Club Executive Roles

Assist the president in all of his/her duties.
Ensure that the club runs as outlined by the Constitution.
Maintain a relationship with the SUO and ensure club goals are met on campus
Maintain the relationship between the VOC Okanagan with the VOC Vancouver in a manner which promotes interaction of the members of both clubs.

Be an ex-officio member of all committees.
Ensure that there is a suitable schedule of trips of all levels for our members.
Ensure the clubs resources are easily accessible to members.
Act as the club liaison to the UBCSUO executive as well as be responsible the proper registration and renewal of the club in accordance with UBCSUO policy.

Be responsible for all Club financial matters, especially budgeting and accounting.

Includes the formation of a Budget at the beginning of each Academic Year as outlined by the constitution

Plan meeting agenda, run meetings and take notes.
Post a copy of the meeting minutes and email execs with a meeting recap within one - three days of meetings.
Keep record of all club documents in the club file including duplication of those kept by the Treasurer and, Gear Master:

VOCO documents: constitution and structural/protocol documents
Financial Records: Budget records and Info, as well as Proposed Budget, and Fundraising Records
Events Records: the VOCO Club Event Calendar, reports of Fundraising, Club, and Member events as well as Info, Summaries, and Journals.
Record of minutes from the Executive and General Meetings, and Registration Forms
Be responsible for booking of meeting rooms for the VOCO Executive Meetings.

Be responsible for mail correspondence with members at info@ubco-voco.com, ensuring that inquiry are answered or otherwise dealt with in a timely manner.
Coordinate all Club Meetings in collaboration with the President.
Be responsible for the development and maintenance of the Member Handbook.
Record eligibility for membership according to qualifications completed.
Maintain a list of members and publish a handbook of all paid-up members, plus Alumni and Honourary members who have requested in writing to be included.
Maintain the Club Calendar; aiding the Event Liaisons, Event Coordinators, and Club Liaison in posting, and ensuring that all posts are made properly.

Ensure that all Club Events are suitably run; these events include the four Annual Events, the Club Safety Events, Club Socials, and Club Fundraisers.
Ensure that all Club Events are adequately publicized by ensuring they are included in the Club Newsletter, and Club Calendar.
Act as a resource for the executive members coordinating Club Events.

Ensure that all Club Events are suitably run.
Maintain a list of all potential Member Events, as well as those that are being held, and have been held.
Promote members to coordinate club events.
Ensure that all Member Events are adequately publicized by ensuring they are included in the Club Newsletter, and Club Calendar.
Act as a resource to members that would like to run Member Events.

Act as the Club’s representative to the Alpine Club of Canada (ACC) and ensure that student membership cards as well as ACC resources are available members of the VOCO.

Ensure the registration of the VOCO and its members as a Student Outdoor Club of the ACC and see to the distribution of membership cards.
Attend ACC Member Meetings of the Okanagan Section
Ensure that ACC meetings and relevant events are made available to members through the Newsletter, and appears on the Club Calendar.

Act as the Club’s representative to the Federation of Mountain Clubs of British Columbia (FMCBC).

Be responsible for coordinating the construction, and maintenance of the VOCO website & Instagram account.

Act as the club liaison to the webmaster of the VOC Vancouver to maintain a joint web presence.
Be responsible for the VOCO Weekly Newsletter

Receive information from Event Coordinators and the Executive Officers and include it in the Newsletter
Actively seek out relevant material to publish within the Newsletter.
Publish the weekly* contents of the Newsletter on the VOCO Website.

Actively seek out and collect material and photographs to publish in the VOCO Journal
Actively seek out and collect material to have published in the Annual VOC Journal.

Maintain Club Equipment
Maintain an inventory of Club Equipment.
Maintain the VOCO Library, guide books, maps, old journals, and current records.
Maintain and develop relationships with current and potential club sponsors.
Set deposits and policy for equipment, subject to Executive approval.
Maintain a regular way in which members can make contact and borrow gear.
Maintain record of gear requests and present gear purchase proposals to the VOCO executive.
Assume financial responsibility for gear to the extent of the appropriate deposit.

Be responsible for coordinating the construction, and maintenance of the VOCO website & Instagram account.

Act as the club liaison to the webmaster of the VOC Vancouver to maintain a joint web presence.
Be responsible for the VOCO Weekly Newsletter

Receive information from Event Coordinators and the Executive Officers and include it in the Newsletter
Actively seek out relevant material to publish within the Newsletter.
Publish the weekly* contents of the Newsletter on the VOCO Website.

Actively seek out and collect material and photographs to publish in the VOCO Journal
Actively seek out and collect material to have published in the Annual VOC Journal.