THE UPSC BOARD DUTIES MANUAL

Revised June 12, 2007

 

  1. The Executive Board is comprised of the President, Vice President, Secretary and Treasurer. The Active Board is comprised of the Executive Board, plus the Standing Committee Chairpersons.

 

  1. At least one (1) month prior to the combined board meeting each year, each outgoing board member shall be responsible for giving all information, records, and files pertaining to her job, to her newly-elected/appointed successor. These records should include a definitive list of her regular duties and all unfinished business of her office or committee.

 

  1. Each officer and committee Chairperson shall be responsible for obtaining all supplies necessary to complete her job.

 

  1. The Active Board shall be responsible for approving the annual budget which shall then be presented to the general membership for ratification.

 

 

PRESIDENT

DUTIES OF OFFICE

 

  1. Shall preside at the Executive and Active Board meetings and shall conduct and preside at the general membership meeting on the third Tuesday of each month.

 

  1. Shall have a working knowledge of parliamentary procedures and shall have a thorough understanding of the UPSCÕs By-Laws

 

  1. Shall provide an agenda to the Executive and Active Board prior to the meetings.

 

  1. Shall be an ex-officio member of all committees except the Nominating Committee.

 

  1. May create and dissolve Standing and Special Committees with approval of the Board

 

  1.  Will appoint Standing and Special Committee Chairpersons.

 

  1. Shall make a welcoming address at all major UPSC functions.

 

  1. At least one (1) month prior to the August Active Board meeting the President shall be responsible for giving all information pertaining to her term of office as President of the Club to include all meeting agendas, newsletters, Secretary reports, Treasurer reports, current Membership Roster, By-Laws, UPSC Board Duties Manual and duplicate postal box key to the newly elected incoming President.

 

  1. Shall attend informational training meetings for all Luncheon Teams hosted by the Vice President.

 

  1. The President shall have such other duties and powers as the Executive and/or Active Board shall delegate.

 

 

VICE PRESIDENT DUTIES OF OFFICE

 

  1. Shall assist the President in performing the duties of her office.

 

  1. Shall assume the duties of the President in her absence.

 

  1. Shall attend all Executive and Active Board meetings and general membership meetings.

 

D.        Shall act as Chairperson of the Fund Raising Committee and Publicity Committee and may appoint committees for such activities.  Shall act as the Coordinator of the monthly UPSC luncheons working with the respective Luncheon Teams.

 

1. Shall conduct informational training meetings for all Luncheon Teams to explain aspects and duties of planning and delivering luncheons inclusive of restaurant selection, contracts, menu selection, menu pricing, door prizes, money collection, delinquent collections and restaurant payment.  The Treasurer and President shall attend the meetings.

 

2. Shall instruct Luncheon Teams on interactions with the Treasurer.

 

3. Shall work closely with teams during their luncheon responsibility tenure.

 

4. Shall report on monthly luncheon status at Board meetings.

 

5. Shall assist Luncheon Teams, as needed.

 

  1. Shall confirm that each Standing Committee Chairperson prepares an information packet concerning her respective committee to be passed on to her successor.

 

  1. Shall have such other duties and powers as the Executive and/or Active Board shall delegate.

 

 

SECRETARY

DUTIES OF OFFICE

 

  1. Shall attend or send an alternate to all Executive/Active Board and general membership meetings.

 

  1. Shall record minutes of all UPSC meetings.

 

  1. Shall maintain a current list of UPSC Officers and Standing and Special Committee Chair­persons.

 

  1. Shall keep a copy of the By-Laws, UPSC Board Duties Manual and all amendments.

 

  1. Shall handle business correspondence of UPSC.

 

  1. Shall submit a copy of all minutes of the Executive and Active Board meetings and the general membership meetings to the President.

 

  1. Shall have such other duties and powers as the Executive and/or Active Board shall delegate.

 

 

 

 

 

TREASURER

DUTIES OF OFFICE

 

  1. Shall attend or send an alternate to all Executive/Active Board and general membership meetings.

 

  1. Shall collect all dues, assessments and moneys and provide a monthly balance sheet.

 

  1. Shall provide written expense report with documentation, for all checks, receipts and/or contracts attached.

 

  1. Shall make payments for UPSC in accordance with the annual budget; expenses not provided in the budget shall be incurred and paid only upon the approval of the Board.

 

  1. Shall keep records of all income and expenditures of UPSC and shall present monthly written financial statements to the Active Board and general membership meetings.

 

  1. Shall be responsible for preparing and submitting all necessary State and Federal income tax returns for UPSC and any required annual filings.

 

  1. Shall perform an audit of UPSCÕs financial records prior to the change of officers.  Such audit shall be performed by the President, Treasurer and three (3) UPSC members.

 

  1. Shall prepare an annual written financial statement of income and expenditures to be published in the UPSCÕs September newsletter.

 

  1. Shall act as Chairperson of the Budget Committee.

 

1. The Budget Committee shall consist of the Treasurer and the entire Active Board as committee members.

 

2. Each Committee Chairperson shall submit their annual budget to the Treasurer by August 25th. Upon approval of the budget by the Active Board, the proposed Annual Budget shall be presented to the general membership for approval no later than the October general membership meeting.

 

  1. Prior to the August Active Board meeting each year, the out-going Treasurer shall be responsible for giving all information, records, files, bank statements, checkbooks, postal box key, a definitive list of all unfinished business and regular treasurer duties to the newly elected Treasurer.

 

  1. Shall collect and distribute, as necessary the UPSCÕs incoming mail from the Post Office.

 

  1. Shall attend informational training meetings for all Luncheon Teams hosted by the Vice President.

 

  1. Shall have such other duties and powers as the Executive and/or Active Board shall delegate

 

 

STANDING COMMITTEES

ACTIVITIES CHAIRPERSONS

DUTIES OF OFFICE

 

A.    Shall attend or send an alternate to all Active Board and general membership meetings and may choose a Co-Chairperson and/or committee; shall be responsible for the recruitment of chairpersons for each monthly activity.

 

B.    Shall be responsible for maintaining and updating an information packet containing the duties and responsibilities of the Activities Committee to be passed on to the incoming Committee Chairperson.

 

C.   Shall create any new opportunities which UPSC members may choose to pursue.

 

D.   Shall be responsible for coordinating activities and shall present an activities program for the month to the Active Board and general membership meetings and Newsletter Chairperson.

 

E.         Shall provide the Active Board a roster of individual Special Activities Chairpersons with their phone numbers.

 

F.    All activities are to be self-funded with money collected prior to the events.

 

G.   Shall have such duties as the Executive and/or Active Board shall delegate.

 

 

 

 

MEMBERSHIP CHAIRPERSONS

DUTIES OF OFFICE

 

A.    Shall attend or send an alternate to all Active Board and general membership meetings and may choose a Co-Chairperson and/or committee.

 

B.    Shall present her budget to the Treasurer by August 25th.

 

C.   Upon receipt of the completed Application for Membership Form, signed Liability Waiver and payment of dues, the Membership Chairperson shall send the new member a Welcome Packet per the By-Laws.

 

D.   Shall maintain records of the signed Liability Waivers for all active members and guests. Shall maintain Liability Waiver Forms for distribution as needed.

 

E.    Shall maintain a current membership roster, handle membership admissions, and give each new member a welcome letter, activities letter, name tag, the By-Laws, guest liability waiver and a membership roster.

 

F.    Shall inform the President, the Activity Chairperson, the Newsletter Chairperson, and the Treasurer of each new member and any other changes to the membership.

 

G.   Shall notify members in writing of delinquent dues and membership status.

 

H.   Shall be responsible for informing the Treasurer, Secretary and the Newsletter Chairperson of new members and changes in membership.

 

I.      Shall give each guest a name tag and introduce them at all general membership meetings.

 

J.           Shall recognize membersÕ birthdays for the current month at the general membership meeting.

 

K.    Shall organize the Newcomers Luncheon in May for all the newcomers who have joined since the last newcomerÕs luncheon.

 

L.    Shall have such duties as the Executive and/or Active Board shall delegate.

 

 

HOSPITALITY AND HELPING HANDS

DUTIES OF OFFICE

 

  1. Shall attend or send an alternate to all Active Board and general membership meetings, and may choose Chairpersons and/or committee.

 

  1. Shall present her budget to the Treasurer by August 25th.

 

  1. Shall send card or flowers to any member who has had surgery, major illness or has been hospitalized. In the event of the death of any member, memberÕs spouse or child, flowers or a donation will be sent at the discretion of the immediate family.  A card will be sent in the event of the death of a memberÕs parent, parent-in-law or sister.

 

 

  1. Shall submit current information to the Newsletter Chairperson.

 

  1. Shall co-ordinate activities such as supply food, transportation, cleaning, etc. as requested by members who need such services.

 

  1. Shall have such duties as the Executive and/or Active Board shall delegate.

 

 

NEWSLETTER CHAIRPERSONS DUTIES OF OFFICE

 

  1. Shall attend or send an alternate to all Active Board and general membership meetings and may choose a Co-Chairperson and/or committee.

 

  1. Shall present a budget to the Treasurer by August 25th.

 

  1. Shall be responsible for sending monthly UPSC Newsletter to all members in good standing.

 

  1. Shall be responsible for seeing that no articles are published in the newsletter that would benefit any individual, business or organization, nor are business cards or advertisements to be passed out at any UPSC activity.

 

  1. Shall have such duties as the Executive and/or Active Board shall delegate.

 

 

SOCIAL CHAIRPERSONS DUTIES OF OFFICE

 

A.    Shall attend or send an alternate all Active Board and general membership meetings and may choose a Co-Chairperson and/or committee.

 

B.    Shall be responsible for the expense-paid parties for the entire general membership: Christmas Party and Summer Picnic.

 

C.   Shall submit a budget to the Treasurer by August 25th.

 

D.   Shall be responsible for keeping records of each function to be passed on to the future Social Chairperson.

 

E.    Shall have such duties as the Executive and/or Active Board shall delegate.

 

 

LUNCHEON CHAIRPERSONS DUTIES OF OFFICE

 

  1. Shall be responsible for planning and arranging monthly UPSC luncheons per established protocols.

 

  1. Shall attend or send an alternate to all Active Board and general membership meetings and may choose Chairpersons and/or committee.

 

  1. Shall present a budget to the Treasurer by August 25th.

 

  1. Shall be responsible for the collection of all monies from attendees for the individual luncheon costs. Shall send letters to all non-attendees with billing for the missed luncheons and shall advise Treasurer of non-attendees names.

 

  1. Shall request expenses for the UPSC luncheons (i.e., punchbowl, raffle prizes, etc,) shall be submitted to the Budget Committee within one (1) month of assuming the duties of her office.

 

  1. Shall provide Treasurer with accounting of monthly luncheon attendees and final billing per respective contract.

 

  1. Shall have such duties as the Executive and/or Active Board shall delegate.

 

 

HISTORIAN

DUTIES OF OFFICE

 

A.    Shall attend or send an alternate to all Active Board and general membership meetings and may choose Chairperson and/or committee.

 

B.         Shall present a budget to the Treasurer by August 25th.

 

C.   Shall maintain a current pictorial history of the UPSC's activities and social functions.

 

D.   Shall be responsible for maintaining the cameras.

 

E.    Shall have such duties as the Executive and/or Active Board shall delegate.

 

 

 

 

 

**************************************************************

 

 

The revisions to the Manual were authored by DeAnn Anderson, Lisa Folse and Chris Mertlick.