Here are the General descriptions of the HCA Executive positions from the bylaw:

Bylaw 115: Vice President (Communications)

1. TheVicePresident(Communications)shall:

  1. a)  determine and organize efficient modes of communication with Members

    and create communication materials that reach all Members and promote

    the HCA;

  2. b)  produce the HUB Newsletter to be published no later than the first day of

    each month (unless otherwise approved by HLT), and encourage

    Members to submit articles and artwork for the newsletter;

  3. c)  be responsible for the marketing of HUB programming and HCA

    promotion, including but not limited to the distribution of communication media, flyers, listserv blurbs, notices, and newsletters in conjunction with the HLT

  4. d)  hold primary responsibility for updating all common bulletin boards and calendars;

  5. e)  communicate with the Residence Coordinator, HLT and HUB Marketplace regarding HCA activities;

  6. f)  undertake a comprehensive survey regarding the programs and services provided by the HCA and the quality of life in HUB by November and publish the results by the end of the fall academic term;

  7. g)  regularly maintain the HCA website and other social media outlets or supervise the individual responsible for its maintenance;

  8. h)  prepare materials that promote the HCA to be delivered to all HUB residents at the beginning of September; and

  9. i)  act as the official liaison officer for the HCA to external bodies as designated by the President.

Last Updated April 3, 2013 Page 19 of 45


Bylaw 120: Vice President (Finance and Administration)

1. The Vice President (Finance and Administration)shall:

  1. a)  manage the fiscal affairs of HCA such as insurance, investments, etc., and

    coordinates all budget related activities, including the annual year-end

    audit of their term;

  2. b)  ensure all fiscal affairs and budget related activities are conducted in

    accordance with Canadian Generally Accepted Accounting Principles;

  3. c)  register the HCA as a student group with the Students’ Union each

    summer, and ensure the Association remains in good standing throughout

    the year;

  4. d)  ensure Residence Services’ Financial Regulations are followed;

  5. e)  serve on CIRC, unless another Vice President volunteers to;

  6. f)  audit and reconcile the Executive Office cash box on a monthly basis or as

    requested by the Vice President (Volunteers);

  7. g)  audit and reconcile cash boxes from all special events no later than 48

    hours after the event ends;

  8. h)  assist all HLT Members in purchasing cost-effective items;

  9. i)  examine all receipts to ensure their validity and cost effectiveness and

    ensure that requisition forms are completed properly;

  10. j)  in conjunction with the President, hold primary signing authority on all

    HCA Bank Accounts;

  11. k)  ensure that all bills are paid in a timely fashion;

  12. l)  collect and deposit in the HCA account any revenue generated from HCA

    activities/services/facilities on a regular basis;

  13. m)  be responsible for holding a September General Meeting of the

    Association, at which the Association budget and annual financial statement must be presented to Association Members and ratified in accordance with HCA referendum legislation;

  14. n)  prepare a monthly HCA financial statement for the HLT;

  15. o)  be knowledgeable of the Constitution and of general legislative process;

  16. p)  maintain communication with the University of Alberta’s Risk Management

    Services and coordinate the creation of all necessary waivers;

  17. q)  transcribe, organize, distribute and retain agendas, minutes and other

    relevant documents from all HLT, Executive and general meetings;

  18. r)  manage the office supplies in the Executive Office;

  19. s)  perform other duties designated by the HLT,and possess optional

    residual authority over matters that are not specifically outlined in HCA


  20. t)  in the temporary absence of the President, serve as Acting President; and

  21. u)  collect and maintain records including:

    1. the current Constitution;

    2. all HLT minutes, and minutes of any other standing committees

      deemed pertinent;

  1. all bills, including but not limited to phone, OneCard reader, photocopying and insurance bills;

  2. all invoices, including but not limited to all reimbursed receipts;

  3. all waivers;

  4. all bank and budget statements;

  5. all transition reports;

  6. all election reports and materials;

  7. all volunteer applications and records;

  8. all Furniture Depot records;

  9. all warranties;

  10. all event bookings; and

  11. any other documents considered pertinent by HLT or the Executive.

2. Records must be kept for a minimum of seven years unless prohibited by law.

Last Updated April 3, 2013 Page 21 of 45


Bylaw 125: Vice President (Programming)

1. TheVicePresident(Programming)shall:

  1. a)  be responsible for meeting on an ongoing basis with the HLT and all

    relevant committees regarding programming;

  2. b)  plan programs with the HLT that enhance the participation of HUB


  3. c)  collaborate with other residence associations for joint programming,

    particularly the Residence Halls Association and other student groups

    across campus;

  4. d)  be responsible for maintaining and offering a variety of programs (for

    example, sports, education, recreation, trips and services);

  5. e)  coordinate a programming blitz at the beginning of each term with other

    HLT members;

  6. f)  coordinate an ongoing program promoting English language development

    among Members;

  7. g)  be responsible for implementing a system to track attendance at events,

    as well as tabulating and reporting its findings to the HLT;

  8. h)  in conjunction with the Vice President (Communications), create a master

    calendar of programming events that includes but is not limited to HCA

    parties, trips, workshops, movie nights and other events;

  9. i)  serve on at least 50% of all programming committees;

  10. j)  monitor the progress of all programming committees, ensuring that proper

    advertising is taking place for all events and programs;

  11. k)  work with theVice President(Volunteers)to recruit and to supervise

    coordinators for regularly offered programs and services, as well as review

    their performance regularly; and

  12. l)  have SIPS Training if alcohol related programming is scheduled for the


Last Updated April 3, 2013 Page 22 of 45


Bylaw 130: Vice President (Operations)

1. TheVicePresident(Operations)shall:

  1. a)  maintain records and photographs of all HCA equipment valued over

    $100.00 at beginning and end of each term in conjunction with Vice President (Finance & Administration). A log of the model and serial numbers should be compiled. For any equipment lent out, a log comprising the model and serial numbers, the borrower, and return date is to be kept;

  2. b)  be responsible for advertising the Vault and its services to Members;

  3. c)  be responsible for posting notices on the use of HCA services/equipment;

  4. d)  work towards upgrading current services in response to HLT


  5. e)  be responsible for the arrangement, renovation, and maintenance of all

    HCA equipment;

  6. f)  develop a regular cleaning schedule of the Executive Office and Kitchen

    by all Officers of the Association;

  7. g)  maintain the security of the HCA and respond to security concerns in the

    Vault; and

  8. h)  maintain and upgrade computers that are the property of the HCAin

    cooperation with the Residence Services Information Technology Specialist.

Last Updated April 3, 2013 Page 23 of 45


Bylaw 135: Vice President (Volunteers)

1. TheVicePresident(Volunteers)shall:

  1. a)  promote volunteerism in HUB, including but not limited to recruiting,

    organizing, training, and supervising duties of volunteers;

  2. b)  chair a committee meeting at the beginning of each term to address

    issues including but not limited to volunteer recruitment, new volunteer positions and opportunities, volunteer satisfaction, and developing volunteers into new student leaders;

  3. c)  organizeandrunatleasttwovolunteeringprogramsoutsideofotherHUB events and programs, per term;

  4. d)  provide volunteers with training of all expected duties, responsibilities and HCA policies;

  5. e)  conduct regular performance reviews of volunteers;

  6. f)  review and revise volunteer job descriptions and contracts;

  7. g)  send out a weekly email message to all volunteers, updating them of any

    outstanding issues, changing policies and upcoming volunteer


  8. h)  manage the movie and vacuum rental program in the Executive Office,

    including coordinating scheduling, training, advertising and cash box

    reconciliation, as well as suggesting policy changes to the HLT;

  9. i)  recruit volunteers to help distribute and/or post flyers and provide

    assistance at events, in conjunction with HLT and the Community Service


  10. j)  determine proper rewards or prizes for all volunteers, including volunteer

    of the month;

  11. k)  make and distribute HCAT-shirts to all executives, RAs and volunteers by

    the end of the Fall Term; and

  12. l)  coordinate volunteer appreciation events at least once per term.

  13. m)  Maintain the office in a presentable condition through cleanliness and


The Bottle Depot Program is now running in the General Office during any of the office hours! Bring down your clean and washed bottles to receive a nice refund for your recyclables :)

RA on-call number (24 hour on weekends, 4:30pm-8:30am on weekdays):