All Officers and Board Members
- Adhere to the National Association of REALTORS© Code of Ethics and Commitment to Excellence
- Act in a professional manner where they are representing the marketing group
- Adhere to the Bay East Mission Statement and Values (CIVIL)
- Comply with all C.A.R. and NAR Rules, Regulations, and Bylaws
- Disclose any potential Conflict of Interest and adhere to all Bay East Conflict of Interest policies
- Attend Bay East Annual Transition Meeting
- Attend a minimum of 80% (Subcommittees) 90% (Officers) of the weekly marketing & monthly board meetings each calendar year
- Arrive at weekly meeting site as outlined in the Guidelines
- Assist in set up of weekly meeting and any post-meeting clean up that may be required
- Return telephone calls from agents and affiliates in a prompt manner
- Attend other marketing meetings outside of this group’s jurisdiction as requested
- Advise the President if unable to attend any of the weekly meetings, and
- Help solicit sponsors
President
- Coordinate, call to order and preside over all meetings
- Act as the official spokesperson
- Assign an alternate for any Officer or Board Member who has indicated that he/she will not be attending a weekly meeting, preferably a person who has previously held the position
- Attend the Bay East Strategic Planning Meetings & Leadership Retreat prior to beginning of term
- Generally, supervise operations
- Facilitate resolution of grievances and/or disputes of members or attendees; if grievances and disputes cannot be resolved, the Marketing Committee Chair must be advised
- Assist Treasurer in creating an annual budget; and
- Review quarterly financial report from Bay East Accounting Department (based on calendar year), present the report at the quarterly Officers and Board Members’ meetings. The report for the fourth quarter of each year shall be done in conjunction with the incoming Treasurer
- Ensure that a Monthly President’s report is compiled and submitted to Bay East
- Receive and respond to all incoming correspondence
Vice President
- Support the President in all areas including but not limited to list below
- Assist President in weekly meetings
- Perform the duties of the President in the event of the President’s absence, resignation, or inability to perform
Treasurer
- Keep an accurate account of all transactions
- Receive and disburse all funds, with the approval of the President and/or Vice President
- Request checks from Bay East & pay all debts as they become due
- Make bank deposit after every weekly meeting, endorsing all checks with “For Deposit Only”
- Forward backup of all deposits to Bay East Accounting Dept monthly
- Communicate monthly financial report to the Officers and Board Members
- Create an annual budget
- Review quarterly financial report from Bay East Accounting Department (based on the calendar year), present the report at the quarterly Officers and Board Members’ meetings. The report for the fourth quarter of each year shall be done in conjunction with the incoming Treasurer
- Ensure that there are adequate funds in the bank accounts to cover expenses, and immediately notify the President if funds fall below an acceptable level, as determined by the annual budget
- Ensure that sufficient cash is available at each weekly meeting to handle attendance fee transactions
- Staff registration table at weekly meetings
- Assist Secretary as required
Sergeant-at-Arms
- Call meetings to order
- Lead the Pledge of Allegiance
- Maintain orderly behavior of the members
- Monitor time guidelines of presentations
- Store, transport, set up, operate & clean up sound & visual equipment for weekly Marketing meetings
- Coordinate with Communications Officer – Meeting Media and Public Relations Officers for speakers and sponsors visuals for marketing meeting presentations
- Fill in for Communications Officer – Meeting Media their absence
- Assist with other duties as requested
Affiliate Liaison
- Act as liaison between this group and Bay East.
- Provide information to members including, but not be limited to, educational classes, events, and Bay East announcements
- Staff registration table at weekly meetings in Treasurer absence
- Back up in Meeting Coordinator absence
- Assist with other duties as requested
Secretary
- Take minutes of the monthly Board Members’ and quarterly Officers meetings as required and prepare them for publication; send them to Bay East within 7
- Ensure that there is an adequate supply of letterhead, envelopes and other office supplies, attendance discount cards, etc
- Ensure that an adequate number of Homeowner letters are printed, put in envelopes, and available at the weekly meetings
- Staff registration table at weekly meetings in Treasurer absence
- Assist with other duties as requested
Public Relations – Sponsors
- Coordinate room/food/coffee & annual sponsors
- Provide as needed (but no less than) a monthly update of sponsors to:
- Communication Officer – Social Media (website, weekly email blast, Facebook)
- Tour Coordinator (tour sheet)
- Bay East (website & email blast)
- Communications Officer – Social Media (Social sites &marketing)
- Coordinate with Communications Officer – Marketing Media & Sergeant-at-Arms for marketing meeting sponsor’s visual media
- Schedule & introduce sponsors & their credentials at marketing meeting
- Print monthly sponsor’s visual media signs
- Coordinate with Treasurer to ensure all sponsorship fees are paid prior to the sponsored month
- Be available prior to each weekly meeting to welcome sponsors
- Coordinate & assist with set up & clean up of sponsors signs, displays, media, etc
- Assist with other duties as requested
Public Relations – Speakers
- Coordinate speakers
- Provide a monthly schedule of speakers to Communication Officer – Social Media (website, email blast, Facebook) Tour Coordinator (tour sheet) & Bay East (website & email blast)
- Coordinate with Communications Officer – Marketing Media & Sergeant-at-Arms for marketing meeting speaker’s visual media
- Coordinate & assist with set up & clean up of speakers displays, media, etc
- Introduce speaker & their credentials at the marketing meeting
- Moderate speaker Q & A
- Assist with other duties as requested
Communications – Social Media
- Coordinate with Public Relations Officers & Sergeant-at-Arms for marketing meeting speakers & sponsors & post on social media
- Work with Special Events Coordinator to market the events on social media, website, and email in a timely manner (before and after events)
- Send out weekly Facebook, etc posts & boosts for weekly marketing meeting
- Assist with other duties as requested
Communications – Meeting Media
- Coordinate with Public Relations Officers & Sergeant-at-Arms for marketing meeting speakers & sponsors visual media
- Send out weekly email blast for weekly marketing meeting
- Maintain the website for the group, including ensuring that all changes and updates are made in a timely manner
- Assist with other duties as requested
Tour Coordinator
- Design & prepare weekly meeting Tour Sheets
- Coordinate & manage quarterly printing sponsors
- Ensure 60-100 sets of the Tour Sheets are available at each weekly meeting
- Choose “Home of the Week” recipient & announce during presentations
- Manage & assist with “HOTW” signage & assure sign and business cards are returned to the marketing meeting the following week
- Distribute Homeowners letters to presenters
- Assist with other duties as requested
Meeting Coordinator
- Responsible to ensure set up of weekly meeting and any post-meeting clean up that may be required
- Coordinate and schedule weekly meeting facility
- Coordinate, schedule and set up/clean up weekly meeting food/breakfast
- Coordinate, schedule and set up/clean up weekly meeting coffee/beverages
- Ensure that there is an adequate supply of plates, napkins, silverware and other hospitality supplies
- Collect all vendor invoices and forward to secretaries and/or Bay East to pay no less than 1X per quarter
- Assist with set up of sponsors’ signs and/or banners
- Conduct a count of attendees at the mid-point of each weekly meeting
- Staff registration table at weekly meetings in Treasurer absence
- Assist with other duties as requested
Special Events Coordinator
- Form and oversee committees for 1-3 yearly charitable auctions & holiday party
- Work with Bay East for approval, guidelines/rules, attendance, etc of events
- Identify, interview and present possible charities as beneficiaries of proceeds
- Work with Communications Officers to market the events on social media, website and email in a timely manner
- Master of Ceremonies at events
- Work with treasurer & Bay East on the coordination of collecting & presenting proceeds to the beneficiary
- Assist with other duties as requested