Executive – Director Nomination

Please review the document below on the role and responsibility carefully before nomination.

Gujarati Mandal of Calgary Bylaws

I am interested and nominate myself for the position of*
Commitment from Mandal Executive
- Be thoroughly familiar with the GMofC Mission, Vision, and By-laws.
- Work collaboratively as a team, with all Directors and Executives acting in the best interests of GMofC and the Gujarati community. Continuously think of improving our processes
- Collaboration with volunteer management to secure necessary volunteers.
- Active involvement in preparing Sponsorship Package and work towards ensuring all benefits are delivered to the sponsor. Uniform and clear communication with all sponsors
- Active involvement in planning of all events including attending vendor meetings
- Actively involve in building management representing GMofC interest
- Continuous thinking for improvement
- Attend each bi-weekly virtual meeting
  - Chair the Bi-weekly meeting in rotation with other executives
- Bi-Weekly Executive meeting to discuss the progress of upcoming events, financials, etc.
- Actively engage and manage all reporting, communications and GMofC records (Financial, Events, External agencies etc.)
- All Executives are expected to attend minimum 85% of events and meetings.
Commitment from Director of GMofC
- Be thoroughly familiar with the GMofC Mission, Vision, and By-laws.
- Work collaboratively as a team, with all Directors and Executives acting in the best interests of GMofC and the Gujarati community. Continuously think of improving our processes
- Collaboration with volunteer management to secure necessary volunteers.
- All budgets and expenditures must be pre-approved by one of the Executives.
- Dedicate an average of 2 to 5 hours per week to GMofC activities, with increased time commitment during Navratri and Diwali, depending on their level of involvement.
- Attend and actively participate in bi-weekly virtual meetings.
- Attend event-specific meetings as required, whether leading the event or assisting with it.
- Attend all GMofC events
- Attend minimum 80% of events and meetings.
- Continuous Improvement: A systematic approach to evaluating and enhancing events, including:
  - Reviewing past events and documenting lessons learned.
  - Gathering feedback from attendees after each event to improve future events.
Key Roles

Oversee all aspects of the Mandal, work closely with the Strategic Planning Committee and get directions from time to time. Keep the Strategic Planning committee aware of all the events, issues etc. Ensure all Govt. filings are done on time, record keeping is up to date (financial and non- financials). Conduct bi-weekly meetings with Executives and bi-weekly meetings with Executive/Directors. Ensure there is required level of communications amongst all teams.

Key Responsibilities:
- Overall operations of GMofC
- Ensure that all resources are available for events
- Attend meetings with other organizations, e.g. multi organization events like Stampede, Independence Day celebration, Intercommunity Sports in absence of Vice-President
- Attend other organizations or Government events (by invitation)
- Ensure all financials are in check:
  - Ensure all expenses are within budget and there won’t be any significant effect on the financials for entire year
  - Approve all expenses making sure expenses matches the submitted expense reports.
  - Review expense report(s) or receipts for accuracy if initiating a payment.
  - Ensure approvals are submitted to AGLC as required.
  - Ensure financial report(s) are submitted to AGLC and any other governing body, as required.
  - Review GMC Financial Statement and ensure it is ready for AGM.
  - Ensure GST Returns are filed.
- Strategic planning for special events like GMofC 50-year celebration, GCF etc.
- Strategic planning to increase membership and sponsorships
- Conflict resolution
Key Roles

Act on behalf of the President when President is not available. Provide guidance to Directors on various aspects of operations. Develop guidelines and procedures where needed and ensure all events have proper procedures, lessons learned and proper documentation. Ensure all the meetings are documented and kept under Records mgmt. Work closely with NICC Board for any building related activities, issues and projects. Sponsorship – Relationship with sponsors for ongoing support, recruit more sponsors, manage needs of sponsors etc.

Key Responsibilities:
- Active involvement in all events Planning
- Attend meetings with other organizations, e.g. multi organization events like Stampede, Independence Day celebration, Intercommunity Sports
- Attend other organizations or Government events (by invitation)
- Active involvement in strategic planning for special events like GMofC 50-year celebration, GCF etc.
- Active involvement in strategic planning to increase membership and sponsorships
- Conflict resolution
- Approve all expenses making sure expenses matches the submitted expense reports
- Develop relationships with Food vendors and suppliers.
Key Roles

Budgets / Actuals, Donations, Govt. agencies filings (GST, CRA), Grants & AGLC filings, Dealing with Accountant, Record keeping of financial records. Preparation and Audit of Annual financial statements. Bank reconciliations. Manage finances for each of the GMofC events. Manage finances related to GMofC portion of the NICC.

Key Responsibilities:
- Prepare annual financial budget
  - Submit to AGLC along with the list of current executives
  - Submit approvals to AGLC for Navratri and Diwali Related expenses
- Prepare Sponsorship Package (review packages from other organizations)
- Submit AGLC financial report (annual)
- Submit CIP or any other Grant report as applicable
- Review all expense reports for accuracy and completeness
  - Ensure that receipts are appropriately submitted.
  - Initiate expense reports for all expenses as required.
  - Initiate payment in a timely manner
  - Follow up with stakeholders if expenses are not submitted in a timely manner
- Review Bank Statements for each transaction. If any unexpected transaction, follow up with Bank or appropriate team member as required.
- Enter all credits and debits accurately in QuickBooks for all GMofC accounts
- Generate Donation receipts and Sales Receipts through QuickBooks and send it to individuals – must be done by January 7^th of following year by latest
- Review NICC bank statements for each transaction. If unsure, consult with CICCA executives
- Work with Accountant to create financial statement – may require multiple in-person meetings and/or telephone consultation.
- Review draft Financial Statement.
- Ensure that Financial Statement are complete in time for AGM
- Ensure GST returns are filed by the accountant
- Ensure all expected payments are received which includes committee members, sponsors etc.
Key Roles

Membership mgmt., Monthly reminders to members that have not renewed their membership. GMofC non-financial records keeping, Minutes of meetings. Plan yearly calendar of events and communicate. Arrange bi-weekly Executive meetings, and bi-weekly Executive/Directors meetings, create agendas etc. Manage NICC bookings for GMofC events

Key Responsibilities:
- Communication
  - Draft and send emails through MailChimp in a timely manner
  - Communicate with committee for regular meetings or registration
- Digital Material for each event
  - Provide information for Digital poster creation
  - Review Posters and ensure the information is accurate
- Digital Marketing
  - Ensure that all events are published and marketed appropriately for more involvement of community in events
  - Manage marketing material from Sponsors and publish it on social media as per the Sponsorship Package in a timely manner
- Website management, appropriate, accurate and precise links created for event registration
- Create links for Sponsors/ Guests/ Volunteer registration for each event
- Respond to all email enquiries from members and external sources
- Attend meetings with other organizations, e.g. multi organization events like Stampede, Independence Day celebration, Intercommunity Sports
- Attend other organizations or Government events (by invitation) in absence of President or Vice-President
- Active involvement in strategic planning to increase membership and sponsorships
- Approve all expenses making sure expenses matches the submitted expense reports
GMofC will organize teams for a variety of sports, including:
- - Traditional Sports: Cricket, Volleyball, Chess, Badminton, Table Tennis
  - Winter/Indoor Activities: Bowling, Skating, etc.
  - We aim to create GMofC teams for each sport and arrange inter-community sporting events.
  - Comprehensive Event Planning: From initial concept to execution, including venue bookings, catering arrangements, and development of standardized procedures for each event type.
  - Providing cultural items to other organizations including Stampede
GMofC will manage all cultural events, expanding the current offerings with new and engaging experiences. This includes:
- Comprehensive Event Planning: From initial concept to execution, including venue bookings, catering arrangements, and development of standardized procedures for each event type. Key events are Weekend Navratri and Diwali which requires a lot of advance planning in booking the venues, artists, vendors etc.
Artist Management: Securing artists through contracts and managing all related logistics.
GMofC will manage all religious events, expanding current offerings with new events where possible. This includes:
- Comprehensive Event Planning: From initial concept to execution, including venue bookings, catering arrangements, and development of standardized procedures for each event type.
- Artist Management: Securing artists through contracts and managing all related logistics.
Educational Initiatives GMofC will initiate educational programs in areas such as:
- Gujarati language
- Performing arts
- Bharat Natyam
- Yoga
Building upon the existing GMofC Seniors' activities, we will expand the program to include:
- Regular Gatherings: Weekly or bi-weekly gatherings at the NICC.
- Outings and Excursions: Organized outdoor trips and other excursions.
- Community Engagement: Volunteering opportunities outside of GMofC, such as at the food bank.
This expanded program will involve:
- Logistics: Venue bookings, vendor contracts, and catering arrangements.
GMofC will focus on strengthening its communication and community engagement through:
- Digital Presence: Managing and updating GMofC's social media and website content to ensure engaging and informative platforms.
- Media Relations: Building and maintaining relationships with media outlets to raise awareness of GMofC's activities and impact.
- Inter-Organizational Collaboration: Developing relationships with other Indian organizations to expand GMofC's reach and community awareness.
- Volunteer Engagement: Actively recruiting and engaging Gujarati community members in volunteer opportunities and event marketing.
- Volunteer Management: Maintaining a comprehensive volunteer database and collaborating with other Directors to fulfill their volunteer needs.
GMofC will manage and support its technological needs, including:
- Digital Platforms: Social media management and website technical maintenance.
- Data Management: Database technical management.
- Event Technology: Setting up systems for event tickets, registrations, and related online processes.
- Community Support: Providing a help desk for seniors and offering technology classes.
Planning and execution of women's events, including:
- Venue booking
- Catering arrangements
- Goal: At least one Mahila event per month.
Planning and execution of youth events, including:
- Venue booking
- Catering arrangements
- Goal: At least one youth event per month.
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Nomination Form
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Membership Account ID
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Name
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I CONSENT TO and ACCEPT
- I declare that I am currently a member in good standing of Gujarati Mandal of Calgary and have not been convicted of any criminal offence that would disqualify me from holding the position for which I have accepted the nomination for. I also acknowledge that I am familiar with By-laws of Gujarati Mandal of Calgary, the Nominations & Elections Policy and understand the responsibilities associated with this position.

Nomination Form