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 and Leadership Retreat prior to the beginning of the term
- Generally, supervise operations
- Facilitate resolution of grievances and/or disputes between members or attendees; if grievances and disputes cannot be resolved, the Marketing Committee Chair must be advised
- Be responsible for approving checks, along with the Treasurer or VP, as needed
- Receive and respond to all incoming correspondence.
- Coordinate breakfast burrito (or similar) for the weekly meeting
Vice President
- Support the President in all areas
- Attend Ethics Training which is provided by Bay East biennially
- Assist President in weekly meetings
- Perform the duties of the President in the event of the President’s absence, resignation or inability to perform (if VP is not a Realtor, a new President will need to be designated)
- Be responsible for approving checks, along with President and/or Treasurer, as needed
- Scheduled all speakers – including monthly sponsors
Treasurer
- Keep an accurate account of all transactions
- Receive and disburse all funds, with the approval of the President and/or Vice President
- Forward backup for all checks to Bay East Accounting Dept. monthly
- For any expense over $500, ensure that two of the following are notified and approve: President, Vice President, or Treasurer
- Pay all debts as they become due – Coordinate with Bay East any payments need to be made via check (use the debit card for all purchases if possible)
- Make bank deposit after every weekly meeting, endorsing all checks with “For Deposit Only”
- Forward backup of all deposits to Bay East Accounting Department monthly
- Communicate monthly financial report to the Officers and Board Members
- 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
- 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 (confirm with Secretary)
- Assist with other duties as requested
- Assist with set up of sponsors’ signs and/or banners
- Assist with room setup as necessary
Affiliate Liaison
- Provide information to all its members which will include, but not be 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
- Maintain records of weekly meeting attendance (Realtors, Lenders, Others & first time), speaker and formal listing presentations
- Maintain records of monthly meetings and all correspondence with Bay East
- Assist Treasurer as required
- Prepare table signs for monthly Room/Breakfast sponsors
Public Relations
- Coordinate speakers and sponsors (annual and monthly room, food and coffee
- Coordinate and print tour sheet each week
- Coordinate with President to ensure all sponsors are represented on a weekly slideshow during the meeting
- Work with the Treasurer to ensure that all sponsorship fees are paid prior to the sponsorship month
- Coordinate with VP schedule for sponsors
- Be available prior to each weekly meeting to welcome attendees
Members Communications Officer/Social Media & Communications
- Coordinate with Bay East to ensure that all changes and updates are made in a timely manner to website and Bay East webpage
- Maintain VREN Facebook page to announce and invite members to weekly meetings and events