FRAG Board of Directors – Roles and Responsibilities

These are the current Roles and Responsibilities that have been outlined by the FRAG Board of Directors.  If you would like to be involved with the board, please have in mind one or more of these Roles that you would be interested in.  All at-large board members are for a one year term.  Elected positions are noted in the descriptions.

All Board Members

1. Must have regular and consistent access to an internet connect personal computer.
2. Must have stable email access.
3. Must be able to attend Board Meetings (scheduled monthly).  Reasonable exemptions are allowed if Board is notified.

President (Elected, 2 Year Term)

1. Provide strategic guidance and direction to FRAG Board
2. Schedule and attend all Board Meetings, or delegate as required.
3. Work with Vice President, Treasurer and Secretary for normal operational duties associated with the board (Reporting, Corporations Branch, Event evaluation, etc.)
4. Act as one of authorized cheques signers
5. Provide direction to any sub-committee or other coordinators as required.
6. Provide regular updates for the newsletter.
7. Supervise and direct all general operation duties.
8. Provide agendas for all meetings.
9. Other duties as assigned

Vice President (Elected, 2 Year Term)

1. Act as one of authorized cheques signers
2. Work with and assist any sub-committee as required and agreed to by the board.
3. Assist the President with Supervision and direction of general operation duties.
4. Other presidential duties as required or assigned.

1. Other duties as assigned

Treasurer

1. Record financial transactions at games days
   
   • Count cash in cash boxes prior to games day
   • Distribute cash boxes to people responsible for door and kitchen, or arrange for someone else to do so
   • Collect receipts for any cash payments and reimburse payer
   • Collect cash boxes at end of night, or arrange for someone else to do so
   • Count cash balances and reconcile to records provided by people responsible for door and kitchen
2. Record transactions occurring outside of Games Days and make arrangements for payments as necessary
3. Act as one of authorized cheques signers
4. Prepare monthly financial reports and distribute to the board of directors. These would include statements of operations for the month and for the year to date along with the current statement of financial position
5. Record transactions relating to Flatland Fantasy convention and prepare periodic financial reports to the convention committee and/or the board of directors
6. Retain custodianship of cash boxes and the cash within between games days
7. Prepare monthly bank deposits and deposit in bank
8. Retain custodianship of financial records and receipts, in specified format
9. Other duties as assigned

Secretary

1. Responsible for maintaining Minutes at Board Meetings
2. Responsible for distributing Minutes after Board Meetings
3. Have access to a laptop computer to keep notes (FRAG has a laptop)
4. Have a good short-term memory to follow and summarize Board discussions
5. Be able to attend all Board Meetings
6. Other duties as assigned

Games Day Coordinator

1. Reporting progress to the FRAG Board of Directors as required by the Board
2. Brainstorming what events would draw members at Games Days
3. Making sure that events are organized and scheduled
4. Making sure that event advertising is done (by someone)
5. Making sure that event bookings are done
6. Ensuring that everyone involved in the event(s) is doing their job properly
7. Do everything he/she can to ensure that the event(s) runs smoothly
8. Other duties as assigned

Volunteer Coordinator

1. Provide Volunteers for events
2. Schedule volunteers
3. Reward volunteers
4. Train volunteers
5. Refine role of volunteer coordinator
6. Other duties as assigned

Convention Committee Chairman

1. Making himself/herself familiar with the Convention Handbook and following it
2. Arranging Convention Committee meeting nights (time and place)
3. Making meeting Agendas
4. Running the meetings
5. Arranging for a venue for the Convention
6. Finding Committee Members
7. Handling event paperwork
8. Reporting progress to the FRAG Board of Directors as required by the Board
9. Making sure that event activities are organized and scheduled (by someone)
10. Making sure that event advertising is done (by someone)
11. If food is to be served, arranging for someone to look after that aspect of the Convention
12. Making sure that event bookings (the venue, participants, games being played, etc.) are done (by someone)
13. Ensuring that everyone involved in the Convention is doing their job properly
14. Do everything he/she can to ensure that the event runs smoothly
15. Running as many wrap-up meetings after the Convention as necessary

Membership Coordinator

1. Maintain membership list
2. Maintain membership database
3. Take admission at door at games days or arrange for another board member to do so
4. Coordinate any group email
5. Send out emails to members warning of impending membership lapse
6. Send out emails to members  informing them that their membership is in arrears
7. Provide to the board a report of how many members, admissions, guests there were at the last games day.
8. Other duties as assigned