to be done to the secretary of the WLCU-BC council

f)             At the end of the Secretary’s term, he / she shall give up to the successor all books, papers, or anything else belonging to Society.

g)            The secretary shall ensure that the permanent file of the Lebanese Canadian Society of British Columbia remains updated on a routine basis. Such file will include the following:

                                                                                      i.     All minutes

                                                                                     ii.     Copies of all financial statements

                                                                                   iii.     File of annual reports with the Ministry of Finance of British Columbia annually and on time

                                                                                   iv.     Contact names in the BC provincial council of WLCU, and in the  Regional Secretariat General .

                                                                                    v.     Bank account numbers

                                                                                   vi.     Incorporation documentation

                                                                                 vii.     Signing authorities

                                                                                viii.     Copy of updated membership list

                                                                                    ix.     Copy of membership receipts

h)            To you and through you, all communications to the Society shall come. You are therefore, requested to give your most careful attention to all communications received by you and to see that they are brought before the meeting in proper order. You are also to be careful in all your correspondence of a grave nature. You shall keep a copy for reference for the benefit of the Society. The seal of the Society will be in your keeping and the use there of will be done under the signature of the President and Secretary.  You will be responsible by the Society for the safekeeping of the seal. You shall not at any time hand it over to any one unless through sickness or because of anything else over which you have no control, except it be to the president.

i)              Any member is entitled to view the minutes upon written request except for camera meetings.

4        The duties of the Treasurer shall be as follows:

a)             Keep a complete and accurate record of all monies received by you.

b)            All monies received should be promptly deposited in the bank.

c)                  All approved expenses should be paid in a timely fashion.

d)                  Pay the  Annual  membership dues to Regional Secretary General of the WLCU

e)                  Pay the Annual membership dues to the VMS.& BMS. & French Federation(?!).

f)             Prepare profit and loss statements for every event and present to the board.

g)            Prepare year-end financial statements.

h)                  Be prepared to turn over the Society’s books for audit at any point in time.

i)                    At the end of your term, all records and documents belonging to the Society should be turned over to your successor.

j)                    Ensure bank has appropriate signing authority.

k)                  The execution of all documents and the signing of all cheques in connection with the administration of the Society shall be done by any two of the President, Secretary, or Treasurer.

5        The Board of Directors will take an active part in the committees formed by the Society.