OFFICERS’ DUTIES
Approved March, 2014

President

• Is responsible for the general management of the affairs of the Association
• Conducts each meeting of the Association, or arranges for another officer to conduct the meeting.
• Schedules and presides over meetings of the Board of Directors as needed to conduct the business of the Association
• Negotiates annual contract with the hosting venue, in cooperation with the Board of Directors
• Shares check-signing authority with the Treasurer

Vice-President and Programs Chairperson

• Arranges for both craft talks (club members) and outside guest speakers
• Keeps an Excel spreadsheet of the booked speakers and sends to the Secretary as often as necessary to provide on-going list of upcoming programs
• Follows up with guest speakers to confirm their dates and requests biography when necessary for introduction at the luncheon
• Either introduces the guest speaker at the luncheon or arranges to have the person who recommended the speaker make the introduction
• Follows up with thank you notes to guest speakers after their presentation
• Is prepared to conduct the meeting should the President not be able to attend
• Attends meetings of the Board of Directors throughout the year

Treasurer and Registrar

• Is responsible for the care and custody of all of the funds of the Association
• Prepares and distributes quarterly dues statements for all members
• Collects and deposits dues payments from members
• Shares check-signing authority with the President
• Maintains the financial records for the Association
• Prepares and submits quarterly financial reports for the Association
• Maintains meeting attendance records for corroboration with billing from the host venue, and for billing members for guests
• Executes all official documents for the Association as required by the State of Texas, when duly authorized by the Board of Directors
• Attends meetings of the Board of Directors throughout the year

Secretary and Communications Chairperson

• Notifies the membership about weekly meetings
• Oversees the maintenance and updating of the Association website
• Notifies the membership about special events or other member-related news
• Attends and keeps the minutes of the Board of Directors meetings throughout the year
• Keeps minutes of the weekly meetings and publishes them along with any leads that were given. (Hasn’t been done in recent years.)

Membership Chairperson

• Meets and greets visitors to determine their interest in joining the group
• Determines if a potential member represents a conflict with a current member and/or consults with a current member to determine if there is a conflict
• Explains the application process and fee to potential members
• Provides potential members with an application and a copy of the Bylaws and/or directs potential members to the Association’s website
• Checks references provided by potential members
• Presents applications from potential members to the Board of Directors with recommendation
• Announces Board-approved applications to the Association membership at 3 consecutive meetings
• Fields concerns about potential members and reports to the Board of Directors with recommendation
• Notifies potential members of acceptance or rejection by the Association
• Identifies membership openings, actively recruits new members to fill the openings and/or solicits assistance from the membership to fill openings
• Attends meetings of the Board of Directors throughout the year

Parliamentarian

• Interprets the Bylaws
• Keeps order in the meetings
• Attends meetings of the Board of Directors throughout the year