Basic requirements for all candidates seeking a club officer position:
⦁    Have enthusiasm for pushing the club forward to fulfill its educational mission, to promote membership growth, and to keep meetings enjoyable for all.
⦁    Commit to fulfilling the duties outlined below for the position you seek.
⦁    Have the technological skills necessary to fulfill your duties or coordinate with others to ensure that any deficiencies are covered (e.g. Secretary/webmaster must have PC skills).
⦁    Having email capability will greatly facilitate efficient communication between the officers. Email access is required for the Secretary position.
⦁    Officers may delegate portions of their duties to other officers or volunteers as needed but will remain responsible for ensuring adequate performance of all delegated duties. Such delegations should be approved by the President in advance.

President
⦁    Along with the other officers, arrange for educational speakers for our monthly meetings. Schedule a few months in advance whenever possible. Make every effort to make numismatics the focus of each presentation.

⦁    Communicate with speakers to ensure they’ll have what they need to support their presentation (laptop, projector, large meeting room, etc.). President and/or other officer should setup and assist the speaker with technology as needed.

⦁    Provide program information in a timely manner to the Secretary to enable the newsletter to go out a week in advance of each meeting.

⦁    Lead the monthly meetings, ensuring order: welcome and introduce new members and guests, conduct any necessary business, ensure respectful discussion of issues rather than multiple people talking at once (use the gavel as appropriate to ensure orderly discussions rather than chaos), introduce the speaker, adjourn the meeting.

⦁    Coordinate annually with Immanuel Lutheran Church to reserve the room for our meetings. Be the club’s communication contact with the church. Understand the key situation to ensure access to the building.

⦁    Initiate and coordinate occasional meetings with the other club officers to address issues and plan for the club’s future. Vote on issues that need decisions from the officers. Hold the other officers responsible for fulfilling their duties.

⦁    Ensure that the meeting room is set up with the proper furniture arrangement at the start of each meeting and returned to the proper arrangement at the end of each meeting in accordance with the church’s instructions. Also ensure that the room is left in a clean state (tables are wiped off and floor is vacuumed if necessary), the lights are turned off, and the doors are locked.

 

Vice President
⦁    Participate with the other club officers to address issues and plan for the club’s future. Vote on issues that need decisions from the officers.

⦁    Assist other officers with their duties as needed.

⦁    Fill-in for the President when he/she is absent to ensure leadership at our meetings.

⦁    Along with the President, hold other officers accountable for fulfilling their duties.

Treasurer
⦁    Collect and disburse the club’s funds as directed by the club’s officers, manage the club’s checking account, and be the main contact and signer on the club’s bank account.

⦁    Reconcile the club’s checking account to ensure proper credit for all deposits and ensure only authorized transactions take place.

⦁    Collect membership dues annually and keep track of who has paid. Make efforts to collect dues from members who have not paid and coordinate with the Secretary to ensure that unpaid members are removed from the membership roles in a timely manner.

⦁    Collect the proceeds of club auctions and other donations to the club. Record and safeguard any cash collected. Deposit cash into the club’s checking account when appropriate to avoid holding any significant amount of cash. In the meantime, maintain segregation between the club’s cash and personal cash.

⦁    Track and pay the club’s bills: rent payments to the church, liability insurance policy, organizational dues renewals (ANA, CSNS, ACCG, etc.) and other miscellaneous expenses.

⦁    Make a brief verbal report at each monthly club meeting to report the previous month’s collections and disbursements and the current balances of the club’s cash and checking account. Prepare a written report at least annually, showing total receipts and disbursements for the year. Make a brief verbal report to the club members of the year’s totals and provide a copy of the written report to the other officers. (See suggested sample report on page 3).

⦁    Retain records of collections and disbursements and make those records available to other club officers on demand to facilitate audits of the club’s financial activities.

⦁    Participate with the other club officers to address issues and plan for the club’s future. Vote on issues that need decisions from the officers.

Secretary
⦁    Gather names and email addresses of new members. Add them to the club’s email distribution list. Maintain the official membership list and email distribution list.

⦁    Write and distribute a monthly email to announce the next meeting and highlight the planned speaker/educational program. Distribute the newsletter about a week in advance of the meeting.

⦁    Bring the box of member name badges to each meeting. Maintain name badges, adding new members and replacing missing badges. Encourage each member to wear their badge at all meetings to facilitate members getting to know other each other.
⦁    Maintain the club’s website (unless this duty is assigned to another volunteer member). Ensure club news is up-to-date and the next meeting is properly promoted. Archive the newsletters on the Archive page.

⦁    Monitor and respond to correspondence coming in through the club website’s Contact Us feature.

⦁    Participate with the other club officers to address issues and plan for the club’s future. Vote on issues that need decisions from the officers.

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