The Board of Directors of the TTHOA is a "Governance Board". It is responsible to maintain the guiding principles and policies for our association, to delegate authority to those who enact the principles and policies, to monitor compliance, and to ensure that both staff, and board members alike are held accountable for their performance.

Presently there are 5 volunteer directors and two paid part time employees; an Executive Director and an Administrator. These employees are directly responsible to the Board of Directors and carry out all the day to day operational functions of the TTHOA.

The Executive Committee consists of the President, Vice President, Secretary and Treasurer.

President

The PRESIDENT of the Terwillegar Towne Homeowners Association (TTHOA) is a member of the Executive Committee, and Ex-officio member of all other Board committees. In addition to the Authority, Requirements and Responsibilities of a Director at Large, the President assumes the following duties:

• Provide leadership to the Board of Directors.
• Ensure that the Board adheres to the association`s By-Laws, constitution and policies.
• Orient new Board members to the Association and to the Board.
• Chair meetings of the Board, the Executive, Annual General Meeting and any Special Meetings of the membership.
• Ensure that the Board`s activities are focused on furthering the organization`s mission, while remaining within its governance role.
• See that all orders and resolutions of the Board and membership are carried into effect.
• Ensure that an activity report is presented annually at the AGM.
• Work with the Board Secretary to prepare and approve meeting agendas.
• Confer with the Treasurer on the drafting of annual budgets, and other financial issues as may be required.
• Act as primary liaison to management personnel or contractors, and play a lead role in their performance evaluations. Interpret Board policy for the same when required
• Encourage Board members to participate fully in meetings, committees and activities.
• Receive reports from any special committees established.
• Recognize Board members` contributions to the Association.
• Play a leading role in recruitment and succession planning.
• Act as prime signatory on behalf of the Board for all documents requiring signatures of the Association.
• Act as a signing officer, with another designated signing officer, for cheques, financial documents, contracts, grant applications and other official documents.
• Play a leading role in representing the Association in the community.
• Act as the Association`s spokesperson to the media, or assign an alternate spokesperson when required.
• Carryout other duties assigned by the Board.
• Upon completion of the term, orient the incoming President to their duties, and turn over all pertinent records and materials.

Term and Evaluation:

• The President is elected to the Executive by the Board of Directors, at the first regular Board meeting following the Annual General Meeting, and serves a one-year term. The President may stand for election for a maximum of three successive terms.

Date Last Revised and Approved: October 19, 2009
Due Date for Next Review: March 2012

Vice President

The VICE-PRESIDENT of the Terwillegar Towne Homeowners Association (TTHOA) is a member of the Executive Committee. In addition to the Authority, Requirements and Responsibilities of a Director at Large, the Vice-President assumes the following duties:

• Act as President of the Board, in the absence of the President.
• Learn the duties of the President of the Board, and keeps informed of key issues.
• Serve on the Executive Committee.
• Play a leading role in succession planning.
• Assist the President in representing the Association in the community.
• Work closely with the current President, in preparation to serve a future term as President of the Board.
• Carry out other duties assigned by the Board.
• Upon completion of the term, orient the incoming Vice-President to their duties, and turn over any pertinent records or materials.

Term and Evaluation:

• The Vice-President is elected to the Executive by the Board of Directors, at the first regular Board meeting following the Annual General Meeting, and serves a one-year term. The Vice-President may stand for election for successive terms, in the event that the current President is elected to an additional term.

Secretary

The SECRETARY of the Terwillegar Towne Homeowners Association (TTHOA) is a member of the Executive Committee. In addition to the Authority, Requirements and Responsibilities of a Director at Large, the Secretary assumes the following duties:

• Keep copies of the association's Policies and Articles.
• Maintain lists of the Board, Executive, and committee members.
• Oversee maintenance of an up-to-date Board Policy & Procedure Manual. Ensure copies are provided to Board members as required.
• Ensure that any and all amendments to the Articles are submitted to any governing authorities as required by The Province of Alberta and/or the Government of Canada
• Prepare meeting agendas for the approval of the President.
• Notify Board members of meetings; distribute agendas and any relevant documents.
• Keep a record of attendance at Board meetings.
• Ensure that there is a quorum at meetings prior to a vote being called on any issue.
• Keep detailed minutes of all regular and special Board meetings. Distribute to Board members, management (as appropriate), and custodian of Minute Book.
• Record all motions and decisions made at Board meetings.
• In the absence of both the President and Vice-President, chair Board meetings until the election of an alternate chairperson.
• Obtain and keep a copy of any Board committee minutes.
• Ensure that a copy of all legal documents, contracts, and other important documents are filed with custodian of official records.
• Ensure that new or updated information is posted to the association website as and when required.
• Carry out other duties assigned by the Board.
• Upon completion of the term, orient the incoming Secretary to their duties, and turn over all pertinent records and materials.

Term and Evaluation:

• The Secretary is elected to the Executive by the Board of Directors, at the first regular Board meeting following the Annual General Meeting, and serves a one-year term. The Secretary may stand for election for a maximum of three successive terms.

Treasurer

The TREASURER of the Terwillegar Towne Homeowners Association (TTHOA) is a member of the Executive Committee. In addition to the Authority, Requirements and Responsibilities of a Director at Large, the Treasurer assumes the following duties:

• Monitor the functions of management personnel or contractors, with respect to financial duties.
• Ensure that regular and comprehensive financial reports are provided to the Board of Directors.
• Oversee timely preparation of the annual budget. Present the annual budget to the Board of Directors for approval.
• Assist the Directors with reviewing the budget and monthly variance reports, ensuring that income and expenditures are on target, and monitoring significant discrepancies.
• Ensure that management maintains a complete record of financial reports and related documents.
• Act as a signing officer, with another designated signing officer, for cheques and other financial documents.
• Ensure the proper and timely submission by the management company of all required Annual Returns, financial reports, tax reports and audits.
• Ensure that an audited statement of the financial position of the Society is prepared and presented to the Annual General meeting.
• Carry out other related duties assigned by the Board.
• Upon completion of the term, orient the incoming Treasurer to their duties, and turn over all pertinent records and materials.

Term and Evaluation:

• The Treasurer is elected to the Executive by the Board of Directors, at the first regular Board meeting following the Annual General Meeting, and serves a one-year term. The Treasurer may stand for election for a maximum of three successive terms.

Date Last Revised and Approved: October 19, 2009
Due Date for Next Review: March 2012

Director at Large

Authority:

• The Board of Directors is the legal authority for the Terwillegar Towne Homeowners Association (TTHOA). As a member of the Board, a Director holds a position of trust, and is responsible for the effective governance of the association.

Requirements of Board Membership:

• Commitment to the purpose, goals and work of the association.
• Knowledge and skills in at least one area of Board governance: policy, finance, administration, volunteer management, contract tender & supervision, communications or corporate relations.
• Willingness to serve in a productive and meaningful capacity.
• Attendance at Board meetings, Annual General Meeting, and any special meetings called.
• Support of, and participation in, relevant informational or community events.
• Willingness to participate in on-going Board Development activities.

Term and Evaluation:

• Directors are elected by the membership at the Annual General Meeting, and serve for a one-year term. Directors may stand for election for successive terms.
• The Board will review Board Position Descriptions at least once every three years.
• Any Director may resign from office by giving five (5) days notice in writing. The resignation takes effect five days from the date that the Board accepts the resignation.
• Any Director may, upon the majority vote of the Board, be released from service should they be found in breach of the terms governing the Board in the Articles of Association.

Responsibilities:

• Members of the Board are required to be fully informed on organizational matters, and to participate in deliberations and decisions on matters of policy, finance, personnel, contracted services, communications and advocacy.

General Duties Include:

• Review and approve, as appropriate, policy recommendations and other recommendations developed or received by the Board.
• Review and be familiar with the Articles of Association and TTHOA policies. Recommend changes or up-dates when appropriate. Vote on any recommended changes.
• Monitor Board activities to ensure that the organization is operating within policy.
• Participate on or provide support to sub-committees.
• Review Board structure as may be required, vote on any recommended changes, and ensure that the Articles of Association or relevant policies are amended as required.
• Review, provide input to and approve the Association's annual budget. Review reports from the Treasurer, and finance/variance reports.
• Approve the hiring and release of personnel and contracted services. Review or participate in performance evaluations and contract reviews, as appropriate.
• Contribute to developing and maintaining positive relations among the Board, Association members, contractors, volunteers and the community to further the Association`s mission.
• Represent the Association in a positive manner in the community, and contribute toward effective communication between Association members and the Board.
• Actively contribute to the stability and ongoing success of the Board, through recruitment and succession planning.

Executive Director

Managing the day to day business affairs of the TTHOA, the Executive Director (E.D.) is an employee of the TTHOA, and reports to the Board of Directors. E.D. responsibilities include:

• membership and financial record keeping
• hiring and supervising employees, service providers, and contractors
• provide administrative support to the Board of Directors
• physically monitor the lands within the TTHOA boundaries on a regular basis to ensure effective care and maintenance of amenities and contracted work
• monitor and ensure compliance with architectural controls.
• maintain effective and efficient lines of communication with membership

Administrator

The Administrator is an employee of the TTHOA, hired by, reporting to and providing support to the Executive Director. Administrator duties include:

• record keeping and file maintenance
• first point of communication for most inquiries
• principal contact for the Membership
• accounts payable and receivable
• provide administrative support to the Board and its sub-committees.
• liaison with property owners, mortgage providers, real-estate lawyers and Alberta land titles office in order to maintain up-to-date membership data