volunteers wanted

Looking for ways to be more involved in the fish community? Have some time to give?
We want you on our team! See below for position descriptions.

Executive roles They shall be elected by the member clubs at the Annual Meeting each year, save for the Past-President who is ex-officio. They shall hold the position until the end of the next Annual Meeting or until a replacement is duly installed. No one person may hold more than one Executive position at any one time.

Committee Chair The Executive may from time to time create any committee, either standing or ad hoc and shall nominate a Committee Chair for each one. Each Committee Chair shall be nominated by the Executive and approved by the general membership by vote at a General Meeting. All Chairs shall hold their positions until the end of the next Annual Meeting or until a replacement is duly installed. Presidents discretion.

Club Representatives are appointed by member clubs.

All executives, chairs and representatives must be a member in good standing of CAOAC (or member club).

executive roles

PRESIDENT

  1. The President or his or her designate shall preside at all meetings except committee meetings.

  2. The President shall also be charged with the general management and
    supervision of the affairs and operations of the Corporation.

  3. The President, with the Recording Secretary or other officer appointed by the
    Board for the purpose, shall sign all bylaws and membership certificates.

  4. The President shall be an ex-officio member of all committees and shall havea vote at all committee meetings.

FIRST & SECOND VICE-PRESIDENTS

  1. Should the President be unable to fulfil his or her duties, the first & second Vice-Presidents shall take over in that order.

  2. They shall also perform such other duties as may from time to time be determined by the Executive.

RECORDING SECRETARY

  1. The Recording Secretary shall be the ex-officio clerk of the Board of Directors. He or she shall record all the facts and minutes of all proceedings in the books kept for that purpose.

  2. He or she shall be the custodian of the corporate Seal and of all books, papers, records, correspondence, contracts and other documents belonging to the Corporation which he or she shall deliver up only when authorized to do so by a resolution of the Executive and only to such persons as may be named in that resolution.

  3. He or she shall also perform such other duties as may from time to time be determined by the Executive.

TREASURER

  1.  The Treasurer shall keep full and accurate accounts of all receipts and 
    disbursements of the Corporation in proper books of account and shall deposit
    all monies or other valuable effects in the name and to the credit of the
    Corporation in such bank or banks as may from time to time be designated by
    the Executive. He or she shall disburse the funds of the Corporation under the
    direction of the Executive, taking proper receipts therefore and shall render a financial report at each General and Annual Meeting or whenever required. 

  2. He or she shall arrange for an annual audit of the financial records to be presented at the Annual Meeting. 

CORRESPONDING SECRETARY

  1. The Corresponding Secretary shall receive all the general correspondence of the Corporation and report on such correspondence at each General and Annual Meeting.

  2. He or she will bring correspondence to the attention of the relevant member of the Executive or Committee Chairs and respond to all enquiries of a general nature on behalf of the Corporation.

  3. He or she shall also perform such other duties as may from time to time be determined by the Executive.

NOTE:

  • The duties of all of the officers of the Corporation shall be to attend all of the
    Executive and General Meetings and any officer who is absent for three
    consecutive meetings without showing good cause therefore, after being
    notified shall have their office declared vacant.

  • The duties of any other officers not set out herein shall be such as the termsof their engagement call for.

committee roles

CLUB REPRESENTATIVE

Being a C.A.O.A.C. representative is a responsible position to be respected. It should fall to a person fairly active in your club and who can communicate with the club executive.

  • Should be aware of when the society/club’s dues are due to C.A.O.A.C. and remind the executive a few months in advance of the due date so that a cheque may be taken to the C.A.O.A.C. meeting or mailed to the membership chairperson. Along with society/club dues, the 3rd party liability insurance coverage should be encouraged and the application form should be filled out correctly and completely so that C.A.O.A.C.’s records can be maintained. 

  • When a society/club wishes to hold a show and/or auction, should contact the C.A.O.A.C. show chairperson with the appropriate fees for sanctioning and also the newsletter editor for inclusion in the events calendar. 

  • Submit applications for C.A.O.A.C. award by the February C.A.O.A.C. meeting deadline (with the exception of Authors and Advanced Authors, which are due the previous December). See Awards section on the web that will outline the requirements and application forms that must be used. These applications are to be presented to the regional rep or the awards chairperson prior to the March award meeting. All awards are presented at the annual C.A.O.A.C. convention usually held in May.

  • Represent a society/club which is expected to take part in the elections each year by nominating competent people who will do a good job on the society/club’s behalf. Nominations are given to the Steering committee chairperson before the April C.A.O.A.C. meeting.

  • Present any society/club bids for the annual C.A.O.A.C. convention to the executive of C.A.O.A.C. who can advise and assist a society/club in this endeavour. Bids are then presented at the annual C.A.O.A.C. convention in May to be voted on by member societies/clubs.

  • Report at each general C.A.O.A.C. meeting a club report which would interest other member societies/clubs. This could include upcoming shows, auctions, social events, speakers, results from those and any event that might be of interest to other hobbyists.

  • Speak on behalf of the society/club. The society/club’s executive should be made aware of motions that are made by the C.A.O.A.C. representative on their behalf or those the society/club executive wish the C.A.O.A.C. representative to make.

  • Stands up for their society/club’s wishes. C.A.O.A.C. representative The C.A.O.A.C. representative votes as requested by their society/club even if they personally feel differently.

  • Takes notes at the C.A.O.A.C. meetings to intelligently report back to their society/club on the happenings of C.A.O.A.C. C.A.O.A.C. representative urges society/club members to participate in C.A.O.A.C. events and other member club events reported at the C.A.O.A.C. meeting.

  • Discuss society/club problem at the C.A.O.A.C. meeting to gain other insights, perspectives and possible solutions by someone else who has experienced the same problem.

  • Attend C.A.O.A.C. meetings regularly and participates as much as possible.

AQUATIC HORTICULTURALIST DIRECTORY

  1. Responsible for keeping the directory up to date.

  2. Make suggestions for changes to the C.A.O.A.C. guidelines of the AHAP programs.

  3. Submit an annual report at the C.A.O.A.C. convention.

ARCHIVIST

  1. Store and keep up to date the historical memorabilia and ephemera of C.A.O.A.C.

  2. Report from time to time on the best way of preserving the history of C.A.O.A.C.

AWARDS

  1. Responsible for the administering and directing of all Breeder Awards, Long Service Awards, Scientist of the Year Award, Hobbyist of the Year Award, and Authors Award.

  2. Responsible for the refurbishing of the yearly awards for both Open Show and Awards committee.

  3. Plan in conjunction with the Open Show Committee the handling of these awards at the Annual Convention.

  4. Submit an annual report at the C.A.O.A.C. convention.

BREEDERS DIRECTORY

  1. Keep up to date the directory and produce a new one from time to time.

  2. Make suggestions to change for C.A.O.A.C. BAP guidelines.

  3. Submit an annual report at the C.A.O.A.C. convention.

FUTURES

  1. Responsible for chairing the committee meetings.

  2. Generate ideas for future development of C.A.O.A.C. and promoting the hobby.

  3. Submit an annual report at the C.A.O.A.C. convention.

NEWSLETTER

  1. Prepare the monthly newsletter and ensure it is given to the webmaster in a timely manner.

  2. Submit an annual report at the C.A.O.A.C. convention.

CLUB REP COORDINATOR

  1. Liaison between club reps and executive/committees.

  2. Receive club reports.

  3. Submit an annual report at the C.A.O.A.C. convention.

JUDGES

  1. Responsible for the Apprenticeship Judging Program available through C.A.O.A.C.;

  2. Set up the rules and regulations governing this program.

  3. Responsible for the evaluating, testing and certifying of these apprentices.

  4. Update the judging standards and also the list of active judges.

  5. Make these standards and lists available to any club requesting such.

  6. Award the Judging certificates at the Annual Convention.

  7. Handle all problems regarding C.A.O.A.C. certified judges at open competition club shows.

  8. Submit an annual report at the C.A.O.A.C. convention.

MEMBERSHIP

  1. Responsible for anything pertaining to the membership in C.A.O.A.C.

  2. Receive all membership dues.

  3. Maintain a record of the allocation of the number of votes per club in accordance with the by-laws.

  4. Seek ways to increase membership within C.A.O.A.C.

  5. Send due notices at least 2 months prior to the due date of each club.

  6. Submit an annual report at the convention.

OPEN SHOW

  1. Responsible to coordinate dates and information on all open competition shows.

  2. Make the show calendar available to member clubs through the monthly newsletter and any other appropriate means.

  3. Responsible for setting up the rules and the administration of these suggested rules.

  4. Responsible for the administration of the Champion of Champions Award and any other trophy or awards given by C.A.O.A.C. in conjunction with open show competition.

  5. Plan in conjunction with the Awards committee the handling of these awards at the annual convention.

  6. Submit an annual report at the C.A.O.A.C. convention.

PROGRAMS

  1. Responsible to distribute to member clubs programs requested.

  2. Acquire new programs; shall administer the rules and regulations governing the distribution of programs.

  3. Submit an annual report at the C.A.O.A.C. convention.

STEERING

  1. Responsible for the nominations and annual elections of C.A.O.A.C. at the annual meeting.

  2. Responsible for the enforcing of the rules and regulations governing nominations and elections.

  3. Responsible for setting up and administering these rules according to the by-laws.

WAYS & MEANS

  1. Responsible for raising monies for C.A.O.A.C. through whatever means.

  2. Submit an annual report at the C.A.O.A.C. convention.

WEBMASTER

  1. Responsible for maintaining the C.A.O.A.C. website.

  2. Submit an annual report at the C.A.O.A.C. convention.

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