Role of Officers

Board Chair

The Board chair:

• Is the spokesperson for the foundation, consistent with Board policy and direction of the foundation
• Chairs all Board meetings
• Manages the activities of the Board and ensures that the Board follows the organization's policies and those imposed by statute or regulation
• Ensures that the Board meetings are conducted efficiently and effectively
• Ensures that the Board has the information and opportunity necessary to come to decisions on matters within its purview
• Sets the agenda in consultation with the staff and other Board members, where appropriate
• Establishes the schedule for meetings, one year in advance, at a regular location and time
• Ensures that items upon which discussion is deferred, are revisited within the appropriate time period
• Ensures that a volunteer recruitment and recognition program is developed and implemented

 Vice Chair

The Vice Chair assumes the duties of the Chair during their absence and will perform other duties prescribed from time to time by the Board.

Past Chair

The Past Chair will chair the Nominating Committee and will perform other duties prescribed from time to time by the Board.

Secretary

The Secretary ensures that minutes of meetings of the Board and members are accurately kept and filed in accordance with statute or regulation and will perform other duties prescribed from time to time by the Board. The Secretary is also responsible for ensuring that prescribed changes in directors, registered office and other corporate information are filed with the appropriate corporate registry and reported to the CRA when required.

Treasurer

The Treasurer chairs the Finance Committee and is responsible for:

• Ensuring that the financial records are updated and maintained
• Ensuring the preparation of monthly financial statements
• Ensuring timely banking and payment of government remittances
• Ensuring the preparation and monitoring of the annual budget
• Ensuring the financial statements are monitored to budget and presented to the Board on a quarterly basis
• Ensuring the cash position in relation to its future obligations is reviewed at least twice a year and presented to the Board
•  Ensuring that there is an annual financial review by an accounting professional of the foundation's financial statements, in accordance with an acceptable accounting framework as identified by Chartered Professional Accountants Canada (CPA Canada), within 120 days of the fiscal year-end
• Ensuring that foundation makes the following information available on its website:
• • their most recent three years of financial statements including notes as approved by the Board and the report of the independent licensed public accountant who conducted the audit or review engagement; and
  •  the names of all Board members

In addition to the above, make the following information available on their website:

• o   their registration number (BN) assigned by the Canada Revenue Agency (CRA); and,
• o   the public portion of their most recent Registered Charity Information Return (form T3010) or RCAAA Information Return (form T2052) as submitted to CRA or a direct link to it.

• Reviewing, approving and ensuring that the annual T3010 is submitted to the Charities Directorate of the Canada Revenue Agency within six months of the fiscal year-end
• Presenting the annual financial statements to the membership within 6 months of year-end and ensuring that the financial statements are publicly available
• Sitting as a member of the Investment Committee

Canadian Law and Regulatory Compliance

Officers have the authority assigned by the bylaws and Board resolutions and remain accountable to the Board. Changes in directors, registered office or other prescribed corporate information will be filed with the appropriate federal, provincial or territorial registry within the applicable deadline. CRA charity-account information will also be kept current.

The Treasurer will ensure that the T3010 is complete and filed within six months after fiscal year-end; adequate books and records are maintained in Canada or made accessible in Canada as permitted by the CRA; and the required audit, review engagement or other financial review is obtained under the Foundation's governing statute, revenue level, articles and member resolutions. A waiver or review-engagement resolution that expires at the next annual meeting must be renewed when required.

Application note: This template must be read with the Foundation's articles, bylaws, gift terms and the federal, provincial or territorial laws that apply to its incorporation, activities and operating jurisdictions. Organization-specific facts and provincial requirements require lawyer confirmation before adoption.

Monitoring: This policy will be reviewed every two years.

Board Acceptance: This policy was approved/reaffirmed at the __________ Board meeting.