DUTIES · Organize committees and appoint committee chairs each year on July 1st in conjunction with board members · Check BBC post office box or appoint another member to do so. Forward all correspondence to appropriate person and dues to the Treasurer · Conduct monthly membership meetings · Be responsible for all official correspondence. Carry out directions from the board promptly and report back to the board on all issues · Schedule & run board meetings every other month with the following recurring agenda items, adding new topics as needed o February – Birdathon applications; Board & officer nominations o April – Plan picnic o June – Plan Breakfast with the Birds o October – Decide on distribution of Birdathon funds o December – March Dinner meeting details
Calendar of Events – Term of Office is June 15 through June 14 · August--------Liability Insurance due · September---Breakfast with the Birds KOS Fall Meeting · November---Dues renewal · December---Christmas Bird Counts · January------Beckham Anniversary · February----Oversee publication of Membership Directory for distribution at Dinner Meeting Activate Telephone Committee Appoint Nominating Committee for May election · March-------Dinner Meeting · April---------KOS Spring Meeting · May----------Election of officers & new board members Birdathon · June----------Combined Board meeting with incoming & outgoing board members Picnic
JOB DESCRIPTION - VICE PRESIDENT
Duties · Assist the President in running the club · Run monthly meetings in the absence of the President · Perform duties as requested and delegated by the President and/or the BBC Board · Prepare to become President (not mandatory, but desirable)
JOB DESCRIPTION - SECRETARY
Duties · Take minutes at Board and member meetings and keep in an organized binder for future reference · Distribute minutes to Board members via email or at meetings · Read the minutes aloud at Board and regular meetings and ask for corrections. Make corrections and keep final copy in BBC binder · Keep copies of The Beckham Observer by month in the club binder · Send notes as needed or directed by the Board, including sympathy cards · Retain documents as directed by the Board for eventual deposition in the Filson Club archive
JOB DESCRIPTION - TREASURER
Responsible for paying all bills for the club and maintaining accurate financial records.
Ensure that payments are made to the meeting venue as agreed and in a timely fashion.
Pay bills including yearly fee for post office box rental and other bills as needed.
Deposit all checks in a timely manner. The club has a checking account and a money market account. The majority of funds are held in the money market account. Keep enough funds in checking account to pay bills, transferring from money market account as needed.
Keep records as to what each incoming payment is for: Birdathon, membership, donation, etc.
Notify membership chair of all new and renewing members providing name, address, membership level, and email address.
Prepare financial reports for distribution at Board and regular meetings. Reports should show cumulative activities, income & expenses for the year to date. Ensure President and secretary get a copy of each report. Be prepared to present the financial report at each meeting if requested.
In January compute and file Kentucky Sales and Use tax due. The Kentucky Revenue Department will mail the form to BBC P.O. box.
In June complete the Kentucky Incorporation Form and mail it with appropriate fee to the Secretary of State. The form will be received in the mail.
Each year when officers change, go to banks to complete new signature cards. The President and Treasurer are check signers.
Keep a running tally of all Birdathon checks received. Deposit in money market account. Track & notify Birdathon teams of all donations made in their name. When directed by the Board, write checks to organizations selected for grants. Give checks to Birdathon chairperson who will mail them along with a letter.
Keep a supply of tax exempt forms and remind those who are buying items for the club to use these forms. Forms should be used for items the club buys for resale, for the picnic, dinner meeting and other activities.
Donations for refreshments at monthly meetings are kept by the hospitality chair who buys drinks and other supplies. If extra funds are generated they should be turned over to the Treasurer at the end of the year.
Maintain a petty cash fund of approximately $50. Excess funds should be deposited in the checking account and designated for the general fund.
Destroy unnecessary receipts and documents that are more than 8 years old. Keep all financial reports for all years.
Make payments to monthly meeting speakers as necessary. BBC members who speak are not paid. Non-members are paid $75 for speaking. Non-members who travel from outside the Kentuckiana area are paid $125 to help defer travel expenses.
JOB DESCRIPTION - BOARD MEMBER/DIRECTOR
Duties •Attend the club’s monthly meetings as often as possible •Attend board meetings every other month and actively participate in decisions made by the board. If unable to attend a board meeting, contact president to discuss items on the agenda and provide input. •Participate in club activities whenever possible and encourage other members to attend as well •Suggest speakers for monthly and/or dinner meetings to programs committee chair •Volunteer to coordinate a club activity (picnic, Breakfast with the Birds, etc) or program or chair a committee •Volunteer to coordinate a club program or activity or chair a committee