Tri-Cities Marketing Council Officer Duties and Requirements

Download 2010 Nomination Form NOW!

President shall:

1. Coordinate, call to order and preside over all meetings;
2. Act as official spokesperson;
3. Assign an alternate for any Officer who has indicated that he/she will not be attending a weekly meeting, preferably a person who has previously held the position;
4. Appoint sub-committee chairs;
5. Generally supervise operations;
6. Receive and respond to all incoming correspondence;
7. Facilitate resolution of grievances and/or disputes of members or attendees;
8. Ensure that 100 sets of the Tour Sheets are available at each weekly meeting;
9. Be responsible for signing checks, along with the Treasurer, as needed; and
10. Serve as Immediate Past President at the end of the term as President.

The Vice President shall:

1. Support the President in all areas;
2. Assist President in weekly meetings;
3. Perform the duties of the President in the event of the President’s absence, resignation, or inability to perform;
4. Serve as ex-officio member of all sub-committees. and attend meetings of such sub-committees as needed; and
5. Be responsible for signing checks, along with the Treasurer, as needed
   

The Treasurer shall:

1. Receive and disburse, with the approval of the officers, all funds;
2. Ensure that all checks are stored in a safe place and that there is proper, written backup for all checks written (invoice or receipt from receiving party);
3. Forward backup for all checks to Bay East Accounting Dept monthly;
4. For any check over $500, ensure that two of the following signatures are on each check:  President, Vice President, or Treasurer;
5. Pay all debts as they become due;
6. Make bank deposit after every weekly meeting, endorsing all checks with “For Deposit Only”;
7. Forward backup of all deposits to Bay East Accounting Dept monthly;
8. Keep an accurate account of all transactions;
9. Staff registration table at weekly meetings;
10. Assist Secretary as required;
11. Communicate monthly financial report to the Officers;
12. Review quarterly financial report from Bay East Accounting Department (based on calendar year), present the report at the quarterly Officers’ meetings, and have the same available for inspection by Members within 15 days of the end of each calendar quarter.  The report for the fourth quarter of each year shall be done in conjunction with the incoming Treasurer;
13. Create an annual budget;
14. Ensure that there are adequate funds in the  TCMC bank accounts to cover expenses, and immediately notify the President if funds fall below an acceptable level;
15. Serve as ex-officio member of all activities committees and attend meetings of such committees as needed; and
16. Ensure that sufficient cash is available at each weekly meeting to handle attendance fee transactions

The Secretary shall:

1. Take minutes of the quarterly Officers’ meetings as required and prepare them for publication;
2. Staff registration table at weekly meetings;
3. Assist Treasurer as required;
4. Order Attendance Discount Cards;
5. Ensure that there is an adequate supply of letterhead, envelopes and other office supplies;
6. Ensure that an adequate number of Homeowner letters are typed, put in envelopes, and available at the weekly meetings;
7. Serve as ex-officio member of all activities committees and attend meetings of such committees as needed;
8. Prepare table signs for monthly Room/Breakfast sponsors; and
9. Take attendance for the twelve (12) weeks prior to each election date in order to determine eligibility of members to vote and shall prepare a list of eligible voters.

The Public Relations Officer shall:

1. Coordinate speakers and sponsors;
2. Inform the room sponsor of the number of centerpieces needed each month;  Specify if used
3. Work with the Treasurer to ensure that all sponsorship fees are paid prior to the sponsorship month;
4. Develop a monthly schedule of speakers and sponsors; and
5. Be available prior to each weekly meeting to welcome attendees.

The Sergeant-at-Arms shall:

1. Maintain orderly behavior of the members;
2. Monitor time guidelines of presentations;
3. Conduct a count of attendees at the mid-point of each weekly meeting;
4. Assist with other duties as requested;
5. Serve as ex-officio member of all activities committees and attend meetings of such committees as needed; and
6. Assist with set up of sponsors’ signs and/or banners.

The Members Communications Officer shall:

1. Have a understanding of website technolog or familiarity with editing web pages.
2. Responsible for maintaining the website for the Council, including insuring that all changes and updates are made in a timely manner.
3. Provide a foundation for communicating with its members through the TCMC website.

The Affiliate Liaison shall:

1. Serve on the Affiliate Committee as the District Chair for their respective area,
2. and shall act as liaison between this group and BAY EAST.
3. The position will provide information to all its members and the Affiliate Committee which will include, but not be limited to, educational classes, events, and Bay East announcements.

Download 2010 Nomination Form NOW!