We are looking for dedicated SKABC members to volunteer for these roles. (Click each title to read a detailed description of what's involved.)
Secretary- take minutes at Executive meetings and manage club records.
This position is a director position as required by the the SKABC Constitution. Below is a detailed description of the duties of the club Secretary.
Executive Meetings
- Two weeks in advance of each executive meeting, the secretary emails notification of the upcoming meeting and requests that suggestions for agenda items be submitted to the secretary no later than 1 week in advance of the meeting.
- After receiving the new items for the agenda, the secretary prepares a draft agenda based on unfinished business from the previous meeting and the new items received from executive members.
- The secretary emails the draft agenda to the president.
- For virtual meetings, the secretary obtains a link to the meeting.
- The president reviews and modifies the agenda and emails it directly to all executive members. Executive members should receive the agenda at least one day prior to the meeting but, preferably, at least three days prior.
- The secretary sends a reminder of the executive meeting 2-3 days before the meeting. This should include the meeting link for virtual meetings and the agenda if it has been finalized but not sent already.
- The secretary records the minutes of the executive meeting, including all attendees.
- At the executive meeting, additional items may be added to the agenda, at the discretion of the executive members attending.
- After the meeting, the secretary sends a draft of the minutes to all executive members to review and requests that any errors and omissions be reported to the secretary within one week.
- After receiving comments, the secretary amends the minutes.
- The secretary sends the final version of the minutes to all members of the executive.
- After approval of the minutes by the executive (normally at the next meeting), the web manager posts the minutes on the SKABC website.
Directors Meetings
- A directors meeting may be called by the president or any two directors, usually for specific purposes.
- The duties of the secretary with respect to a directors meeting are similar to those for executive meetings, except that the secretary would not solicit additional agenda items, unless the initiators of the meeting so requested.
- If a confidential matter is discussed by the directors, the subject should be included in the minutes but no confidential details. If no decision is made, little information need be reported.
Club Meetings (except AGM)
No duties.
Annual General Meeting
- About 1 month in advance of the AGM, the secretary requests that annual reports be submitted to the secretary 1-2 weeks prior to the AGM.
- Three weeks in advance of the AGM, the secretary emails notification of the AGM to all members. Include any extraordinary resolutions in the notice. The procedure for emailing all members is described on the SKABC website under Exec: Website Procedures: Sending an Email Blast. By law, members must be given at least 2 weeks notice of the AGM.
- At least one week prior to the AGM, the secretary prepares a draft agenda and emails it to the president.
- The president reviews and modifies the agenda and sends it back to the secretary.
- The secretary assembles the reports and agenda and sends them to the web master, who posts them on the website.
- About 3 days prior to the AGM, the secretary emails a reminder of the meeting to all club members and, if it is a virtual meeting, a link to the meeting.
- The secretary records the minutes of the AGM.
- After the meeting, the secretary sends a draft of the minutes to all executive members to review and requests that any errors and omissions be reported to the secretary within one week.
- After receiving comments, the secretary amends the minutes.
- The secretary sends the final version of the minutes to all members of the executive.
- The web manager posts the minutes on the SKABC website labeled as a draft.
- After final approval of the minutes at the next AGM, the web manager re-posts them on the SKABC website with the draft label removed.
Co-Training Officer - plan club courses with support of current Training officer
SKABC’s vision for training is to have an effective, consistent and leading edge training system that puts safety first and foremost and ensures enjoyment for all levels while caring for the planet.
SKABC has nine core courses developed by the club and offered each year. Also, members volunteer to deliver specialty topic sessions and from time to time we make arrangements for courses with external providers.
While club members provide the instruction and coordinate individual courses, the training coordinator oversees the budget and the planning, scheduling and booking of courses for the season. Course related responsibilities include ensuring courses are posted on the website and regularly updated during the busy months, identifying qualified instructors, providing the lead instructor with originals of course handouts, ensuring the course coordinator has the necessary information to handle registrations, collecting participant and instructor feedback, approving expenses and monitoring the training budget.
In addition to the monthly club and executive meetings, the time commitment is heaviest from March through early June when most courses are running and may require 2-4 hours each month. The majority of scheduling and bookings is normally completed in January and early February and takes 5-10 hours over that period depending on the courses and options available. During the rest of the year, some off season courses may be offered but the work involved is limited.
For 2025, our current Training Officer Kallie has asked for the following help – perhaps to create a committee of volunteers:
1. Poll/email 2024 instructors (for core courses and who led workshops and practice sessions (including those that were cancelled) for feedback on:
- what worked, issues, ideas, curriculum changes required - for the course, location, dates (days of the week)
- Ideas to encourage/resurrect Trip Leader, Instructor, and Low Impact courses
2. Investigate options for a pool session for Beginners Course (Kallie has details)
3. Contact lead and assistant instructors from 2024 and any others from 2023 to find out what they are interested in teaching (lead or assistant) and any dates that work/do not work. Start to build a tentative schedule.
4. Once we have an approved budget and course dates, post the courses on the website with support of the webmaster.
5. Monitor the registrations/promote courses in newsletter and/or in general forum as deadlines approach
We're also looking for people to help in non-Executive positions, such as Social Committee. Anyhow, to express interest or find out more, contact nominationcommittee@skabc.org asap!
