Policy - Officers of the corporation  By-Law Home

Chair of the Board - Leads the board, sets meeting agendas, facilitates discussions, and represents the organization publicly. If there is no President the Chairperson can and will assume the duties of the President. 

Regional Vice-Chairs of the Board - Maritime, Central, Western. Key leaders responsible for their organization’s presence and impact within their designated region. Francophonie - Quebec Vice Chair: A crucial role to ensure that the organization’s initiatives are inclusive and responsive to the needs of Francophone members and those in the region of Quebec.

Associate Vice-Chair of the Board - A vital role for promoting youth participation and representation within the organization.

President - The President will: 
- Preside as the Chair at all meetings of the Board of Directors and the Executive Committee. If there is no President the Chairperson can and will assume the duties of the President. 
- Be the principal executive officer of Scots of Canada and will, in general, perform all the duties and have all of the authority specified in such Position Description as the Board of Directors may adopt from time to time. 
- Serve as the official representative of Scots of Canada or designate his/her substitute. 
- He/she will represent Scots of Canada in all activities with other clans, clan societies, and associations, unless other directors are designated such as Regional Chairs. 
- Will encourage the Directors of the Corporation, as well as other volunteers, to use their energies and abilities to advance the purposes of Scots of Canada. 

Secretary - The Secretary will be responsible for maintaining accurate records of board meetings, managing correspondence, and ensuring compliance with legal and regulatory requirements. 
- Keep the minutes of the proceeding of the Board of Directors and the AMM in electronic files provided for that purpose. 
- See that all notices are duly given in accordance with the provisions of these Bylaws or as required by law; be custodian of the corporate records.
- Keep a register of the post office address, telephone number and email address of each member of the Board of Directors and Advisors, which address will be furnished to the Secretary by each director and advisor.
- In general, perform all duties incident to the office of secretary and such other duties as may from time to time be assigned to him or her by the President or by the Board of Directors. 

Treasurer - The Treasurer will oversee the financial health of the organization, manages budgeting, financial reporting, and ensures compliance with financial regulations. 
- Be responsible for all funds of Scots of Canada, oversee the receipt of moneys due or payable to Scots of Canada from any source whatsoever. 
- Assure the deposit of all such monies in the name of Scots of Canada in such banks, trust companies, or other depositories as selected and approved by the Board of Directors. 
- Oversee the disbursement of funds of Scots of Canada in accordance with the directives of the Board of Directors, assuring proper vouchers/receipts for such disbursements.
- Render to the Board of Directors, at its annual meeting and at such other times as may be requested by the Board of Directors, an account of all the transactions of the Treasurer and of the financial condition of Scots of Canada. 
- The Treasurer will serve, ex-officio, as a member of the Fiscal Committee of Scots of Canada but will not serve as its chair. 

The Treasurer will assure compliance with: 
- Financial standards applicable to non-profit organizations. 
- Applicable federal requirements incident to Scots of Canada tax-exempt status. 
- The Treasurer will, in general, perform all of the duties incident to office of Treasurer and such other duties as may from time to time be assigned to him or her by the Chair, President or the Board of Directors. 

Past Chair - A former Chair of the Board who, when available, remains on the Advisory Board pursuant to By-law Section 41 and Policy 41 to provide guidance and continuity, often serving as a mentor to the new Chairperson.

Removal
Any Board member removed from the Board of Directors pursuant to Scots of Canada By-law Section 28 and/or Scots of Canada Policy 28 will be automatically removed as an officer. The Board of Directors may remove any officer, with or without cause, when, in its judgment, the best interests of Scots of Canada will be served thereby. 

Effective Date. This policy is effective as of November 14, 2025 and supersedes any prior policies regarding Officers of the corporation.

Revision. (YY/##). 2502