Copiague Chamber of Commerce

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1 Cpiague Chamber f Cmmerce Est BASIC REQUIREMENTS AND RESPONSIBILITIES FOR HOLDING OFFICE & POSITION DESCRIPTIONS 2016

2 Table f Cntents The basic requirements and respnsibilities fr hlding Office Psitin Descriptins: Officers & Directrs President 1 st Vice President 2 nd Vice President Treasurer Secretary Directr/Exec. Bard Member

3 THE BASIC REQUIREMENTS AND RESPONSIBILITIES FOR HOLDING OFFICE: (Applies fr bth Officers and Directrs): The nly reasn t be n the Bard (fficer r directr) is t be available t help make decisins! With that in mind, the basic requirements fr all are: 1. MUST attend Bard meetings and special executive meetings 2. Must arrive n time and nt leave befre the end f the meeting 3. Shuld attend regular meetings Als nte: Bard meetings are typically held n the 3rd Tuesday f the mnth, 8am Special executive meetings (time, date, place) are determined by The President as the need arises The individual rles and respnsibilities f each f the psitins are described and defined in the ensuing pages...

4 TITLE: President Summary: The President shall be the legislative head f the Chamber and shall preside at all meetings f the membership and the Executive Bard. Duties and Respnsibilities, nt limited t: 1. The President shall be the presiding fficer f the Executive Bard. 2. Shall determine the need fr Chamber actin r invlvement in specific cmmunity issues. 3. Shall be an ex-ffici member f all cmmittees. 4. Shall be spkespersn fr the rganizatin n fficial statements f plicy. 5. Sign all frmal dcuments f the Chamber. 6. Interpret the Prgram f the Chamber t the membership and general public thrugh disseminatin f apprpriate newsletters, releases and/r public talks. 7. Help determine if new prgrams shuld be undertaken as the Chamber year prgresses and whether existing Prgram f Actin gals are being satisfactrily accmplished in rder that the basic gals and bjectives f the Chamber are being achieved. 8. Help t imprve the verall financial cnditin f the rganizatin. 9. Seek ways and means f making the Chamber a mre effective rganizatin and better able t serve the needs f the membership and the cmmunity. 10. May sign checks.

5 TITLE: 1st Vice President Summary: The 1st Vice President shall exercise the pwers and authrity and perfrm the duties f the President in the absence r disability f the President. The 1 st Vice President shuld als develp knwledge which will imprve gal accmplishment and efficient peratins f the Chamber Duties and Respnsibilities: 1. The 1st Vice President shall serve as a member f the Executive Bard and Budget cmmittee. (see als duties & respnsibilities fr Directr/Executive Bard Member) 2. Shall be an ex-ffici member f all cmmittees. 3. Shall be a spkespersn fr the rganizatin n fficial statements f plicy. 4. Assist the President in determining the need fr cmmittees. 5. Cunsel with ther fficers f the rganizatin in seeking means f reaching Prgram f Actin gals and bjectives. 6. Interpret the Prgram f the Chamber t the membership and general public thrugh disseminatin f apprpriate news releases and/r public talks when required. 7. Help determine if new prgrams shuld be undertaken as the Chamber year prgresses and whether existing Prgram f Actin gals are being satisfactrily accmplished in rder that the basic gals and bjectives f the Chamber are being achieved. 8. Help t imprve the verall financial cnditin f the rganizatin. 9. Seek ways and means f making the Chamber a mre effective rganizatin and better able t serve the needs f the membership and the cmmunity. 10. Assist the President in the supervisin f an annual review and update f the Chamber s lng-range plan, keeping the plan s perspective fcused five years int the future. 11. Cnduct a Chamber rientatin prgram fr new Bard members.

6 TITLE: 2 nd Vice President Summary: The 2 nd Vice President shall assist the President and President Elect in the perfrmance f their duties.. The 2 nd Vice President shall exercise the pwers and authrity and perfrm the duties f the President in the absence r disability f the President and 1 st Vice President. The 2nd Vice President shuld als develp knwledge which will imprve gal accmplishment and efficient peratins f the Chamber Duties and Respnsibilities: 1. The 2nd Vice President shall serve as a member f the Executive Bard and Budget Cmmittee (see als duties & respnsibilities fr Directr/Executive Bard Member) 2. Assist the 1 st Vice President as requested in carrying ut the prescribed duties. 3. Shall be an ex-ffici member f all cmmittees. 4. Shall be a spkespersn fr the rganizatin n fficial statements f plicy. 5. Assist the President in determining the need fr cmmittees. 6. Cunsel with thers fficers f the rganizatin in seeking means f reaching Prgram f Actin gals and bjectives. 7. Interpret the Prgram f the Chamber t the membership and general public thrugh disseminatin f apprpriate news releases and/r public talks when required. 8. Help determine if new prgrams shuld be undertaken as the Chamber year prgresses and whether existing Prgram f Actin gals are being satisfactrily accmplished in rder that the basic gals and bjectives f the Chamber are being achieved. 9. Help t imprve the verall financial cnditin f the rganizatin. 10. Seek ways and means f making the Chamber a mre effective rganizatin and better able t serve the needs f the membership and the cmmunity. 11. Help supervise an annual review and update f the Chamber s lng-range plan, keeping the plan s perspective fcused five years int the future.

7 TITLE: Treasurer Summary: The Treasurer shall supervise the receipt, depsit and disbursement f the funds f the Chamber and shall cause a mnthly financial reprt t be made t the Executive Bard. Treasurer: Duties and Respnsibilities: A) At Bard Meetings: 1. Shuld prvide a summary reprt f activity and balances at Bard meetings (be prepared t give details if asked) 2. Shuld reprt n number f paid members 3. Shuld submit a physical summary reprt t be included with the meeting minutes B) At General Meetings: Shuld prvide a summary reprt f activity and balances at General meetings be prepared t give details if asked) Shuld reprt n number (and breakdwn) f paid members Shuld submit a physical summary reprt t be included with meeting minutes C) In General: 1. T facilitate the varius prcesses (and wrklad f all cncerned) that are affected by the Treasurer's respnsibilities, it is imperative that the Treasurer use and maintain the Quickbks accunting system previusly set up by the Chamber... This will nt nly facilitate the financial reprting mechanism, but the auditing, membership prcessing, as well as the annual invicing prcessing.. All f these functins and mre imprtantly easily accessed current and histrical infrmatin are greatly facilitated by using this mechanism. In additin, the Treasurer will be respnsible fr timely and peridic backup f the data kept by QuickBks in the eventuality f data lss r data crruptin. 2. Serve as Chairman f the Budget Cmmittee. The Budget Cmmittee shall be respnsible fr determining the ways and means by which budget requirements are met. 3 The Treasurer shall receive and disburse all funds f the Chamber. The Treasurer shall keep all f its mney depsited in its name as such depsitry r depsitries as the Directrs may instruct and shall pay ut n mney except upn the check f the Chamber f Cmmerce. 4. The Treasurer may sign checks jintly with the President 5. Shall be the technical custdian f all funds f the Chamber. Maintain accurate accunting recrds by utilizing the Chamber s accunting applicatins (as indicated abve), which includes but is nt limited t; accunts receivables, accunts payable, invicing. The Treasurer shall make a financial reprt t the Bard f Directrs and members f the Chamber at mnthly meetings (and special executive meetings as necessary), including the number f members in gd standing as f the date f the meeting 6. The Treasurer shall prvide prfit & lss statements as needed t aid in grant applicatin prcess.

8 7. The Treasurer shall insure that an annual review r audit is made by a public accuntant f all financial peratins f the Chamber during the past year. 8. The Treasurer shall serve as a member f the Executive Bard (see als duties & respnsibilities fr Directr/Executive Bard Member)

9 TITLE: Secretary Summary: The Secretary shall recrd and maintain an accurate recrd f all prceedings f the Chamber and Bard f Directrs and shall preserve such recrds. Secretary: Duties and Respnsibilities: A) At Bard Meeting: 1 Shuld take minutes at Bard meetings and any Special meetings 2 Shuld take attendance f all Bard Members (BM) 3 Shuld take nte f any BM arriving after the meeting starts (anyne arriving 5 minutes after the meeting starts shuld be cnsidered fficially late ) 4. Shuld take nte f any "guests" wh are there and why they are there 5. Shuld read the minutes f the previus meeting fr apprval & crrectin 6 Shuld nte if any BM leaves befre the end f meeting 7. Shuld nte all imprtant prceedings and details f the meeting 8. Shuld accept and nte the Treasure's reprt B) At General Meeting: 1. Shuld take minutes at General meetings 2. Shuld take attendance f all Bard Members (BM) 3. Shuld read minutes f previus General meeting fr apprval & crrectin 4. May als read previus Bard/Special meeting minutes if required 5. Shuld take nte f any "guests" wh are there and why they are there 6. Shuld nte all imprtant prceedings and details f the meeting 7. Shuld accept and nte the Treasure's reprt C) In General: 1. Minutes f meetings shuld be preserved as histrical dcuments n the Chamber web site. Recrded minutes must be submitted in a typed electrnic dcument r in a legible hand written frmat and scanned s that it can be updated t the web site as future reference and dcumentatin. 2. Serves n the Bard f Directrs (see als duties & respnsibilities fr Directr/Executive Bard Member).

10 3. Accepts and certifies Nminating Cmmittee reprt n later 30 days prir t the electin. All nminees must be members in gd standing r representatives f members in gd standing f the Crpratin. 4. The Secretary shall mail t all members f the Chamber a ballt cntaining the names f the nminees fr Directr at least 15 days prir t the electin. These nminees shall be members wh are eligible t serve and wh have given their cnsent t serve if elected. 5. Helps crdinate Ribbn Cuttings and Grand Openings. 6. In the absence f all ther fficers acts as temprary Chair f the Chamber.

11 TITLE: Directr/Executive Bard Member Summary: The members f the Bard f Directrs and Executive Bard are the elected representatives f the Chamber s general membership and have ultimate respnsibility fr all Chamber peratins. In that capacity, the Executive Bard shall frmulate and review varius plicies, prpsed actins, prgrams and prjects which serve the best interest f the Chamber and the cmmunity. Duties and Respnsibilities: 1. Annually develp a set f basic Chamber bjectives, called a Prgram f Actin, and cntinually mnitr and direct the Chamber s prgress tward attaining thse bjectives. 2. Set the verall plicy f the Chamber. 3. Recmmend changes in the by-laws and elect fficers as required in the by-laws. 4. Be a sunding bard fr the Chamber membership in representing the business cmmunity. 5. Take an interest in the rganizatin and spend the necessary time t give prper attentin t the affairs f the Chamber. 6. Wrk cnstructively and harmniusly with all Bard members, and hnrary bard members. 7. Exercise sund judgment in cnsidering the issues being addressed by the Chamber. 8. Prvide the persnal leadership, enthusiasm and supprt necessary t help crdinate and build an effective rganizatin. 9. Inspire thers t respnd t wrthwhile causes spnsred by the Chamber and mtivate thers t help in arriving at slutins t cmmunity prblems. 10. Encurage cmmittees in the cmpletin f their assigned tasks. 11. Attend all meetings and functins f the Bard. 12. Study and review the budgetary and fiscal needs f the Chamber and help braden the financial resurces f the rganizatin. 13. Defend the Chamber against criticism. Where criticism is justified, wrk t remedy the cnditins causing the criticism by bringing the matter t the attentin f the entire Bard. 14. Keep infrmed f the activities and verall peratins f the Chamber. 15. Be scrupulus in yur disassciatin f all persnal interests frm the activities f the Chamber. 16. Help select and invlve individuals in varius Chamber prgrams s as t utilize their leadership talents. 17. Be certain that Chamber prgrams, prjects and activities are cnsistent with the needs f the membership and the cmmunity. 18. Each Directr shall assist in the rganizatin f events.

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