Position Descriptions

EASAV is an organization run entirely through volunteer efforts of local veterinarians, for more information on how to become involved call 780-970-3728.

Edmonton Association of Small Animal Veterinarians Volunteer Executive Job Descriptions

President

The President of the EASAV is an elected position whose primary responsibility is to act as the managing Director and spokesperson for the association. The President is required to know the Roberts Rules of Order as they act as chairperson for the annual general member meeting held in March of each calendar year.

The President’s roles include acting as chairperson and attending executive and general meetings of the EASAV, correspondence by email, telephone and mail aswell as being a signing authority for the EASAV bank account(s) along with the Treasurer and one other assigned director (2 of 3 signatures required). On occasion the President will represent the EASAV at veterinary events and such as the yearly NAIT advisory meeting for the AHT program or EASAV continuing education seminars.

Vice President

The description for the volunteer position of vice president is coming soon.


Past President (duties include but are not limited to:)

The past president is available when needed to help advise the current executive committee on matters of past-policy.  This position is maintained in an effort to provide organisational memory to EASAV.  The past president is expected to attend the first executive meeting after the Annual General Meeting, but otherwise generally does not attend EASAV executive meetings unless request to do so.

Treasurer

  • Collect and provide receipts for memberships and continuing education seminars.
  • Pay all bills for EASAV, including events, donations, professional fees, and any miscellaneous expenses.
  • Deposit cash or cheques that EASAV receives, and provide receipts as needed. Also send a “Thank You” letter and receipt to all sponsors.
  • Collect the mail from the EASAV mailbox at the Canada Post main station (100 street and 104 avenue) weekly or biweekly.
  • Keep records of all transactions. Also ensure to maintain a membership list and provide lists of all registrants for upcoming CE events to CE organizers at least 5 days before the event.
  • Submit all receipts to accountant for financial statements and income tax.
  • Calculate and estimate annual budget.


Secretary The secretary generally deals with meetings, general membership communication, and maintenance of EASAV’s records. Specific duties include but are not limited to:

  • Advertising EASAV organized continuing education seminars by an appropriate medium (fax, email, mail).
  • Organizing & distributing periodic newsletter to the membership.
  • Assisting with any other communication deemed necessary by the directorship.
  • Organizing and serving notices (in accordance with the bylaws) for both executive & general membership meetings.
  • Recording meeting minutes.
  • Maintaining a contact information list for all veterinary facilities in Alberta as well as for current EASAV members
  • Maintaining and updating the logo & letterhead, member name tags, executive and general meeting minutes, membership list, directorship & committee members, and annual financial statements.

Continuing Education (CE) Coordinator

  • Reviews CE topic and speaker suggestions as solicited by the membership
  • Decides the number of evening and weekend seminars to take place
  • Proposes dates for CE seminars to take place - keeping in mind to avoid (when possible) holidays, special events and other veterinary organization conference and seminar dates
  • Plans venue where CE events are to take place
  • Approaches speakers
  • Helps Executive assistant to secure sponsorship for CE events.
  • Coordinates preparation of annual EASAV CE brochure by securing information on events as it arrives (seminar titles, subtopics, speaker bios, dates, times and venues) for each event.
  • Attends CE events and assists Executive Director with greeting members and taking registration
  • Organizes taking out-of-town speakers for dinner (where appropriate).
  • Attends executive meetings and annual general meeting.