Board Member Information

Board members are expected to serve a two year term that begins in January of odd years. (Please see information below for specific board member responsibilities.) Outgoing board members are expected to train the new board members and transition the new board throughout the spring.

Potential board members and chairpersons are identified from the registration information from the previous registrations. The President will confirm acceptance of board and chairperson positions. If there are more than 1 interested member wanting to serve in a board position, an election may need to take place. It is up to the current board to determine how to hold the election if need be. 

Planning Meetings

Two planning meetings per year will be held to plan out the CE calendar, appoint chairpersons and to train new board members. Board members and potential chairpersons are required to attend. (Potential chair persons will be notified by the President.) Other members are welcome to attend. 

One meeting will be held each January to plan the upcoming Fall calendar and train new board members if applicable. The 2nd meeting will be held in May to plan the next Spring calendar. 

PRESIDENT

General Responsibilities:

  • Oversee all monthly CE meetings. If the president cannot attend, be sure that at least 1 board member will be in attendance.

  • Attend all planning meetings

  • Oversee the duties of the secretary, treasurer, and chairpersons

  • Fill all vacancies for chairpersons (appoint subcommittees as necessary) and future board members. Utilize information gathered from annual registrations to assign chairpersons and to fill upcoming board vacancies.

  • Determine and secure venue space, oversee reservations, including special equipment and food, within our annual budget guidelines

  • Oversee the Winter Planning Meeting held in January, and the Spring Planning Meeting held in May

  • Confirm annual CE meeting calendar and oversee each month’s chairperson

  • Confirm monthly speaker with chairperson within 2 weeks of each event

  • Determine if meetings need to be cancelled due to weather or other circumstances and make sure that information is relayed to membership via our website. (Members are responsible for checking our website prior to each meeting for any updates.)

  • Train replacement

  • Be willing to serve for a minimum of a 2 year term

SECRETARY

General Responsibilities:

  • Attend all planning meetings 

  • Attend monthly CE meetings if possible

  • Provide written communications for club members, chair persons, and speakers as needed

  • Maintain master copies of CE’s/ attendance records

  • Manage study club email and website

  • Oversee annual registration

  • Maintain annual calendar

  • Maintain roster and sign-in sheets at each meeting

  • Assist the President and Treasurer as needed

  • Train replacement

  • Be willing to serve for a minimum of a 2 year term

TREASURER

General Responsibilities:

  • Attend all planning meetings

  • Attend monthly CE meetings if possible

  • Maintain accurate financial records and provide prompt payment for all accounts payable

  • Provide monthly financial statement to the President and Secretary

  • Prepare and present the current financial report at the Winter Planning Meeting

  • Prepare and present annual financial statement at the Spring Planning Meeting

  • Prepare and present a proposed budget for the following year at the May Spring Planning Meeting

  • File annual Form 990-N (e-post card) every May or June

  • Assist the President and Secretary as needed

  • Train replacement

  • Be willing to serve for a minimum of a 2 year term