Chair and Vice-Chair

• Provides leadership to the Board
• Sets the tone and climate for Board activity
• Ensures that the Board meets requirements of trusteeship
• Determines the need for meetings, sets the time, sets the agenda, and chairs meetings according to procedure accepted by the Board
• Pursues knowledge of board and chair responsibilities, appropriate legislation, bylaws, policies, and  rules of order through ongoing development and education opportunities
• Encourages collaboration among Board members
• Facilitates the contribution of all trustees to Board business
• Ensures that Board plans are followed, adhering to legislation, bylaws, and policy 
• Ensures that proper records are kept and signs adopted minutes of meetings 
• Has signing authority for library accounts 
• Implements the decisions of the Board, usually assigning specific tasks or delegating to committee 
• Ensures that committee chairs are in place, and may appoint committee chairs

Vice-Chair

• Assumes duties of the chair in the absence of the chair 
• May have signing authority on library accounts 
• May have on-going assigned duties, such as trustee recruitment or orientation

Secretary

• Records minutes of Board meetings and provides copies to trustees at least one week prior to next  meeting, together with agendas and other required materials 

• Maintains a file of original minutes and copies of reports, correspondence, etc., at the library 

• Notifies Board members of meetings 

• Handles library correspondence as directed by the Board 

• May hold signing authority for library accounts 

• Acts as chair if both chair and vice-chair are absent 

• Confirms locations for meetings 

• Brings required materials (board manual, minutes, and reports) to meetings 

• Assists chair in developing agenda

Note: Boards may choose to have a non-trustee recording secretary who may be staff or a volunteer; if staff,  duties must be in job description and time is paid.

Treasurer

• Chairs finance committee; prepares agenda for finance committee meetings 

• Sets up and/or monitors bookkeeping/accounting procedures 

• Is familiar with current accounting practice and applicable legislation 

• Submits a financial summary and status report to Board meetings 

• Has, with two or three others, signing authority for library accounts 

• Prepares, with the senior staff person, an annual financial report 

• Ensures that the annual report required by Alberta Municipal Affairs is properly prepared, audited, and  submitted 

• Maintains a file of potential revenue sources, including application criteria, procedures, and deadlines,  and ensures that grants and special funding are correctly applied for 

• Presents the Board’s budget and estimate of funds to council and other funding bodies 

• Spearheads the development of Board financial policy

• Takes advantage of training opportunities