Communicate with Confidence/Project Report

              CHAPTER SIX
' YOU'RE ELECTED... IVOW WHAT?'
Duties and Responsibilities o f E l e c t e d and Appointed Positions
The number of elected officers, and their terms, of a club
or organization should be set in the by- laws. Generally, job
descriptions will be in the operation' procedure manual If
your club does not have these, or you are just starting, the
following guidelines will benefit.
President
* ensures that all by- laws, aims and objectives,
procedures, and protocol of the organization are
observed.
* promotes the mission of the organization, and presents a
positive attitude at all t i m e s . t o members & the
public.
* presides at all general, council and executive
meetings... and is an ex officio member of all
committees.
* arranges, in consultation with others if appropriate, the
agenda for meetings.
* checks with the secretary ahead of time about any
correspondence or other items needing attention at
the meeting: condenses items where appropriate
and checks background information if necessary
Checks the minutes for tabled business ( to be
placed on the agenda).
* arrives in good time for meetings and endeavours to
start on time, keeps to the agenda and controls the
meeting ( and time) while making sure that
everyone who wishes has their say
* has a good knowledge of the organization.
* appoints committees, chairmen and task forces from the
membership
* is usually one of the persons with signing authority for
banking.
* has a good knowledge of parliamentary procedure and
bow to deal with motions, amendments, tabling a
motion, nominations, elections and voting, etc
* calls the next meeting, ( regular, special, etc.)
Vice president
* acts in absence of president and fulfils the duties as given
above.
* promotes the aims and objectives of the organization and
presents a positive attitude to members and the
public at all times.
* learns the duties of the office of president, as listed
above, in preparation to take on the role.
Secretary
* is caretaker of all records, paraphernalia ( flags, etc.) of the
organization. Keeps ' full' minute books as
history of club.
* keeps record of all club members; phone number, address
and standing in the club, ( attendance, dues, office,
etc.)
* helps president prepare agenda in advance of the meeting,
and makes copies for all
* keeps track of all correspondence received, opens and
reads, advises president before the meeting and
condenses or highlights it as directed.
* takes care of all correspondence from the organization,
promptly., ( save copy)
* takes minutes at meetings and records them in book as
soon as possible after meeting.
... makes sure that names ( first and surname) of
movers and seconders of a motion, the exact
wording of the motion, and the result are recorded.
... full names of elected officers, appointees or
those agreeing to take on specific tasks.
... keeps record of treasurers report, committee
reports and all activities of club.
* presents previous minutes at meeting for approval.
( makes changes if directed)
* assures that the president and secretary sign the minutes
after they are approved.
* sends meeting reports in ( t o higher level) on time, as
specified by the organization.
Treasurer
* takes over account books from predecessor, has signing
authority changed on bank account, or opens a
new account.
* keeps the books up to date and balances them promptly
on receipt of monthly bank statement.
* collects and records club dues and reports members'
standing to secretary.
* writes cheques for bills as instructed at meetings, and
records amount & reason ( Money should not be
spent unless pre- authorized by vote at a meeting.)
* promptly deposits all money received for dues, fees,
donations, committees, etc. and issues receipts.
* is authorized to issue receipts for tax purposes, and to use
the charitable organization' seal or stamp
* prepares an up to date report for every meeting
* makes arrangements to have books checked or audited ( as
directed by club by- laws) in time to prepare a
financial statement for the annual meeting.
* provides floats for club events, as required, and deposits
money from these events. Keeps detailed record of
money received and expenses, so profit'loss of
this event can be clearly determined.