Responsibilities Addendum for Officers

President

…presides at all meetings of the Club and Executive Board, and performs all duties of the office.

…puts to vote all questions regularly moved, or as necessarily arise in the course of proceedings and announces the results of the vote.

…is an ex officio member of all committees except the Nominating Committee.

…appoints no later than January of each year, three members, not of the Executive Board, to serve on the Finance Committee with the Treasurer and Assistant Treasurer to draft the next fiscal year’s budget.

…appoints in April of each year, three members, not of the Executive Board or the Finance Committee to serve on an Auditing Committee to audit the Club’s financial accounts at the end of the fiscal year and present audit to the Executive Board at the October Board Meeting.

…appoints all delegates to GCFM events.

Vice President

…assists the President in the work of the Club and fulfills any presidential obligations as delegated.

…is a member of the Tour Day Committee.

…records minutes of all meetings when the Secretary is absent.

…becomes the incoming Club President.

Secretary and Logistics Coordinator

….records minutes of meetings, sends minutes to Board members and reports minutes for approval at meetings.

….responsible for storing the following documents on the electronic cloud: Executive Board Meeting minutes, General Meeting minutes, Tour minutes, Annual Report, Treasurer’s Report (Annual Report only)

…. every two years retain hard copies of yearbooks, Tour Day tickets and booklets to be placed in the Club’s box at the Walsh History Center.

… record any email votes of the general membership and the Executive Board.

…disseminates information to Executive Board members for vote or important information to members when directed by the President.

…attends to the correspondence of the Club as directed by the President.

…coordinates the removal of items from the storage unit 

Treasurer

…collects and holds all monies of the Club and pays all bills.

…signs all contracts, including insurance policy, in coordination with appropriate committee chairs.

…provides the annual Tour homeowners names to the insurance company.

…annually coordinates with venues for Club meeting space.

…presents a financial report at each meeting.

…as part of the Finance Committee, assists in preparing annual budget to be presented to the Executive Board for approval.

…sends to the GCFM Treasurer dues per member by August 1 with updates as new members are added.

…provides the Audit Committee with all necessary information so it may audit the Club’s financial books at the close of the fiscal year.

…submits Club financials to the IRS and the state of Maine

…teaches the Assistant Treasurer the fundamentals of the Treasurer’s job, including how to use Money Minder software, to ensure they are prepared to become the incoming Treasurer.

Assistant Treasurer

…responsible for sending out notices and collecting Club dues.

…receives new member applications, keeps the membership roster updated within the Club’s accounting software, and shares that information with the President, the chairs of the Membership and Yearbook committees and the keeper of the Club’s Gmail account.

…as part of the Finance Committee, assists in preparing the annual budget to be presented to the Executive Board for approval.

…assists the Treasurer on Tour Day.

…assists the Treasurer and fulfills any Treasurer’s duties as delegated.

…becomes the incoming Club Treasurer.

All Officers serve a two-year term