Officer Duties

General Expectations of Board Members

• Attend most Tuesday nights
• Wear a name badge, give tours, and answer questions of guests
• Attend and participate in monthly board meetings
• Vote on probationary members
• Attend New Member Onboarding periodically
• Assist with answering and/or routing 'general inquiry' emails
• Emcee Tuesday Night Show and Share periodically
• Attend annual Board Retreat

President

Duties

• The primary duties of the office of President are to:
  • Uphold the organization's Core Values
  • Preside at meetings of the Board of Directors and of the Membership
  • Serve as a representative of the organization to the public, and in all functions where a President may be called for by law or by any other outside requirements
  • Ensure that the Annual Meeting of the members is held as required by the Tennessee Nonprofit Corporations Act and must report on the activities of the organization for the previous year
  • Sign all legally-required documentation
  • Schedule and hold board meetings as required by the bylaws and/or membership rules
  • Ensure that each board member has a current Conflict of Interest Policy acknowledgement executed and on file
  • Document the procedures of the office for future officers

Secretary

Duties

• The primary duties of the office of Secretary are to:
  • Maintain a list of current members and their contact information.
  • Filing forms and waivers for new members and waivers for visitors and guest where required.
  • Respond to new membership applications.
  • Define new member on-boarding process
    • Collect required paperwork
    • Manage keys/space access
  • Provide notification (compliant with Tennessee Nonprofit Corporations Act) to members in event of a meeting of the Membership.
  • Provide notification (compliant with Tennessee Nonprofit Corporations Act) to board members in the event of a meeting of the Board of Directors.
  • Maintain meeting minutes for any meeting of the Membership or Board of Directors.
  • File the required Annual Report with the State of Tennessee
  • Monitor member storage for empty and overflowing spaces
  • Document the procedures of the office for future officers.

Treasurer

Duties

• The primary duties of the office of the Treasurer are to:
  • Maintain accurate financial records for the organization as required by law.
  • Ensure the collection of dues from members.
  • Manage the tax implications of donations and other incomes, and provide notifications required by law.
  • Ensure annual information returns to the IRS are filed and made available for public inspection on request.
  • Advise the board on financial issues and/or limitations due to our non-profit status.
  • Pay the financial obligations of the organization.
  • Maintain any and all financial accounts necessary and appropriate for the collection of dues and the payment of obligations.
  • Report to the Membership on the finances of the organization quarterly and at the Annual Meeting of the members.
  • Report to the Board on the finances of the organization to support the development of budgets, fundraising plans, and capital acquisitions.
  • Document the procedures of the office for future officers.

Communications Director

Duties

• The primary duties of the office of the Communications Director are to:
  • Maintain the social media accounts of the organization.
  • Coordinate the creation and launch of press releases and marketing campaigns.
  • Document the procedures of the office for future officers.

Facilities Director

Duties

• The primary duties of the office of the Facilities Director are to:
  • Develop and maintain a safety program and ensure compliance with safety policies, which includes:
    • Identify equipment that requires training prior to use,
    • Generate appropriate training information for the identified equipment,
    • Track which members have received the appropriate training for use of equipment.
  • Ensure compliance with member use policies (cleanliness, security, use of shared tools, etc)
  • Generally oversee day-to-day operations of the space to ensure equipment and the space are in good repair and working order
  • Ensure a designated Point of Contact for emergencies.
  • Document the procedures of the office for future officers.

Technical Director

Duties

• The primary duties of the office of the Technical Director are to:
  • Ensure proper working order of physical IT assets within the workshop
    • Computers
    • Wired/wireless network
    • Camera system
  • Administer online assets of the organization
    • Email
    • Webserver
    • Chat server
    • Membership management system
  • Ensure members know how to use and have access to the above mentioned assets as appropriate

Webmaster

Duties

• The primary duties of the office of the Webmaster are to:
  • Administer and maintain the organization's public-facing website
  • Administer and maintain e-commerce and events ticketing systems
  • Ensure that upcoming events are posted internally and externally (eg, Facebook/Meetup)
  • Maintain AdWords Grants for Nonprofits account
  • Document the procedures of the office for future officers

Volunteer Coordinator

Duties

• The primary duties of the office of Volunteer Coordinator are to:
  • Cultivate volunteer spirit within the membership
  • Coordinate with the Board of Directors, Czar/inas, and Deputies to track projects ready for handoff to volunteers
  • Work with event committees to identify and satisfy needs for volunteer labor
  • Connect volunteers with tasks
  • When applicable, coordinate outside groups of volunteers (eg, students)
  • Document the procedures of the office for future officers