Job Descriptions

(Revised February, 1998)

Elected Job Descriptions

Non-Elected Job Descriptions

 

Elected Job Descriptions

President

Duties include:

  1. Calling and presiding over Executive Board (hereafter referred to as "Board") Meetings.
  2. Calling and presiding over Membership Meetings.
  3. Appointing all committees, subject to Board approval.
  4. Serving as ex-officio member on all committees.
  5. Having one year's experience as a Board member before assuming the position of President.
  6. Making sure that duties of other offices are fulfilled.

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Vice-President

Duties include:

  1. Being responsible for making all arrangements pertaining to the dances, including payment of all expenses.
  2. Temporary or permanent take-over of presidential duties when the president is not able to fulfill those responsibilities.
  3. Responsibility for fund-raising activities.

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Secretary

Duties include:

  1. Taking minutes at each Board and Membership Meeting.
  2. Typing up minutes in detailed format and sending a copy to each Board member.
  3. Typing up a summary of Board minutes to submit to the Newsletter Editor for inclusion in the monthly newsletter.
  4. Providing copies of minutes to interested members at the next Board and/or Membership Meeting.
  5. Maintaining copies of minutes in an appropriate file that will be made available at each Board Meeting.
  6. Maintaining a current resolutions list to be updated on a monthly basis.
  7. Maintaining an updated BBTC Bylaws document.
  8. The Policies and Resolutions document shall be maintained by the Secretary as a handbook reference, reflecting only current policy (as determined by acts of the Board and/or Membership). Policies which have been repealed or superseded should be deleted. Similar or overlapping policies should be combined to minimize verbosity and confusion.

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Treasurer

Duties include:

  1. Maintaining all Club bank accounts in a Board-approved bank.
  2. Writing checks for all routine operating expenses without prior Board approval.
  3. Writing checks for non-routine expenses with Board approval.
  4. Planning a yearly budget based on past spending documentation.
  5. Receiving and distributing all moneys pertaining to club business.
  6. Maintaining a regular and accurate account of all Club receipts and disbursements (not just the checkbook) and submitting a monthly report to the Board.
  7. Submitting periodic summary reports for various club events (e.g. dances, weekends, etc.) to the Board.
  8. On request from the Board, presenting books and accounts for audit at the end of the fiscal year by a qualified individual or firm that will be appointed by the Board.
  9. Providing the incoming Treasurer with appropriate documents and signature cards for a smooth turnover of checking account privileges.
  10. Submitting proper documentation to the IRS to maintain a tax-free status.
  11. Filing the annual corporate report with the Secretary of the Commonwealth of Massachusetts by the due date.
  12. Submitting periodic treasurer's reports for publication in The Bean Pod.

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TCI Delegate

  1. The delegate should be a Member of BBTC for one year, be a Member in good standing, someone who knows the changes that will be presented, be able to attend the annual TCI Delegates Meeting, and be able attend the June BBTC Members' meeting. Responsibilities of the delegate include a written report for presentation to the Board, and subsequent publication in the newsletter upon return in a timely fashion.
  2. The delegate will provide the editor with the minutes of the TCI Executive Board.

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All Board Members

Duties include:

  1. Attendance at all Board Meetings.
  2. Attendance at all Members Meetings.
  3. Familiarity with and adherence to all of the BBTC Bylaws and the Policies & Resolutions.
  4. Submission of monthly reports on activities to the Board.
  5. Promotion of the Club to members and non-members alike.
  6. Maintenance of current membership status while on the board.
  7. Itemization of reimbursable bills to be given to the Treasurer in a timely fashion.
  8. Preparation of a proposed annual budget for their particular job.
  9. Turning over all permanent records to the Club Historian and all supplies and samples to the incoming Board member at the end of the term of office.

Non-Elected Job Descriptions

Membership

This is a voting position, Presidentially appointed (and approved by the elected board).

Duties include:

  1. Maintaining accurate records on members.
  2. Responsibility for approving membership applications and verifications of height requirements.
  3. Introducing all prospective or new members at Club functions.
  4. Submitting all dues collected from members to the Treasurer.
  5. Maintaining master mailing list and submitting mailing labels for all members to the Newsletter Editor.
  6. Submitting new members and renewals, and monthly birthdays to the Newsletter Editor.
  7. Informing the appropriate chair of members' willingness to serve on active committees.
  8. Mailing current newsletter to prospective members.
  9. Responsibility for the Club answering service and responding to incoming messages in a timely fashion.
  10. Responsibility for formatting the membership directory on a semi-annual basis as per the policies.
  11. Responsibility for maintaining the club's permanent list of all prospective members.
  12. Ensuring that the club phone number is listed in the phone book as Boston Beanstalks Tall Club and as Tall Club, Boston Beanstalks.

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Newsletter Editor

This is a voting position, Presidentially appointed (and approved by the elected board).

Duties include:

  1. Editing and formatting the newsletter on a monthly basis.
  2. Responsibility for getting the newsletter printed in time for the monthly paper putout.
  3. Making sure adequate supplies of material necessary for mailing the newsletter are on hand at each paper putout.
  4. Responsibility for printing and distribution of membership directories.
  5. Supervising and advising the TCI correspondent.

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Social Director

This is a voting position, Presidentially appointed (and approved by the elected board).

Duties include:

  1. Overseeing the planning of all social events of the Club.
  2. Issuing notices of entertainment functions to the Newsletter Editor, Public Relations Chairperson, and the President of the Club on a monthly basis.
  3. Organizing the awards to be given out at the Awards Party in June which will be signed and presented by the President.

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Public Relations

This is a voting position, Presidentially appointed (and approved by the elected board).

Duties include:

  1. Creating and mailing a monthly publicity release promoting the Club events that will be distributed to media outlets.
  2. Maintaining a current mailing list of the media outlets.
  3. Maintaining a supply of the materials necessary to perform required functions.
  4. Coordinating appearances by Club members for print or broadcast outlets.
  5. Responsibility for maintaining the Club scrapbook for presentation at the annual TCI convention.

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Historian

This is a voting position, Presidentially appointed (and approved by the elected board).

Duties include:

  1. Maintenance of the following permanent records:
    1. membership directory
    2. bylaws and resolutions
    3. photo album
    4. all records of the Boston Beanstalks Tall Club
    5. Being responsible for club property.
  2. Responsibility for club property.
  3. Responsibility for sales of duplicate photos for the benefit of the club treasury.

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Marfan Liaison

  1. This is a non-voting position, Presidentially appointed (and approved by the elected Board).
  2. The Marfan Liaison should be a Member of BBTC for one year and be a Member in good standing. The liaison will be the contact person between the BBTC and the National Marfan Foundation and will report to the BBTC any news of the Foundation.
  3. The Liaison will be responsible for any fundraising for the purpose of contributing to the Marfan Foundation during the year.

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NEATO Representative

  1. This is a non-voting position, Presidentially appointed (and approved by the elected Board).
  2. The NEATO representative should be a Member of BBTC for one year and be a Member in good standing. He should also be someone who knows the nine other NEATO clubs, and is willing to keep in contact with them on a regular basis.
  3. The NEATO rep will also be responsible for receiving the NEATO minutes from the NEATO secretary and will share them with the BBTC members at the next business meeting.
  4. The NEATO rep will ensure that the Social Director has a list of the other clubs' pushed and protected dates for inclusion on the BBTC calendar.

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TCI Correspondent

  1. This is a non-voting position, Presidentially appointed (and approved by the elected Board).
  2. The TCI correspondent will report to the Editor.
  3. Correspondent will provide monthly summary of TCI club newsletters for the Bean Pod.
  4. Correspondent will summarize weekend reports from various individual club newsletters for the Bean Pod.
  5. The reports must be in a format acceptable to the Editor and The TCI Correspondent.

Considerations for Correspondent

  1. TCI telephone number should appear in reports: 1-888-I'M TALL-2
  2. TCI minutes must appear in the Bean Pod for the newsletter to be eligible for TCI awards. The Board generally recommends that the minutes appear in the newsletter, but it is up to the Editor if they go in.

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Completed June 30, 1990
Respectfully submitted Joan McGrath

Updated through June 30, 1991 by Marie Alner, Secretary
Updated through June 3, 1992 by Marie Alner, Secretary
Updated through June 28, 1993 by Cathy Gilbronson, Secretary
Updated through June 6, 1994 by Susanna Lehmann, Secretary
Updated through June 5, 1995 by Eileen Farrell, Secretary
Updated through June 3, 1996 by Susan Huffman, Secretary
Updated through June 6, 1997 by Carolyn Hagendorf, Secretary
Updated through June 5, 1998 by Wini Wilkinson, Secretary

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