POSITION DESCRIPTIONS
POSITION DESCRIPTIONS
Updated September 3, 2008
President
Position Description
Updated September 3, 2008
President
Position Description
From the Bylaws:
“The President shall be the Chief Executive Officer of MOCC, represent the club in public contacts, and preside over all General, Special and Executive Board meetings. S/he shall be an ex-officio member of all committees except the Nominating Committee. S/he shall appoint all non-elected club officers with the approval of the Board.”
Public contacts: The president’s phone number is listed in Mission Oaks literature, press releases and posted documents. Depending on club activities, the volume of phone calls will likely be small. Calls generally ask about club activities, programs or the club itself. With new computer owners emphasize that taking a course may be beneficial and joining the club would be beneficial as well. Emphasize that our SIGs are not classes.
General meetings: The president prepares 35-40 agendas for the general meeting. S/he should arrive about early (around 12:15 for a 1:00 PM meeting) to assist in room setup, putting out agendas, setting up for the presenter, unlocking the cabinet for other board members, etc. The president has keys to the computer and the cabinet which contains the club files.
Appointment of non-elected officers: volunteer positions other than Vice President, Recording Secretary and Treasurer.
From the Standing Rules:
“The President shall be responsible for the preparation of meeting agendas and the orderly consideration and/or action relative to the agenda items. S/he shall be the official spokesperson for MOCC and shall control keys for computer cabinets.”
Supplemental Duties:
Executive Board Meeting: The president prepares about 12 agendas for the executive board meeting. S/he also moderates the meeting thus leading discussions and making decisions.
Programs: The President should work closely with the Program Officer to develop programs. The quality of programs is crucial to the club’s success. We have done a couple of questionnaires to determine members’ interests and have used these to help select program topics. A failure to present quality programs can and does reduce membership. Program development is difficult due to the wide variation in the level of computer knowledge and skills among our members. While we can’t please everyone every month, we can try to please most people every month. It takes work not only to identify topics but to find knowledgeable speakers to present the topics.
Meetings: Because of the size of our bank account, door prize drawings are held every other month. About $20 is spent on each drawing with a splurge for the anniversary meeting. Good candidates are ads from Fry’s, CompUSA, OfficeMax, etc. for sale and rebate items. Check with the Executive Board for others who may fulfill this role for the President. Also, it was made clear to previous Presidents that members wanted more meeting time spend on the program and less on club business. Therefore, we now post the Treasurer’s report and the minutes. While club business should be kept to a minimum, members should be kept abreast of important issues.
SIGs: The duties of the Vice President include the responsibility for coordinating the SIGs. The President should attend as many as possible with the benefits becoming acquainted with more members and getting a better feel for what their interests are. Occasionally, you may need to fill-in when the moderator forgot or was otherwise absent. The SIGs are a crucial element of the club and need to be carefully monitored to be sure they are meeting members’ needs. If a SIG runs its course an alternative use for the time should be identified. Problem Clinic: The problem clinic follows the monthly general meeting and has been a great success. Adam Lacey has done an excellent job and is generally available. A backup problem clinic leader should be identified when Adam is not available. Since this is technically a SIG, the Program Officer is not responsible for it but tends to coordinate it due to its connection to the general meeting.
Publicity: While there is a Publicity Officer, posters should be made that can be posted at Mission Oaks and some of the local libraries. These should be updated with the contact information of the incoming President. The Mission Oaks Computer Club is also listed on the California Computer News (ccnmag.com) website among the user groups. The club has had presentations by several providers of computer classes, these include: San Juan Adult Education (Winterstein School), and Folsom-Cordova Adult Education, SeniorNet. It might pay to send promotional materials to each of these for students in the computer classes as a way to boost membership for MOCC.
President’s Report/Newsletter: This feature was started as a means of bringing information about the club to all members since our club attendance runs about half of the club membership. The report tends to be a reflection of the author. Generally it should provide a short overview of any executive board meeting items, a short history of the last meeting, and promotion for the upcoming general meeting. It should also list the officers and other volunteers, SIG schedules, etc.
Computer: We technically have a Computer Maintenance Committee (composed of Terry O’Boyle); however, various persons install programs on the computer and make an attempt to update computer software during the SIGs. Terry, or whoever is currently in the position, should be kept informed. The club has several programs on the computer that have never been demonstrated to members, primarily because they are not ones used by SIG moderators. Virus software particularly should be kept up to date. We currently use a free anti-virus software program. The computer itself is of reasonably recent vintage (with both Microsoft XP and Vista CPUs) and should be sufficient for several years. Status should be reviewed in even numbered years just so as not to forget. The system has a scanner and can be connected via dial up to the phone jack on the wall behind the screen.
Website: The club uses godaddy,com for our web host. Carl Metcalf is our webmaster. It is necessary to provide him regularly with information to place on the website including program information. The current website should be reviewed for content and appearance regularly. Member usage of the website should be encouraged.
Miscellaneous: Mission Oaks needs to be informed of any schedule changes. People do use information in their publications and are annoyed if the information is incorrect. Key control is important. The President, Vice President, Sound Specialist, SIG leaders, and Webmaster should each have a set. SIG leaders and Webmaster need the computer keys but not the storage cabinet. It would be wise to check and see how many sets are out there. There are two keys for the computer cabinet and one for the storage cabinet. The storage cabinet contains sound equipment, computer software, history books, raffle equipment, etc.
Time: About 30-45 hours per month including attendance at meetings.
Finally: Remember that each person serving as President has an individual style. Don’t try to copy anyone else. Do your own thing. Remember how you felt sitting in the meetings and act accordingly. If any of the past Presidents can be of assistance, please give them a call.
Vice President
Duties
Bylaws:
The Vice-President shall assume any or all the duties of the President, in his/her absence, disability, or resignation. S/he shall coordinate Special Interest Groups (SIGs).
Standing Rules:
The Vice-President shall confirm and reserve executive board meeting location.
The Vice-President shall assume any or all the duties of the President, in his/her absence, disability, or resignation. S/he shall coordinate Special Interest Groups (SIGs).
Standing Rules:
The Vice-President shall confirm and reserve executive board meeting location.
Supplemental Duties: The vice president coordinates subjects and speakers for the Bits ‘n Bytes Special Interest Group. The group meets in January through October. The November and December meetings are taking over by the Digital Imaging and Editing SIG.
Recording Secretary
Duties
Duties
Bylaws:
a. Recording Secretary – Executive Board Meetings
The Recording Secretary-Executive Board Meetings shall be responsible for the recording of the minutes of all Executive Board Meetings.
b. Recording Secretary – General Meetings
The Recording Secretary-General Meetings shall be responsible for the recording and posting of the minutes of all General Meetings.
c. Recording Secretary – Special Meetings
If a Special Meeting is held, the President will canvas Special Meeting attendees to determine who can take minutes for the meeting.
Standing Rules:
The appropriate Recording Secretary (Executive Board Meetings, General Meetings or Special Meetings) shall provide a copy of all minutes to the President as soon as possible after each meeting.
The appropriate Recording Secretary (Executive Board Meetings, General Meetings or Special Meetings) shall provide a copy of all minutes to the President as soon as possible after each meeting.
Treasurer
Duties
Bylaws:
The Treasurer shall be the Chief Financial Officer of MOCC. S/he shall be responsible for depositing and disbursing all monies and shall keep and maintain adequate and correct accounts of the business transactions of MOCC.
An Audit Committee shall be appointed by the Executive Board two (2) months prior to the December general meeting each year. Its duties shall be to audit the Treasurer’s accounts at the close of the fiscal year and to report at the next General Meeting.
Standing Rules:
The Treasurer shall be responsible for monthly treasurer's report and providing records for the annual audit.
The Treasurer will arrange for the signature card at the appropriate financial organization (e.g. Bank). Alternate signers shall be the President, Vice President and/or Recording Secretary, as two signatures is generally required on club checks.
The Treasurer shall be the Chief Financial Officer of MOCC. S/he shall be responsible for depositing and disbursing all monies and shall keep and maintain adequate and correct accounts of the business transactions of MOCC.
An Audit Committee shall be appointed by the Executive Board two (2) months prior to the December general meeting each year. Its duties shall be to audit the Treasurer’s accounts at the close of the fiscal year and to report at the next General Meeting.
Standing Rules:
The Treasurer shall be responsible for monthly treasurer's report and providing records for the annual audit.
The Treasurer will arrange for the signature card at the appropriate financial organization (e.g. Bank). Alternate signers shall be the President, Vice President and/or Recording Secretary, as two signatures is generally required on club checks.
Program Officer/Committee
Duties
Bylaws:
The Program Officer shall develop programs for the monthly meetings.
The Program Officer shall develop programs for the monthly meetings.
Standing Rules:
The Program Officer shall be responsible for developing programs at least two months in advance and informing publicity chairman. S/he shall chair the Program Committee.
The Program Officer shall be responsible for developing programs at least two months in advance and informing publicity chairman. S/he shall chair the Program Committee.
Programs:
Program quality is crucial to the club’s success. The club has done a couple of questionnaires to determine members’ interests and have used these to help select program topics. A failure to present quality programs can and does reduce membership. Program development is difficult due to the wide variation in the level of computer knowledge and skills among our members. While we can’t please everyone every month, we can try to please most people every month. It takes work not only to identify topics but to find knowledgeable speakers to present the topics.
Coordination:
President/Executive Board – The Program Officer/Committee should work closely with the President and the Executive Board to ensure that the programs being developed are consistent with the club’s goals.
Correspondence Secretary – Notify correspondence secretary of name of speaker(s), organization, mailing address, etc. so that a thank you letter can be sent following the program.
Coordination:
President/Executive Board – The Program Officer/Committee should work closely with the President and the Executive Board to ensure that the programs being developed are consistent with the club’s goals.
Correspondence Secretary – Notify correspondence secretary of name of speaker(s), organization, mailing address, etc. so that a thank you letter can be sent following the program.
Publicity – Ensure the publicity person is made aware of each program at least six weeks in advance so that she/he can advise local publications on upcoming programs.
Webmaster – Ensure the webmaster is kept up to date on current programs so that website can be kept up to date.
Reminder – Send a reminder to the presenter about a month prior to the actual meeting date. Determine if speaker will need to use the club’s computer, transparency overhead projector, electronic projector or other items. Coordinate with computer experts (Bob Lawson, Terry O’Boyle, and/or Carl Metcalf) to ensure equipment is setup on day of meeting. If speaker brings own equipment (e.g. computer laptop or projector) arrange for setup prior to meeting.
Meeting Day Setup – Arrive at Mission Oaks Center on day of meeting by 12:30 PM to coordinate setup of equipment (presenters or clubs). Advise speaker to arrive between 12:30-12:45 PM in order to coordinate setup.
Membership Officer
Duties
Bylaws:
The Membership Officer shall be responsible for maintaining membership records.
The Membership Officer shall be responsible for maintaining membership records.
Standing Rules:
The Membership Officer shall inform telephone committee and other board members of all membership changes each month, prepare and distribute a roster of members once a year, and shall be responsible for the collection of dues.
The Membership Officer shall inform telephone committee and other board members of all membership changes each month, prepare and distribute a roster of members once a year, and shall be responsible for the collection of dues.
Hospitality Committee
Statement of Purpose
Purpose:
To welcome visitors, answer their questions, keep appropriate records, and refer them to membership chairperson if they show interest in joining. The committee also maintains, distributes, and collects the member nametags at each general meeting.
Function:
For the board of directors meeting:
To welcome visitors, answer their questions, keep appropriate records, and refer them to membership chairperson if they show interest in joining. The committee also maintains, distributes, and collects the member nametags at each general meeting.
Function:
For the board of directors meeting:
1. Prepare a list of the members that have not signed the attendance checklist at the general meeting for the previous three months.
For the general meeting:
1) Prepare a sign-in sheet for guests. See that they are provided with temporary nametags, meeting agendas, and any other handouts that are available. Verify the pronunciation of the guest’s names.
2) Introduce the guests at the appropriate time in the meeting agenda. Pronounce their names correctly. Ask them to stand and tell us how they heard about our club.
3) Make sure (as much as possible) that guests are well as members sign the recreation center attendance form.
4) Make sure that all members mark the member attendance checklist.
5) Display the member’s nametags for them to pick up. It is helpful if they are arranged alphabetically on the table. Toward the end of the meeting, collect the nametags. At this time the committee chairperson also makes the nametags.
Miscellaneous duties:
1) Maintain custody of the club’s party supplies, paper plates, cups, napkins, etc., and provide an inventory to the club president when requested.
2) Arrange the annual anniversary party, usually held at the October general meeting. This is traditionally a “finger food” potluck, with the club providing coffee and punch.
Corresponding Secretary
Job Description
Reference Bylaws, Article IV – Officers, Section 4, item 6: CORRESPONDING SECRETARY
The Corresponding Secretary shall be responsible for all of the correspondence of MOCC.
Reference Standing Rules, C. ADDITIONAL DUTIES OF OFFICERS, Section 5:
The Corresponding Secretary shall send thank you letters to all presenters.
Be prepared to conduct the following activities before, during or after the Executive Board and General meetings:
The Corresponding Secretary shall be responsible for all of the correspondence of MOCC.
Reference Standing Rules, C. ADDITIONAL DUTIES OF OFFICERS, Section 5:
The Corresponding Secretary shall send thank you letters to all presenters.
Be prepared to conduct the following activities before, during or after the Executive Board and General meetings:
Keep a log/record of all correspondence and the cost of same.
Request reimbursement for expenses (e.g. postage)
At General Meeting, get business card of outside presenters with their mailing address (if necessary, check with program committee for this information).
Get and maintain an updated copy of the membership list with address, email and telephone numbers.
Keep handy a copy of the Club’s latest bylaws and standing rules and any amendments.
Compile a yearly report at the end of the year and present to the President and the Executive Board at the December Executive Board Meeting.
Historian
Job Description
The Historian shall keep a chronological record of club activities, including copies of the following items:
1) President’s messages.
2) Monthly agendas of all meetings.
3) Presenters’ handouts.
4) Newspaper articles regarding the club.
5) Appropriate newspaper articles featuring club members.
6) Photographs of club activities.
7) Any other item that may be historically relevant.
To preserve privacy, membership lists shall not be included. Archival materials shall be used where possible to preserve the Historical Records for the future.
Parliamentarian
Job Description
(Proposed Future Position)
(Source: Robert’s Rules for Dummies, by C. Alan Jennings, 2005)
Top of Form
Job Description
(Proposed Future Position)
(Source: Robert’s Rules for Dummies, by C. Alan Jennings, 2005)
Top of Form
Proposed creation: appointment by the President from among members of the club.
The parliamentarian’s role in a meeting is to advise the presiding officer on matters of parliamentary procedure. S/he doesn’t make rulings but rather is a consultant only. Rulings are the sole responsibility of the chair.
To get the most out of a parliamentarian, involve him/her in the planning and preparation of the meeting. In fact, most of the work of a professional parliamentarian is actually done outside the meeting.
The parliamentarian’s role in a meeting is to advise the presiding officer on matters of parliamentary procedure. S/he doesn’t make rulings but rather is a consultant only. Rulings are the sole responsibility of the chair.
To get the most out of a parliamentarian, involve him/her in the planning and preparation of the meeting. In fact, most of the work of a professional parliamentarian is actually done outside the meeting.
