Washington State Club
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Chief Officer entrusted with the direction and administration of The Washington
State Club in accordance with club bylaws.
Duties:
1. Set date and time for all Board of Directors meetings.State Club in accordance with club bylaws.
Duties:
2. Appoint all Committee Chairpersons as deemed necessary by the Board to carry out the functions of the Club.
3. Preside over Board of Directors meetings and the annual business meeting based on the Roberts Rules of Order.
4. Assign and direct duties of officers, appointed members and chairpersons.
5. Serve as a voting member of each committee.
6. To keep control of the Club debit card and submit accounting of all expenses and receipts to the Treasurer in a timely manner.
7. To sign all contracts over $300.
8. To serve as point of contact for website updates.
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Officer entrusted to keep records of the Board of Directors' meetings
and annual business meetings.
Duties:and annual business meetings.
1. Take and record minutes of each Board of Directors meeting including the Annual business meeting.
2. To provide a written report of the minutes of the previous meeting for the Board's approval at each Board of Directors regular meeting and at the annual business meeting. Minutes of special meetings are to be read at the next regular meeting.
3. Serves as a voting member of the Washington State Club Board of Directors.
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Officer entrusted with the receipts, care, and disbursement of Club funds.
Duties:1. Be the sole person entrusted with the financial accountability of Club funds and the receipt, tracking and distribution of such to include the receipt of monies for events, memberships and name tags.
2. Maintain Club funds and checking account, including the receipt and deposit of all funds (checks and cash) into the Club's account and to write all checks for expenses to be approved by the Board of Directors at a subsequent Board meeting.
3. Reimbursements to individuals for expenses related to events shall be approved by the Treasurer up to $150; over $150 shall be reviewed and co-signed by one other board member. If the Treasurer requires reimbursement, two board members shall approve such payment. Even though this process is in place, as much as possible checks or debit card shall be used for expenses.
4. All refunds or reimbursement checks due to the Club shall be made out to the Club and deposited directly in the Club account.
5. Balance all accounts and present a complete financial report at each Board of Directors meeting, the annual business meeting and/or upon special request of the Board.
6. At least bi-annually to secure an independent audit of the Club's finances and submit finds to the Board for review and approval. The Audit may be performed by two Board members or an independent auditor approved by majority vote of the Board members.
7. Maintain a record, report new and renewed memberships to the Vice President (membership) and Communication Director (emails). Order badges and work with the Vice President to distribute them.
8. Coordinate with appropriate officers or directors on the payments for event expenses. All funds for events shall be mailed to the Club's Post Office Box. Limited exceptions.
9. Responsible for checking the Club's Post Office Box and keeping a key for the Post Office Box.
10. Serves as a voting member of the Washington State Club Board of Directors.
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Event Coordinator
Open
Open
Duties:
1. At a Board workshop each April (or agreed upon time), work with the Board to create a list and a schedule of recommended social activities for the following October through April season, with final approval by the Board of Directors.
2. Prior to advertising an event, provide to the Board: a) a written summary detailing the estimated budget with revenues and expenditures; b) provide a written calculation of the suggested price to be charged for each attendee, c) provide estimation of the expected attendance, d) maintain a volunteer list for each specific event, i.e. ,setup, clean up and various other volunteer event requirements. Board approval shall be required for each event and shall be considered authorization to proceed.
3. Provide a written monthly status report of all upcoming and completed events to Board of Directors.
4. Update the Communications Director on event details, in a timely manner, to meet publication deadlines.
5. Supplies:
a. Request from storage or purchase supplies to be maintained securely for authorized events.
b. Responsible to turn over Club owned supplies to the Vice President after each event for inventory and storage.
c. For necessary purchases, request checks or reimbursement from the Club Treasurer.
6. Serves as a voting member of the Washington State Club Board of Directors.
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1. At a Board workshop each April (or agreed upon time), work with the Board to create a list and a schedule of recommended social activities for the following October through April season, with final approval by the Board of Directors.
2. Prior to advertising an event, provide to the Board: a) a written summary detailing the estimated budget with revenues and expenditures; b) provide a written calculation of the suggested price to be charged for each attendee, c) provide estimation of the expected attendance, d) maintain a volunteer list for each specific event, i.e. ,setup, clean up and various other volunteer event requirements. Board approval shall be required for each event and shall be considered authorization to proceed.
3. Provide a written monthly status report of all upcoming and completed events to Board of Directors.
4. Update the Communications Director on event details, in a timely manner, to meet publication deadlines.
5. Supplies:
a. Request from storage or purchase supplies to be maintained securely for authorized events.
b. Responsible to turn over Club owned supplies to the Vice President after each event for inventory and storage.
c. For necessary purchases, request checks or reimbursement from the Club Treasurer.
6. Serves as a voting member of the Washington State Club Board of Directors.
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Communications Director
Donna McCallum
Event Coordinator Asst
360-590-4588
washingtonstateclubt@gmail.com
Donna McCallum
Event Coordinator Asst
360-590-4588
washingtonstateclubt@gmail.com
Duties:
1. Serves as the Club's primary contact for communications.
2. Works with the Event Coordinator to develop news articles, web site updates and promotional emails.
3. Distributes emails to the membership and articles to local news media.
4. Maintains a communication data base list of current and past members for promotional purposes with the ability to identify paid/current members.
5. Serves as a voting member of the Washington State Club Board of Directors.
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1. Serves as the Club's primary contact for communications.
2. Works with the Event Coordinator to develop news articles, web site updates and promotional emails.
3. Distributes emails to the membership and articles to local news media.
4. Maintains a communication data base list of current and past members for promotional purposes with the ability to identify paid/current members.
5. Serves as a voting member of the Washington State Club Board of Directors.
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Officers-Directors
Duties:
1. To fulfill the responsibilities of the President if he/she is unable to perform the duties of the office temporarily.
2. To fill the position of the current President for remainder their term if he/she is unable or unwilling to continue the duties of the position for a full term. A special election at the Annual meeting would be required to fill the void caused by Vice President moving up to President.
3. To automatically advance to the position of President for a one year term when the current President completes a term.
4. To serve as membership chairperson and monitor the annual membership drive. Is the main contact to welcome new members.
5. Distribute name tags ordered by the Treasurer.
6. Hold the second Post Office Box Key and check the Post Office Box when the treasurer is not available.
7. Report annually to the Board a detailed inventory of the Club's current supplies.
8. Maintain secure storage of all Club owned supplies and notify the Board at the next meeting of supplies that have been disposed and added.
9. Serves as a voting member of the Washington State Club Board of Directors.
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1. To fulfill the responsibilities of the President if he/she is unable to perform the duties of the office temporarily.
2. To fill the position of the current President for remainder their term if he/she is unable or unwilling to continue the duties of the position for a full term. A special election at the Annual meeting would be required to fill the void caused by Vice President moving up to President.
3. To automatically advance to the position of President for a one year term when the current President completes a term.
4. To serve as membership chairperson and monitor the annual membership drive. Is the main contact to welcome new members.
5. Distribute name tags ordered by the Treasurer.
6. Hold the second Post Office Box Key and check the Post Office Box when the treasurer is not available.
7. Report annually to the Board a detailed inventory of the Club's current supplies.
8. Maintain secure storage of all Club owned supplies and notify the Board at the next meeting of supplies that have been disposed and added.
9. Serves as a voting member of the Washington State Club Board of Directors.
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