Jaycee Positions

Jaycee Positions

Duties and Expectations

PRESIDENT:

He/she shall be responsible for the general affairs of this Corporation and shall perform such duties as may be assigned to him by the Board of Directors or the Corporation.
The President shall secure meeting locations and announce to the membership and webmaster at least two weeks before given meeting.
The President shall prepare an agenda and be the presiding officer at all meetings of the Board and Corporation. The agenda shall be submitted to all participating members of the Corporation by the Friday before the board or membership meetings.
The President shall place on the agenda of a meeting any item requested to be so placed by any member of the Corporation from time to time.
He/she shall submit an annual budget to the Board of Directors and general membership on or before the January meeting.
He/she shall appoint, with the approval of the Board, all permanent committee chairmen, Nominating/Election Committee members, and members to fill vacancies on the Board.
He/she shall be an ex-officio member of all committees.
He/she shall submit in writing to the general membership an annual report concerning the Corporation at the Annual Banquet. The same report will be submitted to the Secretary for retention not later than two weeks following the Annual Banquet.
The President shall be responsible for obtaining the insurance for the Corporation and the individual events for the year.

MANAGEMENT VICE PRESIDENT/STATE DIRECTOR:

The Management Vice President shall act as President in the absence of the President.
Attendance at all board and general membership meetings shall be expected unless previously excused by President.
He/she shall direct the nomination/election committee and annual banquet, the RFP committee, awards, activation and other duties as the President may prescribe.
The Management Vice President is also responsible for the public relations of the Corporation, including making arrangements for meeting speakers.
He/she shall submit, in writing, a report to be included in the annual report submitted by the President not later than the December general membership meeting.
Additionally, the Management Vice President shall coordinate the assembly of the annual report for presentation at the Annual Banquet.
For state and national purposes, the Management Vice President will serve as the State Director. The Management Vice President shall be the Corporation’s representative with the Wisconsin Jaycees. He/she shall make monthly reports on Regional, State, National and International Jaycee activities. He/she shall organize the program of chapter visitations.
He/she shall be in charge of the South Park shelter key for summer meetings and coordinate food and beverages for those meetings held there.

INDIVIDUAL/MEMBERSHIP DEVELOPMENT VICE PRESIDENT:

The Individual/Membership Development Vice President shall act as the President in the absence of the President and the Management Vice President.
Attendance at all board and general membership meetings shall be expected unless previously excused by President.
He/she shall direct the individual and membership development activities of the Corporation and other duties the President may prescribe.
Supervise membership records, including updating membership materials, if necessary, and recruitment program/committee.
Organize quarterly social events for all members.
Organize all new member materials and facilitate nametags for all membership meetings.
Issue notices of dues payable to each member sixty (60) days in advance of the member’s anniversary dues date and be responsible for collection of dues.
Supervise and train assigned directors.
Shall submit to the Management Vice President all necessary records for all state and regional reports and awards.
He/she shall submit in writing to the Management Vice President, a report to be included in the annual report submitted by the President not later than the December general membership meeting.

COMMUNITY DEVELOPMENT VICE PRESIDENT:

The Community Development Vice President shall act as President in the absence of the President, Management Vice President and Individual/Membership Development Vice President.
Attendance at all board and general membership meetings shall be expected unless previously excused by President.
He/she shall direct the community development activities of the Corporation and other duties as the President may prescribe.
He/she shall be responsible for securing chairs for all annual events.
Act as a liaison between the project committees and the Board of Directors.
Offer support to all project committees.
He/she is responsible for obtaining all chairmen’s planning guides from the prior year to be redistributed to the chairs for the current year’s events.
He/she is responsible for bringing together all chairs of current year events to coordinate solicitation of donations across events and to provide purchasing economies of scale.
Gather and maintain a list of sponsors and contacts for all events (ex. dumpster).
He/she is responsible for any press releases related to our annual events.
He/she shall submit in writing to the Management Vice President, a report to be included in the annual report submitted by the President not later than the December general membership meeting.

SECRETARY:

The Secretary shall counter sign all deeds, leases, and conveyances executed by this Corporation, affix the seal (if any) of this Corporation thereto, and to such other papers as directed by the Board, and safely and systematically keep all books, papers, records, documents and archives belonging to the Corporation, or in any way pertaining to the business thereof.
Attendance at all board and general membership meetings shall be expected unless previously excused by President.
He/she shall provide for the keeping of the minutes of all meetings of the general membership and Board of Directors. He/she shall promptly furnish all members with the official minutes of all Corporation and Board meetings.
He/she shall be responsible for maintaining the post office box key and checking it regularly and distributing the mail to the responsible parties. A second key will be held by another member of the board to be determined at the January board meeting as necessary.
Inform the membership of general Corporation communications.
He/she shall coordinate with the Membership Vice President in keeping an up-to-date list of the general membership and Chapter contacts and e-mail distribution list.
He/she shall publish a monthly newsletter for the entire general membership and past members as requested to be published by the Monday after the Board of Directors meeting.
He/she shall be responsible for maintaining control over the storage unit keys and distributing them to those who need access.
He/she shall submit in writing to the Management Vice President, a report to be included in the annual report submitted by the President not later than the December general membership meeting.

TREASURER:

The Treasurer shall keep an accurate account of all monies, credits and property of any and every nature of this Corporation, and keep a record of all monies received and disbursed from this Corporation’s funds, and generally of all matters pertaining to the foregoing as shall be required by the Board.
Attendance at all board and general membership meetings shall be expected unless previously excused by President.
He/she shall submit a current financial statement showing the relation of income and expenditures to the established budget of all membership, fundraising and program accounts at each regularly scheduled meeting of the Board and Corporation.
He/she shall submit the books and records of the Corporation for audit prior to February 1^st of each year.
He/she shall also be an ex-officio member of all fund-raising committees. Also, have change orders requested and money boxes available for each committee’s event.
Submit details of financial information to event chairs as needed.
Ensure that all checks over $2,000 have co-signatures.
Provide format for expense reports to be submitted by members requesting reimbursement for Jaycee expenses.
Ensure that checks will not be written without prior approval by either the project chair or the President.
Ensure that deadlines for tax filings are met.
He/she shall submit in writing to the Management Vice President, a report to be included in the annual report submitted by the President not later than the December general membership meeting.

BOARD OF DIRECTORS:

Attendance at all board and general membership meetings shall be expected unless previously excused by President.
The Directors shall encourage and recommend members for project chairmanships and committee involvement.
They shall assist project chairman and their assigned Vice Presidents.
Act as a liaison between the board members and the general members.

WEBMASTER:

Be responsible for maintaining the Oshkosh Jaycees website content in a timely manner.
Keep updated calendar and membership information on the website.
Maintain the Jaycees “scrapbook” section of the website with past news and events.

PROJECT CHAIRS:

Submit budget for event for Board of Director and General Membership approval at least one month before expenditures for event occur.
Shall have fiscal responsibility for not exceeding approved budgets for projects.
Submit calendar of committee meetings and general event information to webmaster for listing on website as soon as known.
Must approve all invoices and expense reports related to their project for payment by the Treasurer.
Either submit information to Community Vice President or attend the Board meeting to give report on event every month.
After event, give chairman planning guide to Community Vice President for distribution to next year’s chair people.