SITZMARKER’S BOARD OF DIRECTORS
(Approved/Finalized on 2/10/08, Revised 2/24/09)
Provide leadership for the club in developing, guiding, and
promoting desirable and enjoyable environment and activities for the
Prepare and distribute Board Meeting agenda prior to the
Start meetings on time and
them to order
Conduct Board Meetings
Conduct General Meetings
Delegate jobs/projects to the appropriate Board or general
Appoint committees as needed.
Assist in coordinating special projects
Assist Board members with their duties
Contact the Sergeant of Arms before the Board meeting to discuss the
Organize Board party for out going and incoming Board members
Request (by announcement and the newsletter) at least two
months before an upcoming election that the Board is looking for interested
people to participate on the Board
Appoints the Nominating Committee.
The function of the President Elect position is to prepare to become
President of the club.
This includes serving as a voting member of the board, learns the
functioning of club officers, learns the by-laws; chairs the Nominating
Committee; and becomes familiar with the club policies.
The President Elect will serve as the President in the absence of the
Chairs the Nominating Committee
An additional duty is to plan and coordinate a fall Pray for Snow Brunch.
Record and distribute current Board Minutes via e-mail prior
to the next Board Meeting
Prepare general correspondence, thank you notes and other
Send a letter to the Secretary of State requesting renewal of
nonprofit status before April 1st of each year. This form should include
the name of the registered agent.
Furnish copies of the By-Laws for new Board members
At the end of the term, give electronic copies of all Club documents to the
Keep copies of minutes, agendas, and non profit status
records for a period of seven years.
Maintain all reports concerning the financial records of the
This involves accepting deposits from many different sources,
properly entering the figures into the ledger and disbursing funds to cover
the expenses of the Club.
Balance the Club checking account monthly
Prepare a financial report for the Board of Directors Meeting
Keep all unencumbered funds in an interest bearing account to
earn additional income for the Club
File the annual Federal and State income tax reports by
When going out of town for two weeks or more, the Treasurer
will leave checks and deposit slips with the President.
Make payments for all approved Club activities in response to
billings and itemized statements submitted by the person responsible for the
If possible, pick up mail once a week (twice during ski
season); disburse the mail at a Board Meeting.
financial records for a period of seven years.
year-end balance of the book and turned over books to the new Treasures with
guidance on the procedure for club book keeping.
1st VICE PRESIDENT (MEMBERSHIP)
The VP of Membership shall maintain detailed membership records (includes
application and waiver form—see forms) using a computer data base management
Insure that members application information is protected.
the 20th of each month, provide a monthly up to date database to
the entire Board.
The VP of Membership shall recruit prospects for new membership.
The VP of Membership shall accept, process, and collect dues for new and
October renewal applications.
After the application process is complete, the VP of Membership shall
provide all new and October renewal members with a completed Sitzmarker
The VP of Membership shall be responsible for reporting membership status.
Dues and all financial documents shall be provided to the board Treasurer.
Mails newsletters to a new member(s) as they sign up.
2nd VICE PRESIDENT (SKI TRIP COORDINATOR)
Plan, organize, and run all club sponsored ski trips which
includes lodging, meals, lift tickets, and transportation.
E-mails members information according to Board Policy.
Insure that the members e-mail addresses are protected.
Assures that newsletter is represented at Board
Serves as focal point for collection and screening of
Maintains calendar of events for publication in newsletter
Solicits articles and photos for publication
Arranges for set-up, proofing, printing, and mail preparation
Provides newsletters for new members and prospective members
Turns in expense reports monthly
Maintains Club supplied equipment, supplies, and records
The Raffle Coordinator will conduct raffles for the ski club in accordance
with the Raffle Procedure.
Approved by Board on 2/24/09)
SOCIAL EVENTS COORDINATOR
Plan approximately one party per month (some with themes e.g., Holiday,
Super Bowl or Apre’ Golf)
Arrange for location of party and coordinate with host or business providing
Create publicity for party and provide to Newsletter Editor and E-mail
Coordinator. Publicity will often include a map to party site.
If the party is not held at a place of business, purchase and transport to
party site and set up for use:
- Food and
- Beverages and
necessary coolers and ice
plates, cups, napkins and serving items
Arrange for cleanup of party site if required
Assist, when appropriate, for setup for outdoor meetings with food and
Submits financial reports for each event to the Treasurer.
SPECIAL EVENTS COORDINATOR
organize and run special events (or assign a chair)
Examples include, but are not limited to:
Water Ski Weekend
Sailing Regatta at Cochiti
Rent a houseboat at the
Summer weekend trips
Balloon Fiesta chase crew
Plan and reserve location and programs (speakers, activities, etc) for all
General Meetings throughout the year.
Negotiate cost for meeting rooms and inform the Executive Committee of any
fees associated with meeting places and programs and obtain approval if the
fees exceed a pre-established threshold.
Communicate General Meeting information to the membership by providing
Newsletter editor and/or E-mail coordinator with appropriate and timely
Control orderliness and noise levels at General and Board Meetings as
Serve as ready reference on the Sitzmarker by-laws to assist the orderliness
of motion processing. This duty includes developing a through knowledge of
the by-laws and having a current copy of them at each board meeting as a
the named party to be responsible to maintain the club safety deposit box
and box keys.
Gather and control items placed in the safety deposit box. This includes,
but is not limited to, copies of Original Club Charter, current signed
by-laws, passwords, and extra keys.
Upon the establishment of the newly elected board, insure, the above secured
items will be inventoried and transferred to the appropriate incoming
Sergeant at Arms.
the absence of raffle chairperson, conduct or arrange for the conduct of a
club raffle at meetings in lieu of special events or guest presenters.
and coordinate sports activities for the Club and serve as an event coordinator
when appropriate. Sport activities do not include ski trips. May solicit and
appoint members to serve as an event coordinators. Advise and oversee event
coordinators in the planning and execution of an event or establishing teams.
Other duties include but are not limited to:
Establishes arrangements for facilities or field where applicable.
Arrange team sign-ups.
Present requests to the Board for the purchase of uniforms or equipment
Announce sports events at Club meetings and through other Club
Plan and budget expenditure to ensure each event breaks even, whenever
Oversee collection of fees.
Submits report of collection and expenses to the Treasurer.
activities typically include, but are not limited to: bicycling, tennis
tournaments, golf tournament, hiking, bowling, softball, volleyball, and ski
Update the Sitzmarker’s website,
www.nmsitzmarkers.org ; at least monthly. Preferably as soon as
new events are announced.
Collect pictures from Club events
and post to the web site as appropriate.
Respond to web site inquiries or forward interesting offers
to appropriate officers
Attend to minor matters with the internet service provider
See that the annual site fee is paid
The Sitzmarker Web Site is only to be used for official Club
Provide President with the password recommended, so that if
changes needs are needed during Web Master’s absence.
addition to the above duties, each Board member is responsible to
Delegate responsibility to assistants and/or committees when
See that all information to be published is turned over to
the Newsletter editor in a timely manner and includes dates, times, map etc.
Participate in the “Greeting Committee” (greet new members
and introduce them around)
Make announcements at General Meetings when appropriate
Everyone is responsible for protecting membership information