Board Handbook
Welcome to the Board of the Port Albert Citizen’s Association.
Our community is a special place—defined not just by the beauty of Lake Huron, the Nine Mile River and the abundance of trees and nature surrounding us, but by the care, collaboration, and shared responsibility of those who call this place home.
Whether year-round or seasonal, lakeshore, river valley, or inland neighbours and friends—thank you to all who are invested in maintaining a safe and welcoming community that respects the past, participates in the present, and plans for the future.
This handbook is a guide for current and future Board members. Whether or not you have prior board experience, it’s designed to orient new members and support returning ones by outlining our roles, responsibilities, and processes. It promotes clarity, consistency, and continuity—reflecting our shared commitment to stewardship, respectful communication, and thoughtful decision-making for the benefit of our community.
As Board members, we are expected to model the connections that sustain this community. Through transparency, accountability, and collaboration, we aim to nurture an environment where all voices feel heard and every member feels welcome.
Thank you for volunteering your time and demonstrating your care for our community.
President
Role
The president plays a central role in leading the association, representing it to the outside world, and guiding the group to achieve its mission in accordance with the Code of Conduct and Code of Ethics Policies.
- Guide the executive to ensure everyone works together toward the same goals.
- Help the association make important decisions and set its direction.
- Keep order in meetings by leading discussion, ensuring everyone has a chance to speak and sticking to the agenda.
- Communicate to the outside world on behalf of the association and keep members informed.
- Participate in goal setting, future planning and strategies to achieve goals.
- Problem-solve when conflicts arise and help find solutions that work for everyone which may include tough decisions in the best interest of the association.
- Work closely with the secretary, treasurer, and other board members to make sure everyone is on the same page, encourage teamwork.
- Set an example and motivate others to get involved and work toward the association’s goals.
Tasks
June Transition Tasks: (Outgoing and Incoming Board)
- Attend at Libro with the outgoing and incoming President and Treasurer with account information (statements/cheques), photo ID, the AGM minutes clearly outlining the election of the new executive and the year end financial statement to transfer banking details and access.
- Orient new or outgoing Vice-President to the President’s role.
- Create new users and remove previous Board credentials from any platforms used by PACA (Facebook, G-Mail, website, etc.) in collaboration with the Secretary.
June (Incoming Board)
- Set Board meeting schedule in collaboration with other board members.
- Establish goals for the year in the first meeting and share with the webmaster to post.
- Participate in planning and implementing projects as needed.
July – Feb
- Participate in planning and implementing projects as needed.
Mar
- Create an agenda for AGM planning in consultation with the Secretary.
- Prompt and assign tasks for AGM prep in consultation with the Board.
Apr
- Reserve location for AGM (typically Christ Church for the 1st Saturday after Father’s Day), obtain insurance for the event, complete reservation form with policy number (currently from Cliff and Penny Murray).
May
- Set date for Beach Clean-Up Day in consultation with the Board and assist in notifying the community.
June
- Chair the AGM, ensuring motions are clearly defined and all members who have something to contribute to discussions are heard.
Vice-President
Role
The role of the vice-president is to support the president and assist in the leadership and management of the organization.
- Be the president’s helper and assist with their duties.
- Be the president’s backup and lead meetings when the president is absent.
- Help make decisions, future-plan and formulate goals and how to achieve them.
- Assist with updates and keep members informed about what’s happening in the association and community.
- Represent PACA to the outside world.
- Problem-solve when issues or conflicts arise.
- Support and coordinate with other board members and encourage teamwork.
- Learn from the president and other experienced members, preparing to take on the president’s role in the future.
Tasks
June Transition Tasks (Outgoing and Incoming Board):
- Orientation to the Vice-President’s role.
June (Incoming Board)
- Outline availability for meeting schedule in collaboration with other board members.
- Contribute goals for the year in the first Board meeting.
July – Feb
- Participate in planning and implementing projects as needed
Mar
- Contribute to the agenda for AGM planning in consultation with the Board.
- Complete assigned tasks for AGM prep.
Apr – May
- Participate in planning and implementing projects as needed.
- Set date for Beach Clean-Up Day in consultation with the Board and assist in notifying the community.
June
- Chair the AGM as per the Agenda in the event the President is unavailable, ensuring motions are clearly defined and all members who have something to contribute to discussions are heard.
Treasurer
Role
The treasurer is responsible for overseeing the banking and financial affairs of the association.
- Maintain accurate records of all incoming and outgoing funds.
- Ensure transparency in financial transactions.
- Pay bills in a timely manner.
- Collect or arrange for someone to collect fees at the AGM.
- Report regularly to the executive and annually the membership how much money there is and where it’s going.
- Create and follow rules and processes to keep association funds safe.
- Apply to other organizations for funds and work with others to fundraise.
- Plan for the future financial needs of the association.
- Plan for treasurer transition and succession.
Tasks
June Transition Tasks (Outgoing and Incoming Board):
- Track any new membership via etransfer or cash in the spreadsheet (ongoing)
- Attend at Libro with the outgoing and incoming President and Treasurer with account information (statements/cheques), photo ID, the AGM minutes clearly outlining the election of the new executive and the year end financial statement.
- Orient the new Treasurer to the dues and membership tracking spreadsheet.
- Orient the new Treasurer to what financial information (receipts, donations, invoices, etc.) is to be collected and where/how they are archived.
June (Incoming Board)
- Share information/spreadsheet with Secretary so they can keep email contacts list up-to-date (ongoing)
July
- Request ACW grant if applicable
Aug – Sep
Oct
- Pay ACLA their share of dues ($10 per member)
Nov
- Pay for Port-a-Pottie(s) and request PADRS share of Rental (if not being paid by ACW)
Dec – Feb
- Participate in planning and implementing projects as needed
Mar
- Assist with AGM planning as needed.
- Book AGM venue and obtain insurance (current contact for Christ Church Cliff Murrary).
Apr
- Order the Port-a-Potties for the season, reaching out early April..
- Remind supplier that ACW Township pays for toilets and they should invoice Ellen McManus at treasurer@acwtownship.ca
- Current supplier:
Huron Toilet Rentals Ltd.
Beth MacDonald
htr@hurontel.on.ca
519 441 7473
- Current supplier:
-
- 1st toilet North Side – Delivery: 3rd Sat April (fishing season opening), Removal: Thanksgiving weekend.
- 2nd toilet North Side – Delivery: Mid-June; Removal: After Labour day long weekend.
- 3rd toilet South Side (Russell St) – Delivery: 3rd week of June; Removal: After Labour Day long weekend.
- Pay the AGM rental fee (usually Christ Church through Cliff and Penny Murray)
May
- Set date for Beach Clean-Up Day in consultation with the Board and assist in notifying the community.
- Prepare the Year End Financial report for AGM and share with the Secretary to send out with the AGM package.
- Locate volunteer(s) to help with dues collection at AGM.
June
- Pay Church rental for June meeting, including cost for insurance.
- Collect dues with a volunteer at AGM and track membership in Member Excel sheet in G-Drive.
- Present Year End Financials to membership at the AGM.
- Deposit cash dues from AGM to PACA bank account (Libro)
- Share membership information with Secretary to update Contact list
Secretary
Role
The secretary is important for maintaining clear communication, record-keeping, and organization within the association.
- Record detailed minutes of discussions and decisions during executive and annual meetings.
- Organize documents and records for easy reference and continuity.
- Keep and maintain a copy of the association’s rules and bylaws.
- Communicate important information or announcements with other relevant organizations and membership via email, social media, and community boards.
- Maintain the membership list.
- Create meeting agendas.
- Schedule and share meeting times and dates.
- Help organize board elections and the AGM.
- Procure location for AGM and Special Meetings in advance.
- Be a support to the president in running meetings and keeping things organized.
- Plan for secretary transition and succession.
Tasks
June Transition Tasks (Outgoing Board):
- Create AGM minutes and share with new Board members and the AGM minutes subcommittee for approval.
- Orient new secretary to Facebook, Gmail, Contact lists and G-Drive including organization, usernames and passwords.
June (Incoming Board)
- Modify agenda template in collaboration with Board
- Prepare agenda for first meeting and all subsequent meetings
July
- Create Board meeting minutes and share with Board members for approval (ongoing)
- Once approved, share with webmaster to post to website (ongoing)
- Monitor stakeholder websites for updates relevant to membership and repost to PACA facebook page (ongoing)
Aug – Feb
- Participate in planning and implementing projects as needed
Mar
- Set date for AGM in collaboration with other Board members (typically the Saturday after Father’s Day)
- Start draft of AGM Agenda seeking feedback from Board members
Apr
- Plan and enquire about the Church or alternate space for AGM
- Communicate costs and payment method to Treasurer
May
- Set date for Beach Clean-Up Day in consultation with the Board and post to facebook, website and flyers around the community.
- Send out AGM Agenda, meeting date and supplemental materials including Year End Financials within four weeks prior to the set date with notification distributed via email, facebook and community bulletin board (as per Bylaws).
- Request additions/revisions to agenda from membership.
June
- Add items (if any) to AGM Agenda from membership feedback and redistribute.
- Prepare dues tracking sheet for AGM