The Roles of the Executive and Board

In September of each year, the GATE Parent Association (GPA) holds its Annual General Meeting. It is at this time that we invite individual parents to take part and become part of our Executive or Board.

We are extremely grateful for all of the parents who offer their valuable time and talent to ensure our work can continue!

EXECUTIVE

The Executive of the Association consists of the President (or Co-Presidents), Vice-President, Treasurer, and Secretary. These are elected positions, and they serve a two (2) year term.

PRESIDENT

The President is responsible for the overall business of the Association and ensures that the Association’s mandate is followed in all activities, and in communications.

Duties include:

  • Chairing the Annual General Meeting and Business Meetings of the Association, 2-3 per year
  • Ensuring all Bylaws of the Association are followed
  • Representing the Association at meetings with stakeholders responsible for gifted education, or delegating other representatives when appropriate (e.g. CBE gifted specialist)
  • Helping to ensure that important information (e.g. news, events, business, concerns, etc) related to the GATE Program is relayed and shared between schools and the GATE Parent Association Executive and Board
  • Helping to establish and maintain communication between the GATE Parent Association and school administration/staff (e.g. principals, assistant principals, GATE learning leaders)
  • Helping to ensure the administration and GATE staff at all schools are aware of funds made available by the GATE Parent Association, and keeping them informed of how and by when it must be spent
  • Participating in and/or overseeing all Committees of the Association
  • Ensuring all legal requirements of the Association, such as Financial Audits, have been completed and filed by the appropriate member responsible
  • Other duties, as needed
  • Average time commitment – 6-8 hours per month Sept to June

VICE-PRESIDENT

The Vice-President assists the President in their duties, and ideally succeeds the President due to the experience they obtain during their term.

Duties include:

  • Helping to chair Business Meetings of the Association, when delegated by the President
  • Helping to represent the Association at meetings and events
  • Helping to ensure that important information (e.g. news, events, business, concerns, etc) related to the GATE Program is relayed and shared between schools and the GATE Parent Association Executive and Board
  • Helping to establish and maintain communication between the GATE Parent Association and school administration/staff (e.g. principals, assistant principals, GATE learning leaders)
  • Helping to ensure the administration and GATE staff at all schools are aware of funds made available by the GATE Parent Association, and keeping them informed of how and by when it must be spent
  • Helping to ensure all Association and Executive understand their roles and duties
  • Overseeing the work of the Parent Education Committee/Board Member, or, if no such committee/board member exists, performing the tasks of the committee/board member
  • Other business, as delegated by the President
  • Average time commitment – 5-7 hours per month Sept to June

TREASURER

The Treasurer is responsible to manage the financial aspects of the Association, including keeping a record of all monies received or spent.

Duties include:

  • Preparing financial reports, showing bank balance, credits, debits, etc, when requested for Business Meetings or otherwise
  • Ensuring a fiscal year-end report of the Association’s finances has been completed and audited, with report submitted where appropriate
  • Along with at least one other member of the Executive, maintaining cheque-signing authority for the Association’s banking and ensuring payments are distributed as needed
  • Preparing and sending annual reports for AGLC, Government of Canada Charitable status, and Alberta Societies
  • Other financial duties, as assigned
  • Average time commitment – 4-5 hours per month September to June

SECRETARY

The Secretary is responsible to help manage the written materials of the Association.

Duties include:

  • Helping to prepare, distribute and print agendas for Business Meetings
  • Helping to take minutes at Business Meetings, and preparing draft copies for Executive/Board review
  • Completing final copies of minutes and ensuring appropriate storage
  • Developing and distributing timely newsletters, 3-4 per year
  • Helping to print letters and other communication materials of the Association, as needed
  • Overseeing the work of the Communications (Web/Media) Committee/Board Member, or, if no such committee/board member exists, performing the tasks of the committee/board member
  • Other duties, as appropriate
  • Average time commitment – 8-10 hours per month September to June

BOARD

The Board of the Association consists of the many other parent representatives who help to Chair (and facilitate) committees, as well as those who help to bridge communications with our individual schools as Site-Representatives. These are appointed positions, and they serve a one (1) year term.

COMMUNICATIONS (WEB/MEDIA) COMMITTEE/BOARD MEMBER

The Communications (Web/Media) Committee or Board Member is responsible for managing the Association’s email Mailing List, website, and Social Media activities.

Activities may include:

  • Monitoring the Association’s Mailing List registry and ensuring names/contacts are added and deleted when requested
  • Sending appropriate notices to Mailing List members, when requested
  • Forwarding email inquiries received by the Association to the appropriate Executive or Board member for attention
  • Monitoring the website and liaising with a website maintenance contractor as required
  • Updating website content as required
  • Monitoring and updating social media accounts as required (e.g. Facebook page and Twitter)
  • Other duties, as delegated by the GPA Secretary

PARENT EDUCATION COMMITTEE/BOARD MEMBER

The Education Committee or Board Member is responsible for helping to coordinate the informational and educational sessions (Ex: lectures, etc) offered by the Association.

Activities may include:

  • Identifying and scheduling speakers with expertise in giftedness and/or gifted education, to present at education sessions
  • Helping to identify and book locations for education sessions
  • Ensuring meeting arrangements are made, such as appropriate A/V equipment, hand-outs, sign-in sheets, volunteers, etc
  • Other duties, as delegated by the GPA Vice President

FUNDRAISING COORDINATOR

The Fundraising coordinator is responsible for coordinating all fundraising activities of the GPA except for the Casino Coordinator.

Activities may include:

  • Working with the GPA Executive members to identify fundraising need and opportunities
  • Contacting potential fundraising organizations, setting up fundraising accounts, and preparing information about upcoming fundraisers
  • Delivering information to the GPA Secretary about upcoming fundraisers to be included in newsletters
  • Managing all aspects of fundraisers (e.g. Christmas Purdys fundraiser collaboration between GPA and school council), such as booking dates, recruiting volunteers, and managing the delivery of fundraising items to purchasers
  • Other fundraising duties, as delegated by the GPA Executive
  • Average time commitment – 4 hours per month

CASINO COORDINATOR

Casino fund-raising events occur every 18-24 months.

The Casino Coordinator is busiest during a casino year.

Activities include:

  • Obtaining all appropriate licensing requirements from the AGLC and submitting the Request for Casino License, and other materials, as appropriate
  • Helping to recruit and schedule volunteers for the next Casino event
  • Completing final paperwork/reports after a Casino event, and submitting to the AGLC within the set time-frame
  • Other duties, as appropriate
  • Time Commitment – Approx 20 hours in the 3 months prior to the casino date and an additional 4 hours/month Sept through June.

PAST PRESIDENT(S)

If Past President(s) still have children in the GATE Program after their term, they may serve a term as part of the Board in order to provide supports to newer Executive and Board members.

Activities may include:

  • Providing mentorship and guidance to other members of the Association Executive and Board
  • Providing history, insight and/or expertise with regards to GATE Program, in order to assist with activities or decision-making
  • Participating in Committees or other activities, as assigned or appropriate
GIVING
You can help us in many ways, including through financial support, as well as personally volunteering for events.

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