WCDR Board of Directors – Descriptions

The Board of Directors is the backbone of the Writers’ Community of Durham Region (WCDR), made up of dedicated volunteers who guide, support, and grow our vibrant writing community. Each board member plays a unique role in helping us deliver events, programs, and services that benefit writers at every stage of their journey

President:

The President chairs board and general meetings, schedules and distributes agendas, and presides over votes. They prepare the Annual Report, host Monthly Networking Meetings (MNMs), and act as a public representative for WCDR. The President also oversees the organization’s operations, ensuring alignment with its goals and values. They serve as the main liaison for the Word Weaver, reviewing content and contributing a message from the board. As a signing authority, the President co-signs official documents and may continue on as Past President.

Vice-president:

The Vice-President supports the President and steps in during their absence at board and breakfast meetings. They are typically expected to assume the role of President when the current term ends or if the President is unable to continue. While the role has limited standing duties, the Vice-President often takes on an additional board position. This role may also serve as an alternate signing officer for WCDR.

Secretary:

The Secretary manages board documentation, including taking and distributing meeting minutes, tracking motions and votes, and maintaining e-vote records. They coordinate board nominations and elections at the AGM, verify member status, and collect bios and photos. The Secretary facilitates membership votes and liaises with external contacts such as community groups and sister organizations. They assist at MNMs, manage the asset list, and provide website and voicemail support. This role is a signing authority for the board.

Treasurer:

The Treasurer maintains all financial records using QuickBooks, tracks transactions, and reconciles bank statements. They handle deposits, payments, and reports, ensuring all financial procedures meet organizational standards. At MNMs, they manage raffle prizes, accept payments, and issue honoraria. They prepare the financial report for the Annual Report and coordinate with an accountant for year-end statements. The Treasurer is a signing authority and ensures insurance and other key expenses are paid on time.

Membership Coordinator:

The Membership Coordinator manages the membership database, processes new and renewing members, and updates contact information. They welcome new members, assign membership numbers, and respond to inquiries. At meetings, they handle sign-ups, bring name tags, and assist with membership verification. They coordinate with the Treasurer, Web Liaison, and Word Weaver editor to ensure accurate records and communication. Renewal reminders and membership-related communications are also part of this role.

Speaker Coordinator(s):

The Speaker Coordinator arranges for speakers and facilitators in co ordination with other board members, for our Monthly Network Meetings. The Speaker Coordinator may work with the Masterclass Coordinator (or both may share the responsibilities of both positions) to contact facilitators for meetings and workshops, but the primary responsibility for the Speaker Coordinator is to ensure that a schedule of guest speakers and facilitators are available for all Monthly Network Meetings during a WCDR Season. The Speaker Coordinator shall also obtain biographical information for each speaker or facilitator to assist the Board with the promotion of the meeting.

Masterclass Coordinator:

The Masterclass Coordinator arranges for facilitators for periodic Masterclasses to be offered to the WCDR Membership. The Speaker Coordinator may work with the Masterclass Coordinator (or both may share the responsibilities of both positions) to contact facilitators for meetings and workshops, but the primary responsibility for the Masterclass Coordinator is to determine suitable topics for Masterclasses during a WCDR Season and to arrange for appropriate workshop facilitators for these topics. The Masterclass Coordinator shall also obtain biographical information for each facilitator to assist the Board with the promotion of the workshop or masterclass.

Marketing and Communications Coordinator(s):

These roles keep the membership and community informed of upcoming activities (meetings, workshops, events, celebrations and fundraisers) and manages social media communications. The position includes writing and releasing information about WCDR and its functions to send to the membership via The Buzz newsletter and post to social media accounts. This portfolio also includes organizing any events, coordinates all promotional materials for events, and reviews any new opportunities for events participation and sponsorship

Technical Coordinator(s):

The Technical Coordinator maintains and updates the WCDR website, ensuring content is current, accurate, and engaging, including member books and event information. They collaborate with the Speaker Coordinator to create presentation slides for Monthly Networking Meetings (MNMs). During MNMs, they set up and manage all audio-visual equipment, providing on-site technical support to ensure smooth event execution.

Member at Large:

A non-voting or voting board position occasionally maintained by a volunteer who wishes to be involved with programs, events, and portfolio support, but who is not bound to one specific portfolio. This person attends board meetings and assists any/all other board members where needed and available