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Board of Directors Positions

Background

Every two years, elections are held to select the new Board of Directors for a two-year term. For all positions, candidates must be members in good standing of MISA Ontario.  

You can download the nomination form for submission HERE.

Position descriptions for all roles on the Board of Directors can be found at the links below or you can download the full PDF version HERE.

To submit a nomination, complete and email your nomination form to anne@misa.on.ca. For further details, contact the Committee Chair Dan Munns at 905-430-4300 x. 2328 munnsd@whitby.ca or Executive Director Anne Babej at 647-459-5613.

Last date for submissions will be April 30 2017 at 5 PM EST

To review a role, please select one of the Board of Director positions below 


Position:

President

Selection:

Succession from Vice President

Term of Office:

Two years, but not more than two consecutive terms

Prerequisites:

Preferably will have held the position of Vice President

Voting Rights:

Full voting rights

Time Commitment:

Approximately 4 -6 days per month

 

Responsibility:

The President of the Association is the Chief Executive Officer and is responsible for the administration of all affairs under the By-laws.  The President works with the Executive Director and provides leadership for sound policy management and strategic direction. The President is responsible for performance and growth of the Association in service, prestige, membership and program attendance

Duties & Administration:

  • Set guidelines and policies in conjunction with the board of directors for all activities in compliance with the Association By-laws. The President must ensure that the interests of the Association are not contravened by any action of the membership.
  • Preside over all Board of Director meetings and the Annual General Meeting and ensure voting is conducted in accordance with the by-laws (Le. voting rights, quorum, proxies).
  • Appoint, or ratify the appointment of, the Chairpersons of all Committees.
  • Authorize a change of Chairperson of any Committee.
  • Act as an ex-officio member of all standing Committees.
  • Present by-law changes for approval of the general membership at the annual meeting.
  • Assign specific administrative duties to the Vice President and other members of the Board of Directors.
  • Request Committee Chairpersons and other officers to provide activity reports on a regular basis.
  • Approve invitations and expenditures for attendance by special guests at MISA programs and functions.
  • Establish a calendar of events for all Executive meetings.
  • Represent MISA Ontario at the MISA Prairies conference and the MISA BC Conference, alternating one for the other, every year with the Vice President of the Board.
  • Participate in the annual MISA Ontario conference and be present in the MISA booth at the tradeshow as appropriate.

Position:

Vice President

Selection:

Elected by the membership

Term of Office:

Two years but not more than two consecutive terms

Prerequisites:

Regular MISA Member, prefer Board / Committee experience

Voting Rights:

Full voting rights

Time Commitment:

Approximately 2 - 3 days per month

 

Responsibility:

The Vice President shall assist the President in managing the objectives and administration of the Association. During the absence or inability of the President to conduct or administrate the business of the Association, the Vice President shall assume the power and duties of the President. In accepting this position, the Vice President is indicating a willingness to assume the position of President, either during the current term, or during a successive term of office.

Duties & Administration:

  • Chair Board meetings in the absence of the President.
  • Act on behalf of the President at any function that the President is unable to attend.
  • Attend all meetings of the Board of Directors and serve as a member of this Board.
  • Participate in all Board Executive conference calls.
  • Participate on Committees and/or Special Interest Groups as appropriate.
  • Represent MISA Ontario at the MISA Prairies conference and the MISA BC Conference, alternating one for the other, every year with the President of the Board.
  • Participate in the annual MISA Ontario conference and be present in the MISA booth at the tradeshow as appropriate.

Position:

Secretary

Selection:

Elected by the membership

Term of Office:

Two years

Prerequisites:

Regular MISA Member

Voting Rights:

Full voting rights

Time Commitment:

Approximately 4 - 5 days per month

 

Responsibility:

Record minutes of all Board of Director, Regular, and Special meetings and present them in the form of minutes to the Board of Directors for approval. The Secretary shall arrange for suitable storage of all Association records.

Duties & Administration:

  • Record the minutes of all Board of Director regular and special meetings, and the Annual General Meeting.
  • Record the minutes of all Board of Director regular and special meetings, and the Annual General Meeting as well as the Board Executive calls & meetings.
  • Send minutes of meetings to the Board of Directors within two weeks after such meetings, including an updated list of follow up items, timelines and responsibilities.
  • Keep and maintain the official records of the Association, including the Constitution, Bylaws and Operating Procedures of the Association.
  • Prepare, co-ordinate and distribute all official Association correspondence related to Board of Director activities.
  • Provide the incoming Secretary with all books, documents and other Association property required for the position.
  • Maintain a list of names, addresses, home and business telephone numbers and email addresses of incoming Board of Directors.
  • File changes of Board of Directors as legislated by the Ontario Corporations Act.
  • Assist with the organization of the Annual General Meeting by ensuring all members are notified in accordance with the by-laws; collecting and tracking all proxy votes.
  • Participate in the annual MISA Ontario conference and be present in the MISA booth at the tradeshow as appropriate.

Position:

Treasurer

Selection:

Elected by the membership

Term of Office:

Two years

Prerequisites:

Regular MISA Member

Voting Rights:

Full voting rights

Time Commitment:

Approximately 4 -5 days per month

 

Responsibility:

The Treasurer shall keep or cause to be kept, full and accurate accounts of all receipts and disbursements of the corporation in proper books and shall deposit or cause to be deposited, all monies or other valuable effects in such financial institutions as the board of directors may from time to time decide upon. The Treasurer shall disburse the funds of the Association under the direction of the board of directors and shall provide the board of directors an account of all financial transactions in accordance with accepted accounting practices.

The Treasurer shall co-sign and issue all cheques on behalf of the Association. Two signatures are required per cheque; signing authority is held by the Treasurer, President, Vice President and Secretary.

The Treasurer shall propose investment strategies to the Board of Directors for ratification. Investments of the Association shall be handled in a manner commensurate with the trust bestowed upon the Treasurer by the Association and its members.

Duties & Administration:

  • Record revenue, expenses, assets and liabilities.
  • Report financial status at each Board of Directors meeting and at the Annual meeting.
  • Provide the Auditors with the financial records.
  • Arrange for banking services, ensure sufficient signing officers and ensure the appropriate documents are filed with the bank.
  • Maintain a current investment portfolio. Any changes in duration, amounts of dollars invested, or the investment vehicles shall be researched and presented to the Board of Directors for approval. Guidelines for investments are:
  •  Investments must be insured by the Bank of Canada
  •  Private investment companies are not preferred
  •  Investment Portfolios should primarily be Short term (30-90 days)
  •  Maximum time commitment is the length of the Treasurer's term in office
  • Request an annual budget from all Committee Chairpersons and prepare an annual budget for the Association, including the presentation of a draft & final budget.
  • Provide accounting assistance to Committees; and for special events as requested.
  • Maintain adequate insurance policies to protect members of the Association.
  • Pay all invoices and make other disbursements in accordance with the Constitution and By-laws of the Association or as directed by the Executive Committee.
  • Make recommendations for Executive approval of the use of the balance of on hand funds.
  • Invoice and receive annual membership fees and keep an accurate record of paid members.
  • Work with the Auditor to ensure proper custodianship of funds including those of subcommittees.
  • Participate in the annual MISA Ontario conference and be present in the MISA booth at the tradeshow, as appropriate.
  • Participate on the Events/Programming Committee and the Executive Committee.
  • Assist in the development of policies & procedures to ensure that appropriate financial controls are in place.

Position:

Past President

Selection:

Succession from President

Term of Office:

Two years but no more than two terms

Prerequisites:

Served as President

Voting Rights:

Full voting rights

Time Commitment:

Approximately 1 – 1.5 days per month

 

Responsibility:

The immediate past president shall act in an advisory role to the Board of Directors and shall undertake special assignments as requested by the President.

 Duties & Administration:

  • Provide advice to the Board of Directors.
  • Chair Nomination and Awards Committee.
  • Act in the role of parliamentarian to guide the Board of Directors.
  • Interpret the articles of the By-Laws (with the assistance of Legal Counsel) as required by the    Board.
  • Review and recommend updates to the By-Laws and Operations Manual to the Board.
  • Participate in the annual MISA Ontario conference and be present in the MISA booth at the tradeshow as appropriate.

Position:

Regional Director

Selection:

Elected by Members

Term of Office:

Two years

Prerequisites:

Regular MISA Member

Voting Rights:

Full voting rights

Time Commitment:

Approximately 1 day per month

Responsibility:

Provides a point of contact within each MISA region for both existing MISA members and for municipalities seeking information about MISA and its activities and services. Solicits input and acts as a spokesperson for regional issues and concerns at the Board.   Co-ordinates and ensures sufficient MISA programs and activities within each region are available to members. Contributes towards the advancement of the MISA Ontario strategic plan and the key initiatives herein.

Acts as a MISA Ontario ambassador in the region, promoting and advocating on behalf of the Association and the MISA brand.  Acts as a liaison between the region and MISA Ontario, bringing forward issues, concerns or opportunities that could provide increased value to the entire membership.

Duties & Administration:

  • Provide a focal point for MISA programs and activities within the region.
  • Attend regular MISA Ontario Board meetings - in person and via conference call - approximately 10 times per year, including the Board Strategic Planning session.
  • Serve as regional representative on a Committee or SIG, which involves:
  • Contributing ideas and suggestions related to improving the value of membership.  For example, potential program workshop topics, speakers, member value-adds etc.
  • Assist with projects & initiatives that benefit the membership at large.
  • Arranging facilities for workshops to be held within the region.
  • Promoting the workshops to regional members and other potential attendees.
  • Provide a point of contact within each MISA region for both existing MISA members and for municipalities and potential associate patrons, seeking information about MISA and its activities and services. Respond to requests for information or advice and/or recommend an alternate source for same.
  • Monitor and promote membership in MISA by municipalities within the region.  Follow up with municipalities who have not renewed their membership and contact larger municipalities who are not members.
  • Solicit input and act as spokesperson for regional issues and concerns at the Board.
  • Promote membership to vendors within the region.  Follow up with associate partners who have not renewed their membership and contact larger technology vendors offering services to municipal governments who are not members.
  • Seek out opportunities to contact members to inform them about MISA, its activities and services, and to solicit feedback/suggestions regarding same.
  • Provide a regular report of significant events within the Region, suitable for publication in the MISA Interface. "Events" include new system acquisitions or implementations, IT Staff appointments or retirements, and other noteworthy events or projects of general interest to MISA members and other subscribers.
  • Participate in the annual MISA Ontario conference and be present in the MISA booth at the tradeshow, as appropriate.

Position:

Director At Large Selection: Elected by Members or appointed by the Executive

Term of Office:

Two years

Prerequisites:

Regular MISA Member

Voting Rights:

Full voting rights

Time Commitment:

Approximately 4 -6 days per month

 

 Responsibility:

  • Carry out special assignments as directed by the Executive Committee.
  • Duties & Administration:
  • Prepare a budget for special assignments.
  • Present reports to the Executive Committee on results of special assignments.
  • Participate in the annual MISA Ontario conference and be present in the MISA booth at the tradeshow, as appropriate.

Position:

Partner Member Representative

Selection:

Elected by Partner Members

Term of Office:

Two years

Prerequisites:

Partner Member

Voting Rights:

No Voting Rights

Time Commitment:

Approximately 1 day per month

 

Responsibility:

Contribute to the work of the Board of Directors as appropriate.

Duties & Administration:

  • Provide professional expertise to the Board.
  • Represent the interests of MISA Ontario Partner members.
  • Promote membership to vendor/partner community.  Follow up with partner members who have not renewed their membership and contact larger technology vendors offering services to municipal governments who are not members.

MISA Ontario Executive History Click here to view our Executive History in PDF format.