Board roles and members

Purpose

The Board of MMCM provides governance, guidance, and oversight for the museum. The board supports the Founder/President in achieving MMCM’s mission, ensures accountability, and assists with strategic planning, fundraising, and public engagement.

Minimum Board Composition

Nova Scotia requires at least 5 board members. The board must include:

Role

Responsibilities

Founder / President

Retains final decision-making authority; oversees all operations, policies, and collections; chairs the AGM.

Vice President

Supports the President; acts in their absence; assists with strategic planning and special projects.

Secretary

Maintains official records, minutes, and correspondence; ensures documentation of AGMs and board meetings.

Treasurer

Oversees financial records, banking, budgeting, and reporting; prepares annual financial report for the AGM.

Director / Member at Large

Provides advisory input; participates in committees; supports programs, events, and volunteer coordination.

Additional Roles

These roles may be added to strengthen the board and museum operations:

Role

Responsibilities

Fundraising Officer

Manages donor relationships, fundraising campaigns, and sponsorships; helps secure financial support.

Collections / Curator Officer

Advises on artifact acquisition, handling, preservation, and exhibit planning.

Community Liaison

Strengthens connections with schools, cadets, veterans, and local organizations; promotes public engagement.

Events Coordinator

Plans and organizes museum events, tours, workshops, and special programs.

Marketing & Communications Officer

Oversees public communications, social media, and promotional activities to increase visibility and engagement.

Board Member Eligibility

• Must be 16 years or older

• Support MMCM’s mission and purpose

• Agree to comply with museum policies, code of conduct, and confidentiality requirements

• May be drawn from: adults, parents, friends, veterans, or Legion members

Board Member Responsibilities

• Attend board meetings and participate in advisory discussions

• Review policies, programs, and financial statements (advisory role for most items if Founder retains control)

• Assist with fundraising, events, and public outreach

• Maintain confidentiality of sensitive museum or donor information

• Act in the best interests of MMCM

Term, Vacancies & Replacement

• Board members may serve fixed terms (e.g., 1–3 years) or until replaced

• If a board or officer position is vacant, the Founder/President may appoint a qualified individual to temporarily fulfill the responsibilities of that role until a permanent replacement is selected.

• Board members may resign at any time with written notice

Elections

• Regular Elections: Board member elections shall occur every 2 years to fill positions whose terms are expiring.

• Special Elections: A vote for a special election may be called if 51% of active members request one in writing.

• Voting Eligibility: Only active members in good standing are eligible to vote in any board election.

• Election Process: The Founder/President oversees the election process, ensuring transparency and fairness, while retaining ultimate authority over appointments if needed.

• Announcement: All elections shall be announced at least 21 days in advance, including the positions open, candidates, and voting procedures.

Nominations & Candidacy

• Nomination Requirement: To be nominated, a candidate must complete a formal application and have it approved by the Founder/President before the election is called.

• Maximum Nominees: No more than 5 candidates may be nominated per election for each position.

• Incumbent Automatic Re-nomination: The current holder of a board position is automatically included in the next election unless they opt out in writing prior to the nomination deadline.

• Fifth Nominee: If an incumbent opts out, a 5th candidate may be nominated to ensure the maximum of four nominees is reached.

• Eligibility Verification: All nominees must meet the board member eligibility criteria outlined in the policy.

• Election Announcement: Approved nominees will be announced at least 21 days prior to the election, including position details and voting procedures.

Decision-Making & Voting

• The Founder/President holds ultimate authority for all final decisions

• Board members may provide advice, recommendations, and votes on advisory matters

• A quorum for formal advisory decisions is more than half of the active board members

Meetings

• Board meetings shall be held at least twice per year, or more as needed

• Minutes shall be recorded and retained as official records

• Board may meet in person or virtually