President
Under SPCUG's bylaws, the president "prepares an agenda for and presides over the general meetings and serves as chairman of the steering committee." To flesh out that statement, here are specific tasks that should be performed on a more or less regular basis:
- Steering Committee
- Prepares a draft agenda and posts it to the Member's listserve by the Friday before the Steering Committee meeting. Gets printed copies of the final agenda for the Steering Committee meeting. Presides over the Steering Committee meeting.
- General Meeting
- Announces the location of the pre-meeting dinner via the Member's list serve. Prepares an outline for the General Meeting. Hosts dinner with officers & speakers before the General Meeting. Presides over the General Meeting.
- General Duties
- Writes a monthly column for Sacra Blue. Conducts official correspondence on behalf of the Group (or delegates to the Secretary). Ensures that all appointed officers are performing adequately, or reassigns personnel if necessary. Monitors all official activities and communications to ensure that they are being conducted in accordance with policies and in the group's best interests. Formulates or changes policies as appropriate with the approval of the Steering Committee. Keeps an eye to the Group's future and sets a strategic course.
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Executive Vice-President
Second in line to that of president. This post is designed to provide backup support in the president's stead whenever it might be necessary. Whenever the President is unable or unavailable to perform the duties of President then the Executive Vice-President assumes all the duties of the President and leadership of the club. The ExecVP is to take charge of any Steering Committee meetings or General meetings when the President is not in attendance. It is the responsibility of the ExecVP to attend all Steering Committee meetings and General meetings, if possible. Failing the presence of both the President and the ExecVP, the Vice-President shall assume the duties of the President.
It is also the responsibility of the ExecVP to ensure there is a constant and steady exchange of club information with the President. Further, the ExecVP is there to relieve the President of duties, responsibilities, or tasks whenever the President delegates such. The idea is to spread out and share the work with the President, thus making both posts more productive and help prevent burn-out. In short, be an assistant, replacement, or stand-in to the President when needed or directed.
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Vice-President
Not available at this time.
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Secretary
Not available at this time.
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Treasurer
The treasurer is responsible for the financial well being of the Sacramento PC Users Group. Deputies may be appointed as needed to assist in these duties.
It is the treasurer's job to pay all the bills and make the deposits to the bank in a timely manner and to keep the group in good standing. He/she receives cash and checks through the membership, library sales, Sacra Blue editor, advertisers, vendors, the mail box or any other member or officer that may receive money in the group's name. The treasurer needs to make contact with the 'volunteer' assigned to pick up the mail to accept payments and bills promptly. The treasurer also needs to make contact with the membership director on a regular (i.e., weekly) basis to receive membership 'moneys' for deposit.
The treasurer attends the Steering Committee meeting and makes available to the Steering Committee a monthly report regarding the account balances, payments received, bills paid, financial trend analyses, and recommendations based on those analyses. This report also includes the financial standing of Chapters and SIG's. (They are required to submit quarterly reports on their financial status and inventory.)
The treasurer submits yearly reports to the varies state and federal agencies that regulate 501c(3) non-profit groups. Sales tax is estimated and paid quarterly. Tax returns are filed annually. Assistance is available in the filing of these forms. Currently, software used for the group's financial records is Quicken QuickBooks Pro V5. (The software license is transferable to your personal computer.)
For a complete list of duties and responsibilities, the treasurer maintains an on-going reference book of all past, present and expected future tasks.
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