About the Board

Mayfield Community League Board of Directors

Your Mayfield Community League board of directors is the legal authority for the community league and is operated in a democratic manner. Each position is elected every year at the Annual General Meeting (AGM) held in April at the Mayfield Community Hall. All Mayfield residents are encouraged to attend to join in the discussion, vote on your board members and meet your neighbors.

Below is a description of all the current board positions and their responsibilities. If you are interested in volunteering for the benefit of this great community please contact [email protected] and make sure you attend our next AGM!

General Duties/ Requirements for all Board positions:

A Director is expected to be fully informed on community league matters and participate in discussions and decisions in matters of policy, finance, programs, personnel and advocacy;
Commit to the work of the organization;
Review the board's conduct and monitor its performance to ensure compliance with bylaws and policies;
Speak positively of the league and assist in developing and maintaining positive relations among the board, committees and communities to enhance the league's mission;
Orient new board members;
Prepare for and arrive on time for all required meetings;
Develop, monitor, review and approve all policies and other recommendations received from the board, its standing committees and staff;
Review the bylaws and recommend changes to the membership;
Participate in the development of the league's organizational plan, annual review and budget;
Approve the budget and other financial matters;
Prepare and present required reports at board meetings; and
Prepare and present an annual report at the annual general meeting.

President: Barbara Landry

Time Commitment: Approximately 10 to 15 hours per month
Duties & Responsibilities: Generally responsible for overseeing all of the Community League's operations, including but not limited to:

To enhance social relations and team building with the Executive (motivate volunteers to form a team that stays together, works together, and achieves together);
To ensure that the Executive is orientated and trained;
Promote the community's purpose in the community and to the media;
To prepare the Agenda for all meetings and provide to the Executive prior to meetings;
To chair Executive, Annual/General and Special meetings in accordance with our Bylaws and Robert's Rules of Order;
Respond to mail and correspondence, including email;
Help set up the committees needed to attend to the community's needs and operation;
To be a liaison between the community and various outside groups {schools, the City of Edmonton, police, EFCL, etc.};
To serve as an ex officio member of all committees and attend their meetings;
To represent the community at various outside meetings {EFCL, municipal, local, etc.);
To act as a signing officer for cheques and other documents;
Be available for day-to-day inquiries/concerns;

Vice President Operations: Merle Bishop (Interim)

Time Commitment: Approximately 5 to 10 hours per month.
Duties & Responsibilities:

To review and renew hall insurance (October);
To prepare all grant applications and adhere to the conditions thereof;
To represent the community league at various EFCL and outside meetings, when the President is unable to do so;
To help in the recruitment of new executive;
To attend monthly executive meetings and yearly Annual/General Meeting and to chair such meetings in the absence of the President;
To act in the absence ofthe President;
To assist with the preparation ofthe annual Budget;
To be available for day-to-day inquires/concerns;
To chair the Nominating Committee;
To run elections at Annual/General Meeting in the absence of the CRC.

Vice President Facilities: Gary Gelinas

Time Commitment: Approximately 25 to 30 hours per month.
Duties & Responsibilities:

Monitor keys and oversee access to the hall;
Attend to semi-annual maintenance;
To oversee the operation of the rink (including hiring of rink caretaker);
To supervise rink caretaker and ensure that the facility is safe/secure;
To meet with the rink caretaker once a month to review hours, etc.;
Responsible for the co-ordination of maintenance at the community hall (including interior/exterior of building and the outside grounds);
To order cleaning supplies;
To co-ordinate the planned/preventative maintenance of the facility and do regular inspections;
To co-ordinate all repairs to the facility by way of volunteers and if necessary contractors;
To be available to react to maintenance concerns;
To represent the community league at various EFCL and outside meetings when the President and the Vice President Operations are unable to;
To help in the recruitment of new executive;
To attend all meetings and chair such meetings in the absence of the President and Vice President Operations;
Act as signing officer for cheques and documents:
To assist with the preparation of the annual budget;
Be available for day-to-day inquires/concerns;
To prepare caretaker contracts and supervise the caretaker;
To recommend upgrades to the facility and obtain estimates for maintenance, repairs and upgrade work;
Organize and meet with Simplex Grinnell regarding: fire alarm inspection; sprinklers inspection; kitchen stove and kitchen extinguisher; hall extinguishers inspect and update;
Organize and meet with Fire Inspector;
To attend and present written reports to monthly Executive Meetings and a written annual report to the Annual/General Meeting.

Treasurer: Merle Bishop - Looking for Co-Chair

Time Commitment: Approximately 20 to 30 hours per month
Duties & Responsibilities:

To receipt and deposit all funds;
Maintain proper ledgers for each account;
Pay all accounts payable;
Collect all accounts receivable;
Collect NSF cheques and charges (delegate);
Any payroll;
Prepare bank reconciliations for each account monthly;
Assist in the preparation of grant applications;
Prepare an annual budget (obtain individual forms from executive members in December for the next year);
Act as signing officer for cheques and other documents;
Prepare casino applications and reports;
Responsible for all licensing requirements to Gaming;
Pick up and distribute mail;
Arrange for audit books annually and prepare financial statement;
Attend all meetings and provide written financial reports;
Prepare grant applications STEP, Operating, etc.

Social Director: Barbara Landry

Time Commitment: Approximately 5 hours per month (higher in the months with events)
Duties & Responsibilities:

Organize and co-ordinate social events for the community league {including booking the hall, refreshments, meals, tickets and volunteers to help);
Organize and co-ordinate annual Membership Barbecue (September};
Co-ordinate all advertising with Publicity;
At the end of each social event prepare a written report and provide the report, together with all funds, to the Treasurer within 24 hours of the event;
To prepare and submit an annual budget;
Be available for day-to-day inquiries re: development of functions;

Bingo Director: Bonnie Timmons
Casino Director: Merle Bishop

Time Commitment: Approximately 12 to 15 hours per month
Duties & Responsibilities:

Work with the Treasurer and prepare all bingo and casino license applications and reports required by Gaming;
Ensure that all paperwork from bingo events is delivered to the Treasurer in a timely manner;
Provide updated Executive list to Gaming;
To attend monthly bingos, if necessary (see Chairperson job description);
To attend all bingo association meetings;
To prepare and submit budget annually;

Membership Director: Angela Malone

Time Commitment: Approximately 6 hours per month (Approximately 20 hours in September)
Duties & Responsibilities:

Order supplies (membership cards, skate tags, information pamphlets, etc.} from EFCL;
Recruit 15 to 20 volunteers for door to door canvas (September};
Prepare and maintain membership list online;
Provide updated executive list to EFCL;
Recommend membership fee structure and strategies to increase membership at March executive meeting (any increase in fees must be passed at the annual/general meeting in April);
Be available for day-to-day contact for membership purchases;
Provide all funds received to the Treasurer within 24 hours of receipt;
Prepare an annual budget;

Communications/Publicity Director: Rachael Gronberg

Time Commitment: Approximately 6 hours per month
Duties & Responsibilities:

Prepare community newsletters as needed;
Deliver newsletters to the schools and store and arrange delivery to all households;
Ensure advertising on the sign at the front of the hall is up to date;
Maintain online presence including: website, social media, Facebook, twitter, Instagram, etc.;
Attend to all external marketing communication for all activities (posters, etc.);
Prepare and submit an annual budget;

Hall Rentals: Randy Sloan

Time Commitment: Approximately 10 hours per month (dependent upon number of rentals)
Duties & Responsibilities:

To co-ordinate hall use and maintain booking calendar (online and wall calendar in the office;
To check the voicemail;
Complete check in and check out reports for all rentals;
Collect rental fees and security deposits and provide to Treasurer within 24 hours of receipt;
To do regular inspections of the facility to ensure that the hall is clean and in a safe condition;
To prepare an annual budget;
To show the hall to prospective renters;
To complete contracts for and review rules with all renters;
To attend and present written report to monthly Executive Meeting and an annual written report to the Annual/General Meeting.

Secretary: VACANT

Time Commitment: Approximately 4 hours per month
Duties & Responsibilities:

Record minutes of all meetings;
Type minutes and deliver to executive by email {1week after meeting);
Maintain copies of all minutes and correspondence in binder at the hall and update motion binder;
Order office supplies, receipt books and registration forms as needed;
Type any letters, etc.;
Update the Mayfield Executive Handbook (annual review);
Act as signing officer for cheques and other documents;
Prepare updated executive lists;
Attend all meetings.

Program Director: Michelle Gelinas
Time Commitment: Approximately 5 hours per month
Duties & Responsibilities:

To provide programs for the community in response to members' interests (may include yoga, exercise classes, brownies/guides, seniors programming, etc.)
To provide instructors where needed and assist in helping the programs run smoothly;
Provide all funds received to the Treasurer within 24 hours of receipt;
To attend and present written reports to monthly Executive Meetings and an annual written report to the Annual General Meetings
Prepare and submit an annual budget.

Members at Large: Laura Bradley, Grace Berscheid, Gayle Reinhart,

Mayfield Community League Board of Directors

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