President

The President is the chief executive officer of the club. The president's main responsibility is to set short and long term priorities of the club, with the help of the board, by preparing the agenda for each board meeting. He or she presides over each board meeting as well. The President's other main responsibility is to review each newsletter prior to publication. He or she also has the power to appoint committees, suggest new members-at-large, and generally supervise the operations of the club.

Vice President

The Vice President performs the duties of the President in his or her absence, and performs other duties as authorized by the President.

Secretary

The Secretary is responsible for sending notices of Board Meetings to the Directors and Members-at-Large
and for recording the minutes of Board Meetings and distributing copies of the minutes to Board members 
before the next meeting. The minutes should be sent out in a timely manner, preferably within one week 
of the meeting in question. The secretary should also keep an archive of the minutes of board meetings 
and other documents related to policies formulated by the board.

Treasurer

The Treasurer maintains the club’s bank accounts; ensures that all funds and transactions are properly 
recorded and accounted; and makes periodic financial reports to the board. In addition, the Treasurer 
pays all bills and reimburses any member who submits a receipt and explanation for reasonable expenses
incurred on behalf of the club.

When a board-approved trip requires an advance deposit, the trip coordinator informs the Treasurer when the 
deposit is due and the Treasurer makes the payment. The Treasurer also ensures that the trip coordinator 
has a means for paying any outstanding balance due at the time of the trip, as agreed upon. The treasurer 
receives and maintains reports from the trip coordinator detailing club income and expenses for the trip.

When the President deems it necessary to have a written budget for the club, a budget committee is formed and the Treasurer generally chairs or serves on this committee. The Treasurer also files any necessary paperwork with the IRS.

The treasurer has to fill out and send in the annual Massachusetts form containing the names and addresses of all the club officers to the State each November.

Program Director

The Program Director is responsible for ensuring that the club’s calendar is filled with a good variety of events and making sure that the members can be informed of these events via the printed newsletter and the website. To this end, the Program Director:

Keeps and updates current membership list in spreadsheet form, adding the 
field "TC?" (yes/no)

Provides updated lists of potential/actual TCs to ACs, as appropriate

E-mails call for trips for each newsletter, announce deadline (11th of 
each month)

Rewrites received event listings in club newsletter format, reviews events for errors and 
inappropriate content, and collates all listings into chronological order

E-mails complete list of events to newsletter editor on the 13th of each even month

Membership Director

This membership co-director is responsible for maintaining the membership database, keeping it updated
with new memberships, renewals, and expirations. The specific tasks required to do this job are as follows:

Maintain membership database (Microsoft Access)
File hardcopy membership forms
Create Shofar mailing list every 2 months
Send list of new members to Newsletter Editor every 2 months
Maintain Shofar Lite mailing list
Create TC interest lists as requested by program director
Create hardcopy membership lists for board members every 2 months
Present membership report to board every 2 months
Print and mail membership renewal notices every 2 months
Process membership and renewal forms (details below)
Create various sets of mailing labels as needed (e.g. TC appreciation invites)

Process new membership forms:

Enter new member data in database
Print new member welcome letter
Send current issue of the Shofar, with welcome letter enclosed
Add e-mail address to the Shofar Lite list

Process membership renewals (average 30 every 2 months):

Check and update member data as needed
Update expiration date
If membership renewal is overdue, check whether need to send current Shofar and add back to Shofar Lite list

Publicity Director

This publicity director is responsible for expanding our membership base and making the public aware of the club and its activities. He or she publicizes the club through free ads, paid ads, websites, and other venues. He or she also represents the club at public events which present an opportunity to spread the word about the club and answers emails and phone calls directed to the club account.

Newsletter Content Editor

The newsletter editor is responsible for the editorial content of the newsletter. He or she is responsible for collecting articles, announcements, and other material and editing them. He or she then forwards the content to the Newsletter Layout Editor

Newsletter Layout Editor

TBD

Member at Large

Our by-laws permit up to 5 members to serve on the board of directors as members at large. These board members attend board meetings and have full voting privileges. They are also expected to volunteer for committees and special assignments as the need arises.

Webmaster

The Webmaster updates the schedule page of the website as necessary with all events,  leaving out last names and phone number

Activity Chairs

The Activities Chairs are appointed, non-voting, Board Members, responsible for soliciting TCs to lead trips.They review qualifications of TCs, and provide the event listing to the Program Director before the deadline if the TC has not done so. The ACs are also available to discuss or suggest ideas for trips and to answer questions about how to lead a trip.

Last Modified 20 June 2006

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