Proposed Officer Duties: Difference between revisions

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=President=
==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 also serves 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.
*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 those board meetings required by the bylaws and/or membership rules.
*The President shall ensure that members mentor each other and the general public as needed to promote the goals of the organization.
*The President should provide leadership and direction to the organization by taking the lead in scheduling member activities that will promote and support the organization.
**We currently have two or three public meetings per month.  The President should both encourage members to make presentations on topics and also reach out to outside experts that have expertise that is not available in house.


==Authority==
'''Duties'''
*The President may sign contracts that are binding for the organization. This may be required for utilities, lease agreements, etc.
*The primary duties of the office of President are to:
**Preside at meetings of the Board of Directors and of the Membership.
**<span style=color:red><s>Provide leadership and direction in scheduling educational activities that will promote and support the organization.</s></span>
**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.
**Required to sign all legally required documentation.
**Schedule and hold board meetings as required by the bylaws and/or membership rules.
**Document the procedures of the office for future officers.


=Vice President=
==Secretary==
The office of vice president is being removed.


=Secretary=
'''Duties'''
==Duties==
*The primary duties of the office of Secretary are to:
*The primary duties of the office of Secretary are to:
**Maintain a list of current members and their email addresses
**Maintain a list of current members and their contact information.
***This shall include performing the new member procedures
**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
***Coordinate mentorship program to pair new members with existing members
**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 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.
**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.
**Maintain meeting minutes for any meeting of the Membership or Board of Directors.
**File the required Annual Report with the State of Tennessee.
**File the required Annual Report with the State of Tennessee
**Document the procedures of the office for future officers.


==Authority==
==Treasurer==
*The Secretary may designate a volunteer to maintain meeting minutes in the event of his/her absence.


=Treasurer=
'''Duties'''
==Duties==
*The primary duties of the office of the Treasurer are to:
The primary duties of the office of the Treasurer are to:
**Maintain accurate financial records for the organization as required by law.
*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.
**Ensure the collection of dues from members.
*Collect dues from members and manage other donations and incomes.
**Manage the tax implications of donations and other incomes, and provide notifications required by law.
**Manage the tax implications of donations received.
**Ensure annual information returns to the IRS are filed and made available for public inspection on request.
**Provide the necessary donor notification and substantiation as required by the IRS.
**Advise the board on financial issues and/or limitations due to our non-profit status.
*Ensure that annual information returns to the IRS are filed and made available for public inspection on request.
**Pay the financial obligations of the organization.
*Advise the board on financial issues and/or limitations due to our non-profit status.
**Maintain any and all financial accounts necessary and appropriate for the collection of dues and the payment of obligations.
*Pay the obligations of the organization.
**Report to the Membership on the finances of the organization quarterly and at the Annual Meeting of the members.
**Set up and maintain utility accounts.
**Report to the Board on the finances of the organization to support the development of budgets, fundraising plans, and capital acquisitions.
*Maintain any and all accounts necessary and appropriate for the collection of dues and the payment of obligations.
**Document the [[Treasurer's_Procedures|procedures]] of the office for future officers.
*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==
==<span style=color:red><s>Communications Director</s> Events Coordinator</span>==
*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.


=Public Relations Officer=
'''Duties'''
==Duties==
*The primary duties of the office of the Communications Director are to:
**Maintain the official calendar of events for the organization.
**Provide leadership and direction in scheduling educational activities that will promote and support the organization.
**<span style=color:red>Develop educational partnerships with outside groups that fit the
**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.


==Authority==
==Facilities Director==


=Quartermaster=
'''Duties'''
''Possible alternate names could be "Chief Operations Officer" or "Chief Facilities Officer"''
*The primary duties of the office of the Facilities Director are to:
==Duties==
**Develop and maintain a safety program and ensure compliance with safety policies, which includes:  
The primary duties of the office of the Quartermaster are to:
***Identify equipment that requires training prior to use,
*Develop and maintain a safety program and ensure compliance with safety policies including:  
***Generate appropriate training information for the identified equipment,
**Identify equipment that requires training prior to use,
***Track which members have received the appropriate training for use of equipment.
**Lead the creation of appropriate training information for that equipment,
**Ensure compliance with member use policies (cleanliness, security, use of shared tools, etc)
**Track which members have received the appropriate training for use of equipment.
**Generally oversee day-to-day operations of the space to ensure equipment and the space are in good repair and working order
*Oversee the Spacemaster Committee and ensure that those tasks are performed.
**Ensure a designated Point of Contact for emergencies.
*Ensure compliance with member use policies (cleanliness, security, use of shared tools, etc)
**Document the procedures of the office for future officers.
*Generally oversee day-to-day operations of the space to ensure equipment and the space are in good repair and working order
*Act as the designated Point of Contact for Emergencies


==Authority==
==Technical Director==
*Power to handle emergency situations
 
'''Duties'''
*The primary duties of the office of the Technical Director are to:
** Ensure proper working order of technical/electronic assets of the space. (Computers/Network/AV Equipment/3D printer/etc...)
** Ensure members know how to use and have access to the above mentioned assets
** Ensure website is maintained in regards to hosting/domain name/updates/security/etc...
 
==Creative Director==
 
'''Duties'''
*The primary duties of the office of the Creative Director are to:
**Develop and maintain the visual "brand" of the organization, including colors, fonts, and logos
**Design promotional materials for the organization including business cards, brochures, banners, and signs
**Design special promotional materials (eg, flyers, signs, and posters) for large or especially signficant events
**Design, <span style=color:red><s>implement, </s></span>and co-maintain the organization's web presence
**Design and co-implement the look and feel of the organization's physical facility
 
==<span style=color:red>Webmaster</span>==
 
'''<span style=color:red>Duties</span>'''
*<span style=color:red>The primary duties of the office of the Webmaster are to:</span>
**<span style=color:red>Implement and co-maintain the organization's web presence</span>
**<span style=color:red>Develop automation tools to help streamline the administrative efforts of the organization</span>

Latest revision as of 13:37, 14 December 2017

President

Duties

  • The primary duties of the office of President are to:
    • Preside at meetings of the Board of Directors and of the Membership.
    • Provide leadership and direction in scheduling educational activities that will promote and support the organization.
    • 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.
    • Required to sign all legally required documentation.
    • Schedule and hold board meetings as required by the bylaws and/or membership rules.
    • 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
      • Coordinate mentorship program to pair new members with existing members
    • 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
    • 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 Events Coordinator

Duties

  • The primary duties of the office of the Communications Director are to:
    • Maintain the official calendar of events for the organization.
    • Provide leadership and direction in scheduling educational activities that will promote and support the organization.
    • Develop educational partnerships with outside groups that fit the
    • 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 technical/electronic assets of the space. (Computers/Network/AV Equipment/3D printer/etc...)
    • Ensure members know how to use and have access to the above mentioned assets
    • Ensure website is maintained in regards to hosting/domain name/updates/security/etc...

Creative Director

Duties

  • The primary duties of the office of the Creative Director are to:
    • Develop and maintain the visual "brand" of the organization, including colors, fonts, and logos
    • Design promotional materials for the organization including business cards, brochures, banners, and signs
    • Design special promotional materials (eg, flyers, signs, and posters) for large or especially signficant events
    • Design, implement, and co-maintain the organization's web presence
    • Design and co-implement the look and feel of the organization's physical facility

Webmaster

Duties

  • The primary duties of the office of the Webmaster are to:
    • Implement and co-maintain the organization's web presence
    • Develop automation tools to help streamline the administrative efforts of the organization