Webmaster Tracy Genealogy- Ernest Tracy
Webmaster Tracy Reunion- Wayne DeLong
Officer Duties
President- The President is the leader of the Association and the manager of the Association affairs. As a leader he/she is to motivate subordinates so that they may perform their respective duties with diligence, initiative, and responsibility. As a manager, he/she must delegate to each subordinate the authority of his/her respective position and ensure that he/she accepts and performs the responsibilities of that position so as to enhance progress.
The President shall:
1.Preside at each Association meeting.
2.Schedule and preside at Board of Trustee meetings.
3.In conjunction with the Treasurer and President, prepare a draft budget annually.
4.Carefully staff the organization's committees by appointing responsible chairpersons.
5.Make all decisions of the Association affairs that do not require voting by the Association members.
6.Call all special meetings including joint meetings of officers and committee chairpersons.
7.Assure that all membership registration requirements are met.
8.Maintain a close contact with the Board of Directors (communicate at least monthly).
9.Represent the Association on the affairs of the Association.
10.Have signature authority on all accounts.
11.Conduct an election of officers and Board members for the following year.
Suggestions for effective leadership:
2.Designate responsible individuals for action items.
3.Follow-up action items after meetings to see if designated individuals are accomplishing tasks. Offer assistance if the designated individual is having difficulty. Reprimands and accusations for failure to get things done doesn't produce long term effectiveness. Since most members have little experience in leadership roles they may overestimate their capacity to get things done or underestimate the amount of time it takes. Since member performance is the first priority for every member, allowance should be made for slippage in the planning of schedules and provision for backup should always be in the back of the President's mind.
4.The President should not assign herself/himself more than minimal responsibilities for action items. The President is to oversee many action items and deal with unforeseen requests for action and/or assistance - this will be a considerable effort without the addition of major work efforts.
The Vice President shall:
2.Coordinate meeting arrangements
3.Introduce speakers at meetings.
4.Act as liaison with all Committees.
5.Maintain liaison with Association Member(s).
2.Maintain a file of correspondence and a log of actions for use by the Historian and future Vice Presidents.
3.Make room reservations for meetings early in the year for the whole calendar year.
The Secretary shall:
2.Be responsible for all Association correspondence with other parties.
3.Maintain a file of incoming and out going correspondence for the current and past year. Older correspondence is to be turned over to the Historian for preservation as warranted.
2.Type all correspondence and minutes. Use Association letterhead stationery for correspondence.
3.Use the meeting agenda as an outline for taking minutes. Note action items and individuals that are responsible for taking lead role. Set aside time immediately after meetings to draft minutes. They are easier to write when the meeting and notes you have taken are fresh.
4.Prepare correspondence within one week after meetings. Particular attention should be given to "thank you" letters.
5.Obtain letterhead stationery well in advance (or learn to create a logo on the computer and save it for future Secretaries).
6.Remember neatness, organization, spelling and grammar count. Your correspondence is THE image outsiders will see of the Association. Proof read your work - don't count on the spell checker - remember "here" and "hear" will both spell check correctly. Similarly, the records you leave (or fail to leave) reflect directly on you as succeeding officers look in the files.
The Treasurer shall:
2.Act as controller of accounts to assure that activities are within budget allocations.
3.Report to the Board of Directors at each meeting. The report should include all expenditures and receipts since the last report, the balance of the Association checking account, the cash on hand, outstanding bills, and status of budget activities.
4.Announce the current balance of Association accounts at each regular Association business meeting.
5.Have possession of the Association checkbook.
6.Have the authority to sign all checks as approved by the President.
7.Maintain a complete file containing all bills and receipts.
8.Collect cash/checks.
9.Reimburse any Association member who presents a receipt for any authorized purchase by the Association.
10.Have signature authority on all accounts.
1.Obtain signature cards for Association accounts immediately after taking office. Since both the old and new treasurer may be required to present themselves at the financial institution, this should be a VERY high priority item on the change of administrations.
2.Set up separate bookkeeping accounts for each budgeted activity and use this to control the flow of cash.
3.Reconcile the checking account upon receipt of the bank statement each month and resolve any discrepancies immediately.
4.Pay all bills immediately after receiving them.
5.Prepare a detailed list of membership money received. It is a good idea to photocopy all membership checks in the case of mishandling in the processing.
6.Maintain a careful record of donations and other incoming funds. Don't just make a deposit that says "deposit." Identify the donors and/or the explicit items in the fund raiser, e.g. Tee shirt sales, golf outing, etc.
7.In the preparation of a draft budget (which can also serve as accounting control items) the following items are offered for consideration:
Income Expenditures Donations Activities - (field trips, fund raising)
Fund raising - (itemize by event)
Newsletter - (materials, photocopying)
Photography - (film, developing)
Program - (refreshments)
Publicity - (material)
Supplies - (postage, paper, reproduction)
8.The budget should , of course, take into account existing balances.
Historian- The Historian is the custodian of the Association records. The Historian shall:
1.Maintain a complete up-to-date file of Association records concerning every activity that goes on. These records include membership lists, meeting minutes for all major and minor meetings, attendance records of each regular Association meeting, complete reports on each activity or project including names of participants, date, functions performed, etc., copies of correspondence, copies of Association publications, and other equally important records.
2.Obtaining all other records from the respective officers or committee chairperson.
3.Maintain a photographic record as appropriate.
Suggestions for being an effective Historian:
1.Attend all meetings and obtain records as they are created.
2.Pay particular attention to gathering information to document the activities . Obtain photographs and news clippings that document events.
3.Create a well organized filing system to maintain records.
4.Maintain a scrap book of photos and clippings.
