Officer Responsibilities

TITLE:   PRESIDENT
 
REPORTS TO: Membership as represented by the Board of Directors.
 
TERM OF OFFICE: Two (2) years
 
SCOPE OF RESPONSIBILITIES:
 
The President is responsible for the guidance and administration of all activities of the chapter, in accordance with the bylaws of VBTA.  Such activities shall include the development of policies, organization and achievement of the chapter objectives.  The President is a member of GBTA,  and attends a minimum of two Chapter Presidents Council meetings on an annual basis.
 
SPECIFIC RESPONSIBILITIES:
 
1) Develop specific goals and objectives that will promote the growth of the chapter in the areas of membership, professional development and prestige.
 
2) Develop and implement policies and procedures.
 
3) Preside over all membership meetings, including chapter board of directors meetings.  Serve as a tiebreaker in board vote.
 
4) Develop plan with board participation for meeting chapter goals.
 
5) Develop an annual budget with board participation.  Review and approve budgetary performance.  Assign responsibility for an independent audit of the Treasurer's records at year-end.
 
6) Assign duties to other officers and committee chairs, as required.
 
7) Review and approve plans and objectives submitted by committee chairs.
 
8) Appoint nominating committee chairperson (who will select assistants) to propose slate of officers for the succeeding year.  

9) President will provide a brief to the membership at each scheduled chapter meeting detailing the Presidents involvement in all CPC or GBTA functions that they have attended since the previous chapter meeting.
 
10) Prepare a monthly message to all members and prospective members on the home page of the VABTA website.   

At the end of the term, review achievements against objectives, and prepare a list of recommendations to be provided to the incoming President by January if applicable


TITLE:   VICE PRESIDENT
 
SCOPE OF RESPONSIBILITY:
 
The Vice President is to serve as back up for the President as the need arises.  Other areas of responsibility include development and sponsorship of chapter programs as well as gathering and developing information vital to the operation of the chapter for dissemination to board and chapter members.
                              
SPECIFIC RESPONSIBILITIES:
 
1) Act for chapter President when required.  In the event that the President resigns his/her position, the Vice President shall assume the position of President for the remainder of the term.
 
2) Develop and implement new chapter programs.  Such programs may be in, but not limited to, the areas of fund raising, business community liaison, job search networking, vendor advertising in the newsletter, and professional development.  
 
3) Assist the President in developing any goals for the fiscal year to support the chapter as well as the strategic and budgetary plan.
 
4) Attend all membership and board meetings.  If unable to attend, notify the President and submit a written report of any actions in advance.
 
5) Assist with special projects as required.

6) Responsible for website content

7) Responsible for all meeting locations, and all meeting logistics (i.e. F&B, AV, Nametags, and Lodging requirements)

Establish a monitoring system to ensure strategies and objectives are met in a timely manner.  This may include reviewing board member responsibilities and timing to ensure that these are performed at the needed time


TITLE:  SECRETARY
 
SCOPE OF RESPONSIBILITY:  
 
The Secretary acts as the custodian of association board meeting minutes and handles official documents associated with the business of the association.
 
SPECIFIC RESPONSIBILITIES:
 
1) Attend all board of directors and membership meetings.  If unable to attend, notify President and ensure minutes have been supplied in advance.
 
2) Prepare official copy of the minutes at all board meetings, and distribute them to all officers, directors, and chairpersons following the meeting.  To ensure the board has time to act on any actions, it is recommended that minutes be distributed within three business days following the meeting.
 
3) Maintain an accurate mailing list for distribution of the minutes (e-mail preferred).
 
4) Present minutes at the each monthly board meeting for approval by the president and board of directors.
 
5) Provide advice on parliamentary procedure as needed.
 
6) Maintain documents on activities and events of the association for historical and     informational purposes.
 
7) Submit board highlights to President for the monthly website message.
 
8) Perform other duties as may be assigned by the president or board of directors.
 
9) Deliver to successor all books and documents, including past minutes and most recent mailing list. Assist in training successor.

10) Responsible for all communication to membership
 
 
TITLE:   TREASURER
 
SCOPE OF RESPONSIBILITY:
 
The Treasurer is responsible for the collection, accounting, safekeeping, and disbursement of the chapter's funds.
 
SPECIFIC RESPONSIBILITIES:
 
1) Receive funds from all activities where money is received or collected, and document the collection.
- Assist in nametag preparation, disbursement and collection at general meetings.
- Issue receipts for monies collected as needed.
- If unable to attend event, obtain signup sheet and ensure appointee is present to do these duties.
- Deposit monies into the chapter checking account..
 
2) Receive invoices and issue payments by check for all budgeted expenses.  Unbudgeted expenses, not to exceed $100, require the approval of the president; those in excess of $100 require approval of the chapter board of directors.  All checks issued require two signatures. The checking account signature card shall include the signatures of the Treasurer, President and/or the Vice President or Director.
 
3) Maintain accurate records of all deposits, disbursements, or transactions by documenting the ledger and maintaining a running balance.
 
- Maintain copies of all invoices, noting check number and date of payment.
- Maintain bank deposit receipts and monthly bank statements.
 
4) Receive bank statements and reconcile account balances monthly for both ledger and checkbook records.
 
5) Prepare and present financial reports at each chapter board meeting.  Financial reports shall show budget status on a monthly basis.  Negative variances shall be documented in writing.
 
6) Attend all membership meetings and board meetings.  If unable to attend, notify President and supply a written financial report in advance of the board meeting.
 
7) Be aware of IRS requirements regarding reporting for a non-profit organization.  Document requirements and findings.  File tax return by IRS deadline.
 
8) Train successor to the position.
 
9) Assist as required with special projects.
 
10) Assist President in preparation of proposed budget for upcoming fiscal year to be used by incoming board for planning purposes.
 
11) Coordinate the annual audit of the Treasurer's records.


TITLE:  PAST PRESIDENT
 
SCOPE OF RESPONSIBILITY:  
 
The Past President will act as a liaison to the new Board to ensure a seamless transition between administrations. The Past President will mentor the new President and assist as needed.
 
SPECIFIC RESPONSIBILITIES:
 
1) Assist with development of goals and objectives that will promote the growth of the chapter in        the areas of membership, professional development and prestige.
 
2) Assist with development and implementation of policies and procedures.
 
3) Develop plan with board participation for meeting chapter goals.
 
4)  Assist the President in developing any goals for the fiscal year to support the chapter as well as the strategic and budgetary plan.
 
5) Attend all membership and board meetings.  If unable to attend, notify the President.
 
6) Assist with special projects and website as required.
 
7) Act for chapter President when requested. 
 
8) Develop and implement new chapter programs.  Such programs may be in, but not limited to, the areas of fund raising, business community liaison, job search networking, vendor advertising in the newsletter, and professional development.