KLRA Board of Directors

The KLRA is managed by a volunteer Board of Directors.  In addition to the work done by the directors, work is done by a number of Committees, which are created by, and report to, the Board.

Composition of the Board

A slate of up to 15 Directors is elected biannually by the Members at an Annual General Meeting. Directors must be members of the KLRA in good standing.

Because the KLRA is incorporated, the Ontario Ministry of Government and Consumer Services requires that the executive positions be named.  Individual roles within the Board are determined at the first full Board meeting after the election. 

Executive Roles

(Click on an executive position to learn more about its responsibilities)

President

Vice President

Past President

Secretary

Treasurer

Directors at Large

Several positions on the Board have specific roles and a specific set of responsibilities. Directors at Large bring issues to the attention of the Board, voice their views at the Board table and participate in various activities of the KLRA.  Board members may be part of one or more of the KLRA committees.


Committees

The real work of the KLRA is done by a number of action-oriented Committees, created by the Board and given defined responsibilities.  Go here for details.

Direct Board "Committees"

In 2013, the Board collapsed two standing committees and took over their responsibilities directly:

  1. Liaison with the Town and District, with particular attention to development; and
  2. Political action.


Responsibilities of the President

"The President will preside at all meetings of the Association and the Board of Directors and shall be charged with the general management and supervision of the affairs and operations of the Corporation and shall co-ordinate the work of all the officers and committees and shall be responsible for the Annual Report to the membership." (By-Laws)

The President is responsible for carrying out a regular evaluation of all aspects of KLRA activities and to assure that lake research is carried out as necessary.  The President is also responsible for public relations and promotion of the KLRA.

"Communications Policy: The KLRA communicates with its members and others by means of the newsletter, the web site, bulletin boards, letters, e-mail, media releases and telephone.  All official correspondence and communication on behalf of the KLRA will be coordinated with the President."  (Policies and Procedures)

The Privacy Code was accepted by a motion of the Board of Directors August 8th, 2004 and the President was appointed Privacy Officer in accordance with the Personal Information and Electronic Documents Act (January 1, 2004) by a motion of the KLRA Board of Directors, September 4, 2004. For information purposes, the KLRA Privacy Code and Policy for use of KLRA Database Information is included in this Manual.

Goals

  • To preside at all meetings of the Association and the Board of Directors.
  • To manage and supervise the affairs and operations of the Corporation and to ensure that the goals of the KLRA are being met through periodic evaluation and on-going research.
  • To report to the membership.
  • To be the official spokesperson for the KLRA.
  • To act as the KLRA Privacy Officer in accordance with the Personal Information and Electronic Documents Act (January 1, 2004).

Strategies

  • The President will create and maintain a schedule of meetings of the Board, for example, Saturday at 9:30 a.m. on Labour Day weekend, Thanksgiving weekend, the third weekend of January, the Victoria Day weekend, and the fourth Saturday in June (one week before the AGM).
  • The President will create an agenda for each meeting and ensure that the Secretary circulates that agenda with notice of meeting at least one week in advance of the meeting.
  • The President may delegate another Director to chair meetings.
  • To ensure that the goals of the KLRA are being met, a periodic review is needed. An on-going evaluation process will provide feedback to the KLRA Board and the membership on how well the goals are being met.
  • The President will chair the AGM, which is traditionally held on the Sunday of the Canada Day long weekend, and at that time ensure that all aspects of the activities of the KLRA are reported on.
  • A President's Message will appear in each Newsletter.
  • Public Relations and Promotion: To publicize the purpose of the KLRA and promote its activities in the wider community. The President is the official spokesperson for the KLRA and will coordinate all communication on behalf of the KLRA.
  • Be an active member of the Town and District Liaison Committee.
  • The President will assure KLRA representation at appropriate workshops and will respond to initiatives such as surveys by FOCA and other relevant organizations in order to gather information and speak on behalf of the KLRA.
  • As Privacy Officer, the President will act as a resource person for the Directors regarding the KLRA Privacy Policy.
  • Review the PIPEDA procedures yearly to assure compliance with the legislation.
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Responsibilities of the Vice-President

"In the absence or incapacity of the President, the Vice- President shall perform and exercise all the powers and duties of the President and shall act as an assistant to or representative of the President upon the request of the President." (By-Laws)

The Vice-President becomes the President at the end of the two-year mandate.

To provide the Vice-president with broad exposure to the operation of the KLRA, the following activities are recommended.

Goals:

  • To perform the role of President in the absence of the President.
  • To chair the Organization, Procedures and Responsibilities (OPR) Committee.
  • To be an active member of the Town and District Liaison Committee.

Strategies:

  • The Vice-President will take over the role of President if the President is absent or incapacitated.
  • As Chair of the OPR Committee the Vice-President is responsible for three major aspects of the KLRA:
  • Procedures: To serve as a resource to the Chair on the rules of order at meetings.
  • By-Laws: To carry out a biannual review of the KLRA Bylaws and procedures.
  • Contracts: To review all KLRA contracts annually, including incorporation, wharfing, beach, beach maintenance, KLRA insurance.
  • Consult with the Town and District Liaison Committee.
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Responsibilities of the Past President

The Past President has a two-year tenure during which time he or she will act as an advisor to the President on the operation of the KLRA. To ensure the objectivity of the nomination and election process, the Past President will act as chair of the nominations committee.

Goals:

  • To advise the President and other Directors on various aspects of the KLRA.
  • To chair the Nominations Committee.
  • To be an active member of the Town and District Liaison Committee.

Strategies:

  • Experience counts. The Past President can be of great help in the transition period for the in-coming President and other new Directors.
  • The Past President is the Chair of the Nominations Committee in order to assure that an appropriate slate of directors is set up for all elections.
  • In creating the slate of directors, diversity in areas of the lake and of interests should be considered: South Road, North Road, Grant's Bay, Kluey's Bay, Water Access cottagers, full time residents, seasonal residents, businesses, for example.
  • The HRLR Board is to be contacted for specific names for two HRLR positions on the Board.
  • Identify nominees to perform the review of the annual financial statement, these nominees to be approved at the AGM.
  • Continue in a known capacity to represent the KLRA at Town meetings, workshops, etc.
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Responsibilities of the Secretary

"The Secretary shall prepare and maintain the minutes of all regular and special meetings of the Executive Committee, shall arrange to have the Bylaws reviewed regularly and shall prepare any amendments to the Bylaws for approval from the membership, shall be responsible for all notices of meetings, shall handle all business and social correspondence for the Association, and shall be the custodian of the seal of the Corporation and of all materials and documents belonging to the Association, and shall be responsible for reporting the list of newly elected Directors to the Ontario Ministry of Consumer and Commercial Relations." (By-Laws)

Goals:

  • To prepare and maintain the minutes of all regular and special meetings of the KLRA Board.
  • To maintain copies of all records, contracts and correspondence, and to work with the Organization, Procedures and Responsibilities (OPL) Committee for regular by-law review .
  • To circulate all notices of meetings and agendas to Board members.
  • To handle correspondence for the Association as directed by the Board and act as a central repository for copies of all official KLRA correspondence.
  • To report the list of newly elected Directors to the Ontario Ministry of Consumer and Commercial Relations (OMCCR), the MP, the MPP, Town of Gravenhurst, FOCA, and the Muskoka Lakes Association.
  • To keep safely on file the seal of the Corporation and all other materials belonging to the Corporation.

Strategies:

  • Attend all meetings, take notes, prepare minutes, circulate minutes by e-mail or mail, file minutes in the minute book within two weeks of the meeting.
  • Assist the OPL Committee in its regular review of the by-laws as well as the review of all contracts.
  • Forward the agendas created by the President to all members of the Board at least one week in advance of the meeting.
  • The secretary will handle correspondence for the Association as directed by the Board and file a hard copy of official e-mail correspondence on receipt.
  • After the biennial elections, e-mail the names of the Directors to the OMCCR, the MP, the MPP, Town of Gravenhurst, FOCA, and the Muskoka Lakes Association..
  • File the corporate seal and other corporate documents in a safe place.
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Responsibilities of the Treasurer

"The Treasurer shall bill and collect annual dues from the members of the Association, shall receive and disburse all funds and keep accurate records thereof, and shall render an account of his/her transactions as Treasurer and of the financial position of the Association at regular meetings." (Constitution and Bylaws)

The accuracy and currency of membership information is critical and requires the coordination of the Membership Director with the Treasurer.  Procedures may vary to reflect the preferred method of achieving this important objective.

Goals:

  • To account for annual dues from members as well as any other income.
  • To disburse funds.
  • To keep accurate records of all transactions.
  • To report to the Board and the Members.

Strategies:

  • Keep a record of all funds.
  • Collect advertising revenues.
  • The funds of the Association shall be deposited in a chartered Canadian Bank or Trust Company. The signing officers are the President, the Secretary, the Treasurer and such other Directors as the Executive may nominate, with cheques to be signed by any two of these officers. A financial expenditure limit of two thousand ($2,000.00) dollars without membership resolution is to be adhered to.
  • Any expenditure contemplated in excess of Five Hundred Dollars ($500.00) requires the approval of the Board of Directors.
  • Ensure funds that are excess to current needs are considered by Directors for investment and investment renewals are approved by Directors.
  • Make sure expenditures are consistent with purposes of Association and its budget, and receive Directors' approval where appropriate. Make sure "money" motions are recorded in Minutes. Ensure there is a written invoice as basis for payment of bills and keep them
  • An annual financial statement prepared by the Treasurer shall be reviewed by either an accountant or by two members of the Association.
  • On behalf of the Directors, the Treasurer shall see that all necessary books and records required by the By-Laws of the Association or by any applicable statute or law are regularly and properly kept.
  • When new officers take office, change signing officers at the bank .
  • The Treasurer may make specific banking recommendations to the Board.
  • Periodically reconcile membership revenue deposits records with the Membership Director's records of members.
  • The Treasurer will provide an Annual Financial Statement and a Budget to the members at the Annual Meeting. The fiscal year is from May 1 to April 30.
  • Prepare financial statement and proposed budget after consulting Committee Chairs as to expected expenses in following year. Present both for approval at Directors' meeting prior to AGM.
  • At AGM, present financial information and present statement from "Reviewers" of previous year's figures. Make some copies for members attending. Treasurer's Report is for information only and does not need approval from members. Review does need a motion to accept. (Robert's Rules)
  • Ensure AGM approves two members or an accountant to review the financial statements for the year and provide a signed statement that they have been properly prepared according to our By-Laws and Incorporation requirements.
  • Provide Reviewers with all records: i.e. bank statements, tax bill, all invoices, paid bills, cheque book record, investment records. There is no point in keeping membership slips as many pay in cash at AGM and Craft Fair. These slips are most useful passed on the Membership Chair to ensure accurate address.
  • Set out the responsibility for arranging public liability and D and O insurance with the approval of the Board.
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Kahshe Lake Ratepayers' Association (1994) Inc. (KLRA)
Membership:   809-350 Mill Road, Etobicoke, ON, Canada, M9C 5R7    General:  PO Box 1318, Gravenhurst, ON, Canada, P1P 1V5
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