Position Purpose

• The President must ensure that the Executive Committee functions properly, that there is full participation during the meetings that all relevant matters are discussed and the effective decisions are made and carried out.

Duties & Responsibilities

• to provide leadership.
• to ensure the Executive Committee functions properly:
  • the President is responsible for making sure that each meeting is planned effectively, conducted according to by-laws and that matters are dealt with in an orderly, efficient manner. The President must make the most of all of their executive members, building and leading the team.
• to ensure the organization is managed effectively:
  • the President must co-ordinate the Executive to ensure that appropriate policies and procedures are in place for the effective management of the club.
• to provide support and supervision to the chief officers, namely the Vice-President and treasurer.
• to represent the organization as its figurehead:
  • the President may, from time to time, be called upon to represent the organization and sometimes be the spokesperson at, for example, functions and meetings.

Position Purpose

• the Vice President must provide support, as required, to the President in the fulfilment of their position purpose.
• the Vice President must perform the duties and responsibilities of the President, when the President is unavailable.

Duties & Responsibilities

• to provide leadership.
• to ensure the Executive Committee functions properly:
  • the President is responsible for making sure that each meeting is planned effectively, conducted according to by-laws and that matters are dealt with in an orderly, efficient manner. The President must make the most of all of their executive members, building and leading the team.
• to ensure the organization is managed effectively:
  • the President must co-ordinate the Executive to ensure that appropriate policies and procedures are in place for the effective management of the club.
• to provide support and supervision to the chief officers, namely the Vice-President and treasurer.
• to represent the organization as its figurehead:
  • the President may, from time to time, be called upon to represent the organization and sometimes be the spokesperson at, for example, functions and meetings.
• to prepare a slate of officers to stand for election at the AGM.

Position Purpose

• the Secretary is the principle administrative officer responsible for the documentation and communication of the activities of the Executive Committee, and provides the links between the Executive Committee, club members, the Owner and Operator and outside agencies. Acts as a point of contact providing information or details about membership, training, meetings, events, and activities.

Duties & Responsibilities

• organizes the agenda for relevant meetings in consultation with the Executive Committee members and circulates it during the week prior to the meeting.
• records the minutes at Committee meetings and ensures these are distributed to members expeditiously after each meeting (no later than 14 days).
• ensures that all business is completed and all decisions properly understood and recorded (includes signing and maintaining a copy of the final approved minutes).
• helps co-ordinate club events and activities.
• compiles the clubs annual report to the AGM.
• maintains records and ensures effective management of all club records (including any constitutional documents, minutes, financial reports, any other official records and lists of members).
• ensures that proper notification is given of the AGM and/or other meeting, as specified in the by-laws.
• received, records, and responds to any club correspondence.
• represents the club at local, regional, and national level meetings.
• may be required to supervise volunteers at club functions/events/activities.

Knowledge & Skills

• should have basic administrative and computer skills for record keeping.
• should be well-organized and possess good communication skills.
• should have tact and discretion (be able to keep confidential matters confidential).
• should be self-motivated and able to delegate.

Position Purpose

• the Treasurer, as chief financial management officer, is responsible for all of the Club’s finances and the maintenance of accounts. The Treasurer provides reports to the Executive Committee on the financial standing of the club and the detailed report of the club’s financial status at the AGM. The Treasurer is also responsible for communicating with the Owner and Operator on financial matters involving the club, including the provision of estimated for expenditure.

Duties & Responsibilities

• liases with the Owner/Operator on matters of finance and administers all financial affairs of the club.
• leads the Club’s annual budget process, ensures an appropriate annual budget is provided to the Executive Committee for approval and monitors budget carefully.
• maintains adequate and detailed accounts/records regarding the Club’s financial transactions, including accurate and up-to-date records of income and expenditure.
• develops Club financial policies and procedures.
• manages the ClUb’s cash flow and is accountable for the Club’s petty cash.
• compiles an end-of-year financial report to be submitted along with the Secretary’s annual report to the AGM.
• receives any incoming monies and collects any monies that are owed to the club.
• applies for grants from other bodies and seeks sponsorships or organizes fund raising events, as required.
• provides advice to the Executive Committee on management of club finances.
• supports any require auditing processes.
• must be accountable to the Executive Committee, and ultimately the members, for all financial transactions.

Knowledge & Skills

• should have an awareness of procedures for handling financial transactions (eg. cash, cheques) and be able to maintain accurate records (working with spreadsheets).
• should have good organizational and communication skills and be trustworthy.

Position Purpose

• plan, register, organize, and manage all registered and non-registered club competitive events.
• plan, organize, and manage the in-house club league and normally-run mail matches.

Duties & Responsibilities

• plan club tournament dates for both registered and non-registered events for the Indoor and Outdoor season, and both seasonal editions of the Club League and Championships.
• key events to be planned and booked annually are:
  • OAA Ten Ring Provincial Indoor Championship,
  • Archery Canada Indoor National Championship,
  • Archery Canada MICA Championship of the Americas,
  • CAMEX Tournament(s) in cooperation with Les Cameleons de Gatineau,
  • XQuest Archery Club Championship.
• registering these events with the OAA and Archery Canada respectively.
• organizing a Provincial level judge for these events.
• plan and organize several practice tournaments in the lead-up to major events.
• remit the required registration fees to OAA and AC.
• after all shoots, fill out tournament reports with results (scores) and submit to either the OAA tournament coordinator or Archery Canada Coordinator.
• set up and maintain any of the in-house leagues and mail matches that are running any given season.
• responsible for providing advertising, sign-up sheets, and ongoing information on the club league.

Position Purpose

• The communications coordinator must ensure that information important and/or relevant to the membership is communicated in a timely manner.

Duties & Responsibilities

• liases with the owner and operator on matters of communication.
• publishes monthly newsletters.
• provide input on XQuest Archery information publications, as appropriate.
• ensures that the XQuest Archery Club website is up-to-date.
• ensures update of all club and range information displayed electronically.

Knowledge & Skills

• should have basic administration and computer skills for document creation.
• should be well-organized and have good communication skills.
• should have basic grammar and editing skills.

Position Purpose

• organize club social events such as the monthly Social Night, end of year party and other ad-hoc events (eg. archery tag, XMas potluck, etc)

Duties & Responsibilities

• Social Night (generally the 3rd Friday evening of every month from September to April):
  • a month before each Social Night:
    • determine the theme and post on archery club website, produce hardcopy posters that can be put up in the range.
    • write a blurb for the club newsletter announcing the Social Night theme and send to Communications Coordinator for posting.
  • at each social night:
    • ensure that the game rules and supplies are ready – keep receipts for purchases and arrange with Treasurer for compensation.
    • organize and put away supplies at the end of the Social Night.
    • if developing a new game, write out the game rules and keep in Social Night File.
• End of Year Party:
  • arrange with owner/operator the hosting of and end of year party, subsidized by the $5 fees paid by the Social Night Participants throughout the year.
• Ad-hoc events (eg. XMas potluck, Club Championships, external outing):
  • contact host facility to determine availability and cost.
  • post sign up sheets in the range, detailing the nature of the event, and asking for interested people, their availability and contact information.
  • determine the date of the event and post the details in the range.