*NOTE: A Director may fill more than one Role, but a Director shall fill no more than one Officer position

President

The President oversees the board’s work ensuring it satisfies the intentions of the Mission Statement. The President:

• The President is also the Chair of the Board
• The Chair is an Officer of the Corporation*
• Co-ordinates the overall functions of the Association.
• Monitors the responsibilities and activities of Officers and Directors.
• Presides over SLCA Board meetings, and the AGM.
• Develops the agenda for the meetings and provides to the Secretary for copies.
• Represents the association when dealing with other outside agencies and organizations (e.g. FOCA, Townships, County, Media, other lake associations).
• Receives all notice of requests for severances from the county and provide an association response to that request.
• Appoints an association member who is not an officer or director to run the annual elections.
• Seeks opportunities to integrate the seasonal population with the year-round population.

Vice-President

• The Vice-President is also the Vice-Chair of the Board
• The Vice-Chair is an Officer of the Corporation*
• Fills in for the President when required

Secretary

• The Secretary is an Officer of the Corporation*
• Prepare minutes of all SLCA Board and Annual General meetings, distributes to Directors for feedback
• Finalize minutes for approval at the next meeting and maintains a permanent file of the minutes.
• Prepare a summary (highlights) of the annual meeting and forward to the Newsletter representative for inclusion in the newsletter.
• Post notice of the Annual General Meeting to the website event calendar, the newsletter, and the Steenburg Lake Facebook Page.
• Maintain a current organizational chart of the officers, directors and committee members on the SLCA Google Shared Drive
• Maintain a record of director terms of office, notifying President when a director is nearing end of each three-year term.
• Is responsible for all permanent records of the Association (librarian).

Treasurer

The Treasuer has experience in financial accounting, maintains the finances of the SLCA and ensures board members can access the financial reports in a timely manner. The treasurer:

• The Treasurer is an Officer of the Corporation*
• Maintain a chequing account with a financial institution. Said account must have a minimum of 3 signing officers of which any two can sign.
• Maintain a cash book (ledger). Such ledger shall be made available for viewing to any member in good standing upon written request to the SLCA Board.
• Correspond with the Membership Committee Chair regarding deposits made for annual memberships, donations, etc. to maintain proper ledger records.
• Upon receiving proper expense receipts or bills or approved requests, write cheques or arrange etransfers against these obligations; and record
• Maintain all receipts.
• Prepare interim financial statement for the annual general meeting and official year-end financial statement as of the end of August.
• Account for special funds set up for specific purposes.
• Prepare budget for upcoming year.
• Renew the association’s insurance protection on an annual basis.
• Maintain and account for SLCA investments, considering the association needs and requirements (such as liquidity) while preserving the safety of the principal invested.
• Act as liaison with the financial institution point of contact for any matters affecting the association (e.g. account changes, arranging signing authority for new officers, etc.).
• Update corporate registration in Toronto each time there is a change in officers.
• Provide an overview financial report for the Spring and Fall newsletters.
• Keep informed of possible changes to government requirements (e.g. Ontario non-profit Corporations act).

Membership

• The Chair of the Membership Committee is an Officer of the Corporation*
• Maintain a current data base of all association members 
• Organize and maintain canvass around the lake.
• Recruit, train and co-ordinate volunteer canvassers.
• Prepare Canvasser Kits for delivery or pick up by June 1st of each year. Canvasser Kits include instruction sheet with any new instructions, a list of lake events for the year, “Sorry I Missed You” cards, other items as determined by the Board
• Prepare New Member Kits. This is a larger package which includes important lake information (maps of the lake, sundry information) and a welcome letter.
• Deposit membership fees received in cash or cheque to the SLCA bank account.
• Notify the Treasurer when deposits are made.
• Follow up via letter/email with members who were not reached by the canvasser.
• Forward comments from members to the association President for information at the next SLCA Board meeting.
• AGM:
• Prepare a report for the Annual General Meeting (AGM).
• Organize a welcome table at the door of the AGM that includes a list of members identified by paid/not paid and by Owner Member (voting) / Non-Owner Member (non-voting), and sign in sheet.
•  Ensure participants sign in, are reminded of the rule 1 vote per property by Owner Members only.
• Accept Membership Fees.
• Advise  the President the number of attendees, and whether a quorum of voting members has been achieved.
• Publish appropriate articles in the newsletter and website

Social

• Co-ordinate social events for SLCA members during the cottage season (i.e. Beach Party, Canada Day, Pig Roast...). Funds for these events are allotted in the annual SLCA budget.
• Recruit volunteers who assist at social events.
• AGM:
• Reserve a venue (normally a local township community centre) for the Annual General Meeting and socializing event.
• Finalize arrangements for the refreshments and style of service.
• Solicit retailers in the area for door prizes donations and follow up with a letter of thanks. 
• Provide a list of donors and prize donated for inclusion in the newsletter and website.

• Submit receipts and bills to the Treasurer for final accounting.
• Promote SLCA events using the newsletter, website and social media.

Lake Stewardship

Monitor and promote the health of our lake. 

• Take samples of lake water for Ministry of Natural Resources (MNR) as part of the “Lake Partner” program to measure phosphorus, calcium and water clarity. Receive MNR annual report and prepare an article for the newsletter and website, reporting on the outcome of the previous year’s testing.
• Monitor invasive species in the lake through the Federation of Ontario Cottage Associations (FOCA) Aquatic Invasive Species Program.
• Secure report from the Health Bureau on the results of the bacteria testing for the public beach area and prepare a report for the newsletter and website
• Encourage and promote shoreline restoration to a natural state
• Encourage and promote good fishing practices by cottagers.
• Monitor the stocking program
• Monitor public beach and bring problems to the attention of the Limerick Township Council.
• Encourage and promote proper care and maintenance of a septic system.
• Encourag and promote safe boating habits on the lake.
• Encourage members to participate in recycling programs.
• Encourage and promote respect for good neighbour conduct around the lake (i.e. disrespect of neighbours relative to noise – human, animal or mechanical source).

Municipal Affairs

Monitor and makes available to the Membership relevant information regarding political changes that impact property ownership; and take appropriate action on behalf of the Association when deemed necessary by the SLCA Board. 

• Receive minutes of the council meetings for Limerick and Tudor and Cashel. Review minutes to be aware of issues that may come up and evaluate for impact on the lake community. Informs Board where appropriate.
• Be aware of provincial/federal legislation, projects or initiatives that may affect or be of interest to our community.
• Review updates to the official town and county plans and, when directed by the SLCA Board, submit recommendations where appropriate when the plan is at cross purposes with the Association’s aims.
• Make requests of the council for improvements to services when Association members raise a concern.
• Attend council meetings when issues impacting the lake are to be discussed.
• Publish related articles in the newsletter and website.
• Initiate a get-out-the-vote campaign for owners on Steenburg Lake. Provide instructions for absentee voting.
• Attend hearings/meetings that pertain to severance requests.

Newsletter

Co-ordinate the production of the newsletter.

• Collect submissions from members.
• Coordinate sponsorships and invoicing.
• Prepare final product and sends to printer.

Web Site Maintenance

Co-ordinate the maintenance of the website steenburglake.ca

• Solicit submissions from members and other sources
• Maintain fresh, up-to-date content throughout the site
• Be familiar with copyright and libel best practices
• Maintain up-to-date, documented process and procedures for maintaining the website

Rock Markers

This volunteer provides a valuable service to our lake community.

• Prior to the May long weekend, ensures that markers are placed according to the most recent rock marker map (currently 24 markers – numbered A through X).
• Markers must indicate ‘Private Property’, ‘contact if found’ information, have reflective tape (sides and top), a floating rope is recommended to attach the marker to the anchor.
• Post-Thanksgiving weekend, remove summer markers, replace each summer marker with a plain jug for ease of locating ropes the following spring and to guide boaters during off season.
• During the season maintain markers. If a marker is reported missing, ensure that the marker which has come loose is re-attached and/or replaced in a timely manner.
• Monitor emails received at rocks@steenburglake.com and act as necessary ·
• Ensure that sufficient supplies are on hand for timely repair or replacement of markers.