St. Louis AgriBusiness Club Officer & Committee Chairs Job Descriptions 7/28/2008
Table of Contents Responsibilities of: President...2 1 st Vice President... 3 2 nd Vice President... 4 Secretary... 5 Treasurer... 6 Director... 7 Past President... 8 Committee Chair - Legislative... 9 Committee Chair - Membership... 10 Committee Chair - Public Relations... 11 Committee Chair - Education... 12 Committee Chair - Ag Leader of the Year... 13 Management Services (Executive Director)... 14-15 7-28-08 1
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 email and phone calls. 7-28-08 2
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 email newsletter. *Coordinate and confirm a person to give the invocation at each meeting. *Assist in encouraging members to renew their membership via email and phone calls. 7-28-08 3
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 email photos to Executive Director for posting on the website. *Assist in encouraging members to renew their membership via email and phone calls. 7-28-08 4
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 email, 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 email and phone calls. 7-28-08 5
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 email and phone calls. 7-28-08 6
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 email and phone calls. 7-28-08 7
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 email and phone calls. 7-28-08 8
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. 7-28-08 9
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. 7-28-08 10
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 email listserves. *Take photos for the website. *Look for innovative ways to spread the word to the region s media and like-minded associations. 7-28-08 11
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. 7-28-08 12
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. 7-28-08 13
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 email announcements. *Prepare/forward special email announcements to the membership via email *Send meeting announcements via email and to US mail/fax for members without email. *Work with secretary on monthly meeting attendee registration and email 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 email, 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 email *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, email, 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 email 7-28-08 14
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 7-28-08 15