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    Organization of the Section
    The Alpine Club of Canada, Calgary Section, has thirteen members on its executive committee. Each of these positions exists for a purpose and each has a specific set of responsibilities, which it entails. The Section is bound by the By-laws in Schedule 'A' of the constitution of the Alpine Club of Canada.

    The Executive positions are as follows:

    1. Chairman
    2. Secretary
    3. Past Chairman
    4. Vice-Chairman
    5. Ski Committee Chairman
    6. Climbing Committee Chairman
    7. Treasurer
    8. Training and Leadership Chairman
    9. Social Coordinator
    10. Chinook Editor
    11. Membership Coordinator
    12. Access/Environment Committee Chairman
    13. Librarian
    14. Rope Keeper


    All the executive members are expected to attend all executive and section meetings and to assist in the organization and running of the section. Each of the section executive shall be a member of the Alpine Club of Canada. A quorum of the section executive shall consist of three of its members.

    The executive committee meets one time per month, generally on the second Tuesday of the month. Others can attend by invitation only. The general section meeting is held on the third Tuesday of the month and is open to members of the Alpine Club of Canada as well as the general public. The exception to the above is in the summer, when there is no meeting in July.

    The Annual General Meeting (AGM) for the Calgary Section is held at the October section meeting. The elections for the executive positions occur at this meeting.

    A.  SECTION CHAIRMAN

    1. Attends all section and executive meetings.
    2. Overall responsibility for ALL SECTION ACTIVITIES. Acts as a liaison with the various committees, and the Chairman of each committee. Sits on all committees, ex-officio.
    3. Chairs monthly section and executive meetings. This includes preparation of the agenda, and attention to normal meeting procedures.
    4. Acts as a liaison with the National Club Office and ACC Sections. The Chairman acts as the Calgary Section Board Representative unless another executive member takes on that role.
    5. Is the section's representative to the general public, and the mountaineering community. Strives to enhance the section's reputation within this community.
    6. Generally is one of the four signatories on all section financial documents.
    7. Presents a report to all those in attendance at each Section, Executive and Annual General Meeting. Provides input to the membership through the Chinook and monthly meetings.
    8. Is responsible for ensuring the maintenance of the section records and archives, and for maintenance and updating of the Section Policy and Procedures Manual.
    9. Maintains records of volunteer activity for purposes of recognition.
    10. Responsible for initiating and coordinating the section's short and long term planning.
    11. Checks the Calgary Section post box regularly and distributes the mail accordingly. (P.O. Box 1995, Station 'M', Calgary, Alberta).
    12. Writes a Calgary Section Report for the National Board Meetings held in May and October of each year.
    13. Prepares a written summary of each of the National Board Meeting, which is presented to the membership at the next section meeting and is submitted for publication in the Chinook.
    14. Reviews the Minutes of the National Executive Meeting, prepares a summary which is presented to the membership at the next section meeting and is submitted for publication in the Chinook as required. This responsibility may be delegated to other members of the executive.
    15. Maintains copies of the National Board Meeting Minutes, National AGM Minutes and the National Executive Minutes and brings these to the section meetings so that they are available for review by the membership.
    16. Writes a letter to trip leaders (generally in April and November), which forms part of the Summer and Winter Schedules.


    B.  SECRETARY

    1. Attends all section and executive meetings or appoints a substitute to take minutes.
    2. Takes minutes of section meetings and prepares a typed copy:
      1. To forward to The Chinook editor, for publication in the following month's Chinook;
      2. To keep a copy on file for the section records; and
      3. Of the years minutes to present to the Chairman at October executive meeting.
    3. Takes minutes at the executive meetings and:
      1. Distributes a copy to each member of the executive prior to the next Executive Meeting;
      2. Retains one copy for the section records; and
      3. Presents a copy of the years Executive Meeting Minutes to the Chairman at the October Executive Meeting.
    4. Reminds executive members of upcoming executive meetings.
    5. Assists the Chairman in:
      1. Maintaining the Section Policy and Procedures Manual.
      2. Maintaining a record of volunteer activity for purposes of recognition.
    6. Advises the National Club office and Alberta Sections Provincial Coordinator of any changes in the executive members of the Section, including change of address, telephone numbers, e-mail etc.). This is generally done following the executive elections at the October Annual General Meeting,


    C.  PAST CHAIRMAN

    1. Attends all section and executive meetings.
    2. Ex-officio, non-voting position.
    3. Advises the Chairman and section executive on both procedural and activities of the section.
    4. Chairs the Nominating Committee for the selection of the executive positions.
    5. Presents the nominees for the executive positions to the membership at the AGM.


    D.  VICE-CHAIRMAN

    1. Attends all section and executive meetings.
    2. Learns the duties of the Chairman and acts in his/her behalf when he/she is absent or when called upon to do so by the Chairman.
    3. Generally is one of the four signatories on all section financial documents.
    4. Sits on all committees, ex-officio.
    5. Maintains the section inventory of equipment (i.e. slide projector, ropes, filing cabinets, etc.). This inventory is to be updated annually or whenever the section makes a major acquisition.
    6. Acts as Calgary representative on Alberta Sections Executive.
    7. May act as the Calgary Section Representative as an alternative to the Chairman at the National Board Meeting.
    8. Prepares the Annual Profile Document for the Alberta Parks and Recreation Grant Application, generally in October of each year.
    9. Presents a report to the section at the AGM on the years' events, including the Alberta Sections Meeting. Provides a written copy of the report to the Chairman at the October Executive Meeting.


    E.  SKI COMMITTEE CHAIRMAN

    1. Attends all section and executive meetings.
    2. Reports to the executive committee and to the section members about committee activities and section ski trips.
    3. Recruits a minimum of 4 members to form the Ski Committee. Prepares the agenda for and chairs meetings of the Ski Committee.
    4. Designates a member of the Ski Committee to sit as a member of the Training and Leadership Committee.
    5. Organizes the operations of the Ski Committee and delegate's tasks as appropriate. Ski Committee tasks include:
      1. Liaison with the Training and Leadership Chairman on any courses relevant to backcountry skiing activities, including organizing a Ski Co-ordinators Skills Weekend in the early part of the ski season
      2. Recruiting potential ski trip co-ordinators. Collecting background information from potential ski trip co-ordinators, and confirming their suitability to act as co-ordinators.
      3. Organizing a schedule of approximately 40 to 50 ski trips for the winter season. The Ski Committee is responsible for the ski trips in the Winter Schedule. The Winter Schedule is a joint effort between the Climbing and Ski Committees.
      4. In consultation, with the Ski Committee and the Training and Leadership Committee, prepares the Responsibility Guidelines for trip co-ordinators and participants.
      5. Organizing other ski-related activities deemed appropriate. These might include ski camps, avalanche transceiver practices, crevasse rescue practices etc.
      6. Distributing information and waivers to trip co-ordinators. Collecting signed waiver forms for completed trips, and following up on unreturned waivers. Returning the signed waivers to the Chairman at the October Executive Meeting where there will be archived for 7 years.
      7. Acting as a resource for members and potential members regarding backcountry ski activities, including section ski camps.
    6. Maintains a record to trip statistics, including the number of trips, those that were run, those that were cancelled, reasons for each and the number of participants.
    7. Presents a report to the section at the AGM on the years' activities. Provides a written copy of the report to the Vice Chairman and the Chairman at the October Executive Meeting.


    F.  CLIMBING COMMITTEE CHAIRMAN

    1. Attends all section and executive meetings.
    2. Reports to the executive committee and the section members on committee activities, summer and winter climbing trips.
    3. Recruits a minimum of four members to form the Climbing Committee. Prepares the agenda for, and chairs meetings of the Climbing Committee.
    4. Designates a member of the Climbing Committee to sit as a member on the Training and Leadership Committee.
    5. Organizes the operations of the Climbing Committee and delegate's tasks as appropriate. Climbing Committee tasks include:
      1. Liaison with the Training and Leadership Chairman on any courses relevant to climbing activities.
      2. Recruiting potential trip co-ordinators. Collecting background information from potential trip co-ordinators, and confirming their suitability to act as co-ordinators.
      3. Organizing a schedule of climbing trips for both the Summer and the Winter Schedule. The Climbing Committee is solely responsible for preparing the Summer Schedule. The Climbing Committee is responsible for the ice climbing trips in the Winter Schedule. The Winter Schedule is a joint effort between the Climbing and Ski Committees.
      4. In consultation, with the Ski Committee and the Training and Leadership Committee, prepare the Responsibility Guidelines for trip co-ordinators and participants.
      5. Distributing information and waivers to trip co-ordinators. Collecting signed waiver forms for completed trips, and following up on unreturned waivers. Returning the signed waivers to the Chairman at the October Executive Meeting where there will be archived for 7 years.
      6. Acting as a resource for members and potential members regarding climbing activities, including section climbing camps.
      7. Appoints a member to facilitate the transfer of climbing ropes from one successive trip coordinator to the next. The rope coordinator is also required to maintain a log of rope usage, so as to keep track of section equipment and to determine when ropes should be retired. The rope coordinator will also be responsible for other section climbing equipment (i.e. harnesses, bolt kilts, helmets, etc.)
      8. Organizes and coordinates the weeknight bouldering sessions and belay practice. The winter indoor climbing session are held at one of the indoor climbing walls within the city. Spring bouldering sessions have historically been held from early May to the End of July at practice areas around the city i.e. Crater Rock, Okotoks Rock, Wasootch, etc.
      9. Organizes and runs the Annual Wasootch Rock Review & Barbecue - in June and Annual Ice Review - in early January.
    6. Maintains a record to trip statistics, including the number of trips, those that were run, those that were cancelled, reasons for each and the number of participants.
    7. Presents a report to the section at the AGM on the previous years' activities. Provides the Vice Chairman and the Chairman with a written copy of the report at the October Executive Meeting.


    G.  TREASURER

    1. Attends all section and executive meetings.
    2. Handles and advises the executive on all financial matters. The financial year is January 1st to December 31st
    3. Is one of the four signatories on all financial transactions.
    4. Maintains a record of all revenues and expenditures. The Calgary Section presently uses Quicken.
    5. Presents, with appropriate comments, the financial statements quarterly. Balance sheet, Statement of Activities (Revenue & Expense).
    6. Deals with all financial correspondence.
    7. Makes decisions, in consultation with the Executive Committee, concerning the most profitable and least risky portfolio of investment so as to maximize the return of these assets. These decisions deal with the allocation of funds to the current account, savings account and long-term investments, i.e. term deposits, savings bonds, etc.
    8. Keeps possession of all financial documents. (Chequebooks, transaction record, etc). Records shall be maintained for the past seven years.
    9. Assists the Vice-Chairman in preparing the Annual Profile Document for Alberta Parks and Recreation Grant Applications.
    10. Advises section executive on financial matters relating to all special projects, casinos, etc.
    11. Accounts for all activities of the Calgary section using cash based (not accrual) accounting.
    12. Performs such business controls as deemed necessary to ensure the validity of the books of account.
    13. Is responsible for gathering information and creating the annual budget and monitoring adherence to it.
    14. Annually submits a request for GST refund to Revenue Canada.
    15. Publishes approved budget, and year-end financials in Chinook.
    16. Presents a report to the section at the AGM on the years' activities. Provides a written copy of the report to the Chairman at the October Executive Meeting.


    H.  TRAINING and LEADERSHIP CHAIRMAN

    1. Attends all section and executive meetings.
    2. Is responsible for forming a Training and Leadership Committee consisting of 1 representative from each of the Climbing and Ski Committees and 2 section members. Prepares the agenda for, and chairs meetings of the Committee.
    3. The Training and Leadership Committee is responsible for:
      1. Preparing and administering the Summer and Winter Course Schedules.
      2. Organizing, promoting and administering the section Leadership Training Courses.
      3. Promoting and administering Section participation in National Club Leadership training opportunities.
      4. Preparation, maintenance and dissemination of a Section Trip Coordinators Handbook and policies pertaining to trip coordinators.
    4. Maintains a record of course and leadership training statistics including the type and number of courses, those that were run, and those that were cancelled, reasons and the number of participants.
    5. Presents a report to the section at the AGM on the years' activities. Provides the Chairman with a written copy of the report at the October Executive Meeting.


    I.  SOCIAL COORDINATOR

    1. Attends all section and executive meetings.
    2. Prepares the agenda for and chairs the section social committee.
    3. Arranges guest speakers for the monthly section meetings.
    4. After the slide show gives the guest speaker a gift of appreciation (currently a $25.00 gift certificate for the MEC). Follows up by sending a personalized thank you or publishes a "thank you" in the Chinook.
    5. Organizes social functions as determined and approved by the executive, which may include an annual dinner. Delegates responsibility and oversees organizations of hall rentals, purchase of liquor license, purchase of liquor, return of liquor, entertainment, etc. for the above mentioned social functions.
    6. As a general rule all social functions are to be organized on a break-even basis.
    7. Maintains section's audiovisual equipment.
    8. Organizes with assistance of volunteers, the annual photo contest, generally held in April or May.
    9. Organizes with assistance of volunteers, the annual volunteer appreciation party, generally held in September or October.
    10. Report to the executive on social functions upon their completion. This report is to include the number of participants, financial figures (profits or losses) and recommendations.
    11. Presents a report to the section at the AGM on the years' activities. Provides the Chairman with a written copy of the report at the October Executive Meeting.


    J.  CHINOOK EDITOR

    1. Attends all section and executive meetings.
    2. Prepares monthly edition of Chinook, except for one month is the summer when there is no meeting (ie either July or August).
    3. Participates in the preparation of the Summer and Winter schedules in conjunction with the Climbing Committee, the Ski Committee and the Training and Leadership Committee.
    4. Delegates and arranges printing and collating of the Chinook.
    5. Coordinates the communications to members via email list server, Chinook and Section Web Server.
    6. Delegates the maintenance of the Club Website and Email List Server.
    7. Maintains a list of members who receive an electronic copy of the Chinook and coordinates the distribution of these copies.
    8. Makes an electronic copy of the year's Chinook's (October to September) to be used for future reference and to be passed onto the next Chinook Editor.
    9. Presents a report to the section at the AGM on the years' activities. Provides a written copy of the report to Chairman at the October Executive Meeting.


    K.  MEMBERSHIP COORDINATOR

    1. Attends all section and executive meetings.
    2. Is available at all section meetings to answer questions relating to membership and to welcome new members to the section.
    3. Promotes Section and National club membership by:
      1. Insuring information is available to potential members.
      2. Setting up display material with membership brochures forms, display panel, etc. at activities outside of club functions (i.e. Sportsman Show, Banff Mountain Film Festival, Calgary Climber's Festival, etc.).
      3. Providing membership information to facilities which are frequented by the mountaineering community (i.e. Mountain Equipment Coop, Hostel Shop, Windriver's, Spirit West, ACC Clubhouse, CAOC office, etc.).
      4. Receives from the National Office, on a monthly basis, a membership list of new and renewing members. Provides the Chinook Editor, bimonthly with a list of new Calgary Section members to be published in the Chinook.
    4. Ensures that membership forms and brochures are up to date on the website.
    5. Makes recommendations to the executive regarding membership policies and procedures.
    6. Sends out the weekly email The Breeze to section members. The information generally includes climbing and skiing trips, social events, as well as notices of other activities within the Calgary climbing community.
    7. Presents a report to the section at the AGM on the years' activities. Provides a written copy of the report to Chairman at the October Executive Meeting.


    L.  ACCESS/ENVIRONMENT COMMITTEE CHAIRMAN

    1. Attends all section and executive meetings.
    2. Provides the members of the Calgary Section, with information regarding current environmental issues, and the tools to follow through with areas of personal interest or concern.
    3. Supports continued access to areas of interest for mountain enthusiasts, in an environmentally responsible manner, which includes the promotion of wilderness preservation.
    4. Acts as a liaison and representative for the Calgary Section regarding current environmental issues with various environmental agencies and groups, and with Alberta Environment.
    5. Advocates and follows the Alpine Club of Canada's Comprehensive Access and Environment Policy, and Wilderness Code of Ethics
    6. Presents a report to the section at the AGM on the years' activities. Provides a written copy of the report to the Chairman at the October Executive Meeting.


    M.  LIBRARIAN

    1. Attends all section and executive meetings.
    2. Maintains book collection.
    3. Purchases materials, per yearly-allocated budget amount, to improve and maintain the currency of the collection.
    4. Maintains collection index (currently done as an Excel spreadsheet) and submits the index to Chinook editor to post on Section Website
    5. As of October 2000, the collection is to include a copy of each month's Chinook. The Librarian shall collect a copy of each month's Chinook and bind them annually. A copy of the Chinook will be sent to the Librarian at the Section Post Office Box for collection purposes.
    6. Ensures the club membership has appropriate access to the collection. Brings a selection of books and a hard copy of the collection index to the general membership meetings.
    7. Coordinates requests made by the general membership to ensure that materials held in the collection are available to any member who wishes to borrow them. (Practically speaking, this involves reminding members to return borrowed materials that have been held for a period of more than 2-3 months).
    8. Presents a report to the section at the AGM on the years' activities. Provides a written copy of the report to Chairman at the October Executive Meeting.


    N.  ROPE KEEPER

    1. Manages trip leader rope requests and returns.
    2. Manages rope inventory, purchase and retirement.
    3. Records rope usage and maintains log.
    4. Stores ropes in dry dark area.
    5. Labels ropes for usage.
    6. Manages other ACC section gear, purchase and retirement.