Beauséjour PPC Association © 2019. All Rights Reserved.

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Donations by Cheque:

Make Cheques Payable to: Beausejour PPC Association

Mail to: PO BOX 99900, QM 063 650, MONCTON AREA STN P SHEDIAC, NB, E4P-0N4

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Duties and Responsibilities of Beausejour EDA Directors 

One of the central functions of our Electoral District Association (EDA) is to seek out individuals who support the PPC principles of freedom, personal responsibility, fairness and respect and recruit them as members. This requires current members and EDA executives to spread our message and sell our platform to Canadians. Recruiting members increases our numbers and support base, while also raising money for the EDA and the Party through the sales of memberships.

 

Further than increasing our membership, it is essential for our EDA to recruit enthusiastic supporters as volunteers. EDAs are typically run entirely by volunteer participation and maintaining a large pool of passionate volunteers to draw on is crucial to complete all our EDA activities and events necessary for electoral success.  

Party Pledge

In order to maintain official recognition from the National HQ Executive Team — and thus receive the associated organizational support — our EDA Directors must sign and comply with the obligations set out in our Party Pledge. Adhering to these principles will put us in the best position to achieve electoral success in the General Election.

 

Board of Directors

The Board of Directors receives its mandate directly from the members in their riding. To act as a Director, you must be a member of the Party in good standing and you must be elected by the local membership. The Board of Directors must meet on a regular basis, preferably monthly. The frequency of Board meetings will increase as the General Elections approach.

 

Each Director holds his/her position for a term of one year upon which elections should be held. Directors can hold a position for a maximum of 3 consecutive terms, at which point they must step down. A Director who has served 3 consecutive terms can then serve in a different position on the Board of Directors, or run for re-election in his/her position after 1 term not serving on the Board of Directors or serving in a different position. Term limits are essential to promote succession planning and ensuring the sustainability and stability of the EDA leadership. 

 

Executive Officers 

The Executive Officers make up the core leadership team of the Board of Directors. This is a team of members with special roles and responsibilities. The 4 Executive positions on the Board of Directors are CEO, Vice President, Secretary, and Financial Agent. The EDA must have a CEO and Financial Agent at minimum in order to be officially registered with Elections Canada.  

 

It is important that Officers understand that although they do have special responsibilities, they must be careful not to assume absolute authority over EDA decisions. The central mission of the Executive Officers is to ensure the decisions of the Board are properly carried out. All substantial decisions should be determined through a majority vote of the entire Board of Directors. Executive Officers can hold separate Executive meetings in addition to scheduled Board meetings. The Executive Officers are expected to manage the day-to-day activities of the EDA among other responsibilities listed below. 

CEO (PRESIDENT)

  • Chairing all meetings including Executive meetings, meetings of the Board of Directors, the riding’s Annual General Meeting, and any other meetings of the Association.

  • Working with the Secretary to develop agendas for any upcoming meetings.

  • Supervising all other Executives, Directors, and Committees to maintain accountability and ensure high quality performance.

  • Acting as the point person in interacting with the higher Party infrastructure — be it with Regional Coordinators, Provincial Coordinators, or the National HQ Executive Team —and ensuring any communications from the higher Party infrastructure are forwarded to their relevant Executives, Directors, and Committee members.

  • Ensuring all reporting standards — made by the NHQET and Elections Canada — are met. This includes reports prepared by, but not limited to, the Secretary and Financial Agent.

  • Working with the EDA Financial Agent to ensure an annual audit of the EDA’s financial records is completed by an accredited auditor and subsequently submitted to Elections Canada. This is only necessary if the EDA raises money above the $5000 threshold set by EC.

  • Appropriately handling local media on behalf of the EDA in accordance with the media guidelines included in this document.

  • Managing and appropriately using up to date, riding specific membership lists.

  • Casting the deciding vote when necessary — the CEO abstains from votes unless necessary.

  • Setting meeting times — including Executive meetings, meetings of the Board of Directors, the riding’s Annual General Meeting, and any other meetings of the Association — and ensuring the availability of the necessary meeting space.

  • Organizing and participating in regional and provincial events and activities.

  • Proposing events that include the Party Leader to the Provincial Coordinator.

VICE-PRESIDENT

  • Supporting and assisting the EDA CEO with their duties.

  • Performing the roles and responsibilities of the EDA CEO should he/she be unavailable or unable.

 

 

SECRETARY

  • Recording and distributing detailed minutes of all EDA meetings — including Executive meetings, meetings of the Board of Directors, the riding’s Annual General Meeting, and any other meetings of the Association — with careful documentation of financial matters or expenditure motions, to be provided to the Financial Agent. 

  • Working with the CEO to develop agendas for any upcoming meetings.

  • Ensuring all relevant parties are aware of upcoming meetings and providing them with aforementioned agendas.

  • Drafting emails, letters and other communications on behalf of the EDA, Board of Directors, and/or Executives and ensuring they are brought to their relevant parties in a timely manner.

  • Ensuring the EDA has an up to date list of the contact information of Directors and Executive Officers on file.

 

 

CFO (TREASURER)

  • Maintaining detailed and accurate records of all financial matters —including a complete record of all donations and expenditures — in accordance with Elections Canada standards.

  • Becoming intimately familiar with Political Financing Handbook for Electoral District Associations and Financial Agents.

  • Providing accurate and up to date financial reports to be shared at regular meetings of the Executive or the Board of Directors.

  • Working with the EDA CEO to ensure an annual audit of the EDA’s financial records is completed by an accredited auditor and subsequently submitted to Elections Canada. This is only necessary if the EDA raises money above the $5000 threshold set by EC.

  • Ensuring all donations are in accordance with Elections Canada regulations.

  • Receiving all donations to the EDA.

  • Drafting official tax receipts for donors using software provided by Elections Canada.

  • Providing Executives, Directors or other members with reimbursement cheques for costs that were (a) incurred whilst performing official EDA business, (b) properly documented and receipted, and (c) authorized by the Board of Directors or the Executive Officers.

EXECUTIVE OFFICERS 
ROLES & RESPONSIBILITIES 

Beausejour EDA Committee Tasks and Activities

In order for our EDA to be in the best position to achieve electoral success there are a wide range of tasks and activities that must be completed heading into the General Election. Aside from the core duties and responsibilities covered by the Executive Officers, there are many additional tasks and activities that must be accomplished by our EDA. To ensure these tasks and activities are completed with the utmost quality, we seek Directors and volunteer assistants/helpers for the following committees:

 

  1. Election Readiness Director/Committee

  2. Communications Director/Committee

  3. Telephoning Director/Committee

  4. Events Director/Committee

  5. Membership Director/Committee

  6. Volunteer Recruitment Director/Committee

  7. Fundraising Director/Committee

  8. Candidate Selection Director/Committee

 

 

Committee Directors at Large  

Roles & Responsibilities 

 

Election Readiness Director/Committee 

  • Working with the Fundraising Committee in order to ensure the EDA has sufficient funds to support the electoral campaign.

  • Working with the National HQ Executive Team and the nominated candidate to develop and accomplish election readiness goals for the pre-writ period.

  • Working with the Volunteer Recruitment Committee to ensure there is a sufficient number of volunteers to accomplish tasks in the pre-writ period.

  • Completing relevant task set out by the NHQET.

 

Communications Director/Committee

  • Preparing all outward facing communications on behalf of the EDA, both to the riding’s membership and the public. This includes preparing membership emails, developing a local media strategy, and generating or maintaining the riding’s website and social media pages (Twitter, Facebook)

  • Supporting the candidate and EDA CEO in handling the media.

  • Producing all promotional literature including EDA Newsletter, campaign literature, and advertisements for upcoming fundraisers and community events. The NHQET will provide standardized templates for all promotional content.

  • Working with the NHQET to implement the Party Branding Strategy and to develop an effective communication strategy for riding/region.

 

Telephoning Director/Committee 

  • Working with the Volunteer Recruitment Committee to organize a phone banking team.

  • Organizing phone banking events to reach out to the local membership to ensure maximum attendance at events — including community events, fundraisers, rallies, Annual General Meeting, and getting out the vote on Election Day.

  •  Organizing phone banking events in order to raise funds among the local membership.

 

Events Director/Committee 

  • Working with the Executive Officers, and other relevant committees when necessary, to organize all events in the riding — including community events, fundraisers, rallies, and the Annual General Meeting.

  • Working with the Telephoning Committee to ensure events are well attended.

  • Working with the Volunteer Recruitment committee to ensure all necessary volunteer positions are filled in order to accomplish a well-run event.

  • Scheduling appropriate event space.

  • Working with venue owners to make sure events run smoothly.

 

Membership Director/Committee 

  • Work with the Financial Agent to ensure membership application are properly documented and transmitted to National HQ in a timely fashion.

  • Developing a membership recruitment strategy in accordance to membership goals set by NHQET.

 

Volunteer Recruitment Director/Committee 

  • Engaging with passionate and enthusiastic members and encouraging them to volunteer.

  • Working with the Telephoning Committee to call the local membership to seek interest in volunteering

  • Working with the Telephoning Committee to contact past volunteers to see if they are interested in volunteering in the future.

  • Engaging with current volunteers and asking if they know of any prospective volunteers.

  • Maintaining a list of active and interested volunteers.

 

Fundraising Director/Committee 

  • Working with Executive Officers and Elections Readiness Committee to achieve fundraising goals.

  • Working with the Events Committee to organize EDA fundraising events.

  • Working with the Telephoning Committee to organize fundraising phone banking events.

  • Working with the Financial Agent to ensure all donations are properly documented and comply with Elections Canada rules.

COMMITTEE DIRECTORS ROLES & RESPONSIBILITIES 
Get More Director/Committee Info