Officer Responsibilities
OFFICERS’ DUTIES
Approved September, 2017
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 and use of a debit card from the Association's bank to pay for meeting lunches, happy hours or Association parties (food only and not alcohol)
- May sign the Association Tax Return
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 and use of a debit card from the Association's bank to pay for meeting lunches, happy hours or Association parties (food only and not alcohol)
- Maintains the financial records for the Association
- Prepares and submits quarterly financial reports for the Association Board
- 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
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
- Follow up with thank you notes to visitors within 24 hours of meeting or happy hour asking them to join
Parliamentarian
- Interprets the Bylaws
- Keeps order in the meetings
- Attends meetings of the Board of Directors throughout the year