LEADERSHIP TEAM RESPONSIBILITIES
All Officer's and Directors are responsible for the following:
The role of board members in the Estrella Mountain Car Club encompasses several key responsibilities and expectations. Here is an overview of the areas they are involved in:
1. Determining the organization’s mission and purpose: Board members are actively engaged in discussions and decision-making processes to establish and refine the club’s mission and purpose. They work collaboratively to define the organization’s overarching goals and objectives.
2. Ensuring effective organizational planning: Board members participate in strategic planning activities to outline the club’s long-term vision, set goals, and develop strategies to achieve them. They contribute their insights and expertise to shape the organization’s direction.
3. Program alignment and monitoring: Board members play a role in evaluating and selecting the programs and activities that align with the club’s mission. They monitor the effectiveness of these programs, ensuring they are meeting their intended objectives and making any necessary adjustments or improvements.
4. Securing financial resources: Board members actively engage in fundraising efforts and seek out opportunities to secure adequate financial resources for the club. They may contribute their own resources, network with potential donors, or explore partnerships and sponsorships to support the organization’s mission.
5. Budget development and financial controls: Board members assist in the development of the club’s annual budget, taking into account the organization’s priorities and financial constraints. They ensure that proper financial controls are in place, promoting transparency, accountability, and adherence to financial policies.
6. Board member prerequisites and orientation: Board members are involved in defining the prerequisites and qualifications for potential new board members. They participate in the orientation process to familiarize new members with the club’s mission, values, and governance procedures, ensuring a smooth transition.
7. Legal and ethical standards: Board members adhere to legal and ethical standards and norms, acting in the best interest of the organization. They ensure compliance with applicable laws and regulations, as well as maintaining high ethical standards in all aspects of the club’s operations.
8. Communication and public image: Board members take an active role in clearly defining and articulating the club’s mission, accomplishments, and goals to the community. They engage in public relations efforts, fostering support and building relationships with stakeholders, enhancing the organization’s public image.
9. Duty of loyalty and unity: Board members have a duty of loyalty to the organization and other board members. They prioritize the organization’s best interests above personal preferences, practicing discretion in discussions and decision-making processes. By accepting decisions made on a majority basis, they contribute to maintaining unity and confidence in the board’s decisions.
Overall, board members in the Estrella Mountain Car Club are vital contributors to the organization’s governance, strategic planning, financial management, and community engagement, working collectively to fulfill the club’s mission and goals.
The following are specific duties for each of the leadership positions listed below.
Officers
President
As the president of EMCC (presumably, the abbreviation for a specific club or organization), your responsibilities would include the following:
1. Presiding over regular meetings: You would lead and facilitate the regular meetings of EMCC, ensuring that they run smoothly and efficiently. This involves setting the agenda, coordinating with other officers, and ensuring that all necessary topics are discussed.
2. Calling special meetings: You have the authority to call special meetings of the Club and the Executive Committee when you deem it appropriate or necessary. These meetings may be convened to address specific issues, urgent matters, or any other relevant purposes.
3. Appointing directors: With the approval of the Executive Board, you have the power to appoint directors to various positions within the club. These appointments may be made to fill vacancies or to establish new positions that contribute to the functioning and growth of the club.
4. Overseeing the execution of duties: You are responsible for supervising and ensuring that all officers and directors of the club carry out their assigned duties effectively. This involves providing guidance, support, and feedback to them, and addressing any concerns or issues that may arise.
5. Proposing improvements: It is your duty to seek and propose new ways to enhance the club’s operations, activities, and overall experience for its members. These proposals should align with the club’s by-laws and the preferences of the club members. You can encourage innovation, suggest changes to existing processes, and foster a positive environment for growth.
6. Informing the Club: You are responsible for keeping the club members informed about any changes or modifications to the EMHOA (presumably, the abbreviation for another organization) that could potentially impact the club. This includes communicating relevant updates, policy changes, or any other information that may affect the club’s operations or interests.
It is important to note that the specific duties and authorities may vary depending on the club’s by-laws and the nature of the organization. The description provided is based on a general understanding of the responsibilities typically associated with the role of a club president.
Vice President
The Club Vice-President serves as a substitute for the President when necessary, taking on the President’s duties and responsibilities during their absence or unavailability. This ensures continuity and leadership within the club.
One of the key roles of the Club Vice-President is to oversee the work of committees and individual members when organizing club events and activities. They provide guidance, support, and coordination to ensure smooth execution of these initiatives. However, if a specific Director has been assigned responsibility for a particular event or activity, the Vice-President may step back and let the Director handle it.
The Vice-President also plays a role in implementing new ventures for the club until they are firmly established. This could involve researching, planning, and executing new projects or initiatives that align with the club’s goals and objectives. They may collaborate with other members or committees to bring these ideas to fruition.
In addition, the Vice-President may be responsible for ordering supplies needed by the club and its members. This duty typically falls under the purview of the Treasurer or a director, but if they haven’t ordered the required supplies, the Vice-President can take charge of this task to ensure the club’s needs are met.
It is important to note that while it is anticipated that the Club Vice-President may become a candidate for Club President at the end of their term, it is not a requirement. The general membership has the freedom to nominate any eligible person for the position of President or any other officer during the election process. The nomination and election of officers should follow the club’s established procedures and guidelines.
Secretary
As an AI language model, I can provide you with a general guideline on how to handle the tasks you mentioned. However, keep in mind that the specific details and requirements may vary depending on your club’s needs and any applicable laws or regulations in your jurisdiction. It’s always a good idea to consult with legal professionals or experts familiar with your club’s operations for accurate and tailored advice.
1. Correspondence Management:
– Handle all incoming and outgoing correspondence on behalf of the club.
– Ensure timely responses to inquiries, requests, and other communications.
– Maintain a record of all correspondence for reference and documentation purposes.
2. Meeting Minutes:
– Attend regular and special meetings of the EMCC (East Meadow Country Club) and take detailed minutes.
– Include key discussions, decisions, action items, and any other relevant information.
– Distribute the minutes to the club members and keep a copy for record-keeping.
3. Liability Waiver Forms:
– Obtain completed and signed liability waiver forms from all club members and participants as required by the EMHOA (East Meadow Homeowners Association) and common law.
– Maintain a secure record of the waivers to ensure compliance and mitigate potential liability issues.
4. Club Notices and Publications:
– Provide or oversee the production of club notices, newsletters, or other publications.
– Ensure timely dissemination of information to club members.
– Maintain a record of past notices and publications for future reference.
5. Records Management:
– Maintain necessary records as required by the club’s bylaws or as requested by the club president.
– This may include financial records, membership records, meeting minutes, legal documents, and any other relevant records.
– Organize and store the records securely for easy retrieval and reference.
6. Active Members List:
– Maintain an updated list of active club members, including their names, addresses, phone numbers, emails, and vehicle information if applicable.
– Note the year each member joined the club.
– Include a list of officers and directors, specifying the year they assumed their roles.
Remember to tailor these guidelines to your specific club’s requirements and consult with relevant stakeholders to ensure compliance with applicable laws and regulations.
Treasurer
Based on the provided information, it appears to be a set of tasks or responsibilities related to financial management and record-keeping for a club or organization. Here’s a breakdown of each point:
1. Impose and collect member dues as agreed to by the Executive Committee and general Club membership: This means ensuring that the agreed-upon membership dues are collected from club members. The Executive Committee, along with the general membership, decides on the dues amount and structure.
2. Maintain up-to-date records of these payments: It involves keeping accurate records of all the dues payments made by club members. This could include details such as member names, payment dates, amounts, and any other relevant information.
3. Maintain bank account(s) as required to execute Club financial business: This refers to managing the club’s bank account(s) to handle financial transactions and operations. It may include depositing dues payments, making payments on behalf of the club, reconciling statements, and keeping track of the account balance.
4. Recommend to the Executive Committee the dissolution of memberships for those persons not fulfilling their financial obligations: This involves monitoring members who fail to meet their financial obligations (not paying dues) and reporting such cases to the Executive Committee. Based on the recommendation, the committee will decide whether to dissolve the membership of those individuals.
5. Generate an annual budget/financial statement as required by the EMHOA (or relevant organization) Rules: This entails preparing a budget and financial statement for the club on an annual basis. The budget outlines expected income and expenses, while the financial statement provides an overview of the club’s financial status.
6. Provide such document(s) to the proper EMHOA (or relevant organization) and the EMCC Executive Committee at the end of each EMCC fiscal (calendar) year: It involves sharing the annual budget and financial statement with the appropriate organization (such as the EMHOA) if required. Additionally, the documents should be provided to the EMCC Executive Committee, which is responsible for overseeing the club’s operations.
These tasks collectively contribute to the financial management and reporting responsibilities of the club, ensuring transparency, accountability, and adherence to the agreed-upon rules and procedures.
Secretary/Treasurer
If needed, a single member can hold both the Secretary and Treasurer position and will be responsible for duties for both positions described above.
Directors
Membership Director
Events Director
Event Coordinators typically work / plan events, create venues, at locations / facilities such as restaurants, hotels, parks and public locals. They use their problem-solving skills and determination to overcome challenges and ensure that events meet the memberships rules, by laws and expectations. Their job is to provide a supportive role to the event planning team by contacting vendors, touring potential venue locations and helping with the set-up, execution and cleanup of an event. They may also create promotional advertisements to spread awareness about EMCC events to the membership and public.
Social Media Director
Webmaster
The webmasters in the Estrella Mountain Car Club have important responsibilities related to the club’s website and digital communications. Their duties revolve around building and maintaining an effective website that caters to the needs and desires of club members while promoting a positive image of the organization. Here is an overview of their key responsibilities:
1. Building and maintaining the website: The webmasters are responsible for creating and updating the club’s website. They collaborate with other officers and directors to ensure that the website provides relevant and up-to-date information for club members. This includes posting event announcements, newsletters, meeting minutes, and other important information that club members may require.
2. Facilitating communication with members: Webmasters work closely with other officers and directors to facilitate effective communication with club members through the website. They ensure that relevant information reaches the members in a timely manner. For example, they may assist the Membership Director by keeping them informed about new member applications and granting them access to the website. They also notify new members about their access to the club’s roster and bylaws.
3. Managing messages and orders: Webmasters handle incoming messages, such as inquiries, merchandise orders, and payments. They forward these messages and orders to the appropriate individuals or departments within the club for processing. This ensures that all communication is directed to the right people and necessary actions are taken promptly.
4. Maintaining email lists and roster: Webmasters play a role in keeping the club’s email list and membership roster up to date. They ensure that new members are added to the appropriate email lists and have access to necessary resources. Additionally, they assist in sending out group emails as directed by the club, disseminating important announcements or updates to all club members.
In summary, the webmasters in the Estrella Mountain Car Club are responsible for creating and maintaining an informative and user-friendly website, facilitating communication between the club and its members, managing incoming messages and orders, and keeping email lists and rosters up to date. Their efforts contribute to a positive member experience and effective digital communication within the club.