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Executive

The work of the SHEA Executive is informed by its members and Constitution (Revised June 2014).

SHEA Executive 2015-2016

President/Privacy Chair: Jill Kondratiuk

President/Privacy Chair: Jill Kondratiuk

Responsibilities of the president, membership and privacy chair include:

  • Assigning and communicating responsibilities to executive members ensuring that there is a clear understanding of their roles.
  • Establish an annual schedule of executive meetings and coordinate meeting logistics (e.g., location, meals).
  • Follow parliamentary procedure when conducting council business by:
    • Calling the meeting to order and declaring adjournment;
    • Ensuring there is a quorum;
    • Announcing the business and the order in which it will be considered;
    • Recognizing members who are entitled to speak;
    • Stating and restating motions, putting motions to a vote;
    • Regulating and closing debate; and
    • Expediting the meeting business without compromising the rights of members.
  • In consultation with the membership and privacy chair, ensure that SHEA’s policies and procedures related to applicable privacy legislation are developed and followed.
  • Ensuring that appropriate communication links with members are in place.
  • Serving as an ex-officio member of all standing and ad hoc committees.
  • Attending Special Subject Council Day meetings in the fall and any other special meetings held for presidents.
  • Maintaining contact with the STF Executive Assistant liaison for purposes of information sharing.
  • Contacting the STF Executive Assistant liaison well in advance to attend meetings when the presence of administrative staff is critical to the discussions taking place and providing the particulars of information or role expected.
  • Submitting the nomination form (Appendix IX) regarding representation on the Special Subject Councils Coordinating Committee.
  • Facilitating cooperation among Special Subject Councils.
  • Liaising with related national and international organizations.
  • Ensuring that the official records are accurate received and disseminated.
  • Serving as the official spokesperson for the Council.
  • Submitting an annual report each year to the STF for the purpose of fulfilling the grant requirements. This report should be sent prior to June 15.

Vice President: vacant

Vice President: vacant

Responsibilities of the vice-president include:

  • Performing all the duties of the president should he/she be absent for any reason.
  • Completing the president’s term should it become vacant for any reason, unless the Council’s bylaw provide otherwise.
  • Completing administrative duties as defined in the Council’s constitution.
  • Assisting the president in carrying out presidential responsibilities.

Past President: Mia Olson

Past President: Mia Olson

Responsibilities of the past president include:

  • Serving as advisor to the president and other officers as it relates to past procedures and providing information so as to assist the Council in maintaining quality and continuity.
  • Other duties as defined in the constitution (i.e., chair, constitution committee or chair, nominating committee).

Treasurer: Kendra Beliveau

Treasurer: Kendra Beliveau

The responsibilities of the treasurer include:

  • Maintaining financial control of resources by:
    • Ensuring that there are or will be sufficient resources available to complete approved projects.
    • Providing the executive with an early warning if projects are too ambitious or too numerous to be achieved with the limited resources of the Council.
  • Ensuring safe custody of assets by:
    • Ensuring that the physical assets of the Council (i.e., cash in the bank and incoming monies) are used only for approved projects.
  • Maintaining accurate financial record keeping by:
    • Recording financial transitions in the books of account of the Council.
    • Develop subsidiary records to assist in determining “where things are at” at any given point (i.e., a running balance of current account, expenditure commitments).
  • Providing accurate financial reporting by:
    • Updating the executive on the current status on a regular basis (i.e., revenues received and expenses incurred since last reporting, and providing current bank balances).
    • Developing a proposed budget with input by the executive for approval by the membership at the annual general meeting, and forward to the STF.
    • Providing a year-end statement of revenue and expenditure to the executive.
    • Providing an audited financial statement on an annual basis to the executive and the membership at the annual general meeting, and forward to the Professional Development Department at the STF.
    • Filling reports to the STF as required by recipients of Special Projects Grants.
    • Filling reports as may be required by government agencies (i.e., GST, Canada Revenue Agency for honoraria paid, granting agencies, etc.)
  • Determining if there are nay issues the Council must consider related to GST.
  • Forward all records to the successor.

On assuming the position, the incoming treasurer will receive from the pervious treasurer a package that contains;

  • An audited financial statement for the last fiscal year;
  • Bank statements and cancelled cheques for all accounts;
  • Receipt book;
  • Deposit books;
  • Account books; and
  • Paid and unpaid invoices.

Secretary: Mia Olson

Secretary: Mia Olson

The responsibilities of the secretary include:

  • Writing, receiving and replying to correspondence.
  • Making arrangements for, distributing notices of, and recording and distributing the minutes of meetings (ensuring that the STF Executive Assistant liaison receives a copy of the minutes of the executive meetings).
  • Setting up and maintaining an official Motion Book in which to keep all motions arising out of the minutes.
  • Maintaining the permanent records of the Council including all minutes, agendas, treasurer’s reports, constitution, charter and/or bylaws, list of committees and their members and any written procedures or rules of order. Amendments to the Constitution should be submitted to the STF before June 15 each year.
  • Maintaining safe custody of the corporate seal of the association, if any.
  • Along with the president, signing all official papers such as resolutions.
  • Forwarding all records to the successor.

Minutes of meetings should follow the format of the meeting agenda, should be compiled within 48 hours of the meeting and should include the following information:

  • Date, time and place of meeting.
  • Type of meeting (i.e., executive, annual, general)
  • Name of presiding officer, secretary and full names of all those attending executive meetings. In the case of a general meeting, full names of executive members and number of other members should be recorded. In both cases, regrets or absentee executive members should also be recorded.
  • Times of call to order and adjournment.
  • Whether the minutes of the pervious meeting were read or distributed and were approved at the meeting.
  • Written copies of committee or executive reports should be attached to the minutes.
  • Topics under discussion, motions made including name of mover and seconder, and result of vote.
  • As well, action sheets that indicate activities to be undertaken by specific executive members should be attached to the minutes.

On assuming the position, the incoming secretary should receive from the pervious secretary a package that contains at least:

  • A binder or other method of consolidating documents which contains the official records of the Special Subject Council including its constitution, minutes of meetings, annual reports, etc.
  • The corporate seal, if any.

Website Manager: Claire Castle

Website Manager: Claire Castle

The responsibilities of the website manager include:

  • Establishing and continuing regular communication with the STF.
  • Setting the vision and goals for the website.
  • Proposing and establishing the content and the style of the website.
  • Planning and gathering resources and information for the website.
  • Updating, regularly, the information on the website.

Communications Coordinator: Claire Castle

Communications Coordinator: Claire Castle

The responsibilities of the Communications Coordinator include:

  • Regularly promoting SHEA through various methods of communication including Twitter, blog, and other emerging technologies.
  • Coordinating and writing blog posts following Executive meetings and important events to profile the work of SHEA.
  • Coordinating graphic design processes for promotional items and/or advertisements to assure high quality visual representation of SHEA.
  • Collaborating with Executive to support recruitment of new members.

Awards and Scholarships: Twyla Salm

Awards and Scholarships: Twyla Salm

The responsibilities of the Awards and Scholarship Coordinator include:

  • Overseeing the timelines for applications for SHEA awards and bursaries, and nominations for national/international health education and health promoting schools awards.
  • Annually updating the SHEA award and bursary applications and promoting throughout Saskatchewan.
  • Reviewing applications for SHEA awards and bursaries and presenting to the Executive.
  • Coordinating the annual nomination of provincial representatives for national/international health education and health promoting schools awards.
  • Working with the SHEA Executive and membership to solicit applications and nominations for awards, bursaries and scholarships.
  • Communicating with recipients of awards, scholarships, and bursaries.
  • Coordinating the presentation and/or recognition of provincial recipients of awards, scholarships, and bursaries, including profiles of the award winners to post on the SHEA website.

University Liaison: Twyla Salm

University Liaison: Twyla Salm

The responsibilities of liaison members include:

  • Attending Executive meetings on a regular basis and have full rights as a voting member of the Executive if a paid member of the Association.
  • Facilitating communication between represented organization and the SHEA Executive. To carry information, questions, and feedback between the two bodies at the request of those groups.
  • Informing SHEA Executive of represented organization’s activities, events, policy changes and other business that has potential for impact
  • Providing advice on SHEA’s initiatives and ongoing business.

Ministry of Education Liaison: vacant

Ministry of Education Liaison: vacant

The responsibilities of the Ministry of Education Liaison include:

  • Attending Executive meetings on a regular basis and have full rights as a voting member of the Executive if a paid member of the Association.
  • Providing advice on SHEA’s initiatives and ongoing business related to Comprehensive School Community Health (CSCH).
  • Facilitating communication between represented organization and the SHEA Executive to facilitate alignment and knowledge sharing between the two bodies at the request of those groups.
  • Informing SHEA Executive of represented organization’s activities, events, policy changes and other business related to a provincial approach to CSCH.

Ministry of Health Liaison: vacant

Ministry of Health Liaison: vacant

The responsibilities of liaison members include:

  • Attending Executive meetings on a regular basis and have full rights as a voting member of the Executive if a paid member of the Association.
  • Facilitating communication between represented organization and the SHEA Executive. To carry information, questions, and feedback between the two bodies at the request of those groups.
  • Informing SHEA Executive of represented organization’s activities, events, policy changes and other business that has potential for impact
  • Providing advice on SHEA’s initiatives and ongoing business.

Members at Large: Shelley Barthel & Kathy Fowler

Members at Large: Shelley Barthel & Kathy Fowler

The responsibilities of a member at large include:

  • Representing the general membership on issues of interest or concern, particularly those that arise outside of the executive structure.
  • Communicating with membership and general teaching population about SHEA.
  • Conducting tasks and projects to further the goals of SHEA.
  • A Member at Large could serve as chair or contribute to the work of any ad hoc committee formed to develop these projects.