• The SLCA Board of Directors is an elected team of volunteers in the following roles. If you are interested in joining the team please contact inquiries@steenburglake.ca.

President

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

• 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.

Secretary

The Secretary’s duties help keep our Association organized. The secretary:

• Prepares minutes of all SLCA Board, Executive Committee and Annual General meetings and distribute to Directors for feedback
• Finalizes minutes for approval at the next meeting and maintain a permanent file of the minutes.
• Prepares a summary (highlights) of the annual meeting and forward to the Newsletter representative for inclusion in the newsletter.
• Post notices of the Annual General Meeting on the north and south roads and remove following the meeting, submit notice to the website event calendar, the newsletter and the Steenburg Lake Facebook Page.
• Maintains a supply of association letterhead for use by those generating correspondence on behalf of the lake association.
• Maintains a current organizational chart of the officers, directors and committee members and distribute same to each director as requested.
• Maintains 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:

• Maintains a chequing account with a financial institution. Said account must have a minimum of 3 signing officers of which any two can sign.
• Maintains 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.
• Corresponds with the Membership director regarding deposits made for annual memberships, donations, etc. to maintain proper ledger records.
• Receives and deposits money from sale of SLCA merchandise.
• Upon receiving proper expense receipts or bills or approved requests, writes cheques or arranges etransfers against these obligations and record
• Maintains all receipts.
• Prepares interim financial statement for the annual general meeting and official year-end financial statement as of the end of August.
• Accounts for special funds set up for specific purposes.
• Prepares budget for upcoming year.
• Attends SLCA Board and Executive Committee meetings, and Annual General meetings.
• Is responsible for renewing the association’s insurance protection on an annual basis.
• Maintains and account for SLCA investments, considering the association needs and requirements (such as liquidity) while preserving the safety of the principal invested.
• Acts 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.).
• Updates corporate registration in Toronto each time there is a change in officers.
• Provides an overview financial report for the Spring and Fall newsletters.
• In conjunction with other executive members, keeps informed of possible changes to government requirements (e.g. Ontario non-profit Corporations act).

Membership

The Membership Director is responsible for soliciting and collecting membership fees and maintaining a database of member information. The Membership Director:

• Maintains a current data base of all association members and advertisers.
• Organizes and maintains canvass around the lake.
• Recruits, trains and co-ordinates volunteer canvassers.
• Prepares Canvasser Kits for delivery or pick up by July 1st of each year. Canvasser’s Kits include instruction sheet with any new instructions, a list of lake events for the year, current membership information list with pre-paid members marked paid, optional membership cards for each payee, “Sorry I Missed You” cards.
• Prepares Membership Kits sufficient for each canvasser. Membership Kits include current contact directory of all members, information that may be of interest to our membership base (i.e.: local or FOCA publications, information from the Bancroft Chamber of Commerce, etc.).
• Prepares New Member Kits. This is a larger package which includes important lake information (maps of the lake, sundry information) and a welcome letter.
• Maintains status of each member in the membership database (Owner / Non-Owner-member, payment status, sponsor, 50- year member, etc.).
• Deposits membership fees received in cash or cheque to the SLCA bank account.
• Notifies the Treasurer when deposits are made.
• Follows up via letter/email with members who were not reached by the canvasser.
• Forwards comments from members to the association President for information at the next SLCA Board meeting.
• AGM:
• Prepares a report for the Annual General Meeting (AGM).
• Organizes 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.
•  Ensures participants sign in, are reminded of the rule 1 vote per property by Owner Members only.
• Accepts Membership Fees.
• Advises the President the number of attendees, and whether a quorum of voting members has been achieved.
• Writes appropriate articles for the newsletter as requested
• Attends Board and committee meetings.

Social

The Social Director co-ordinates opportunities for Members to meet and socialize at events throughout the year. The Social Director:

• Co-ordinates social events for SLCA members during the cottage season (e.g. regattas, canoe races, fun run, etc.). Funds for these events are allotted in the annual SLCA budget.
• Recruits volunteers who assist at social events.
• AGM:
• At the direction of the President, reserves a venue (normally a local township community centre) for the Annual General Meeting and socializing event.
• Finalizes arrangements for the refreshments and style of service.
• If appropriate, has tickets printed with the price, date, time and location, and stubs for the door prizes. Limits number of tickets to the capacity of the community centre and arranges locations for the sale of tickets. 
• Solicits retailers in the area for door prizes donations and follow up with a letter of thanks. 
• Provides a list of donors and prize donated for inclusion in the newsletter and website.

• Submits receipts and bills to the Treasurer for final accounting.
• Promote SLCA events using the Newsletter, Website and social media.

Lake Steward

The Lake Steward monitors and promotes the health of our lake. The Lake Steward:

• Takes samples of lake water for Ministry of Natural Resources (MNR) as part of the “Lake Partner” program to measure phosphorus, calcium and water clarity. Receives MNR annual report and prepares an article for the newsletter and website, reporting on the outcome of the previous year’s testing.
• Monitors invasive species in the lake through the Federation of Ontario Cottage Associations (FOCA) Aquatic Invasive Species Program.
• Secures reports from the Health Bureau on the results of the bacteria testing for the public beach area and prepares a report for the newsletter and website
• Encourages and promotes shoreline restoration to a natural state
• Encourages and promotes good fishing practices by cottagers.
• Monitors the stocking program
• Continues effort to reduce the presence of trash fish in the lake
• Continue distribution of the fishing survey form and send tally to MNR. Prepares a report for the newsletter and website
• Monitor public beach and, when requested by the SLCA Board, brings problems to the attention of the Limerick Township Council.
• Provides promotional aids from Minister of Natural Resources and Ministry of the Environment Conservation and Parks for distribution at the Annual General Meeting.
• Encourages and promotes proper care and maintenance of a septic system.
• Encourages and promotes safe boating habits on the lake.
• Encourages cottagers to participate in recycling programs.
• Provides source, when necessary, for pest control items that are safe and environmentally friendly.
• Encourages and promotes respect for good neighbour conduct around the lake (i.e. disrespect of neighbours relative to noise – human, animal or mechanical source).

Municipal Affairs

The Municipal Affairs Director monitors 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. The Municipal Affairs Director:

• Receives minutes of the council meetings for Limerick and Tudor and Cashel. Reviews minutes to be aware of issues that may come up and evaluate for impact on the lake community. Informs Board where appropriate.
• Is aware of provincial/federal legislation, projects or initiatives that may affect or be of interest to our community.
• Reviews updates to the official town and county plans and, when directed by the SLCA Board, submits recommendations where appropriate when the plan is at cross purposes with the Association’s aims.
• When requested by the Board, makes requests of the council for improvements to services when Association members raise a concern.
• Attends council meetings when issues impacting the lake are to be discussed.
• Attends SLCA Board and Executive Committee meetings, and the Annual General Meeting.
• Provides articles for the newsletter and website.
• Prior to municipal elections initiates a get-out-the-vote campaign for owners on Steenburg Lake. Provides instructions for absentee voting.
• When requested by the SLCA Board, attends hearings/meetings that pertain to severance requests.

Newsletter

The role of the Newsletter Director is to co-ordinate the production of the newsletter.

• Collects submissions from members.
• Coordinates sponsorships and invoicing.
• Prepares final product and sends to printer.

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.