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EVENT CALENDAR

HEAT 2024 YEAR AT A GLANCE

Dates	Meeting	Location	Topic
January, Wed, 24th	General educational – Inclass training 9am-12noon	Ritz Carlton	Working at Heights/Genie lift operator
February, Thur, 8th	BOD meeting – 4pm Annual General Meeting – 5:30 pm	Metro Convention Centre
February, Thur, 22nd	Annual HEAT BOD – 5pm	TBD
March, Thur, 21st	General HEAT Meeting	TBD
April, Thur, 11th	BOD Meeting	TBD
May, Thur, 2nd	General HEAT Meeting	Novotel
May, Thur, 30th	BOD Meeting	TBD
June	Summer Break
July, Wed, 10th	HEAT Golf Tournament	Glen Abbey
August, Thur, 29th	BOD Meeting – 10am	TBD
September, Thur, 12th	General HEAT Meeting	TBD
October, Thur, 3rd	BOD Meeting	TBD
October, Thur, 17th	Finance Committee Meeting – Optional and can be moved	TBD
November, Thur, 28th	PM Exp HEAT Seminar – 10:30 am	TBD
December, Thur, 12th	BOD HEAT Social	TBD
2025
January, Thur, 16th	General educational – Inclass training 9am-12noon	TBD
February, Thur 13th	BOD meeting – 4pm Annual General Meeting – 5:30 pm	TBD
March, Thur, 13th	Annual HEAT BOD – 5pm	TBD

Please note there may be changes due to unforeseen circumstances

Director of Administration & Website

To be an Active, Honorary Active, Allied or Honorary Allied Member
To keep a record of the H.E.A.T Operating Guide and all the changes, edits and or additions that are received by other Board of Directors and the membership
Maintain an outline of the broad plan of work and scope for all the active committees. Also needs to monitor the process of all of the above.
To forward and update on a semi-annual (twice a year) the changes and additions that have been made to the HEAT Operating Guide. This will be done in coordination with the Policy and Procedure Director.
The H.E.A.T Operating Guide will be kept in two separate formats. One to be in electronic format and the other is going to be written in a manual or book
Assist committee chairpersons
Receive and review drafts of all annual reports of active committees
Maintain communications between the Executive Committee (Officers) and the Directors of Public Relations, Membership and Policies and Procedures.
Shall have other powers and duties as may from time to time be assigned by the Board of Directors.

Operational Procedure

Maintain spreadsheet of BOD and officers appointment terms of service and positions, e-mailed to BOD in April and January.
Maintain organizational charts with names and positions, to be completed and ready for distribution 30 days after AGM or after any changes in positions.
Document Operating procedures with the Director of Policies and Procedures and Secretary for preparation of Meetings, preparation of Golf Tournament, preparation for AGM, preparation of Call Committee and presenter gift policy.
To Assist Director of Finance with collection of Outstanding Invoices.
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form.

Director of Public Relations

To be an Active, Honorary Active, Allied or Honorary Allied Member.
Establish objectives and policies for public relations.
Inform the industry of applications, organization and operation of the association.
Communicate effectively with the industry and other related associations.
To publish and facilitate the HEAT SOURCE.
Inform membership and industry of the associations affairs.
To scrutinize and review all publications, web-site and correspondence from HEAT to the membership or the general public.
Shall have other powers and duties as may from time to time be assigned by the Board of Directors.

Operational Procedure

Maintain and update a file on information required for H.E.A.T Source.
To Assist Director of Finance with collection of Outstanding Invoices.
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form.

Director of Communications

To be an Active, Honorary Active, Allied or Honorary Allied Member.
To establish and facilitate the call committee for future meetings and supply meeting information to the Active and Allied Members.
To provide Job Opportunities to the Association Members via email. Provide this information to the Secretary and Director of Membership to update the HEAT website as approved by the Board of Directors.
Shall have other powers and duties as may from time to time be assigned by the Board of Directors.

Operational Procedure

Initiate call committee 2 weeks prior to general meetings.
Co-ordinate mass e-mail for General Meeting notices to all members with Director of Finance.
Maintain RSVP list with information from Director of Membership.
Manage RSVP list for each General Meeting providing a copy to Director of Finance, Director of Services and Director Programs.
To Assist Director of Finance with collection of Outstanding Invoices.
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form.

Director of Services

To be an Active, Honorary Active, Allied or Honorary Allied Member.
To accept and keep an RSVP list for any upcoming events and to coordinate and communicate the attendees to the Director of Programs.
Establish objectives and policies for facilities and services.
Research meeting venues looking at overall quality & costs. cost of Room, Food and Beverage.
Promote effective meetings, Annual, General and Board of Directors.
To maintain and be in full communication with the event venue during the booking and planning process of any meeting or event that HEAT is going to hold for our membership.
Ensure necessary facilities and services for all meetings are in place.
Work closely with Director of Programs.
To maintain an attendance list of attendees at each General Meeting with the Assistance of the Director of Finance.
Shall have other powers and duties as may be from time to time be assigned by the Board of Directors.

Operational Procedure

Obtain requirements of presenters, such as AV requirements, podium, microphones, registration table, F & B requirements etc.
Co-ordinate contract with Hotel or Restaurant with assistance from Director of Programs and Director of Finance.
Provide confirmation of meeting attendee to Hotel/Restaurant.>
Take pictures at General Meetings and AGM for website.
To Assist Director of Finance with collection of Outstanding Invoices.
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form.

Director of Special Events

To be an Active, Honorary Active, Allied or Honorary Allied Member.
To propose Golf Budgets and Plans for upcoming year, as well as the Annual General Meeting budget and plans for upcoming year to the Board of Directors for approval.
Develop and direct special events and annual functions, Golf, Annual General Meeting for the association.
Plan annual general meeting program, with exhibitors, speakers, entertainment.
Plan activities with related associations.
Plan and conduct assessment of special functions.
Shall have other power and duties as may from time to time be assigned by the Board of Directors.

Operational Procedure

Organize golf committee to establish golf tournament structure and budget to present to BOD.
To Assist Director of Finance with collection of Outstanding Invoices.
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form.

Director of Policies & Procedures

To be an Active, Honorary Active, Allied or Honorary Allied Member.
To keep and maintain the by-laws of the Association.
To update HEAT Board of Directors of any government changes or change to laws that may affect our Association and Membership.
Advise on legislation changes and by-laws that need to be addressed.
Research any proposed changes or additions to the Directors responsibility chart.
Advise on Membership and Board of Director ethics.
Shall have other powers and duties as may from time to time be assigned by the Board of Directors.

Operational Procedure

Monitor changes in policy and procedures and make recommendations at Board of Directors meetings on the changes, ensuring that HEAT adheres to the By Law #1.
Propose Amendments to By-Law #1 to meet Operational Changes.
To Assist Director of Finance with collection of Outstanding Invoices.
Document Operating procedures with the Director of Administration and Secretary for preparation of Meetings, preparation of Golf Tournament, preparation for AGM, preparation of Call Committee and presenter gift policy.
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form.

Director of Membership

To be an Active, Honorary Active, Allied or Honorary Allied Member.
To keep and maintain an up to date and accurate Active (Engineers), Honorary Active, Allied and Honorary Allied roster of HEAT Members.
To provide copies of the latest Membership list for each Board of Director at Board of Directors Meetings.
To maintain 3 separate lists, one with allied members only, one with engineering members only and one that is a combination of both together.
To accept changes, edits and additions/deletions of the roster of members of HEAT.
To bring forth application of new members to the BOD at BOD meetings or by e-mail.
To promote membership drives to increase membership.
Shall have other powers and duties as may from time to time be assigned by the Board of Directors.

Operational Procedure

Email Membership List to Board of Directors 2 Days before Board of Directors Meeting.
At each Board of Directors meeting present totals of Active, Allied and Honorary members.
Inform applicants of acceptance/rejection by mail. (Obtain generic letters from Director of public relations).
To provide the Board of Directors an updated Membership List via email within 7 days of the Board of Directors Meeting if changes occurred at the meeting.
To Assist Director of Finance with collection of Outstanding Invoices.

Director of Programs

To be an Active, Honorary Active, Allied or Honorary Allied Member.
To provide potential speakers and presentation topics to the Board of Directors for approval. Once approved include them in the working plan and format to book at a future meeting.
Establish objectives and policies for professional development of the general membership of the association and Board of Directors.
To maintain and forward RSVP list to the Director of Services for any upcoming event or meeting so that the planning of the details at the venue can take place.
Asses training needs and plan annual development program.
Approve the arrangements for the speakers at the regular monthly meetings.
To solicit needs and wants from the HEAT membership, both Allied and Active members so that the potential for facilitating what they would like to have for future meetings is put into motion with the Board of Directors.
Evaluate the activities and programs on a regular basis.
Act as a Mentor to the Director of Services.
Shall have other powers and duties as may from time to time be assigned by the Board of Directors.

Operational Procedure

Prepare general meeting notice one month prior to general meeting and e-mail out to Board of Directors.
Acquire electronic copy of General Meeting Presentations to post on the Website.
To Assist Director of Finance with collection of Outstanding Invoices.
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form.

Director of Records/Secretary

To be an Active, Honorary Active, Allied, or Honorary Allied Member
Attend all meetings of the general membership and Board meetings, record all facts and minutes of all the proceedings for the Association books and records
In the event of being absent to a meeting or function, must be responsible to find and confirm a replacement that will take minutes of meetings for HEAT
Shall give notices required to be given to members and to the Board of Directors
Shall be the person responsible of the seal of all the books, papers, records, correspondences, contracts and other association belongings and documents
Shall have other powers and duties as may from time to time be assigned by the Board of Directors

Operational Procedure

Shall have minutes of Board of Directors meeting distributed by e-mail seven (7) working days after meeting.
Send e-mail reminder to Board of Directors for Board meetings.
To Assist Director of Finance with collection of Outstanding Invoices
Document Operating procedures with the Director of Policies and Procedures and Director of Administration for preparation of Meetings, preparation of Golf Tournament, preparation for AGM, preparation of Call Committee and presenter gift policy.
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form

Director of Finance

To be an Active, Honorary Active, Allied or Honorary Allied Member
To provide at each Board meeting a record of overdue accounts, statements and any other financial items that need to be discussed
To maintain financial policy and control
Present to the Board the annual budget and Financial records of the Association for approval
Ensure proper financial records are kept of all of the associations activities
Asses Financial position of the association on a continual basis
Participate in the approval procedures of all major transactions of the association
Appoint audit committee and arrange for the year end financial report
To forward any changes, edits or additions of operation to Director of Administration for Distribution to the board
In the Financial report, must keep an accurate and individual account of each event or function that HEAT facilitates. This is for better review on event basis.
Assist the Director of Services in maintain an attendees list at each HEAT General Meeting
Shall have other powers and duties as may from time to time be assigned by the Board of Directors

Operational Procedure

Maintain list of attendees at every HEAT Function
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form

Vice President

To be an Active or Honorary Active Member
Preside over all meetings of the membership and Board of Directors in the absence of the President
Call regular meetings with agenda, date, time and location
Coordinate all members meetings and special events with Director of Programs, Special Events and Services
Shall have other powers and duties as may from time to time be assigned by the Board of Directors

Operational Procedure

Facilitate and follow up on Call Committee for General Meetings.
Work with Secretary and Records to maintain the Website.
Work with Director of Public Relations and Director of Communications to increase Membership through the use of the Greater Toronto Hotel and Motel Association roster and Newsletter.
To Assist Director of Finance with collection of Outstanding Invoices.
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form

President

To be an Active Member or Honorary Active Member
To be the CEO of the Association
Be charged with the general management and supervision of the affairs and the operations of the Association at all times
Preside over all Association meetings and Board of Director meetings
To keep motivation and direction of the Board so that the goals that have been set out by the Board and the membership are facilitated and fulfilled
Sign all instruments and perform all duties incident to the office of the President and shall have other powers and duties as may from time to time be assigned by the Board of Directors

Operational Procedure

Maintain relationship with other Hospitality Associations.
Responsible for incoming calls on HEAT telephone Line.
Assist Director of Membership in soliciting new Members and direct them to the Website to complete the online application form.

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