TCMC Job Descriptions

President

• Coordinate, call to order and preside over all meetings
• Act as 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 and 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
• Be responsible for funds, along with the 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
• Assist President in weekly meetings
• Perform the duties of the President in the event of the President’s absence, resignation, or inability to perform
• Be responsible for funds disbursements, along with the Treasurer
• Print Tour sheets and Super Tour
• Set up and break down weekly meeting equipment
• Coordinate speakers and sponsors
• Develop a monthly schedule of speakers

Treasurer

• Keep an accurate account of all transactions
• Receive and disburse funds, with the approval of the President and/or Vice President
• Ensure that is written backup for all disbursements
• Forward backup to Bay East Accounting Dept monthly;
• For expenses over $500, ensure that two of the following approve the disbursement: President, Vice President, or Treasurer
• 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
• 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
• Create an annual budget
• 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

• Maintain orderly behavior of the members
• Monitor time guidelines of presentations
• Conduct a count of attendees at the mid-point of each weekly meeting
• Assist with other duties as requested
• Assist with set up of sponsors’ signs and/or banners

Affiliate Liaison

• Act as a liaison between the marketing group and Bay East
• Provide information to all its members to include but not limited to: educational classes, events and Bay East announcements

Secretary

• Take minutes of the quarterly Officers and Board Members’ meetings as required and prepare them for publication
• Staff registration table at weekly meetings
• Assist Treasurer as required
• Order Attendance Discount Cards
• Ensure that there is an adequate supply of letterhead, envelopes and other office supplies
• Ensure that an adequate number of Homeowner letters are typed, put in envelopes, and available at the weekly meetings
• Prepare table signs for monthly Room/Breakfast sponsors

Public Relations

• Inform the room sponsor of the number of centerpieces needed each month
• Work with the Treasurer to ensure that all sponsorship fees are paid prior to the sponsorship month
• Be available prior to each weekly meeting to welcome attendees

Members Communications Officer/Social Media & Communications

• Maintain the website for the group, including insuring that all changes and updates are made in a timely manner
• Membership Liaison
• Send weekly email on meeting
• Update Bay East on House of the Week