BOARD OF DIRECTORS
Once a lifesaving sport club is incorporated, a Board of Directors (BOD) must be formed to ensure the administration of the club. A Board of Directors should consist of a minimum of 3 directors (5 to 7 directors are suggested), but the number will vary depending on what is provided for in the application for incorporation (RE-303).
Among the directors, it is important to have an executive committee consisting of a president, vice president, treasurer, and secretary, who may be determined by appointment or election.
DUTIES AND FUNCTIONS OF THE MEMBERS OF THE BOARD OF DIRECTORS
In addition to their duties and functions under the Act and the general by-laws, the members of the executive committee shall perform the following duties and functions:
- Ensures that the duties are properly performed
- Presides at members’ meetings and BOD meetings
- Is one of the signatories of checks or other NPO commercial instruments
- Act as the official spokesperson for the NPO unless the BOD designates another person
- Shall perform all other duties and functions assigned by the BOD
- Shall act in the place of the President when the latter is unable to act
- Ensures the proper maintenance of the NPO’s accounting records
- Is the spokesperson for the NPO with authorized auditors
- Prepares, at the end of each fiscal year, the NPO’s financial report
- Is responsible for the collection of the sums due and the NPO’s financial management
- Is one of the signatories of checks or other NPO commercial instruments (two signatures are required)
BOD members are not remunerated. However, they may be reimbursed for expenses incurred in the performance of their duties, according to the standards determined in the policies and procedures of your NPO.
RUNNING A BOARD OF DIRECTORS
Not all BODs operate in exactly the same way, but in general, a BOD has the following responsibilities:
- Ensure that your NPO respects and carries out the mission described in your letters patent.
- Ensure that your NPO complies with applicable laws (i.e. taxes).
- Manage the financial affairs of your NPO (i.e. budgets, expenses, etc.).
- Ensure the maintenance of your NPO’s assets (i.e. boards, surf skis, fins, etc.).
- Hire qualified coaches and/or staff
- Create rules to determine how your NPO’s important issues will be handled (e.g., your club’s code of conduct).
- Inform members of your NPO’s affairs
Because some BODs cannot be present on a day-to-day basis, it is possible to delegate some authority to others. You can:
- Appoint someone to the position of general director who is normally paid and entrust them with the day-to-day management of your NPO’s affairs
- Delegate some of its powers to an executive committee (EC) composed of directors, but your BOD must be composed of at least 7 directors
An EC is less necessary if there is an Executive Director, since both have the role of administering the affairs of your NPO.
Some of the BOD’s so-called discretionary powers cannot be delegated. These powers are those related to the very structure of your NPO, such as:
- Adopting, amending and revoking by-laws
- Filling vacancies on the BOD