PRESIDENT: The duties of the President shall be to conduct meetings, direct business of the organization, and call special meetings when necessary. The President shall present a budget to the membership at the January regular meeting for approval by two-thirds (2/3) of the members present. The budget shall be in effect for the calendar year. The President shall appoint a budget committee with himself/herself as chair to prepare the budget. Each committee chairperson shall present budget requirements to the Budget Committee by the December meeting.
VICE PRESIDENT: The Vice President shall assume duties of the President in his/her absence and serve at his/her pleasure. The Vice President shall also serve as chairperson of the Apiary Committee and assume duties of the Treasurer when needed. The Vice President shall be Chair of the Hospitality Committee and as such shall greet newcomers, and be prepared to introduce them to the group when called upon.
SECRETARY: The Secretary shall attend all regular and special meetings and keep a record of the meetings, [send notices of meetings]*, [keep a record of all membership, collect dues (which in turn shall be turned over to the Treasurer), and shall furnish the President a roll of members in good standing. The Secretary shall also keep a record of attendance.]**
An additional, possible duty of Secretary vaguely mentioned in our Bylaws is maintaining a Monthly Newsletter (this was done for awhile in a past administration, but has not been done for some time, but a great opportunity for the Secretary).
Another duty of Secretary is in regard to delinquent membership: Any member whose dues are not paid by March 1st shall be notified by letter from the Secretary of the delinquency. (Typically in past the Treasurer would supply Secretary with list of those delinquent, since the Secretary had expressed no desire to maintain record of membership, collect dues, etc., but shifted that duty to be performed by Treasurer). If said member’s dues are not paid within 30 days of the mailing of a written notice his or her name shall be removed from the roll. For example: If in the year 2022 a member has not renewed or paid their dues as of March 1, 2022, then the Secretary would send the aforementioned letter. She can draft and word the letter that explains the reason and purpose of the letter accurately... or check past records from previous secretaries for a possible example of such letter.
*previously and currently being done by our webmaster until relieved by a permanent Secretary who is willing to take on this task of sending out a professional email blast using something like Constant Contact, Mail Chimp or at minimum a nice email with great care to protect recipients by using BCC feature. Webmaster was handling this in a pinch and was a logical substitute for Secretary since he already was posting meeting info on both website and social media, but would welcome and be awesome if Secretary could handle this... webmaster is also happy to handle this task for any Secretary not interested or willing to do this.
**previously the club opted to have Treasurer handle dues and felt it was a good idea, since previous Secretaries balked at handling dues, payments, etc... only to hand over to Treasurer, since treasurer was able to attend most all meetings and the one who ultimately deposited the funds in our bank account and presented the financial report at meetings. However, she is willing to do whatever the Secretary directs. If the secretary wants to keep the membership dues paid or not paid and handle the membership forms (and release forms), these duties can be definitely shifted back to Secretary, since these duties were shifted to treasurer only because others did not want to do or felt she could easily add it to her duties. Natural progression was that if Treasurer handled the dues collection, then she was the one that knew who paid and who did not, so also supplied this information to the President. Treasurer has no problem shifting this duty back to Secretary, but always willing to continue as she had done for 10 to 12 years.
TREASURER: The Treasurer shall be the keeper of the funds and records pertaining thereto and see that old records are properly stored with the Librarian (We currently don't have a Librarian, possible this could be handled by webmaster or an appointed Librarian?). If deemed advisable by the association, the Treasurer may be required to give Bond in such amount as the officers deem proper. The organization will stand the expense. (Treasurer presumably is bondable and willing to give Bond if the club wishes to pay for this... if this causes to much hassle or trouble... or if she turns out to be denied bond, she would gladly resign)
In the past...none of the above was ever considered as permanently etched in stone, perfect, or not flexible. Some things were logically (plain common sense) agreed upon and duties were shared, swapped, exchanged between the OFFICES provided it was MUTUAL and that no duty or responsibility fell through the cracks and did not get done. HOWEVER, if you decide to swap or share duties (differently than originally set forth in the Bylaws)... it is still your responsibility that the job gets done. Sometimes somebody has to jump in to make sure the job gets done. This doesn't mean they are not letting people do their jobs, it just means they found it necessary to pick up the dropped or take up the slack when and where others failed to do so (doesn't matter how legit the reasons, i.e. too busy, life is is mess now, just don't have time, lost interest, illness, legitimate, excuses, etc.) If you cannot be at meetings or otherwise stop performing somebody usually is kind enough to wade in and keep things from going down the drain... we tend to work together that way.
All officers must be members in good standing.
VICE PRESIDENT: The Vice President shall assume duties of the President in his/her absence and serve at his/her pleasure. The Vice President shall also serve as chairperson of the Apiary Committee and assume duties of the Treasurer when needed. The Vice President shall be Chair of the Hospitality Committee and as such shall greet newcomers, and be prepared to introduce them to the group when called upon.
SECRETARY: The Secretary shall attend all regular and special meetings and keep a record of the meetings, [send notices of meetings]*, [keep a record of all membership, collect dues (which in turn shall be turned over to the Treasurer), and shall furnish the President a roll of members in good standing. The Secretary shall also keep a record of attendance.]**
An additional, possible duty of Secretary vaguely mentioned in our Bylaws is maintaining a Monthly Newsletter (this was done for awhile in a past administration, but has not been done for some time, but a great opportunity for the Secretary).
Another duty of Secretary is in regard to delinquent membership: Any member whose dues are not paid by March 1st shall be notified by letter from the Secretary of the delinquency. (Typically in past the Treasurer would supply Secretary with list of those delinquent, since the Secretary had expressed no desire to maintain record of membership, collect dues, etc., but shifted that duty to be performed by Treasurer). If said member’s dues are not paid within 30 days of the mailing of a written notice his or her name shall be removed from the roll. For example: If in the year 2022 a member has not renewed or paid their dues as of March 1, 2022, then the Secretary would send the aforementioned letter. She can draft and word the letter that explains the reason and purpose of the letter accurately... or check past records from previous secretaries for a possible example of such letter.
*previously and currently being done by our webmaster until relieved by a permanent Secretary who is willing to take on this task of sending out a professional email blast using something like Constant Contact, Mail Chimp or at minimum a nice email with great care to protect recipients by using BCC feature. Webmaster was handling this in a pinch and was a logical substitute for Secretary since he already was posting meeting info on both website and social media, but would welcome and be awesome if Secretary could handle this... webmaster is also happy to handle this task for any Secretary not interested or willing to do this.
**previously the club opted to have Treasurer handle dues and felt it was a good idea, since previous Secretaries balked at handling dues, payments, etc... only to hand over to Treasurer, since treasurer was able to attend most all meetings and the one who ultimately deposited the funds in our bank account and presented the financial report at meetings. However, she is willing to do whatever the Secretary directs. If the secretary wants to keep the membership dues paid or not paid and handle the membership forms (and release forms), these duties can be definitely shifted back to Secretary, since these duties were shifted to treasurer only because others did not want to do or felt she could easily add it to her duties. Natural progression was that if Treasurer handled the dues collection, then she was the one that knew who paid and who did not, so also supplied this information to the President. Treasurer has no problem shifting this duty back to Secretary, but always willing to continue as she had done for 10 to 12 years.
TREASURER: The Treasurer shall be the keeper of the funds and records pertaining thereto and see that old records are properly stored with the Librarian (We currently don't have a Librarian, possible this could be handled by webmaster or an appointed Librarian?). If deemed advisable by the association, the Treasurer may be required to give Bond in such amount as the officers deem proper. The organization will stand the expense. (Treasurer presumably is bondable and willing to give Bond if the club wishes to pay for this... if this causes to much hassle or trouble... or if she turns out to be denied bond, she would gladly resign)
In the past...none of the above was ever considered as permanently etched in stone, perfect, or not flexible. Some things were logically (plain common sense) agreed upon and duties were shared, swapped, exchanged between the OFFICES provided it was MUTUAL and that no duty or responsibility fell through the cracks and did not get done. HOWEVER, if you decide to swap or share duties (differently than originally set forth in the Bylaws)... it is still your responsibility that the job gets done. Sometimes somebody has to jump in to make sure the job gets done. This doesn't mean they are not letting people do their jobs, it just means they found it necessary to pick up the dropped or take up the slack when and where others failed to do so (doesn't matter how legit the reasons, i.e. too busy, life is is mess now, just don't have time, lost interest, illness, legitimate, excuses, etc.) If you cannot be at meetings or otherwise stop performing somebody usually is kind enough to wade in and keep things from going down the drain... we tend to work together that way.
All officers must be members in good standing.
COMMITTEES
REQUIRED COMMITEES
BUDGET: Chaired and appointed by President in January prior to January business meeting. Consists of minimum of President and Treasurer. May also include Committee Chairs, Secretary, Webmaster, Vice President, or regular member familiar with budget development/preparation or otherwise deemed/considered as helpful by the committee chair. Budget is prepared prior to January meeting and presented at the January Meeting for approval by 2/3 of members present.
APIARY: Chaired by Vice President
HOSPITALITY: Chaired by Vice President who greets and introduces newcomers
OTHER COMMITTEES
EDUCATION: Richard Thurlow
MENTORING: Dennis Riggs, Marc Brennan, Daniel Sprague
WEBSITE & SOCIAL MEDIA: Chaired by Webmaster
FUND RAISING: Solicit for Raffle Items, Door Prizes, and other Donations
POTLUCK & SNACKS: Could possibly fall under "HOSPITALITY"
BUDGET: Chaired and appointed by President in January prior to January business meeting. Consists of minimum of President and Treasurer. May also include Committee Chairs, Secretary, Webmaster, Vice President, or regular member familiar with budget development/preparation or otherwise deemed/considered as helpful by the committee chair. Budget is prepared prior to January meeting and presented at the January Meeting for approval by 2/3 of members present.
APIARY: Chaired by Vice President
HOSPITALITY: Chaired by Vice President who greets and introduces newcomers
OTHER COMMITTEES
EDUCATION: Richard Thurlow
MENTORING: Dennis Riggs, Marc Brennan, Daniel Sprague
WEBSITE & SOCIAL MEDIA: Chaired by Webmaster
FUND RAISING: Solicit for Raffle Items, Door Prizes, and other Donations
POTLUCK & SNACKS: Could possibly fall under "HOSPITALITY"
