Edmonton Irish Sports & Social Society

Annual General Meeting for 2021/22

WHEN: Sunday March 27, 2022

TIME : 1:00 PM 

WHERE: Irish Centre

Elections take place at the meeting. The following is a brief description of each executive position:

All Executive positions must be able to familiarize themselves with the By-Laws and Roberts Parliamentary rules; attend and contribute to the monthly meetings; be committed to the position; be comfortable in communicating (both written & verbal); be able and willing to volunteer and help out when needed; work well with others; and be respectful of each other.

The Irish Sports & Social Society By-Laws (in Article 5) outline the duties for each of the Executive positions.

The following highlights some of the skills/tasks necessary for each of the Executive positions,however does not include all.

President – be able to … have an overall view and understanding of the Club; represent the Club at various events when needed; attend and conduct Club meetings; ensure law and order is kept at the meetings; sign the minutes of the meeting after their adoption; counter-sign all cheques; schedule appointments and organize work that is necessary for the proper functioning of the Club; manage the security and alarm system; fill the role of the bar liaison (work closely with the bar lead on work schedules; monitor bar prices; oversee bar orders; resolve issues, etc.); and provide a monthly bar report to the Executive committee.

Vice President – be able to … assist the President; fill in for the President when he/she is absent; sign cheques; fill the role of the kitchen liaison (work closely with the kitchen & janitorial staff on work schedules, monitor food prices, order food & supplies, help resolve issues, etc.); and provide a monthly kitchen report to the Executive committee.

Secretary – be able to … record and prepare meeting minutes & agenda; receive & read any correspondence; prepare and send letters as needed; file all incoming and outgoing correspondence; use excel, word and email; prepare for mail outs (mailing labels, stamps, envelopes, etc.); keep the membership listing current; keep a current email distribution listing of members; prepare, present to the Executive committee and file with the minutes a membership report; ensure the President signs the minutes after their adoption; and receive and file copies of the monthly reports with the minutes.

Treasurer – be able to … work well with money; prepare and make weekly bank deposits; keep all bills and invoices current; prepare payroll; prepare and submit grant applications; organize the casino (which includes preparing reconciliation of casino funds to AGLC); sign cheques; and provide financial statements and account balances at the monthly meetings; and provide the secretary with a copy of the statements for filing.

Social Convener – be able to … organize all social activities throughout the year (this includes Club events such as St. Patrick’s Day, Family Picnic, Halloween, Kiddies’ Christmas party, New Year’s Eve, etc,); order tickets for social events; seek out and book entertainment; schedule Club rentals; oversee all social events; organize and be responsible for any sub committees for social events; be responsible for any money collected from social events; prepare a financial statement following each social event; advertise social events using posters, Facebook, web site, etc.; report monthly to the Executive Committee on social events; and provide the secretary with a copy of the monthly Social report for filing with the minutes.

Sports Convener – be able to … organize all sports activities throughout the year (this includes GAA games & breakfast, golf tournament, UFC fights, etc.); work with providers (Premium Sports) to schedule sporting events; promote local sporting events such as hockey & football;
prepare & post schedule for local sporting events; oversee all sporting events; organize and be responsible for any sub committees for sporting events; be responsible for any money collected from sporting events; prepare a financial statement following each sporting event; advertise sportIng events using posters, Facebook, web site, etc.; report monthly to the Executive Committee on sports activities; and provide the secretary with a copy of the monthly Sports report for filing with the minutes.

Cultural Convener – be able to … organize all cultural activities throughout the year (this includes Heritage Days, Rose of Tralee, FEIS, etc.); provide assistance to the Social Convener with St. Patrick’s Day celebrations; work with the local dance schools for use of the stages and the trailer for the FEIS; be the main contact with the Heritage Festival Committee; prepare applications, order forms, etc. needed for Heritage Days; organize volunteers for Heritage Days; schedule meetings and work with the Rose of Tralee committee; oversee all cultural events; organize and be responsible for any sub committees for cultural events; be responsible for any money collected from cultural events; prepare a financial statement following each cultural event; advertise cultural events using posters, Facebook, web site, etc.); report monthly to the Executive Committee on cultural events; and provide the secretary with a copy of the monthly Cultural report for filing with the minutes.

Trustee – be able to … read and comprehend financial reports; ensure all monies received is deposited; examine and audit the accounts and books at least once a year; examine the minutes of all meetings and Club activities; and report and advise on all matters relating to the dishonest administration of the Club.

Member at Large – be able to … provide help where needed; and perform duties as the Executive committee may direct.