Board Job Descriptions
President
From the Bylaws
PRESIDENT shall have the right to call meetings and shall preside over meetings of the Board and general membership. He/she shall administer the management of affairs of the corporation; establish committees and define the duties and powers of such committees and have such other powers and duties as may be required, subject to the approval of the Board. He/she shall be ex-officio member, with vote, of all committees except the nominating committee.
Tasks
- Preside over both the monthly general meeting and the board meeting, which involves reserving the meeting locations, building agendas (in collaboration with the other board meetings), and chairing the meetings.
- Establish committees to investigate/resolve specific topics arising at board meetings, from our two annual events or from some other source.
- Handle club correspondences (sending letters with donations, reviewing snail mail and emails received, integrating topics received into meeting agendas).
- Write monthly articles for the newsletter on topics selected by the president.
- Ensure that the annual budget and contribution meetings are held each October.
- Review and respond to other miscellaneous tasks found in the president's timeline. Generally this is to ensure that other club volunteers are following through on their tasks.
- Computer skills helpful in communicating with board members and for preparing correspondences.
Vice-President
From the Bylaws
VICE PRESIDENT, in the absence of the President, shall perform all duties and have all powers of the President. He/she shall have such other duties as may be assigned by the President or Board.
Tasks
- Responsible to locate, schedule, promote and support individuals to put on the programs at our monthly general meeting.
- Takes care of the club projector and laptop computer used for our monthly programs.
- Computer skills helpful for using equipment needed in monthly presentation.
Treasurer
From the Bylaws
TREASURER shall furnish, or cause to be furnished, a complete set of books of the accounts, which shall include preparing and maintaining a set of standard ledgers, depositing funds and rendering statements, and opening such books of accounts to inspection by any Director or member. He/she shall be chairman of the Finance/Budget Committee and present a budget for the next fiscal year for the approval of the Board. He/she shall provide and prepare for a year-end review, if requested by the Board and shall make an annual report to the membership.
Tasks
- Prepare checks to pay bills, to reimburse members for expenses, make deposits for future expenses, etc.
- Deposit funds (checks and cash) received.
- Evaluate monthly bank statements and respond to problems (primarily, returned checks).
- Maintain a complete set of books to keep a record of income and expenses.
- Schedule and chair the annual budget committee in October which results in the club's financial and contributions budgets for the following year .
- Provide statements required by the state to ensure we are paying sales tax on funds received.
- Assist the club's accountants in their preparation of the club's annual tax returns.
- Possess computer skills necessary to maintain the club records (currently in QuickBooks).
Secretary
From the Bylaws
SECRETARY shall serve all notices required by law or by these bylaws. He/she shall handle all correspondence of the corporation under the direction of the President of the Board of Directors. He/she shall keep a record of the proceedings of all meetings of the Board and the general membership. These shall be provided to the Newsletter editor for publishing in a timely manner. He/she shall have such other duties as may be assigned by the President or Board.
Tasks
- Prepare minutes from our monthly general meetings, and provide them to the newsletter editors for publication.
- Prepare minutes for our board meetings which are distributed to the board members.
- Prepare and publish changes to club policies as they arise during the year. All these are then collected so that the club policies can be updated each year.
- Computer skills helpful in communicating with board members and for preparing correspondences.
Membership Coordinator
From the Bylaws
MEMBERSHIP COORDINATOR shall maintain a membership tracking and recording system and collect dues. He/she shall have such other duties as may be assigned by the President or Board.
Tasks
- Maintain a membership tracking and recording system.
- Collect and record dues. Provide funds to the treasurer.
- Notify members when their membership expires.
- Provide membership updates for the monthly newsletter.
- Provide mailing list for the monthly newsletter distribution.
- Provide membership list for use in publishing the monthly eNewsletter.
- Prepare and distribute the annual membership directory.
- Manage and record sales of member jerseys and jackets.
- Computer skills required to maintain the membership database and to publish the annual directory.
Ride Coordinator
From the Bylaws
RIDE COORDINATOR shall publish the current ride schedule, coordinate special club rides and have such other duties as may be assigned by the President or Board.
Tasks
- Consolidate member inputs of rides for the monthly ride calendar.
- Provide the ride calendar to the newsletter and to the webmaster for the web site.
- Organize and lead the annual indulgence ride.
- Organize and conduct the annual Ride Leader's Dinner.
- Computer skills helpful in communicating with board members and for preparing correspondences.
Newsletter Editor
From the Bylaws
NEWSLETTER EDITOR shall publish the club newsletter and have such other duties as may be assigned by the President or Board.
Tasks
- Consolidate member inputs of information for the monthly club newsletter.
- Format the newsletter and provide this to the printing company.
- Provide the newsletter files to the webmaster for the web site.
- Computer skills required to effectively collect, format and publish the newsletter.
Advocate
From the Bylaws
ADVOCATE shall monitor cycling related legislative issues, act as liaison to outside organizations and have such other duties as may be assigned by the President or Board.
Tasks
- Monitor cycling related legislative and community issues.
- Act as liaison to outside organizations.
- Collect member inputs to the annual "unmet needs" solicitation from the Board of Governments.
- Report to the Board and membership on cycling issues.
Historian
From the Bylaws
HISTORIAN shall collect and preserve club memorabilia and have such other duties as may be assigned by the President or Board.
Tasks
- The key is to be the club's "Smithsonian Institute" so that our history is not lost.
- Write stories about our history for the newsletter, as appropriate.
- Assist members in locating information about past club activities.
Safety Coordinator
From the Bylaws
Safety Director shall provide safety guidance to club members and to the ride chairs of our annual rides.
Tasks
- Promote safe and courteous riding by club members.
- Give safety presentations at our club meetings.
- Provide safety guidance to the ride chair for our two annual event rides.
Director at Large
From the Bylaws
Director-at-large shall represent the general membership and have such other duties as may be assigned by the President or Board
Tasks
- Select location for two annual potluck dinners.
- Obtain necessary agreements to rent the facilities for the potluck.
- Organize, publicize and conduct the two annual potluck dinners.
Immediate Past President
From the Bylaws
IMMEDIATE PAST PRESIDENT shall serve as advisor and have such other duties as may be assigned by the President or Board. The Immediate Past President shall serve as chair of the nominating committee and may choose at least two other club members to serve on the committee. In the absence of the Immediate Past President and with the concurrence of the current President, any former President may perform all duties and have all powers of the Immediate Past President.
Tasks
- Chair the annual nominating committee to locate candidates for club offices for the following year.
- Prepare and distribute the ballot for elections of new officers and amendments to the club's official documents.