Board Roles and Responsibilities

President

Duties include:

1. Serving as the Chief Executive Officer of the Club and, as such, sees that the officers and committees do their assigned duties.
2. Calling and presiding over Executive Board (hereafter referred to as "Board"
3. Calling and presiding over the monthly Club Business Meetings.
4. Appointing all committees, subject to Board approval.
5. Serving as ex-officio member on all committees.
6. Having one year's experience as a Board member before assuming the position of President.
   
7. Making sure that duties of other offices are fulfilled.
8. Submitting monthly president’s report to the newsletter editor.

Treasurer

Duties include:

1. Planning a yearly budget based on past spending documentation.
2. Maintaining all Club bank accounts in a Board-approved bank.
3. Writing checks for all routine operating expenses without prior Board approval.
4. Writing checks for non-routine expenses with Board approval.
5. Receiving and distributing all monies pertaining to Club business.
6. Maintaining a regular and accurate account of all Club receipts and disbursements (not just the checkbook) and submitting a monthly report to the board.
7. Maintaining financial bookkeeping records in Quicken
8. Submitting periodic summary report for various Club events (e.g. dances, weekends, etc.) to the Board.
9. On request from the Board, presenting books and accounts for audit at the end of the fiscal year by a qualified individual or firm that will be appointed by the Board.
10. Providing the incoming Treasurer with the appropriate documents and signature cards for a smooth turnover of checking account privileges.
11. Submitting proper documentation to the IRS to maintain a tax-free status
12. Submitting periodic treasurer's reports for publication in the newsletter.
13. Temporary or permanent take-over of presidential duties when the president is not able to fulfill those responsibilities.

Secretary

Duties include:

1. Taking minutes at each Board and Business meeting.
2. Typing up minutes in detailed format to submit to the Newsletter Editor. This should be on electronic (softcopy) media in a format acceptable to the editor (or as an alternate, helping the editor enter the data into the newsletter.
3. Maintaining copies of minutes in an appropriate file that will be made available at each Board and Business Meeting.
4. Maintaining a current resolutions list to be updated on a monthly basis.
5. Maintaining an updated TCSL Bylaws document.
6. Preparing written communications as required with TCI, other tall clubs, etc.
7. Sending all copies of the electronic files to the Historian/Librarian

Membership

Duties include:

1. Responsible for the Club’s answering service (539-TALL) and responding to incoming messages in a timely fashion.
2. Mailing prospect packet with cover letter, current newsletter, etc. to each prospect.
3. Responsible for approving membership applications and verifications of height requirements.
4. Introducing all prospective or new members at Club functions.
5. Submitting all dues collected from members to the Treasurer.
6. Submitting a write-up on each new member to the newsletter editor. This should be on electronic (softcopy) media in a format acceptable to the editor (or as an alternate, helping the editor enter the data into the newsletter).
7. Requesting help from each new member and informing the appropriate chair of a new members' willingness to serve on active committees.

Webmaster

Duties Include:

1. Generate and maintain the Club web page
2. Maintain links on the Club web page to sponsors and other web pages
3. Provide electronic information to the Newsletter Editor
4. Interface to the ISP on all issues including billing and service
5. Insure web page is functional at all times.
6. Update web page in a timely manner
7. Inform club members of any significant changes to the web page. (Via email distribution from the Database Administrator)

Newsletter Editor

Duties include:

1. Entering, editing and formatting the newsletter on a monthly basis.
2. Responsible for getting the newsletter printed in time for the monthly paper putout.
3. Making sure adequate supplies of material necessary for mailing the newsletter are on hand at each paper putout.
4. Responsible for printing and distribution of the membership directory.

Social Director

Duties include:

1. Overseeing the planning of all social events of the Club.
2. Issuing notices of entertainment functions to the Newsletter Editor, Public Relations Chairperson, and the President of the Club on a monthly basis.
3. Providing social event descriptions to the Newsletter Editor on electronic (softcopy) media in a format acceptable to the editor or helping the editor enter the vents into the newsletter.
4. Emailing Club members about upcoming social events.

Database Administrator

Duties include:

1. Maintaining the Club's electronic database, including:
   1. Entering new prospects
   2. Tracking membership status
   3. Maintaining accurate records on all members
2. Providing mailing labels for the monthly newsletter and any other Club mailing.
3. Providing database sorts and phone listings as required by the Board.
4. Creating and formatting the Club directory on an annual basis.
5. Submitting monthly birthdays to the newsletter editor. This should be done on electronic (softcopy) media in a format acceptable to the editor or helping the editor enter the data into the newsletter.
6. Creating email distribution list for all Club members that agree to email distribution.

Historian/Librarian

Duties include:

1. Maintenance of the following permanent records:
   1. By-laws and resolutions.
   2. Photo album.
   3. All paper and electronic records of the Tall Club of Salt Lake
2. Responsible for Club property (sports equipment, etc.).
3. Responsible for maintaining the Club scrapbook for presentation at the annual TCI convention.

Public Relations

Duties include:

1. Creating and mailing a monthly publicity release promoting the Club events that will be distributed to media outlets.
2. Creating and distributing a monthly flyer to local tall clothing outlets and at any other event, place, or business that will help promote the Club.
3. Maintaining a current mailing list of all media outlets.
4. Maintaining a supply of materials necessary to perform required functions.
5. Requesting Club sponsorship from local tall clothing outlets.
6. Identifying and coordinating public service events to help promote tall awareness and the Club. For example, having the Club answer phones during PBS fund drives.