Proposed Officer Duties: Difference between revisions

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'''Duties'''
'''Duties'''
*The primary duty of the office of President is to preside at meetings of the Board of Directors and of the Membership.  
*The primary duties of the office of President are to:
*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.
**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.
**<span style=color:red><s>Provide leadership and direction in scheduling educational activities that will promote and support the organization.</s></span>
*Additionally, the President is required to ensure that all legally required documentation is filed with the appropriate agencies.
**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.
*The President shall schedule and hold those board meetings required by the bylaws and/or membership rules.
**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.
*The President shall ensure that members mentor each other and the general public as needed to promote the goals of the organization.
**Required to sign all legally required documentation.
*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.
**Schedule and hold board meetings as required by the bylaws and/or membership rules.
**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 within the organization.
**Document the procedures of the office for future officers.
 
'''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==
==Secretary==
Line 24: Line 15:
'''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, inlcuding but is not limited to: filing forms and waivers for new members and waivers for visitors performing work, set up new members with access through LDAP and calendar permissions.
**Filing forms and waivers for new members and waivers for visitors and guest where required.
**Maintain member mailing lists.
**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'''
*The Secretary may designate a volunteer to maintain meeting minutes in the event of his/her absence.


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


'''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.


'''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.


==Public Relations Officer==
==Facilities Director==
''Possible alternate title could be "Chief Communications Officer"?''


'''Duties'''
'''Duties'''
*The primary duties of the office of the Public Relations Officer are to:
*The primary duties of the office of the Facilities Director are to:
**Maintain the virtual assets of the organization such as the website, Google group, wiki, and calendar.
**Develop and maintain a safety program and ensure compliance with safety policies, which includes:
**Manage the organization's online brand and reputation through the use of social media.
***Identify equipment that requires training prior to use,
**Create a pictorial record of the activities of the organization.
***Generate appropriate training information for the identified equipment,
**Create and launch all press releases and marketing campaigns.
***Track which members have received the appropriate training for use of equipment.
**Contact members of the media to set up interviews.
**Ensure compliance with member use policies (cleanliness, security, use of shared tools, etc)
**Get organization featured on the Internet, TV or radio.
**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.


'''Authority'''
==Technical Director==
*Primary administrative control of all online resources.


==Quartermaster==
'''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...


''Possible alternate title could be "Chief Operations Officer"?''
==Creative Director==


'''Duties'''
'''Duties'''
*The primary duties of the office of the Quartermaster are to:
*The primary duties of the office of the Creative Director are to:
**Develop and maintain a safety program and ensure compliance with safety policies including:
**Develop and maintain the visual "brand" of the organization, including colors, fonts, and logos
***Identify equipment that requires training prior to use,
**Design promotional materials for the organization including business cards, brochures, banners, and signs
***Lead the creation of appropriate training information for that equipment,
**Design special promotional materials (eg, flyers, signs, and posters) for large or especially signficant events
***Track which members have received the appropriate training for use of equipment.
**Design, <span style=color:red><s>implement, </s></span>and co-maintain the organization's web presence
**Oversee the Spacemaster Committee and ensure that those tasks are performed.
**Design and co-implement the look and feel of the organization's physical facility
***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
==<span style=color:red>Webmaster</span>==
**Act as the designated Point of Contact for Emergencies


'''Authority'''
'''<span style=color:red>Duties</span>'''
*Executive power to resolve any emergency situations.
*<span style=color:red>The primary duties of the office of the Webmaster are to:</span>
*Primary administrative control of all physical resources.
**<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