Unit Board Directors – Job Descriptions


Unit 390 Board

Directors’ Job Descriptions and Responsibilities

(updated September 2025)

 

Click on a Board position to view the job description (or scroll down to view all descriptions)

1.1   President

1.2   Vice-President

1.3   Secretary

1.4   Treasurer

1.5   Sectional Tournament Chairperson

1.6   Future Masters Tournament Chairperson

1.7   Membership Chairperson

1.8   Special Events Chairperson

1.9   Public Relations Chairperson

 

1.1  President

The President shall:

  • Be an Officer of the Unit
  • Be elected by the Board of Directors for a term of one year. Officers, including the President, may serve more than one term and shall hold office until their successors are elected.
  • Preside at all meetings of the membership and of the Board of Directors, of which the President shall act as Chair. In the event of the absence of the President, the Vice President will preside at the meeting.
  • Have general supervision of the affairs of the Unit and shall perform such other duties as are incident to the office or are properly required of the President by the Board of Directors.
  • Exercise general supervision over the activities of the Board of Directors and provide assistance to Directors as requested.
  • Ensure all newly elected Directors are provided with a copy of the Unit Director’s job descriptions and advise them how to obtain a copy of the ACBL Handbook of Rules and Regulations for their reference.
  • Appoint members to all special positions and established committees and serve on the committees as an ex-officio member, except for the Nominating Committee.
  • Schedule Board of Directors and membership meetings as stipulated in the Unit 390 Bylaws and shall prepare and circulate an agenda at least one week in advance of the meeting. The Directors shall be provided with advance information to enable them to come to the scheduled meetings with an understanding of the issues/agenda items that are to be discussed.
  • Work closely with the District 18 representative as required and/or requested.
  • Have general supervision over the rental and transportation of the Unit 390 tournament equipment and supplies in accordance with Unit policies.
  • Attend Unit Presidents’ meetings (Zoom) as scheduled by the ACBL.
  • Liaise with ACBL personnel in establishing policies for increasing membership, improving communication and overall member satisfaction and enhancing ACBL website use.
  • The President can authorize individual expenditures of $500.00 or less.

1.2  Vice-President

The Vice-President shall:

  • Be an Officer of the Unit.
  • Assist the President in the execution of his/her duties.
  • During the absence or disability of the President, exercise all the functions of the President
  • Have such powers and discharge such duties as may be assigned him/her by the Board of Directors or the President.
  • Receive any membership ethics complaints or concerns.
  • Be the Election Director unless he/she is a candidate for re-election.
  • Act as Liaison with the Calgary Community Bridge League.

1.3  Secretary

The Secretary shall:

  • Be an Officer of the Unit.
  • Perform all duties usually attendant upon the office of Secretary.
  • Attend all meetings of the Board of Directors, and all membership meetings.
  • Keep lists of all member and affiliated clubs, records and correspondence, and minutes of all meetings of the Board and of the membership. These should be kept current on the Unit 390 website for use by all Directors and members.
  • Forward a draft of the minutes to each Board member for review as soon as possible following any Board meeting or membership meeting, ideally within one week. The minutes shall be marked “Subject to Board Approval.” After the Board formally approves the minutes, the minutes should be forwarded via email to the Unit Web Master to post on the Unit website.
  • Maintain a hard copy of all minutes, and correspondence.
  • Maintain the Unit Motion Book.
  • Complete the necessary forms notifying the ACBL of the annual Unit Board member and officer changes.
  • Notify the District 18 Executive of all changes within the Board as necessary.
  • Request certified or qualified director’s test from ACBL and arrange for test to be administered.
  • Maintain the Unit Procedures Manual and revise as necessary.
  • Serve as the Unit Electronic Contact for ACBL e-mail correspondence.
  • Submit annual society registration package to Alberta Registries.
  • Maintain contracts with Unit 390 Clubs for Bridgemate leases.
  • Oversee communications with all unit club managers. This includes maintaining a current up-dated file of club sites and mailing addresses of managers.
  • Handle any other duties as outlined in the Unit by-laws.

1.4  Treasurer

The Treasurer shall:

  • Be an Officer of the Unit.
  • Pay bills as approved by respective Board members.
  • Maintain financial records and attend scheduled Board meetings to discuss.
  • Change signature cards as necessary. Signers are Treasurer, President and Secretary.
  • Handle all financial correspondence. Manage term deposits, acquiring and renewing as necessary.
  • Make all incoming deposits.
  • Have available for each Board Meeting most recent bank statements and term deposit balances.
  • Prepare Year End Financial statements – fiscal year end is March 31.
  • Provide all financial materials to the Auditor in a timely manner, so they may audit the books prior to the AGM.
  • Ensure that year-end financial material and the annual Treasurer’s report is available for the attendees of the AGM.

Explanatory Notes:

  1. Financial records are on a “cash basis” although at the end of each year there may be some journal entries made to show known income/expenses not actually received but earmarked for that Fiscal Year.
  2. Any cheque over $500 must be signed by two of the three authorized signers. If the Treasurer is going to be unavailable, the cheque book should be handed over to one of the other “signers” as custodian.
  3. A target bank account balance or “float” of approximately $10,000 will be maintained to ensure Unit financial business can be managed without requiring premature cashing-in of term deposits. The target amount of this “float” can be adjusted as required.

1.5  Sectional Tournament Chairperson

The Sectional Tournament Chairperson shall:

  • Be a Director of the Unit.
  • Oversee all aspects of the tournament, hold committee meetings, and follow up with each committee member.
  • Apply for tournament, club championship and special game sanctions.
  • Negotiate tournament site contracts.
  • Maintain historical data on tournament attendance, budgets and DIC reports.
  • Establish budget, schedule, and stratifications.
  • Create and produce tournament brochure, posters, and other signage.
  • Coordinate site details and act as liaison with playing site management.
  • Ensure caddies are recruited.
  • Collect gift bag items, door prizes and overall awards.
  • Work with potential sponsors/donors for in-kind service and goods recognition.
  • Manage announcements and door prize distribution.
  • Generally, ensure smooth operation of event.
  • Assist Future Masters Tournament Chair.
  • Assist Special Events Chair.

1.6  Future Masters Tournament Chairperson

The main purpose of this position is to promote, encourage and support new members for the unit and for the ACBL.

The Future Masters Tournament Chairperson shall:

  • Be a Director of the Unit.
  • Serve as Tournament Chair for 299er Sectionals.
  • Oversee all aspects of Future Masters tournaments, hold committee meetings, and follow up with each committee member.
  • Establish budget, schedule, and stratifications.
  • Ensure that sanctioning is in place.
  • Compile information and coordinate the production and distribution of tournament brochure, posters, and notice to members.
  • Coordinate site details and act as liaison with playing site management.
  • Collect gift bag items, door prizes and overall awards.
  • Manage announcements and door prize distribution.
  • Generally, ensure smooth operation of event.
  • Assist Sectional Tournament Chair with Future Masters matters at sectionals.
  • Assist Special Events Chair with Rookie-Master team game.
  • Establish speakers and topics for all tournaments, as needed.

References:

The ACBL’s Handbook for Intermediate-Newcomer Coordinators, available on the Internet at – https://web2.acbl.org/documentlibrary/units/INCoordinator.pdf

 

1.7  Membership Chairperson

The Membership Chairperson shall:

  • Be a Director of the Unit.
  • Maintain the record of members including:
    • a list of e-mail and s-mail (snail-mail) recipients
    • current addresses and other personal information
  • Receive the following reports from ACBL:
    • Transaction Report (monthly) and In-and-Out Report (monthly) – these reports list membership changes and identify Unit members who have reached masterpoint milestones.
    • QUIP Report (quarterly) – this report shows the growth trends for the quarter as well as various other membership statistics.
    • Ace of Clubs, Virtual Ace of Clubs and Mini-McKenney Masterpoint Race Reports (quarterly) – these reports contain the Unit 390 year-to-date standings in all masterpoint categories.
    • Roster Report (on request) – this report provides the current ACBL membership data for Unit 390.
  • Prepare and distribute the following monthly reports:
    • New member reports to the New Member Liaison Associate and Future Masters Coordinator (for mailing new member packages).
    • Guest member rosters to the Public Relations Chair, along with a list of lapsed guest members (for contacting as part of the ACBL 5-5-5 Program).
    • Incoming and outgoing member reports to the Notices Associate (for updating the e-mail contact list).
    • Incoming and outgoing member summaries to the Webmaster (for updating the Member Photos as appropriate).
    • Monthly Member Milestones report to the Webmaster (for News item).
  • Prepare a summary of the Member Milestones to be included in the Kibitzer (semi-annually).
  • Notify ACBL “In Memoriam” Department of any deaths that occur in Unit 390. Such notices must be accompanied by a copy of the published obituary along with a URL link if possible.
  • Update the Unit 390 Sectionals Masterpoint Race and Unit 390 Sectionals 299er Masterpoint Race spreadsheets after each sectional. Submit updated lists to the Webmaster for posting and to the Kibitzer editor for inclusion in the newsletter. Prepare two hard-copy lists with names of the leaders to date for posting at each Unit 390 sectional.
  • Respond to queries from Unit 390 members regarding membership matters.
  • Generate a member telephone directory that includes the member phone numbers, the active clubs in the Unit and the dates of unit functions (i.e. Sectionals and Regionals). The Board will determine a publication schedule for the telephone directory.
  • Maintain the Unit travel subsidy policy for GNT, CNTC/CSTC/CWTC/CMTC and NAP contestants.
  • Maintain the Unit travel subsidy policy for Junior and Youth players.
  • Manage the free play program.
  • Coordinate with the New Member Liaison Associate.
  • Prepare list of annual masterpoint winners and virtual trophy winners for the Annual General Meeting. Organize downloading and printing of certificates as required. After the AGM, handle distribution or mailing of certificates that were not handed out.
  • Mail hard copies of AGM notice to members who do not have an email address on file (required timeline per Unit 390 By-Laws is 30 days in advance of meeting).

1.8  Special Events Chairperson

The Special Events Chairperson shall:

  • Be a Director of the Unit.
  • Organize Unit 390 Annual General Meeting.
    • Coordinate with the President / Board to determine date and location.
    • Coordinate and report attendance pre-registrations.
    • Arrange catering and facility set-up for the meeting.
    • Arrange directors and sanctioning for post-meeting bridge game.
    • Publicize and promote the event to Unit members.
  • Organize Unit 390 Rookie Master Events
    • Collaborate with the Future Masters Chair to plan and organize the event.
    • Determine date, location and whether the game requires sanctioning.
    • Publicize and promote the event to both Unit members and non-unit players.
    • Coordinate attendance and establish Rookie Master teams.
    • Coordinate event logistics and determine resource requirements.
    • Oversee the hiring of and process for director(s), caddies, kitchen help, etc.
    • Coordinate volunteers to help with food preparation and event day tasks.
  • Perform other responsibilities that the Unit Board deems ‘special’.

1.9  Public Relations Chairperson

The Public Relations Chairperson shall:

  • Be a Director of the Unit.
  • Manage the Supervised Bid & Play program.
    • Provide a fun learning opportunity for new and less experienced bridge players.
    • Solicit volunteers to help with the program.
    • Recognize partnership potentials and facilitate match-ups.
    • Encourage club and tournament play.
  • Manage photography.
    • Request permission to take photos of Unit 390 bridge players to be posted on the website.
    • Take photos at Unit 390 special events to be posted on the website.
  • Maintain statistics.
    • Prepare updates on sectional and special event attendance to help set/adjust stratification levels.
  • Maintain pre-registration for tournaments and facilitate partnerships.
  • Serve as point-of-contact.
    • Liaise with bridge players relocating to Unit 390.
  • Handle volunteer recruitment.
    • Seek qualified volunteers to fill open positions on the Unit 390 Board.
  • Cards and Best Wishes.
    • Send cards on behalf of Unit 390 as appropriate.