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Ski
Club Board Positions -- "Legal" Version
PRESIDENT
TERM OF OFFICE:
NOTE: Because the President automatically serves as a member of
the Board of Directors, in the position of IMMEDIATE PAST PRESIDENT, (for an
additional one year term of office) on completion of the elected Presidential
term (or terms) of office, the President must be willing and available to fill
the position and requirements of Past President for the one year term upon
retirement as President.
Position Description - General. The
President is the Chief Executive Officer of the Ski Club. The President provides
general supervision, direction, and control of the affairs of the club. The
President is the chief representative of the club, and is empowered to speak for
the club, and sign official documents, with general consent of the Board of
Directors.
The President is the most "visible" of all board
members, and is therefore required to participate in a large number of Ski Club
activities, including General Membership activities, as well as Administrative
activities.
1. The President presides at regular and special meetings of the Ski Club.
Sets meeting agendas, opens meetings, and introduces other speakers as chosen by
President.
2. The President presides at regular and special meetings of the Ski Club
Board of Directors. Sets meeting agenda and guides meeting in a format of
"Modified Roberts Rules of Order & Parliamentary Procedure: as evolved
in context of board meeting history. Note: Current practice in board meeting
procedure (in recent years) is that the President may entertain motions as
offered by other board members (but not initiate such motions), and must preside
over votes of such motions . . . but does not cast a vote in Board of Directors
decisions.
1. The President must have strong leadership skills, and leadership
experience is also recommended. Previous experience as a board member in another
position is recommended, and at least one full year membership and active
membership participation in a variety of ski club activities is also highly
recommended . . . but not a specific requirement.
2. The President must be capable of "public speaking" (i.e. be able
to stand and speak effectively before a group of people . . . as is the case in
presiding over Ski Club meetings.)
3. The President must be ready, willing, and able to preside over a vast
majority of weekly Ski Club meetings, and regular monthly board meetings, and
the annual Ski Club banquet (at a minimum) in addition to a number of Ski Club
activities and special board and/or committee meetings, throughout the term of
office.
Immediate PAST - PRESIDENT
TERM OF OFFICE Position Description - General. Position Description Specifics:
1. Immediate Past President may be called up on (by the new President) to
preside at the first official board meeting of the Ski Club Board of Directors,
to provide training as to the modified "Roberts Rules of Order" under
which the board meetings have recently been run. The President may also choose
to utilize the "IPP" strictly as and experienced "mentor."
2. The "IPP" must be willing and able to execute "additional
Ski Club duties" as assigned or requested by the President.
Position Capability Requirements.
1. The Immediate Past President must have strong leadership and
"teaching" skills, and a willingness to provide mentorship "in
the background," while the new President takes the "front stage."
2. The Immediate Past President must be ready, willing, and able to attend
regular monthly board meetings, and be prepared to participate directly in board
decisions, as the "IPP" (unlike the President), is a VOTING MEMBER of
the board.
VICE PRESIDENT
TERM OF OFFICE Position Description - General. The Vice President shall act in the capacity of President during temporary
unavailability or absence of the President.
The Vice President shall advise and assist the President as requested by the
President.
The Vice President is the second most "visible" of all board
members, and is therefore required to participate in a large number of Ski Club
activities, including General Membership activities, as well as Administrative
activities.
Position Description Specifics:
1. The Vice President presides at regular meeting of the Ski Club in the
absence of the President.
2. The Vice President presides at regular and special meetings of the Ski
Club Board of Directors, in the absence of the President. In performing such
duties, the Vice President sets meeting agenda and guides meeting in a format of
"Modified Roberts Rules of Order & Parliamentary Procedure" as
evolved in context of board meeting history.
3. The Vice President serves as a permanent member of the club Finance
Committee (along with the Treasurer, and Director of Activities.) The chief
function of the Finance Committee is to set financial budgets, including income
and spending limits for a variety of planned ski club activities, and provide
such information to the Board of Directors for approval, as required.
4. The Vice President is responsible for appropriate research,
administration, and maintenance of the "Third Party Liability Insurance
Policy" and other insurance issues and policies, as required and /or
carried by the club.
5. The Vice President also participates in Ski Club Public Relations. Press
Relations, and general club advertising as required.
Position Capability Requirement:
1. The Vice President must have strong leadership skills, and leadership
experience is also recommended. Previous experience as a Board Member (in
another position) is recommended, and at least six months membership and active
membership participation in a variety of ski club activities is also highly
recommended...but not a specific requirement.
2. The Vice President must be capable of "public speaking" (i.e. be
able to stand and speak effectively before a group of people...as is the case in
presiding over Ski Club meetings, (when required.)
3. The Vice President must be ready, willing, and able to attend and
participate in a majority of weekly Ski Club Meetings, and regular monthly Board
meetings, (at a minimum) in addition to a number of ski club activities and
Special board and/or committee meetings, throughout the term of office.
TERM OF OFFICE: Position Description - General: Position Description Specifics:
1. The Secretary is responsible for making the official record of Board of
Directors proceedings, issues, and decisions.
2. The Secretary is responsible to transcribe notes, recordings, etc. into a
readable set of Minutes...for consideration, amendment, and/or acceptance by the
Board...on review...at the next following board meeting.
3.The Secretary is responsible for maintenance of an adequate supply of
official Ski Club stationary, envelopes, etc. for use in official correspondence
and publications.
Position Capability Requirements:
1. The Secretary must be able to take notes during the Board proceedings (or
make tape recording of same), then be able to transcribe notes into a format of
printed Minutes, which will eventually become the official record of Board of
Directors proceedings and votes.
2. The Secretary must be ready, willing, and able to attend and participate
in the monthly (regular) board meetings, as well as special board meetings (at a
minimum); in addition to active participation in club activities and events
throughout the year.
TERM OF OFFICE: Position Description- General. The Treasurer is the
Chief Financial Officer of the Ski Club, and in such capacity, receives all
monetary income to the club; deposits such income in bank account(s) as directed
by the club; maintains accurate accounting of financial transactions of the
club; provides directed, files appropriate federal, state and local tax forms
for Ski Club finances (as required), and serves as financial advisor to the
club.
Position Description Specifics:
1. The Treasurer maintains a variety of financial reports that portray (at a
minimum);
a. The Balance Sheet, (a list of the clubs assets & liabilities)
b. A profit and loss accounting of individual club activities where
monies are collected and /or expended.
c. A check Register, (i.e. list of all checks written and deposits made),
d. Other records, as appropriate, that portray the overall financial
position of the club.
2. The Treasurer serves as a permanent member of the club Finance Committee
(along with the Vice President, and the Director of Activities). The chief
function of the Finance Committee is to set financial budgets, including income
and spending limits for a variety of planned ski club activities, and provide
such information to the Board of Directors for approval, as required.
3. The Treasurer provides recommendations to the Board of Directors,
regarding investment of club funds into a variety of low risk investment
institutions, and acts on direction of the board in such matters, as required.
4. The Treasurer oversees club activities and events from a financial
standpoint. He/She consults with the Director of Activities, and/or Activity
Leaders to develop budgets for all activities that require expenditure of club
funds in advance of collection of income from participants.
5. The Treasurer reviews all Check Request and Financial Accounting Reports
of all club activities and events that involve club income and/or expense,
insures that all figures presented are reasonable and accurate, and to see that
appropriate receipts are submitted, and that subject activity is in accordance
with the previously issued budgets and/or Preliminary Accounting estimates.
6. The Treasurer makes copies of all checks received, and makes timely
deposits of all income to insure maximum accrual of interest income, and
executes a "reconciliation" of monthly bank statements upon receipt
from the bank.
7. The Treasurer brings to the Board of Directors all issues that are of
potential or actual financial impact on the treasury or financial well being of
the club, for consideration, discussion, and direction by the board.
8. The Treasurer is responsible to investigate what SkiClub tax filings are
appropriate, and to prepare and file such forms in a timely and professional
manner.
Position Capability Requirements
1. The Treasurer must be experienced with, and/or capable in the development
and maintenance of financial records and budgets of a large organization
2. The Treasurer must be ready, willing, and able to attend and participate
in the monthly (regular) board meetings, during which he/she will be prepared to
present copies of an up-to-date financial report for review and acceptance by
the board. The Treasurer will also attend special board meetings (when called),
and participate in a variety of club activities and events throughout the year.
3. The Treasurer will attend the majority of regular club meetings and
thereby be available to transact financial duties such as collection of income
funds, disbursement of checks to activity leaders and others as required.
DIRECTOR OF ACTIVITIES
TERM OF OFFICE: Position Description - General. Position Description Specifics:
1. The Director of Activities has primary responsibility for the development
of the annual activities calendar by leading a (minimum of) TWO "Activities
Planning Meetings" per year; each designed to plan a six month Activities
Calendar. The "activities Planning meetings" are generally held in
late winter...to develop the Spring and Summer Activities Calendar; and in late
summer...to develop the Fall and Winter Activities Calendar.
2. The Director of Activities shall insure that input for the planning and
development of the Activities calendar represents the broad and diverse
interests of the current club membership. In short, he/she must provide a
calendar of activities and events that will result in:
a. a high degree of participation among the membership.
b. a successful reaction to events and activities; indicating that
planned activities met successfully with the social and sports aspirations
of the membership, and,
c. Financial outcome of events and activities generally results in a net
profit to the club treasury.
3. The Director of Activities serves as a permanent member of the club
Finance Committee (along with the Treasurer and Vice President). The chief
function of the Finance Committee is to set financial budgets, including income
and spending limits for a variety of planned ski activities, and provide such
information to the Board of Directors for approval, as required.
4. To insure that planned activities and events have a sound financial basis,
and will eventually result in a financial gain (or at least "break
even"), the Director of Activities shall provide financial and budgetary
advise to all persons leading events; shall obtain preliminary budgets for
larger events, and shall consult with members of the "Finance
Committee" (see above) for consensus on budgets and "profit
margin" and "sale price" for primary events/activities having
potential impact on the club treasury.
5. The Director of Activities shall participate in the planning of "week
long" trips; or other major trips (and budgets for the same), but is
generally expected to select, appoint, or otherwise find additional responsible
and capable club members to lead such events. The Director of Activities shall
then work with such leaders to insure that events and activities succeed on
every level.
6. The Director of Activities is also responsible for updating recorded
messages on the SkiClub "Hotline" answering service; and...for
updating information on the SkiClub "E-Mail" and "Web
site"...also for collecting messages from these sources, and insuring a
timely and appropriate response. These tasks may be delegated as chosen; however
the Director of Activities is still responsible to insure that all such
functions are properly maintained.
Position Capability Requirements:
1. The Director of Activities must be ready, willing, and able to attend and
participate in a majority of weekly Ski Club Meetings, and regular monthly Board
meetings, (at a minimum) in addition to a number of ski club activities and
Special board and/or committee meetings, throughout the term of office.
2. The Director of Activities must be capable to speak effectively before the
general membership at regular club meetings...specifically to explain the
activities calendar; to introduce event/activity leaders, and generally to
effectively publicize and "sell" participation in planned activities
and events.
DIRECTOR OF MEMBERSHIP
TERM OF OFFICE: Position Description - General. Position Description Specifics:
1. The Director of Membership has primary responsibility for maintenance of
the current membership roster(s) of the club; including the Active Member
roster, and the Associate Member Roster. Specific duties include the
dissemination of membership application forms; acceptance and review of such
forms as received, including posting membership payments and forwarding
membership dues to the club Treasurer for deposit to club accounts.
2. With respect to the roster of Active Membership specifically, the Director
of Membership must keep careful records to insure that Active Membership does
not increase beyond limits prescribed by club charter.
3. The Director of Membership prepares and presents a Membership Report as a
regular part of the monthly Ski Club Board of Directors meetings. Such reports
include a review of specific membership applications, and recommendations to the
board...concerning membership and renewal eligibility for each application.
4. The Director of Membership insures that current members are appropriately
notified when their club membership is due for renewal, and encourages such
renewal.
5. The Director of Membership maintains the Membership Database...a
computerized database that includes current information of approved membership
specifics. Database information includes full names and membership status of
members (i.e. "Active" or "Associate"), and current home
phone and address. Such database information shall be used as the printed
"Membership List" which is periodically disseminated to all club
members in good standing.
6. The Director of Membership also maintains a further database including
"work" phone numbers (in addition to info as above) for periodic
production of a "Confidential Membership List" for dissemination only
to the SkiClub Board of Directors.
7. The Director of Membership also fills out and disseminates membership
cards and/or pins to new and renewing members, as appropriate, and maintains new
membership materials as required.
8. The Director of Membership shall also meet as required, with persons
responsible for retrieving phone inquiries and messages from the SkiClub
"Hotline", or other advertising media...for the purpose of gaining
information regarding persons who are asking about membership requirements, or
requesting membership application forms.
Position Capability Requirements:
1. The Director of Membership must be ready, willing, and able to attend and
participate in a majority of weekly Ski Club Meetings, and regular monthly board
meetings, (at a minimum) in addition to a number of ski club activities and
Special board and /or committee meetings, throughout the term of office 2. The Director of Membership must be capable to speak before the general
membership at regular club meetings...specifically to explain the requirements,
benefits, and advantages of club membership.
SINGLES LEAGUE REPRESENTATIVE
Term Of Office: The Singles League Representative is elected (under
General Election Rules, as provided in the Club Bylaws) by a majority vote of
the Active Membership Roster, in May of the year, for a ONE YEAR TERM OF OFFICE.
The actual TERM OF OFFICE runs from June 1 of the year, to the following May 31.
Position Description - General Position Description Specifics:
1. The Singles League Rep attends the monthly meetings of the Singles League,
and serves on the Singles League board of directors in the capacity of one of
the following positions:
a. Secretary
b. Treasurer
c. Race Committee Representative
d. Social Events Director
e. Winter Events Director
f. Special Events Director
g. Public Relations Director
The responsibilities of the Singles League Board positions are defined in the
By Laws of the Singles League 2.The Singles League Rep is also responsible to publicize and advertise the
major events of the seven (current) Singles League Clubs...at the weekly meeting
of the San Francisco Ski Club; to invite and introduce guests from other such
clubs for the purpose of publicizing and advertising such events, and to sell
Tickets to such Singles League events...to the members and guests of the San
Francisco Ski Club.
3.The Singles League Rep also assists in the planning and hosting of the
annual Singles League "Snowball In The Fall", a formal dinner/dance
event held in November of each year. Such assistance includes advertising and
selling tickets to club members and guests, or designating an alternative to
perform this function.
4.The Singles League Rep also is responsible to rite articles of Singles
League news...for publication in the San Francisco Ski Club newsletter.
Position Capability Requirements:
1.The Singles League Rep must be ready, willing, and able to attend and
participate in a majority of weekly Ski Club Meetings, and regular monthly Board
meetings, (at a minimum) in addition to a number of ski club activities and
Special board and /or committee meetings, throughout the term of office.
2. The Singles League Rep must also be ready, willing, and able to attend and
participate in the Singles League monthly meeting, (or to delegate a capable
substitute if unable to attend) including a capability of service on the Singles
League Board of Directors (as noted above), and attend a variety of Singles
League activities.
3.The Singles League Rep must be capable to speak before the general
membership at the Weekly meetings of the San Francisco Ski Club to publicize
Singles League Activities; as well as speak at the monthly Singles Leagues
meetings to report on sales and the general relationship between the Singles
League, and the San Francisco Ski Club.
BAY AREA COUNCIL REPRESENTATIVE
TERM OF OFFICE: Position Description - General: Position Description Specifics:
1. The BAC Rep attends the meetings and proceedings of the Bay Area Counsel.
This entails attendance at the (usually monthly ) meetings, held at various
locations in the Bay Area. If the Rep is occasionally unable to attend he/she is
responsible to delegate a competent substitute to attend as a temporary
replacement.
2. The BAC Rep is also responsible to publicize and promote the events of the
BAC, (and its parent organization...the Far West Ski Assoc)...at the weekly
meetings of the San Francisco Ski Club, and to sell Tickets to such BAC and or
"Far West" events and activities...to the members and guests of the
San Francisco Ski Club. Such activities may include the sale and promotion of
the BAC sponsored "out of State" ski trips, or other tours and travel
opportunities.
3. The BAC Rep also is responsible to write articles of BAC or "Far
West" news...for publication in the San Francisco Ski Club newsletter, or
write "recap" articles of review BAC trips or activities.
4. The BAC Rep also serves as the "Point Person " or liaison for
activities and contacts between the S.F. Ski Club, and the Bay Area Council. In
that role the BAC rep speaks for the interests of the S.F. Ski Club (as
authorized and /or directed by the Board of Directors), and serves as the
contact point to bring BAC issues and questions back to the SF SkiClub in
general, and its Board of Directors in specific terms.
Position Capability Requirements: 1. The BAC must be ready, willing, and able to attend and participate in a
majority of weekly Ski Club Meetings, and regular monthly Board meetings, (at a
minimum) in addition to a number of ski club activities and Special board and/or
committee meetings, throughout the term of office.
2. The BAC Rep must also be ready, willing, and able to attend and
participate in the monthly meetings of the BAC , including attendance at
least some of the planned BAC and/or "Far West" activities, trip, or
events.
3. The BAC Rep must be capable to speak before the general membership at the
weekly meetings of the San Francisco Ski Club to promote BAC and "Far
West" activities; as well as speak at the BAC proceedings to represent the
interests of the San Francisco Ski Club.
4. The BAC Rep is the primary connection between the S.F. Ski Club, and the
political aspects of the Bay Area Council, and the Far West Ski Association, and
as such, the BAC Representative must be willing and able to attend the annual
convention of the Far West Ski Association, to represent the interests of the
S.F. Ski Club, and act as "point Person" or liaison (for the SF
SkiClub) at that convention. This task involves recruitment of additional S.F.
Ski Club members to also attend and act as delegates to the convention, and to
negotiate subsidies...as available from the Board of Directors, for convention
attendance and participation.
DIRECTOR OF ADMINISTRATION
TERM OF OFFICE: Position Description - General: Position Description Specifics 1. The Director of Administration is responsible for administration of a fair
and open annual election of a Board of Directors. This process begins in the
early spring of the year, with a process of nominations to office; followed by a
general election as prescribed by club bylaws. The process ends with the
collection and counting of votes as executed by a "Ballot Tally"
committee of no less than three persons, and announcement of names of successful
candidates at a time and place chosen by the board of Directors.
2. As part of the election procedure and orderly transition of leadership,
The Director of Administration is responsible for planning the Annual Ski Club
Banquet, normally held in May of the year. The main purpose of this function is
to thank the outgoing Board of Directors for their volunteer efforts during the
past year, and to introduce to the membership, the newly elected Board of
Directors. This planning effort includes negotiating and contracting for an
appropriate banquet location; entertainment; and submittal of a budget for
review and consideration of the Board of Directors.
3. The Director of Administration is also responsible to preside over the
nomination and election of officers in special elections (during the term of
office) if required to fill a vacated board position, in accordance with club
bylaws.
4. The Director of Administration is responsible to research opportunities
for appropriate guest speakers to address the club and make appropriate
presentations at the regular ski club meetings. Speakers are generally to be
from the Ski industry, and may be representatives of the specific ski areas or
equipment manufacturers, etc. Task may involved contracting for paid speaker
services after consultation with the Finance Committee. Guest speakers are
normally scheduled at meetings in the fall to mesh with start of ski season. The
Director is responsible to greet the guest speaker(s), make appropriate
introductions, and than guests appropriately as well.
5. The Director of Administration is responsible for maintenance of the club
"Property List" which is a record of the description and physical
location of all equipment owned by the club. An "up to Date" list of
club property is to be submitted annually to the Board of Directors (normally at
the May Board of Directors Meeting), and a copy of same is then to be
transmitted to the new Director of Administration.
6. The Director of Administration is also responsible for acquisition and
distribution of "name tag badges" for board of directors use during
ski club meetings.
7. The Director of Administration is also responsible for display of flyers
and printed materials at an "information table" at each ski club
meeting. This responsibility may be delegated to others as required, however
presentation of a full and current "Information Table" rests with the
Dir. Of Admin.
Position Capability Requirements:
1.The Director of Administration must be ready, willing, and able to attend
and participate in a majority of weekly Ski Club Meetings, and regular monthly
Board meetings, (at a minimum) in addition to a number of ski club activities
and Special board and/or committee meetings, throughout the term of office.
2. The Director of Administration must be capable to speak before the general
membership at the start of the annual election process, to explain the election
process, and to administer an appropriate program of nominations to office, and
a general election by secret ballot.
DIRECTOR OF RACING
TERM OF OFFICE: Position Description - General. The Director of Racing is responsible for
leadership, promotion, and coaching of the amateur racing program of the San
Francisco Ski Club, under auspices of the "Singles League" Ski Race
Program. Major responsibilities include the maintenance of ski race records;
race day scheduling; and promotion and building of a competitive Race Team (to
represent the San Francisco Ski Club) at inter-club amateur races, at all levels
of ability.
Position Description Specifics:
1. The Director of Racing attends the monthly or bi-monthly meetings of the
Singles League Racing Committee, and represents the interests of the San
Francisco Ski Club, at such meetings. The Director of Racing also serves as
chairperson of one of the following standing committees of the Singles League
Race Committee:
b. Beginner Course f. Ticket Sales
c. Pins and Awards g. "Racy Affair" planning
d. Poster boards
The responsibilities of the committees and those of the chairpersons, are
defined in the Singles League Race Program organizational rules and by laws.
2. The Director of Racing is responsible to publicize and promote
participation in Club Racing, and to "field a competitive team" to
represent the San Francisco Ski Club, in the amateur Race Program of the
"Singles
League", (a loose organization of the Bay Are Ski Clubs).
3. The Director of Racing also assists in the planning and hosting of the
annual Singles League "Racy Affair", a dinner/dance event held in
March of each year, to honor participants in the Singles League Race Program.
Such assistance includes advertising and selling tickets to club members and
guests, or designating an alternative to perform this function.
4.The Director of Racing is also responsible to write articles of club racing
news...for publication in the San Francisco Ski Club newsletter, or other
Singles League publications.
5.The Director of Racing is also responsible for creation and submission of a
budget...for race related expenses...and for presenting that budget to the Board
of Directors for discussion and approval. The Race Team Budget should normally
be presented to the Board of Directors in August or September Board meeting...so
that prices for race team participation may be set to recover a majority of race
team expense.
Position Capability Requirements:
1.The Director of Racing must be ready, willing, and able to attend and
participate in a majority of weekly Ski Club Meetings, and regular monthly Board
meetings, (at a minimum) in addition to a number of ski club activities and
Special board and/or committee meetings, throughout the term of office.
2. The Director of Racing must also be ready, willing , and able to attend
and participate in the Singles League Race Committee meetings; including a
capability of service on the Sub Committee(s) (as noted above), and attend a
variety of Race Committee activities.
3. The Director of Racing (or a capable delegate) must also be ready,
willing, and able to travel to the Sierra Ski areas on the (several) race
weekends of the winter season, and to perform the "Race Day" functions
of the Race Director. Such duties include arrival at race sites as early as 7:30
a.m. for "set up", scheduling of races, and sale of discounted
"race Team Lift Tickets".
4. The Director of Racing must be capable to speak before the general
membership at the Weekly meetings of the San Francisco Ski Club to publicize and
promote participation in the Racing Program, and to recruit and sign up members
of the San Francisco Ski Club Race Team; as well as speak at the Singles League
Race committee meetings to represent the interests of the San Francisco Ski
Club.
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