Club Leadership
The Courtenay Gem & Mineral Club is run by a volunteer Executive Committee made up of executive officers and committee chairs. Together, they manage club business, organize activities and events, and help our community of rock, mineral, and fossil enthusiasts thrive.
Find out who’s on our executive, what each role does, how to get involved, and what positions are coming up for election at our Annual General Meeting (AGM).
Executive Committee
The Executive Committee includes both executive officers and committee chairs. Each role has its own responsibilities, and members work together to keep the club running and support its activities.
President/Wagon Master
Vice President
Secretary/Treasurer
Show Chair
Executive Officer Roles
President
Leads club meetings, helps guide club decisions, and coordinates the Executive Committee.
Vice-President
Supports the President and steps in when the President is unavailable.
Secretary
Records meeting minutes, manages correspondence, and maintains club records.
Treasurer
Oversees club finances, tracks income and expenses, collects membership dues, and prepares financial reports.
Club Committees & Member Involvement
Club committees help organize activities, manage projects, and keep the club running. Each committee has specific responsibilities, and members are welcome to get involved and help out. Committee chairs are part of the Executive Committee, while assistant roles support there respective chairs.
You don’t need to hold an executive position to contribute; volunteering on a committee is a great way to get involved, share your skills, and support the club.
Publicity Committee
Promotes the club, its meetings, field trips, events, and activities through social media, posters, and other communications.
Chair: Publicity Chair
Entertainment Committee
Organizes guest speakers, demonstrations, social events, and club gatherings.
Chair: Entertainment Chair
Phone Committee
Helps keep members informed with notifications and reminders about meetings and activities.
Chair: Phone Committee Chair
Gem & Mineral Show Committee
Plans and organizes the club’s annual Gem & Mineral Show, including vendor coordination, volunteers, and event logistics.
Chair: Show Chair — Mel Horler
Assistant role: Assistant Show Chair
Field Trip Committee
Organizes rockhounding outings, including locations, meeting details, and trip information.
Chair: Wagon Master — Ryan Lavoie
Assistant role: Assistant Wagon Master
Archives Committee
Maintains club records, historical materials, and the club library.
Chair: Archives Chair
Workshop Committee
Supports the club workshop, including equipment, organization, maintenance, and safe use.
Chair: Workshop Foreman
Assistant role: Assistant Workshop Foreman
Membership Committee
Supports membership administration and helps keep members connected with the club.
Joint chairs: Secretary and Treasurer — Christina Lavoie
Constitution & Bylaws
The club’s constitution and bylaws outline its purpose, structure, rules, and procedures for conducting club business. They help guide the Executive Committee and membership in making decisions and managing the club.
Members are encouraged to review these documents, particularly ahead of the AGM.
Annual General Meeting
The Annual General Meeting is an opportunity for members to hear club updates, discuss club business, and elect the people who will help lead and organize the club for the coming term.
2026 AGM Details
Date: Thursday, November 26, 2026
Time: 7:00–8:30 pm
Attendance: In person (St. George’s United Church, 505 6th Street)
Zoom option will be available & sent to members in advance
This year’s AGM will include elections for executive officer and committee chair positions. With the club having grown from 10 members to more than 100 over the past year, we’re looking to involve more members and share the work of running the club.
Positions Up for Election
- President
- Secretary
- Treasurer
- Publicity Chair
- Entertainment Chair
- Phone Committee Chair
- Assistant Show Chair
- Assistant Wagon Master
- Archives Chair
- Workshop Foreman
- Assistant Workshop Foreman
Interested in a Position?
You don’t need previous experience to get involved. Support and guidance are available to help new volunteers understand their responsibilities and settle into a role.
If you’re interested in an executive or committee position, we encourage you to contact the club before the AGM. We’re happy to answer questions, explain what’s involved, and help you decide which role might be a good fit.
You can also get involved by volunteering with a member committee without taking on an elected position.
We’re excited to keep building a strong, welcoming club where members can share their interests, contribute their skills, and help shape the club’s future.