Proposed Officer Duties

President

Duties

• The primary duty of the office of President is to preside at meetings of the Board of Directors and of the Membership.
• The President must 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.
• Additionally, the President is required to ensure that all legally required documentation is filed with the appropriate agencies.
• The President shall schedule and hold the board meetings required by the bylaws and/or membership rules.
• The President should provide leadership and direction to the club by taking the lead in scheduling member activities that will promote and support the club.
  • We currently have two-three meetings per month. The president should both encourage members to make presentations on topics and reach out to outside experts that have expertise that is not available in house.

Authority

• The President may sign contracts that are binding for the organization. This may be required for utilities, lease agreements, etc.

Vice President

The office of vice president is being removed.

Secretary

Duties

• The primary duties of the office of Secretary are to:
  • Maintain a list of current members and their email addresses
    • This shall include performing the new member procedures
  • 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.

Authority

• The Secretary may designate a volunteer to maintain meeting minutes in the event of his/her absence.

Treasurer

Duties

The primary duties of the office of the Treasurer are to:

• Maintain accurate financial records for the organization to ensure that all funds are categorized correctly and accounted for in order to maintain nonprofit status, correctly calculate any taxes owed, and to verify all program monies are used correctly.
• Collect dues from members and manage other donations and incomes.
  • Manage the tax implications of donations received.
  • Provide the necessary donor notification and substantiation as required by the IRS.
• Ensure that annual information returns to the IRS are filed and made available for public inspection on request.
• Advise the board on financial issue and/or limitations due to our non-profit status.
• Pay the obligations of the organization.
  • Set up and maintain utility accounts.
• Maintain any and all 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.

Authority

• The Treasurer may create, modify, transfer, or otherwise administer any financial accounts necessary and proper to execute his/her duties.
• The Treasurer may make payments from accounts as necessary to fulfill obligations of the organization.

Quartermaster

Duties

The duties of the Quartermaster are:

• Develop and maintain a safety program that will:
  • Identify equipment that requires training prior to use,
  • Lead the creation of appropriate training information for that equipment,
  • Track which members have received the appropriate training for use of equipment.
• Oversee the Spacemaster Committee and ensure that those tasks are performed.

Authority

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