Macomb Audubon Society Job Descriptions

MACOMB AUDUBON SOCIETY



DUTIES OF THE PRESIDENT


  1. Attend monthly membership and Executive Committee/Board meetings for the two year term of office.


  1. Preside at regular membership meetings and act as chair for the monthly Board meetings.


  1. Be responsible for providing an agenda for the Board meetings.


  1. Call additional Board meetings when needed.


  1. Name the following appointed officers, when needed: Michigan Audubon Society Chapter Representative, Parliamentarian, Budget, and up to two Members-at-Large. These appointments shall be approved by (the majority of) the elected officers).


  1. Appoint committee chairs for the following standing committees: Publicity, Conservation, Refreshments, Hospitality, Library, Christmas Bird Count, Historian, Bird Seed, Bookstore, and special program. The President may appoint other committee chairs as the need arises.


  1. Be responsible for the filing of federal and state forms as required by law.


  1. Be responsible for seeing that a periodic newsletter is published.


  1. When unable to attend a meeting, notify the 1st Vice President and provide him/her with an agenda and appropriate information to run the meeting. (see program agenda)


  1. Keep a notebook of necessary records. Use it to in-service the incoming President and then pass it on to the Historian. (Appoint this to the duties of either the Historian or Recording Secretary.)



DUTIES OF THE 1st VICE PRESIDENT (IN CHARGE OF PROGRAMS)


  1. Attend monthly membership and Executive Committee/Board meetings for the two-year term of office.

  2. Preside over membership and Board meetings when the President is absent.

  3. Arrange programs for monthly membership meetings, except for July, August, and December. (July is a potluck picnic, August is the ice cream social, and December is a potluck dinner with a member slide fest.). Assign someone to organize members' slides at the potluck.

  4. Negotiate terms of payment with speaker and pay the speaker after the program.

  5. Introduce speakers at membership meetings and make arrangements for a place for speakers to stay, if necessary.

  6. If unable to attend a membership meeting, inform the President and appoint someone to assist and introduce the speaker. Provide that person with the necessary information to introduce the speaker.

  7. Make arrangements for equipment needed by speaker for the membership meeting.

  8. Set up a program schedule three months in advance, when possible.

  9. Provide the newsletter editor and webmaster with the monthly program description, by the newsletter deadline date.

  10. Provide the publicity chairperson with a press release for each month's program.

  11. Provide the corresponding secretary with the necessary information to send "thank you" notes to the program presenters.

  12. At Board meetings present monthly program plans.

  13. If unable to attend Board meeting, provide the President with a program report, prior to the meeting.

  14. Keep a notebook of program records. Use the program record sheets for recording details of programs.

  15. Use the notebook to in-service the incoming 1st Vice President and then pass it on to the Historian.

  16. Assist the incoming 1st Vice President with the program planning for the January membership meeting.


DUTIES OF THE 2nd VICE PRESIDENT (IN CHARGE OF MEMBERSHIP)


  1. Attend monthly membership and Executive Committee/Board meetings.

  2. Keep records of membership and attendance at membership meetings.

  3. If unable to attend a membership meeting, notify the President and appoint someone to receive memberships and circulate the attendance sheet at the meeting.

  4. At Board meetings report on membership status and attendance at membership meetings.

  5. If unable to attend a Board meeting, provide the President with a report prior to the meeting.

  6. Prior to the March newsletter issue, provide the newsletter mailing volunteer with a list of expired memberships. Instruct the volunteer to indicate year of membership paid through on mailing.

  7. At the April membership meeting, provide the membership with a typed, current membership list.

  8. Create newsletter mailing labels and deliver to the newsletter mailing volunteer prior to the printing of each newsletter.

  9. Use the membership and attendance records to in-service the incoming 2nd Vice President.


DUTIES OF THE 3rd VICE PRESIDENT (IN CHARGE OF FIELD TRIPS)


  1. Attend monthly membership meeting and Executive Committee/Board meetings for the two year term of office.

  2. Responsible for planning a variety of montly field trips.

  3. Responsible for proving a leader for each field trip.

  4. Set up and arrange for publication of an annual field trip schedule.


  5. Responsible for planning and arranging camp-outs. (Reserve site location in advance)


  6. May make arrangements for special nature classes.


  7. At membership and Board meetings, present a verbal report on up-coming field trips, campouts and classes.

  8. If unable to attend a membership or Board meeting, provide the President with a written report, prior to the meeting.

  9. Provide the newsletter and web editors with a field trip schedule and description by the newsletter deadline date.

  10. Inservice the incoming 3rd Vice President and turn over any notes and documents used in performance of the job duties. These include source documents for previous years field trip schedules, campout articles and letters, etc.


DUTIES OF THE RECORDING SECRETARY


  1. Attend monthly membership and Executive Committee/Board meetings for the two-year term of office.


  2. Record the minutes of each Board meeting.


  3. If unable to attend a Board meeting, notify the President and make arrangements for another Board member to take minutes at the meeting.


  4. At membership meetings, provide the Board members with a typed set of minutes of the previous Board meeting. Board members not present at the membership meeting are to receive their minutes at the next Board meeting


  5. Keep a notebook of records which includes agendas, minutes and other necessary materials discussed/handed out at the Board meetings.


  6. Use the notebooks of records to in-service the incoming recording secretary and then pass the notebook on to the Historian.



DUTIES OF THE CORRESPONDING SECRETARY


  1. Attend monthly membership and Executive Committee/Board meetings for the two-year term of office.


  2. Send "thank you" notes to all speakers and field trip leaders, as needed.


  3. Write various "letters of correspondence" as requested by the Board.


  4. Send "get well" / "sympathy" cards to members, as needed.


  5. Give a report on correspondence at Board meetings.


  6. If unable to attend a Board meeting, provide the President with a report, prior to the meeting.


  7. Keep a notebook of all "letters of correspondence" written. Also provide the President with a copy of each letter.


  8. Use the notebook to in-service the incoming Corresponding Secretary and then pass the notebook on to the Historian.



DUTIES OF THE TREASURER


  1. Attend month membership and Executive Committee/Board meetings for the two-year term of office.

  2. Collect and disperse money for birdseed, door prizes, membership, speakers, field trips, camp-outs, newsletter expenses, book sales, supplies, etc., as deemed necessary for the Board and with Board approval.

  3. Keep records/ledgers of all financial transactions.

  4. Give financial report at monthly membership and Board meetings.

  5. Provide the Board with an annual year-end report.

  6. If unable to attend a Board meeting, provide the President with a written financial report, prior to the meeting.

  7. Use the records and ledgers of financial transactions to in-service the incoming Treasurer.


DUTIES OF THE MEMBERS-AT-LARGE


  1. Attend month membership and Executive Committee/Board meetings for the appointed, one-year term of office. (May be reappointed for one consecutive year.)


  2. Serve as a liaison between the general membership and the Executive Board.


  3. Bring new ideas to the Board.


  4. If unable to attend a Board meeting, inform the President prior to the meeting.



DUTIES OF THE PUBLICITY CHAIRPERSON


  1. Attend month membership and Executive Committee/Board meetings for the appointed, one-year term of office.


  2. Work with the program chairperson to develop a press release for each membership meeting program.


  3. Make copies of each month's press release and mail to all the addresses on the publicity lists.


  4. Keep the publicity list current and duplicate the list on mailing labels.


  5. Help develop and distribute any additional publicity the Board deems necessary.


  6. Keep a supply of envelopes and stamps on hand. Obtain reimbursement from the Treasurer.


  7. If unable to attend a Board meeting, provide the President with a publicity report prior to the meeting.


  8. Keep a notebook on publicity. Use the notebook to in-service the incoming Publicity Chairperson and then pass it on to the Historian.




DUTIES OF THE CONSERVATION/LEGISLATION CHAIRPERSON


  1. May work alone for the appointed, one-year term of office, or may establish a committee to help gather conservation/legislation information for the membership.


  2. Attend monthly members meetings and present a verbal report on current, conservation/legislation issues.


  3. Attend monthly Executive Committee/Board meetings and report on conservation/legislation issues Macomb Audubon should be aware of.


  4. Work the Board to decide the action Macomb Audubon should take on issues that need action. The goal should be to keep the membership informed, presenting both sides of an issue, so that people can make their own decision.


  5. If unable to attend a Board meeting, provide the President with a written report, prior to the meeting.


  6. Each month, provide the Newsletter Editor with a written report by newsletter deadline date.


  7. Keep a notebook of conservation/legislation information. Use it to in-service the incoming Conservation/Legislation Chairperson.



DUTIES OF THE HOSPITALITY CHAIRPERSON


  1. Attend monthly membership meetings for the appointed, one-year term of office.


  2. May work alone or form a committee to meet and greet people at monthly membership meetings.


  3. Set up a table with name tags and pens at each membership meeting and encourage the use of name tags.


  4. Acquaint visitors and new members with the bookstore, birdseed, door prize, lending library and membership table.


  5. In-service the incoming Hospitality Chairperson by having that person assists with hospitality duties at a membership meeting, prior to taking office.



DUTIES OF THE REFRESHMENT CHAIRPERSON


  1. Attend monthly membership meetings and set up coffee pots, refreshments table and donation box for the appointed, one-year term of office.


  2. Keep an inventory list of proper supplies on hand which includes coffee, tea, sugar, Cremora, spoons, cups and napkins.


  3. Turn over to the Treasurer, donations received for refreshments and receipts for supplies purchased. Obtain reimbursement for supplies purchased from the Treasurer.


  4. At the November membership meeting, pass around a sign-up sheet to obtain 3 volunteers per month for refreshments. (Each volunteer brings ~2 dozen cookies). Have a few people as alternates.


  5. One week prior to membership meetings, call the volunteers for that month, as a reminder to bring their treats.


  6. At the end of membership meetings, clean up the refreshment table and coffee pots and return the supplies to the proper storage area.


  7. If unable to attend a membership meeting, inform the President and make arrangements to have someone take care of the refreshments for the meeting.


  8. Use the inventory sheet and sign-up sheet to in-service the incoming Refreshment Chairperson. Have the incoming chairperson assist with refreshments at a membership meeting, prior to taking office.




DUTIES OF THE LENDING LIBRARY CHAIRPERSON


  1. Attend monthly membership meetings.


  2. Catalog all books purchased for or donated to the lending library. This includes the following:

    1. Type book information on book pocket and glue inside back cover of each book

    2. Type book information on sign-put cards and place in book pocket of each book

    3. Type four catalog cards for each book (1 author card for "master card file"; author, title and subject cards for "cross index file")


  3. Type a sticker for inside cover of each book that designates the name of person donating book and name of person book was donated in "honor of" or in "memory of".


  4. Set up and take down lending library at monthly membership meetings – September through November and January through May. Store books in boxes between membership meetings.


  5. Supervise the "signing out" and "returning" of books at membership meetings.


  6. Provide the newsletter editor with the title of "over due" books and name of the person who signed them out.


  7. Encourage the donation of books to the lending library from the general membership.


  8. Keep the membership informed on "new" additions to the lending library.


  9. If unable to attend a membership meeting, inform the President and make arrangements to have someone take charge of the lending library at the meeting.


  10. Use the card files to in-service the incoming Lending Library Chairperson.




DUTIES OF THE MICHIGAN AUDUBON REPRESENTATIVE


  1. Attend five Michigan Audubon society Board meetings (January, April, annual, September, November) during the appointed one-year term of office.


  2. Serve on a committee of the Michigan Audubon society.


  3. Attend monthly membership and Executive Committee/Board meetings of Macomb Audubon.


  4. Present verbal reports on Michigan Audubon action and activities at monthly membership and Board meetings of Macomb Audubon.


  5. If unable to attend a Macomb Audubon membership or Board meeting, provide the President with a written report on Michigan Audubon action and activities, prior to the meeting.


  6. If unable to attend a Michigan Audubon Board meeting, make arrangements for an alternate to attend the meeting.


  7. Provide the Newsletter Editor with a written report on Michigan Audubon action and activities, prior to the newsletter deadline date.


  8. Keep a notebook which includes information received from the Michigan Audubon for chapter use and reports written by the chapter rep.


  9. Use the notebook to in-service the incoming Michigan Audubon representative and then pass it on to the Historian.


*if it possible to have two representatives alternate and share job responsibilities during the appointed one-year term of office.


**Michigan Audubon Board meetings are held throughout the state at various locations on the second or third Saturday of the month. One meeting each year is held at Sarrett nature center on Lake Michigan and another is held at seven ponds nature center in Dryden.



DUTIES OF THE HISTORIAN


  1. For the appointed, one-year term of office, keep record books up to date on the following topics:

    1. Local, state and federal forms

    2. Board minutes and agendas

    3. Programs

    4. Field trips

    5. Correspondence

    6. Special publicity, news articles and press releases

    7. Newsletters


  2. Collect and file the following records from outgoing officers after the information has been used to in-service the incoming officers:

    1. Local, state and federal forms from the President

    2. Board minutes and agenda as from the Recording Secretary

    3. Program records from 1st Vice President

    4. Field trip records from the 3rd ice President

    5. Correspondence from Corresponding Secretary


  3. Keep record books labeled according to year and content.


  4. Keep a photo album of pictures donated by members, which depict the various activities of Macomb Audubon.


  5. Use the record books to in-service the incoming Historian.


DUTIES OF THE NEWSLETTER EDITOR


  1. Attend monthly Executive Committee/Board meetings for the appointed, one-year term of office.


  2. Responsible for developing and printing a periodic newsletter that contains the following types of information:

    1. Calendar of events

    2. Chapter news

    3. Conservation/legislation

    4. Bird seed information

    5. Membership applications

    6. Articles that support the goals and mission of the society

    7. Special announcements


  3. Make arrangements with designated people for the printing and distribution of the newsletter.


  4. At Board meetings report on newsletter deadlines, printing and compiling dates.


  5. Make arrangements for a meeting place and assistance for compiling newsletter.


  6. Be responsible for newsletter mailings. (see post office guidelines)


  7. Use the Newsletter Editor Job description to in-service the incoming Newsletter Editor.



DUTIES OF THE WEB EDITOR



As an appointed officer, the Web Editor serves at the pleasure of the President and Board. Duties of this position include the following:


  1. Attend Executive Committee/Board meetings for the term of the appointment.


  1. Responsible for maintaining a web site for the Macomb Audubon Society. This includes, but is not limited to:

    1. Field Trips

    2. Upcoming Programs
    3. Points of Contact, including current officers and committee chairs
    4. Chapter news

    5. Conservation/legislation

    6. Membership applications

    7. Articles that support the goals and mission of the society

    8. Special announcements

    9. A copy of the current newsletter


  1. Arranging for server space for the web site and the Macomb Audubon domain name.


  1. At Board and Membership meetings report on any new features or other information relevant to the web site.


  1. Keeping the Macomb Audubon email list up to date. Using the email listing to send out time sensitive announcements and reminders of upcoming events.


  1. Use the Web Editor Job description to in-service the incoming Web Editor.



SUGGESTED PROGRAM AGENDA FOR MONTHLY MEMBERSHIP MEETINGS







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