SANTA CRUZ BIRD CLUB OFFICERS ' JOB DESCRIPTION MANUAL
(Revised April, 1995
INTRODUCTION
DUTIES
OF THE PRESIDENT
1.
Call and preside at
all meetings of the Club and Governing Body.
2. Prepare an agenda for all meetings of the Governing Body, as needed.
3.
Arrange the time and place for Governing Body meetings.
4.
Appoint all committees,
except as otherwise provided in the Bylaws.
5. Be an ex-officio member of each committee, except the Nominating Committee.
6.
Be the official representative of the Club in response to inquires from
the public and media.
8. Approve or disapprove unbudgeted expenditures, in consultation with the the Treasurer.
DUTIES
OF THE FIRST VICE-PRESIDENT AND PROGRAM DIRECTOR
1. Arrange for speakers for regular club meetings and the annual dinner. Provide speakers with directions to meeting locations and other information as needed.
3. Choose a date for the annual dinner.
4. Introduce the speaker at each month's meeting and the annual dinner, or arrange for another person to do so.
6. Submit information to the Newsletter Editor about speakers and programs scheduled for upcoming meetings and the annual dinner. Include some information about the program and/or speaker for the Newsletter Editor to use as copy.
DUTIES
OF THE SECOND VICE PRESIDENT AND FIELD TRIP DIRECTOR
1. Organize field trips in a fashion to provide regular Club outings.
2.
Contact potential field trip leaders to request they lead a trip.
3.
Submit t a list of upcoming trips and leaders to the Newsletter Editor.
4.
Inform trip leaders of due dates for submitting their trip descriptions to
the Newsletter Editor .
5. Explain their responsibilities to trip leaders.
6.
Identify and encourage potential leaders.
7.
Announce upcoming field trips at Club meetings, or arrange for another
8.
Assume the duties of the President in the absence of both the President the
First Vice President.
DUTIES
OF THE TREASURER
1.
Deposit checks made to the Santa Cruz Bird club in the account at Wells Fargo
Bank .
2. Be one of two authorized signers of checks and other financial document
3
.Pay all authorized bills acquired by the club.
4.
Reimburse members for authorized expenses paid with their own money.
5.
Be responsible for providing the honorarium for speakers at the meeting
6.
Collect money and maintain a list of those who make reservations for the
Annual Dinner .
7.
Regularly reconcile the checkbook
8.
Keep a record of expenses against the budgeted amount in each budget category.
9.
Report on the Club's financial status at each meeting of the Governing Body.
10.
Have available at Club meetings relevant financial information for members
who are interested.
11.
Consult with the President with regard to authorization of unbudgeted
expenses.
12. Assist with preparing the annual budget.
13. Provide all records for an annual audit.
14. Keep all financial records (bills, canceled checks, bank statements, correspondence on financial matters, etc.) for four ( 4) years .
15. Keep an inventory of T-shirts, patches and other material the Club sells.
16. Hold one of the two
keys to the Post Office Box. Collect the mail in the
DUTIES
OF THE SECRETARY
1.
Keep minutes of action items and important announcements at Club meetings.
2.
Keep minutes of Governing Body meetings .
4.
At the end of the Bird Club's year, give minutes of Club meetings to Historian
for inclusion in the History notebook.
5.
Conduct correspondence as directed by the Governing Body or the President.
DUTIES
OF THE NEWSLETTER EDITOR
1.
Publish 5 issues of the newsletter in a timely manner within budget and in
consideration of content priorities.
2.
Priorities for including content:
a) Material that is received by the deadline
b) The Club Calendar
c ) Santa Cruz Birds
3. Edit submitted text.
4. Be responsible for the publication, layout and printing of the Newsletter.
5. Set submission deadlines
that take into consideration preparation, mailing
6. If any issue exceeds budget and changing the paper quality cannot bring the cost of the issue within budget, the number of pages should be cut. This should be discussed with the Governing Body at it's next regular meeting.
7.
8.
Provide assistance as needed with other Club publications.
9. Maintain files of illustrations to be handed over to subsequent editors.
10.
Devise simple solutions to problems so that the job of Editor remains manageable.
DUTIES
OF THE PUBLICITY DIRECTOR
1. Submit announcements of club field trips, meetings, annual dinner and other public functions to local newspapers and radio stations .
2. Submit announcements
of special functions, such as the annual dinner, to
3. Announcements of club
functions should include the time, place, cost, if any, and a telephone number
of contact person, as needed.
4. Provide additional
information about club functions to local media, as needed.
1. Appoint his or her Conservation committee of an appropriate number of members.
3. Endeavor to make notices of important issues relating to conservation available to the membership through the newsletter or handouts at meetings .
4. Attend, and urge members attendance, local and regional meeting regarding issues of importance to conservation.
6. Make certain his/her
name and address is on the AMBAG Clearinghouse mailing list.
7. To the extent feasible,
obtain public Environmental Impact Review documents for projects which affect
birds in Santa Cruz County. Review the EIRs and prepare comment letters for
the President's signature.
8. Attend public hearings
or meetings and provide comments on the Club's behalf, after receiving approval
of the comments by the President.
DUTIES OF THE MEMBERSHIP DIRECTOR
1. Maintain a computerized roster of Club members.
2. Print computerized mailing labels upon request .
3. Annually print a membership roster for Officers.
4. Provide information about the Club to potential new members.
5. Send a post card reminder
to members who have not paid their dues by October each year .
6. Prior to the mailing of the November/December of those whose dues have not been paid.
7. Pick up Club mail at the Post Office.
8. Hold one of the P. 0. Box keys.
9. Receive and record
annual dues .
10. Give checks and cash for dues to the Treasurer.
11. At cost, provide to
members a Bird Club roster listing only those members who
give permission to be included. The roster shall include only the name, phone
number and city of listed individuals.
DUTIES
OF THE JUNIOR ACTIVITIES DIRECTOR
1.
Make certain name, address, and phone number is on file with Volunteer lists
of all county school districts.
4.
As needed, recruit additional individuals to make presentations and conduct
field trips.
5.
The number of presentations and field trips is at the discretion of the Director.
6.
Answer telephone inquiries from the public regarding general information about
birds .
DUTIES
OF THE HOSPITALITY DIRECTOR
1. Provide refreshments at all regular club meetings.
2.
Greet people as they enter all regular club
3.
Be responsible for all arrangements for the Annual Dinner including: