Job Descriptions for the Parent Executive of the Airdrie Highlander Cadet Parent Association

PRESIDENT

• Preside at all Meetings of the Society and the Board; and conduct them according to established procedures.
• Decide the dates for meetings, bearing in mind the time constraints and availability of members.
• Establish the agenda for each meeting so that current and necessary topics of business are dealt with.
• Ensure that the Board’s various responsibilities are delegated and carried out.
• Shall be ex-officio a member of all committees.
• If unavailable, appoint the Vice-Chairman to replace him/her during meetings.

VICE-PRESIDENT

• Act in place of the PRESIDENT in his or her absence.
• Have specific duties assigned by the President from time to time

PAST-PRESIDENT

• Serve in an advisory capacity to the Executive Committee and assist the President in such matters as may be asked of him/her.
• This is not an elected position.   Outgoing President who wishes to serve in this position automatically steps into this post.

SECRETARY

• Attend all Meetings of the Society and the Board and keep Minutes of the same.
• Draft and distribute Minutes of each Meeting.
• Keep an up-to-date record of all Society Members and their addresses.
• Notify all members of various upcoming meetings and activities.
• Keep a record of all correspondence, inform the members and prepare the necessary replies.
• Collect and receive the annual dues or assessments levied by the society. Such monies shall be promptly turned over to the Treasurer for deposit as required.
• Keep and file all documents relevant to the operation of the Society and the Board.
• Shall have charge of the Seal of the society which whenever used shall be authenticated by the signature of the Secretary and the President, or, in the case of the death or inability of either to act, by the Vice-President.
• File the Annual Return of the Society, with Corporate Registry.

TREASURER

• Assume the responsibility and safekeeping of the Society’s funds.
• Keep a strict accounting of the Society’s revenues and expenses.
• Present a detailed Financial Report at each monthly meeting.  This may include a report from the Commanding Officer on any accounts he/she keeps separately from Board funds.
• Issue the necessary cheques for payment of the Society’s commitments and invoices.
• Collect in person all funds due and owing to the Society and deposit without delay.
• Shall present a full detailed account of receipts and disbursements to the Board whenever requested.
• Prepare a year-end financial statement, for presentation and discussion at the Annual General Meeting, and submit a copy to the Secretary for the records of the Society.
• Arrange for the issuing of official receipts for charitable donations.
• Represents the first line of contact between the Society and the Society’s Bank.   This is for the filing of appropriate documents, supplying requested material, etc.

Coordinators

Generally, coordinators may be requested from the floor to fill general or specific duties.  The President may assign duties where individual abilities will be used to the fullest in order to meet the Corps’ goals.  Coordinators may be called upon to use their organizational skills in occasional duties (i.e. social events, annual reviews, sports activities, fund-raisers, etc.).  At these times, Coordinators may seek the support and co-operation of other members of the Executive to carry out their assigned duties, or may ask for the support of people not belonging to the Board who can provide beneficial resources.

Specifically, the Airdrie Army Cadets Board should have the following:

Web Presence Coordinator

This person is responsible for maintaining and directing the Airdrie Army Cadets web presence.  This includes, but is not limited to: the Airdrie Army Cadets Website, Facebook page, Twitter, and any other online social media that seems appropriate.

They should also work with the Public Relations Coordinator to coordinate press releases and getting information to as many outlets as possible.

They are also responsible for maintaining the Airdrie Army Cadets website including: arranging or performing maintenance, making sure that it is running smoothly, handling bills for hosting and domain name registration.

Please keep in mind that while one person needs to take responsibility for managing the web presence, they could easily have multiple people who help out with various tasks as needed.

Ways and Means Coordinator

This person will be responsible for co-ordinating and investigating ideas for raising funds to support the Corps, where those funds are needed and not provided by the DND.   This can include fundraising ventures that may or may not include assistance from the Cadets, securing Government Grants, seeking corporate, private or organizational donations, or any other fundraising schemes that may be deemed appropriate, prudent and fruitful.

This Co-ordinator is in no way expected to garner all of the Board’s necessary funding alone.   Fundraising will be a responsibility of the whole Board, and its individual members, and specific types of fundraising may be assigned to various other Board members using their best attributes and resources.

The Ways and Means Co-ordinator, along with other Executive members, should have major influence in the acceptance of a yearly Budget for the Corps, based on available finances.

This Co-ordinator must have close contact with the Corps Commanding Officer and Sponsor to ascertain incoming funds and requirements.

Special Events Coordinator

This person will be responsible for co-ordinating the Corps’ special events.  At this time, these may include:

• Parent Open House Night
• Christmas Party/Dinner
• Helping with fundraising special events such as a silent auction night.
• Annual Ceremonial Review Reception
• Year-End Barbeque
• Reception for any Visiting Dignitaries (Sponsor Appreciation Night)

Again this Co-ordinator is by no means expected to do all the work or planning alone.  All Board members should have input, offer support, and, as appropriate, parents of Cadets should be called upon to help.

This Co-ordinator’s position may be held jointly by two people, providing they work well together and lines of communication are kept open at all times.

Public Relations Coordinator

This person will be responsible for co-ordinating and investigating ideas for publicizing the Corps events, activities and requirements.   All Board members will have input into public relations ideas.  This person may be working closely with Army Cadet League personnel in the publicizing of Cadet activities, but will be responsible principally for the publicity of Corps events.

Again, Public Relations will be a responsibility of the whole Board, and its individual members, and specific types of public relations may be assigned to various other Board members using their best attributes and resources.

Public Relations is an area in which the Co-ordinator may ask for the support of people not belonging to the Board who can provide beneficial resources.

Recruiting Co-ordinator

This person will be responsible, along with the Commanding Officer, for co-ordinating and investigating ideas for attracting potential Cadets to join the Corps.  This may include a local recruiting campaign at specific times of the year for the Corps only, or it may be co-operating with the Army Cadet League in their general recruiting campaigns, as deemed advisable and as resources allow.

Not all recruiting ideas will work for all Corps.   It has been proven that recruiting is not “one size fits all” for all communities or Corps.   Therefore, ideas for recruiting must be

well-developed and discussed with the Board prior to implementation.   Costs of recruiting are to be taken into consideration, vis-à-vis the number of recruits being targeted.

If anyone has ideas about other special Co-ordinators to be assigned to members of the Executive Committee, please let the President know.