Duties of Members of the Board of Directors

President

The President of the Section shall act as chairperson at all meetings of the section and of the Board of Directors.  The President shall appoint all special committees and shall represent the Section, when necessary at meetings of other bodies; and in general perform duties commonly associated with this office.  The duties of the President are:

  1. Know the Section and Society bylaws.
  2. Ensure that the Section policies and bylaws are followed.
  3. Implement Section activities through timely appointments and delegation of responsibility.
  4. Encourage member participation and leadership development through committee involvement.
  5. Plan for proper training of Section leaders.
  6. Be a leader who inspires confidence and cooperation.
  7. Enable his team to set and implement section goals.
  8. Call and preside at all meetings of the Section and its Board of Directors.
  9. Serve as signatory with the Treasurer for cheques issued by the Section and with the Secretary for all legal notices and documents.
  10. Invite new members (using a list supplied by the Membership Director) to attend the Section meetings to receive recognition.
  11. Plan for continuity of Section operation and facilitate a smooth transition for new members of the Board of Directors.

Vice-President / President Elect

The Vice-President / President Elect shall assist in the performance of the presidential duties and shall preside at meetings in the absence of the President.  The Vice-President/President Elect shall act as liaison between the Board of Directors and all special committees appointed by the President.  The Vice-President/President Elect shall be responsible to the Board of Directors for the annual review and updating if necessary, of the policy manual and by-laws of the Section.  The duties of the Vice President/President Elect are:

  1. Assist the President as and when requested.
  2. Develop leadership for the coming year.
  3. Serve in the absence of the President.
  4. Assume special projects as assigned by the President.
  5. Prepare the Section's Annual Report and arrange for its submission to ISA Headquarters in Research Triangle Park, North Carolina no later than the specified due date of May 30.   Since delivery of the report to ISA Headquarters after this date will disqualify the Section from competing for a Section award it is recommended that a courier service be employed to ensure timely delivery.
  6. Provide the Section�s Historian with a second copy of the Annual Report, to be retained by the Section's Historian to form part of the Section's archives by providing a permanent record of activities of the Section as documented by the minutes of the Board of Director meetings.
  7. Ensure that the Administrative Assistant retains two copies of all section documentation throughout the year to facilitate preparation of the Annual Report.
  8. Assist the Honors and Awards Chairperson in the preparation of documentation for submission of Section members for Society awards/recognition.
  9. Review, no later than by the March Board of Directors' meeting, the responsibilities for all members of the Board of Directors to make recommendations to the Board for any additions, deletions and/or changes.
  10. Submit to the Board of Directors, by September of each year, an inventory of all property (equipment, computers, software, etc.) identified by supplier, model number, serial number, etc. owned by the Section.  (Inventory list to include the location of the item and the Section member responsible for the items' custody).
  11. Review the Section�s Insurance Policy which, unless agreed to by the Board of Directors, is to provide Director and Section liability up to $1,000,000 and for theft of equipment with a deductible of $500.00.  The results of this review are to be presented at the September Board meeting.
  12. Handle all travel and accommodation arrangements for members of the Board of Directors attending the annual District 10 workshop.

Secretary

The seal of the Section shall be kept in the custody of the Secretary.  The seal of the Section shall be authenticated by the signatures of the President and either the Secretary or Treasurer.   The duties of the Secretary are:

  1. Responsible for minutes of all Board of Directors' meetings.
  2. Maintain records of monthly meeting programs and agendas.
  3. Correspond with Society, District and Section officers, ISA and with other individuals and groups as may be necessary.
  4. Safeguard legal documents such as the Section Certificate of Incorporation, Bylaws, corporate seal and copies of any contracts, etc.
  5. Serve as parliamentarian.
  6. Assist the President and Board of Directors in other duties as necessary.
  7. File the Section's Annual Return with the Municipal Affairs Registries to ensure that the Section retains its not for profit status by registration under the Societies Act of Alberta.

Treasurer

The Treasurer shall be responsible to the Board of Directors for all financial matters for the Section.  The duties of the Treasurer are:

  1. Maintain financial records for all financial transactions of the Section.
  2. Pay all bills and bank all receivables.
  3. Arrange for the annual audit of accounts.
  4. Prepare an annual budget, on the basis of information supplied by members of the Board of Directors that is to be adopted at the September meeting of the Board of Directors.
  5. Obtain necessary documents from the bank for signing authority changes as directed by the Board of Directors.
  6. Submit all financial records for year-end to independent auditors.

Program Director

The Program Director shall be responsible for planning stimulating and interesting meeting programs on behalf of the Section.  The duties of the Program Director are:

  1. Form a program committee.
  2. Prepare a program budget.
  3. Arrange technical meetings and tabletop displays, plant tours, workshops, and other meetings as deemed appropriate.
  4. Make arrangements for suitable meeting space, refreshments/dinner, and AV equipment.
  5. Arrange for speakers, invitations, confirmation, accommodations, and transportation, hosting during meeting.
  6. Secure Board of Directors' approval of the program.
  7. Serve as liaison with publicity committee prior to each meeting and for special events.
  8. Arrange for collection of charges for food at meetings, issue receipts, track visitors for follow up by the Membership Director.
  9. Evaluate each program.
  10. Document the details of each general meeting for inclusion in the Section's annual report.

Membership Director

The Membership Director shall be responsible for the promotion and growth of the Section membership.  The duties of the Membership Director are:

  1. Organize a committee to plan, develop and implement a membership-marketing plan, which focuses on both recruitment and retention.
  2. Keep the Board of Directors advised on matters affecting membership relations.
  3. Utilize the attendance log from each general meeting to contact non-members to encourage them to join ISA.
  4. Recognize Section members who have obtained long member status, e.g. 25 years, 30 years, etc. by presentation of the appropriate ISA long service membership pins.  Presentation of these pins should take place at a general meeting at which other awards are being presented.

Professional Development Director

The Professional Development Director shall be responsible for planning, organization and delivery of all Professional and/or Personal Development courses, workshops or programs on behalf of the section.  The duties of the Professional Development Director are:

  1. Arrange for the Section to offer at least two ISA Training Courses in each program year, with the course fees to be governed by the current policy of ISA for courses hosted by ISA Sections.
  2. Arrange Personal Development Courses if a deemed demand exists.
  3. Prepare a budget for delivery of the professional and personal development courses for approval at the September Board meeting.
  4. Arrange for an annual donation of ISA books/tapes to NAIT and/or U of A with the institution(s) to receive the donation(s) decided upon by the Board of Directors, on a yearly basis.
  5. Maintain liaison with NAIT and U of A and other organizations devoted to technical education.

Communications Director

The Communications Director, who will chair the communications committee, shall be responsible for all communication aspects of the section.  This includes coordination of all publications and/ or communications with respect to the monthly Newsletter (the Contactor), Internet and www.isaalbertadirectory.ca and Technical Handbook. The www.isaalbertadirectory.ca and Technical and Handbook, is published annually, with the Edmonton and Calgary Sections assuming responsibility for the production of the Directory on a two year cycle, with the Edmonton Section responsible every year for distribution of the Directory and for collection of the advertising revenue.  The duties of the Communications Director are as follows:

  1. Assume responsibility for production of the Directory when the Edmonton Section is responsible for production of the Directory.
  2. Solicit bids, on a three year cycle, from publishers interested in publishing the Directory, with the bids presented at the December meeting of the Board of Directors with the bids to cover all facets of Directory production including advertising, typesetting, proofreading, printing, delivery to both Edmonton and Calgary as well as invoicing for and collection of the charges for all advertising.  The selected publisher is expected to attend the Calgary and Edmonton the ISA Exhibition and Conference events to maintain contact with existing advertisers and to solicit new advertisers.
  3. Seek approval of the Board of Directors if the Alberta Directory and Technical Handbook Committee recommend a change of publisher.
  4. Maintain close contact with the Directory publisher and the designated board member of the Calgary Section responsible for the Directory.
  5. Approve any payments to the publisher and inform the Treasurer who is responsible for the deposit of all Directory advertising revenue.
  6. Approve, in conjunction with the Treasurer, in a timely manner payment(s) to the Calgary Section for their share of profits from the Directory advertisements.

Newsletter Editor

The Newsletter Editor, who is responsible for the production and distribution of the newsletter "The Contactor", is a member of the communications committee and responds to the Communications Director.  The duties of the Newsletter Editor are:

  1. Publish "The Contactor" ten times per year.
  2. Accumulate the necessary information, in a timely manner, for each issue of The Contactor to ensure its publication two weeks prior to the date of the next upcoming general meeting.
  3. Transmit a copy of The Contactor, when completed, to the Internet Editor for posting on the Section's Website.
  4. Distribute "The Contactor" electronically by E-mail and as a "paper copy" according to the wishes of the individual member of the Section.
  5. Solicit approval from the Board of Directors, prior to the start of the program year, for any changes to the rates for advertisements.
  6. Approve the inclusion of any advertising that is to appear in The Contactor, provided the maximum page restriction is not exceeded.

Internet Editor

The Internet Editor (Webmaster), who is responsible for the maintenance of the section Website to ensure that the site contains correct and timely information, is a member of the communications committee responding to the Communications Director. The duties of the Editor are as follows:

  1. Post newsletters and meeting flyers in a timely manner.
  2. Post notices for upcoming ISA sponsored events.
  3. Maintain all Edmonton Section registered domain names.
  4. Keep the Board of Directors contact information up-to-date.

Database Coordinator

The Database Coordinator is responsible for maintaining and updating the section's database(s) which are not available for purchase. The duties of the Database Coordinator are:

  1. Maintain the following databases:
    • Edmonton Section members
    • Meeting notification contact lists
    • Edmonton Section Conference and Exhibition attendance lists
  2. Maintain ISA database information, provided in a comma delimited format by ISA for the following databases:
    • Edmonton Section membership
    • District 10 membership
    • NAIT student membership
    • University of Alberta student membership
  3. Ensure none of the information in any of the databases maintained by the Section or databases obtained from ISA is made available to any outside source other than for section business as approved by the Board of Directors.
  4. Communicate as necessary, concerning database matters, with the Calgary Section, which maintains its own membership database.

Marketing Director

The Marketing Director shall be responsible for promoting ISA activities throughout the Province in industries, professional associations and to the general public on behalf of the Section.  The duties of the Marketing Director are:

  1. Develop media contacts for publicizing the meetings, shows and activities of the Section.
  2. Maintain a record of news releases (where sent, date and clippings).
  3. Coordinate ISA activities with other technical organizations.

Conference and Exhibit Director

The Conference and Exhibit Director acts as the "Show Manager" and is the chairperson of the show committee.  The committee consists of:

  1. Show Manager (Chairperson)
  2. Facility Coordinator
  3. Seminar Coordinator
  4. Show Treasurer
  5. Membership Director
  6. Communications Director
  7. Show Guide Editor
  8. Other positions as deemed necessary by the Committee.  A separate Manual of Operation and Procedures for the Section�s biannual exhibition and conference is available on an as needed basis.

Past President

The position of the Past President for the section is filled by default.  The latest available Past President shall serve as a member of the Board of Directors and shall act as advisor to the President.  This Past President shall preside at meetings in the absence of both President and Vice-President/President Elect.   As Society Delegate the Past President shall attend the regular and special meetings of the Council of Society Delegates and shall represent and act on behalf of the section.  The Past President shall have voting power as specified by the by-laws of the Society.  In the event that the Past President is unable to attend a meeting of the Council of Society Delegates, the Board of Directors may appoint an alternate to represent the Section.  The duties of the Society Delegate are:

  1. Attend the Annual Council of Society Delegates Meeting, which includes:
    • District Council Meeting
    • Members Meeting
    • Council of Society Delegates meeting
  2. Attend special meetings of the Council of Society Delegates.
  3. Serve on the District Nominating Committee, which nominates the District Vice-President, the District Nominator, and the District Alternate Nominator.
  4. Confer with and make suggestions to the District Vice-President and other District officers.

Honors and Awards Chairman

The current Past President shall act as the section's Honors and Awards Chairman.  The duties of the Honors and Awards Chairman are:

  1. Informs the Section membership of the available society awards.
  2. Provides nomination forms to Section members as requested.
  3. Ensures that nomination deadlines are met.
  4. Collects background on nominees and submit nominations to the Society Honors and Awards Committee when requested.
  5. Solicits fellow board members for suggestions of members in the Section membership worthy of nomination for a section or society award.
  6. Purchases and presents suitable memento of thanks to the outgoing Section President at the Sections Annual General Meeting.

Student Section Liason

The Student Section Liaison is responsible for building and maintaining good relations between the Edmonton Section and the Northern Alberta Institute of Technology (NAIT) and University of Alberta (U of A) Student Sections.  The responsibilities of the Student Section Liaison are:

  1. Establishes a good working relationship with the NAIT and U of A Student Section Advisors and Presidents.
  2. Conveys information to the Student Section relative to regular section and other ISA activities.
  3. Promotes student interests to the Edmonton Section.
  4. Coordinates special programs for the students that are sponsored by the Edmonton Section.
  5. Encourages students and the Student Section Advisor to attend regular Section meetings.
  6. Encourages the Student Section Advisor and the Student Section Presidents to attend the District 10 Workshop.
  7. Recommends to the regular Section financial support as needed for the Student Sections.

Student Section Advisors

Both NAIT and U of A Student Section Advisors are ex-officio members of the Board of Directors.

Standards and Practices Director

The Standards and Practices Director shall promote and publicize ISA's Standards and Practices program, as well as encourage the acceptance and use of ISA standards.  The duties of the Standards and Practices Director are:

  1. Continually expand personal knowledge of the voluntary standards process and the functions of the Standards and Practices Department.
  2. Recruit members to serve as possible reviewers in order to maintain a classified list of reviewers to assist in selecting the best reviewer(s) for each draft standard.
  3. Promote the review of draft ISA standards.
  4. Notify the membership of current Standards and Practices activities.

ASET Liason

The ASET Liaison shall be responsible for providing information to the office of the Alberta Society of Engineering Technologists (ASET) concerning the Section's General meetings and professional development courses and to provide the section with information provided by ASET as it relates to the interests and responsibilities of our members.

APEGGA Liason

The APEGGA Liaison shall be responsible for providing information to the office of the Association of Professional Engineers, Geologists and Geophysicists of Alberta (APEGGA) concerning the Section's general meetings and professional development courses and to provide the section with information provided by APEGGA as it relates to the interests and responsibilities of our members.

Section Historian

The Section Historian, as the record keeper for the Section, is responsible for the safe storage of all past Section records. These records will include all section Annual Reports as well as any other material, which the Historian deems of archival value.