St. Louis AgriBusiness Club Officer & Committee Chairs Job Descriptions

Transcription

1 St. Louis AgriBusiness Club Officer & Committee Chairs Job Descriptions 7/28/2008

2 Table of Contents Responsibilities of: President st Vice President nd Vice President... 4 Secretary... 5 Treasurer... 6 Director... 7 Past President... 8 Committee Chair - Legislative... 9 Committee Chair - Membership Committee Chair - Public Relations Committee Chair - Education Committee Chair - Ag Leader of the Year Management Services (Executive Director)

3 Job Description: President The President s job responsibilities include, but are not limited to: *Direct the operations of the organization in a manner which enhances the welfare of regional agriculture; encourages growth and diversity in membership; and ensures the fiscal viability of the organization. *Serve as an ambassador of the Club to outside organizations, government agencies, companies and individuals. *Work with the Executive Director to coordinate and oversee meetings and events. *Review performance and salary of Executive Director. Provide a yearly report of review to the board. *Develop and send board meeting agenda to Board members 3 days prior to meeting. *Conduct and preside over monthly or periodic board meetings. *Preside over monthly professional development luncheon meetings. *Conduct summer planning/strategy meeting for the upcoming year. *Write and send welcome letter to all members in August with yearly dues invoice. *Send end of year letter to members summarizing past year/reporting on upcoming one. *Appoint new board members if vacancies occur during the year. *Appoint chairs to the following committees: Legislative, Membership, Public Relations, Education, Ag Leader of the Year, and other committees as needed. *Meet with committee chairs to establish goals and responsibilities for the upcoming year prior to September 1 st. *Send letter of appreciation to meeting speakers and sponsors. *Present the SLABC Arch Award to monthly speakers. *Oversee updating and changing of the by-laws. *Present service award to immediate past president at the September monthly meeting. *Assist in encouraging members to renew their membership via and phone calls

4 Job Description: 1 st Vice President The 1 st Vice President s responsibilities include, but are not limited to: *Preside over board, luncheon, or other meetings in the absence or inability of the President to serve. *Attend Board of Director meetings. *Coordinate and confirm the professional development presentations and speakers for monthly meetings. *Provide the speaker topics and biography to the Executive Director three weeks prior to each monthly meeting for marketing in the newsletter. *Coordinate and confirm a person to give the invocation at each meeting. *Assist in encouraging members to renew their membership via and phone calls

5 Job Description: 2 nd Vice President The 2 nd Vice President responsibilities include, but are not limited to: *Attend Board of Director meetings. *Coordinate and confirm a sponsor with each professional development program for all meetings. *Plan and organize summer social or educational event. *Take photos at club events and photos to Executive Director for posting on the website. *Assist in encouraging members to renew their membership via and phone calls

6 Job Description: Secretary The Secretary s job responsibilities include, but are not limited to: *Attend Board of Director meetings. *Record and distribute Board meeting minutes to Board Members at least 3 days prior to each upcoming Board meeting. *Receive and maintain monthly meeting attendance registration spreadsheet. Take registration by , phone and fax. Forward periodically to Executive Director and bring to the monthly meeting to track attendance and registration payments. *Create, maintain, and update member nametags for members, guests, and speakers. *Assist the Treasurer at the monthly luncheon registration table with the nametags and registration summary spreadsheet. *Assist in encouraging members to renew their membership via and phone calls

7 Job Description: Treasurer The Treasurer s job responsibilities include, but are not limited to: *Attend Board of Director meetings. *Provide a financial report at each Board meeting. *Review monthly invoices for payment. Prepare checks and send invoices. *Invest excess funds with the approval of the Board of Directors. *Coordinate with Secretary and oversee the registration payments, receipts, distribute nametags at monthly meetings and at other events. *Assist with and oversee each committee with a budget. *Coordinate the completion of a new bank signature card with the President, First Vice President, Second Vice President, and Treasurer by October 1 st. *Review the yearly 990 Tax Returns and submit by the deadline of January 15 th following the end of the fiscal year of August 31 st. *Coordinate audit or review of financial statements for the fiscal year following the end of the fiscal year of August 31 st. *Complete IRS form needed for Executive Director prior to January 31 st. *Following the audit or review, provide an annual Financial Report to the membership at a designated monthly membership meeting. *Prepare a yearly budget. *Assist in encouraging members to renew their membership via and phone calls

8 Job Description: Director The Director s job responsibilities include, but are not limited to: *Attend Board of Director meetings. *Assist officers and committee chairs as directed by the President. *Assist at the monthly meeting registration table as needed and when asked by the Executive Director or President. *Assist in nametag collection following each monthly meeting and event. *Assist in encouraging members to renew their membership via and phone calls

9 Job Description: Past President The Past President s job responsibilities include, but are not limited to: *Attend Board meetings. *Contact prospective officers and Board members about serving for the upcoming year. *Propose to the current Board a list of new Board members for the upcoming year on or before April 1 st. *Appoint Ag Leader of the Year and serve on the committee. *Assist in contacting the Ag Leader of the Year recipient for the upcoming year and coordinate the date to receive the award. *Assist in encouraging members to renew their membership via and phone calls

10 Job Description: Chair, Legislative Committee The Legislative Committee Chair s job responsibilities include, but are not limited to: *Attend Board meetings when invited. *Plan and organize Congressional Staff workshop in the St. Louis area or reception in Washington, DC, in off-election years(odd numbered years). *Follow-up with past participants and continue telling the story of the industry of agriculture in the St. Louis region during on-election years(even numbered years). *Work to promote the agricultural industry with Missouri and Illinois state elected officials and agency personnel

11 Job Description: Chair, Membership Committee The Membership Committee Chair s job responsibilities include, but are not limited to: *Attend Board meetings when invited. *Encourage membership growth of the St. Louis AgriBusiness Club through recruitment of new members and motivating the existing membership to invite and recruit potential members to meetings. *Meet and greet new members and guests at monthly meetings. *Invite potential new members to monthly meetings. *Involve committee members in greeting and inviting non-members to join at monthly meetings. *Send letters of invitation to guests after they have attended a monthly meeting. *Develop programs that will motivate existing members to recruit and invite nonmembers to a meeting. *Work with related organizations, i.e. NAMA, etc. to promote cross membership. *Develop a list of potential members including: absentee landowners, seed/chemical sales managers, agronomists, farmers, grain elevator managers, bankers/attorneys/cpas, FSA/NRCS staff, Farm Credit Loan officers and appraisers, winery owners/managers, nursery owners/managers, State Department of Agriculture staff in Missouri and Illinois, State Department of DNR, U.S. Army Corps of Engineers, St. Louis based executives/management, NAMA members, farm realtors and auctioneers. *Organize calls to retain present membership in assisting to encourage members to renew their membership. *Take leadership to encourage present members to bring guests to meetings. *Promote membership drive: members encouraging individuals to join received a complimentary luncheon meal certificate for each new member. *Recognize members that have signed-up new members at monthly meetings

12 Job Description: Chair, Public Relations Committee The Public Relations Committee Chair s job responsibilities include, but are not limited to: *Attend Board meetings when invited. *Revise and/or develop new marketing brochure. *Develop marketing business cards and other tools for promotion of the Club. *Forward monthly meeting announcement to local media and agricultural listserves. *Take photos for the website. *Look for innovative ways to spread the word to the region s media and like-minded associations

13 Job Description: Chair, Education Committee The Education Committee Chair s job responsibilities include, but are not limited to: *Attend Board meetings when invited. *Conduct 3 committee meetings per year: September, January, April. *Prepare budget and activities for the year. *Prioritize activities with budget. *Contact members for educational speakers bureau topics. *Plan and organize agriculture career day with area high schools in conjunctions with monthly meetings. *Work with the St. Louis Public School System to display an exhibit on agricultural careers for the yearly 8 th grade career days in March. *Conduct yearly activities

14 Job Description: Chair, Ag Leader of the Year Committee The Ag Leader of the Year Committee Chair s job responsibilities include, but are not limited to: *Attend Board meetings when invited. *Select 3 members and no more than 5 from past award recipients. *Revise application form. *Suggest nominations for the award. *Review applications and select a recipient prior to October 1 st

15 Job Description: Management Services (Executive Director) The Executive Director s job responsibilities include, but are not limited to: General *Update excel membership roster with daily member contact changes. *Prepare monthly(sept May) meeting announcements. *Prepare/forward special announcements to the membership via *Send meeting announcements via and to US mail/fax for members without . *Work with secretary on monthly meeting attendee registration and out at least two times prior to each meeting to encourage attendance. *Organize and file records of meetings, taxes, audits, financial reports, etc. *Prepare membership renewal invoices, copy president welcoming letter, fold, stuff, and send via US mail *Summarize requested data from membership invoices *Summarize weekly non-renewal members and send to Board *Contact non-renewal members for membership check via , fax, and phone. *Assist in updating the constitution and by-laws *Work with meeting location personnel on meeting set-up, AV equipment, menu, minimum number of attendees, parking, etc. *Prepare monthly meeting sponsor label and attach to sponsor recognition board *Prepare monthly meeting slide for sponsor to show during meal. *Assist in preparing and sending monthly thank you notes for speaker and sponsor. *Prepare slide for AgriBusiness Leader of the year for meeting recognition and website. *Order arch awards, past president plaque, and agribusiness of the year award plaque yearly *Follow-up with guests after each monthly meeting with membership encouragement letter or *Prepare ongoing summary of membership drive coupons. Send membership drive meeting registration coupon to members upon receiving a new member. *Update recognition plaque for deceased members *Attend board meetings in person and via conference calling - provide printed financial statements. *Work with committees with their financial, marketing, and correspondence needs. Example - Congressional Reception *Prepare and update yearly contribution summary *Prepare and update yearly monthly meeting speaker and sponsor for planning presentations for the new year *Complete in August annual 501c6 annual report through the Missouri Secretary of State's office *Contact and work with auditor in reviewing financial records *Communication correspondence via phone, , and fax Website *Update website as needed: monthly meeting promotion, job vacancies, etc. *Manage Google Checkout by charging credit card transactions, reconciling payouts with the financial statements, and updating checkout protocol and wording. *Answering/forwarding informational requests from the website and

16 Job Description: Management Services (Executive Director) - continued The Executive Director s job responsibilities include, but are not limited to: Directory *Update contact data and add/delete members *Update all pages of the directory *Take original directory to Office Depot, OfficeMax for copying 3-4 times per year. *Assemble directories by punching and attaching binding comb *Send out directories after May meeting to those members not receiving a directory at monthly meetings Meeting Day *Bring to each meeting: Arch award(s), podium sign and putty, check collection bag, parking validation stamp/labels, meeting registration and membership receipts, pens, markers, LCD projector, laptop, PowerPoint control, sponsor recognition board, nametag door collection, easel, directories, nametag sleeves, economic study flyers, membership flyers. *Occasionally bring to meetings: banner, economic study boards, recognition plaque for deceased members *Set-up and disassemble LCD projector and laptop for presentation *Reconcile registration summary with cash, checks, and online payments *Invoice no-show individuals, sponsors, and any individuals not paying for meeting registration *Prepare monthly meeting financial statement *Prepare yearly meeting financial summary Financial - Coordinate the following tasks with the treasurer- *Prepare weekly bank deposit form for membership, sponsor, and meeting registration checks. *Prepare and update yearly financial statement with income and expenses *Reconcile monthly bank statement with the financial statement *Prepare monthly invoices for board approval, write checks, copy invoices with return envelopes & send to Treasurer for signatures. *Prepare in November annual tax 990EZ tax form and send to IRS *Prepare in January tax forms(1096 and 1099-MISC) for management services contractual payment