Edmonton Irish Sports and Social Society

Annual general meeting

Information

AGM : Sunday March 26, 2023

TIME : 1:00 PM

WHERE: Irish Centre

Elections take place at the meeting.

If you are unable to attend the meeting but would like your name to stand for a position(s) please advise one of our Trustees which positions you are interested in.

Our trustees are Sinead Brady, Shane Callaghan, and Leanne Darling.

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.

President

Section No. 1

The President shall preside at all General Meetings of the Club and at all meetings of the Executive Committee, conducting same in an orderly manner in accordance with Parliamentary Procedure and in accordance with the By-laws of the Club.

Section No. 2

He shall preserve harmony at meetings and may, on the occurrence of violent disorder, dissolve the meeting by announcing its adjournment or suspend the meeting for a stated interval in order to give heated tempers time to cool.

Section No. 3

He shall sign minutes of meetings immediately after their adoption.

Section No. 4

He shall counter-sign all cheques in payment of authorized accounts and bills after such cheques have been prepared and signed by the Treasurer.

Section No. 5

He shall make appointments not otherwise provided for and transact such other business as may, of right, pertain to his office and which may be necessary for the proper functioning of the Club.

Section No. 6

He may remove from an appointed committee any member who is failing to perform his duties satisfactorily.

Vice president

Section No. 1

It shall be the duty of the Vice-President to render such assistance to the President as he may require and shall fill the office in case of the absence, death, removal, or resignation of the President for as long as necessary.

Section No. 2

He shall have authority to sign cheques in place of the President if the President is not readily available.

Section No. 3

He shall perform such other duties as the Executive Committee may direct.

secretary

Section No. 1

The Secretary shall keep a correct, full and impartial record of the proceedings of general, extraordinary interim and executive meetings.

Section No. 2

Upon the adoption of the minutes, he shall sign them and present them to the President for his signature.

Section No. 3

He shall read and preserve all important documents, papers and letters and conduct all official correspondence, retaining on file copies of all letters written and received by him.

Section No. 4

He shall keep custody of the seal of the Club and affix same to all official documents.

Section No. 5

He shall confirm by letter all important arrangements made on behalf of the Club by anyone authorized to do so.

Section No. 6

He shall keep an up-to-date listing of all members and prepare and mail out bulletins as required.

Section No. 7

Within the month (December) immediately following the club’s anniversary month (November) he shall file with the companied by a signed copy of the last audited financial statement and require filing fee, as required by Section 25 of the Societies Act.

Section No. 8

At the end of his term in office he shall turn over to his successor all papers, records and documents belonging to the Club.

Treasurer

Section No. 1

The Treasurer shall receive all monies payable to the Club, issue receipts therefore and deposit same to the Club’s account in such bank as the Executive Committee may direct.

Section No. 2

He shall keep proper accounts of all financial matters of the Club and report monthly to the Executive Committee on the state of finances.

Section No. 3

Disbursements from the funds of the Club shall be made, in the case of sums larger than $20.00 by cheques except for payments for Club functions while said functions are in progress.

Section No. 4

A petty cash fund may be authorized by the Executive Committee for the payment of small sums but in no case may it be greater than $50.00

Section No. 5

Cheques shall be prepared and signed by the Treasurer and counter signed by the President or in some cases by the Vice-President.

Section No. 6

He shall submit his books and records for examination by the Trustees when requested, which will be at least once a year. At time of examination, he shall furnish evidence from the Bank attesting amount on deposit.

Section No. 7

At the end of his term in office he shall turn over to his successor all properties and assets, including funds, books and records, belonging to the Club.

Social Convener

Section No. 1

He shall organize and be responsible for all social activities subject to the approval of the Executive Committee.

Section No. 2

He shall make known to the Executive Committee his choice of selection of other members to serve on the Social Committee and the Executive Committee shall give it due consideration when appointing members to that Committee.

Section No. 3

He shall be responsible for any money he collects from social activities and deliver same to the Treasurer who will issue him with a receipt.

Section No. 4

He shall keep the Executive Committee closely informed on the performance of the social committee and all sub-committees in this category and on all tentative and immediate plans concerning same.

Section No. 5

Any sub-committee in the social area, e.g. picnic, shall be responsible to the Social Convener.

Sports Convener

Section No. 1

He shall organize and be responsible for all sports activities subject to the approval of the Executive Committee.

Section No. 2

He shall make known to the Executive Committee his choice of selections of other members to serve on the Sports Committee and the Executive Committee shall give it due consideration when appointing members to that committee.

Section No. 3

He shall be responsible for any money he collects from Sports activities and deliver same to the Treasurer who will issue him with a receipt.

Section No. 4

He shall keep the Executive Committee closely informed on the performance of the Sports Committee and all sub-committees in this category and on all tentative and immediate plans concerning same.

Section No. 5

Any sub-committee connected with Sports, e.g. soccer, shall be responsible to the Sports Convener.

Cultural Convener

Section No. 1

He shall be responsible for promoting all aspects of our culture such as art, music, drama, language, and dancing subject to the approval of the Executive Committee.

Section No. 2

He shall make known to the Executive Committee his choice of selection of other members to serve on the Cultural Committee and the Executive Committee shall give it due consideration when appointing members to that committee.

Section No. 3

He shall be responsible for any money he collects from Cultural activities and deliver same to the Treasurer who will issue him with a receipt.

Section No. 4

He shall keep the Executive Committee closely informed on the performance of the Cultural Committee and all sub-committees in this category and on all tentative and immediate plans concerning same.

Section No. 5

He shall represent the Club on all Cultural and Heritage Boards where requested to do so. An incumbent from the Irish Sports and Social Society of such board shall complete his term.

Section No. 6

Any sub-committee connected with Culture, e.g. feis, shall be responsible to the Cultural Convener.

Trustee

Section No. 1

The trustee shall have the supervision of all funds and properties of the Club.

Section No. 2

It shall be their duty to see that the Treasurer deposits all monies received by him in the Bank designated.

Section No. 3

They shall see that the Treasurer is bonded. The bonding shall be done at the expense of the Club for an amount determined by the Executive Committee.

Section No. 4

The accounts and books of the Club shall be examined and audited by the Trustees at least once a year and their corrections ascertained and certified by the elected Trustees who shall make their report to the Executive Committee before the Annual General Meeting.

Section No. 5

If they require assistance in preparing the financial statement, the Trustees may engage the service of a qualified accountant.

Section No. 6

They shall examine the minutes of all meetings and the files of all Club activities.

Section No. 7

They shall also report and advise on all matters they may deem in the interest of the efficient honest administration of the Club.

Section No. 8

They shall have the power to examine all books of the Club at any time.

Section No. 9

They shall be the Nominating Committee for elections.

Section No. 10

They shall give instructions on the administration of the Reserve Fund, the Building Fund and any special assets; and ensure that any disbursements or additions are made only with their knowledge and approval.

Section No. 11

In the event of the Trustees’ disapproval, the Executive must call a General Meeting to resolve the matter.

member at large

Whose duties shall be as required by the executive.