Please scroll down to continue reading about the responsibilities for Executive Board Positions. .
The Seven (7) Elected Executive Board Members are responsible for the following in addition to the expectation that they will attend monthly Executive Board Meetings:
- Attend monthly General Membership Meetings and provide information of interest to the membership at meetings, including sign-up sheets as necessary.
- Attend General Board Meetings called by the President.
- Submit newsletter items when necessary pertaining to the office held.
- Attend at least one New & Prospective Member Coffee (Chat-A-Wyle) annually.
- Provide your replacement with a complete job expectation description, including any notebooks, spreadsheets and/or office-related items, no laterthan the June General Membership Meeting.
- Coordinate with your replacement a budget request, if applicable, to be submitted to the Chair of the Finance Committee by June 10th.
- Recruit and/or coordinate as many committees, subcommittees and chairpersons as needed to fulfill the duties of the elected office.
- Ensure that all participants in the Club are current in their dues.
- Set up facility for meeting and return it to original condition with assistance of all Board members (Executive and General).
President
- Presides at all monthly General Membership meetings, Executive Board meetings and General Board meetings.
- Ensure that all Standing Committees are appointed and functioning in a timely fashion; becomes familiar with job responsibilities of all Standing Committees as written in General Board Members Addendum.
- Maintains Club’s historical documents.
- Maintains Club’s Legal/Important documents (Insurance Policy and Renewals; Articles of Incorporation; Non-Profit Status Papers; Written Agreements with Welcome Wagons, Abloom'n Garden, and Baby-sitter service; Corporate Seal; Robert’s Rules of Order related information; Current Bylaws; Current Job Responsibilities Addendums; Reimbursement Guidelines and Form, etc.) in a separate labeled file box. Insurance Notebook in Past Presidents’ Box
- Functions as legal liaison with the baby sitter fee-for-service arrangement, agreements with welcome wagon groups and with garden center donation; oversee relationships in accordance with the Club’s Bylaws (Article III, section 3).
- Assumes responsibility for operating the Club according to the current By-laws, Articles of Incorporation (1997) and Robert’s Rules Of Order, Newly Revised (2004).
- Serves on the Finance Committee and acts as an Ex-officio member of all Standing and Special Committees, with the exception of the Nominating Committee.
- Makes arrangements for the monthly General Membership Meeting facility, and arranges for set up/clean up as necessary.
[Note: due to insurance liability issues, babysitting services are no longer offered by the club.]
1st Vice President (Program)
- Plans programs for monthly General Membership Meetings.
- Contacts, and if applicable, meets with the Speaker.
- Sends out confirmation letter.
- Sends out ‘thank you’ letter to Speaker at the monthly General Membership Meeting.
- Furnishes information for the upcoming programs to the 3rd VP: Newsletter Editor in a timely fashion.
- Assumes the position of President in her absence or resignation from that position.
2nd Vice President (Membership)
- Maintains the membership database.
- Collects dues, records membership in the database and forwards dues to the Treasurer.
- Purchases and prints labels for monthly newsletter.
- Maintains Club’s stamp of‘RENEWAL TIME’.
- Organizes annual membership kick-off in January/February each year.
- Arranges for the pick-up of the gift to the newest newcomer at the monthly General Membership Meetings.
- Provides all new members a current copy of the newsletter and directory.
- Submits a monthly list of all new members (name, address, phone number, e-mail address) and address/phone number changes to the 3rd V.P. for inclusion in the next newsletter.
- Functions as liaison with publicity committee in regards to updating/changing Club’s brochure as needed.
- Coordinates committees dealing with all aspects of membership which may include, but not limited to:
* Provides Greeters.
* Greets all guests and members at monthly General Membership Meetings with a smile, name tag, red rose, sign-in sheet and information about the Club.
* Follows up on prospective members.
* When a new person joins, coordinates with the Buddy Club to assign a buddy.
* Provides greeters & hostesses to sit at guest tables.
- Coordinates the New, Prospective and Active members' Coffees (‘Chat-A-Wyles’):
* Organizes and oversees regularly scheduled monthly coffees.
* Ensures that there is at least one Executive Board Member present at all monthly coffees.
- Publishes the annual Membership Directory to include new Executive and General Board Members in June, and an Addendum of Updates to be distributed in November.
3rd Vice President (Newsletter)
- Edit, enter data and print photo-ready originals for the Club’s Newsletter.
- Prepare monthly calendar of events.
- Forward a copy of the newsletter to the Web Master to enable revisions/updating of Club’s Web Site.
- Coordinate committees dealing with all aspects of the Club’s newsletter and calendar, which may include, but not limited to:
* Publisher: picks up completed newsletter from printer, label and mail.
* Advertisements: solicit newsletter ads, collect payment and forward funds to the Club’s Treasurer.
Treasurer
- Chair the Finance Committee and publishes the Annual Budget.
- Administer the day-to-day finances, pays bills, deposits all money from the dues and fundraisers, balances the checking account and records all transactions.
- Present a written Treasurer’s Update at each Executive Board Meeting.
- Present a written Proposed Club’s Annual Budget for their approval at the Fall General Membership Business Meeting.
- Monitor budget to ensure that Committee/Officer budgets are not exceeded.
- Maintain reimbursement forms complete with appropriate receipts, as appropriate, related to annual audit.
- Check the Club’s Post Office Box at the Cary Main Post Office at least twice a month.
- Complete appropriate IRS Forms, when applicable (annual income > $25,000).
Secretary
- Record minutes of the Executive and General Board meetings, and the Biannual General membership Business Meetings, and distributes copies of these minutes as appropriate.
- Notify Executive Board Members of upcoming meetings—time, date, location, and directions. (FYI to General Board Members.)
- Handle Club’s correspondence as requested.
- Sign all certified copies of Acts of Corporation, unless otherwise specified in the Club’s Bylaws and/or Job Responsibilities Addendums.
- Maintain record books in which minutes, committee reports, etc. are entered with any amendments to these documents properly recorded, and have the current records available upon request.
Parliamentarian
- Ensure all meetings (Executive and General Board, and Biannual General Business) are governed by Robert’s Rules Of Order, Newly Revised (2004).
- Serve as special advisor (consultant) to the President and Executive Board as needed.
These Job Descriptions were taken directly from the Cary Newcomers Club Job Descriptions Addendum, Executive Board, dated May 30, 2007