Executive Job Descriptions

• President:
  • Chair and organize the executive committee meetings.
  • Coordinate the executive functions for the smooth running of the club – be knowledgeable of all exec activities.
  • Chair the general club meetings.
  • Occasionally undertake specific functions such as cabin coordinator and/or “out of town trips” as the need arises.
  • Support executive and club members in decision making and problem solving.
  • Support volunteer members for the summer activities.
  • Create a nominating committee for the following Elections:
    • Fall – President, 1st VP – Social, Secretary
    • Spring – Cabin Coordinator, Trip Coordinator/Membership, New Membership Coordinator, 2nd VP – Marketing, Treasurer
• New Member Coordinator:
  • Receive all enquires and communicate positively with all potential new members using the policies and procedures information.
  • Membership Coordinator sends introduction letter – when received contact new member by phone & walk them through the WIKI and general policies etc.
  • Explain that emails come via “mailer” and they should be receiving information re events and that they have had all questions answered.
  • Call after the trip to ensure satisfaction
  • Attend executive meetings
• Membership/Trip Coordinator:
  • Receive all membership forms and membership monies from new members.
  • Deposit cheques into bank account.
  • Inform all executive, especially Membership Coordinator, of paid up new members.
  • nitiate the Fall sign up process by obtaining the cabin availability dates from the cabin coordinator and creating a schedule of trip dates for the executive meeting in September.
  • Create a flexible budget regarding the trips with the potential occupancy rates forecasts.
  • Finalize the trip dates and circulate these to the membership for reservations
  • be present at the Fall wine and cheese meeting to coordinate the sign up process
  • Collect money for renewing memberships and trips and bank these keeping the treasurer informed of each transaction.
  • Ensure that waiver forms have been signed by each participant.
  • Maintain and inform the membership of sign up progress, changes and availabilities.
  • Coordinate with New Member Coordinator to ensure no one is forgotten.
  • Communicate with old members who have not re-joined to re kindle their interest
  • Attend executive meetings
• Marketing:
  • Maintain the 4T+ poster and business cards
  • Organize the Fall marketing campaign to recruit members
  • Keep the “Keeper of the keys” supplied with business cards to hand out with the keys.
  • Attend executive meetings.
• Social:
  • Select a location for the wine and cheese functions.
  • Organize the food and drink for the wine and cheese parties in spring and Fall
  • Obtain a social budget from Treasurer
  • Delegate other members to assist in the food/wine purchase, preparation etc.
  • Ensure that the party premises have been cleaned up
  • Organize Christmas party
  • Attend executive meetings
• Treasurer:
  • Receive and deposit monies other than the membership and trip monies.
  • Receive bank account statements
  • Keep detailed accounting records and reconcile bank account
  • Keep track of individual expenditure categories – cleaning, chalets, wine and cheese etc.
  • Receive admittance monies for wine and cheese parties and have handy pens and labels for name tags.
  • Prepare detailed financial reports for the two general meetings
  • prepare a global budget once the trip budget has been prepared.
  • Prepare financial reports for the executive meetings
  • Ensure that there are three current signatures on file
  • Attend executive meetings.
• Secretary:
  • Take, write and circulate the minutes for the two general meetings in Spring and Fall
  • Take, write and circulate the minutes for the executive meetings.
  • work with the New Membership and Membership Coordinators to keep email addresses current.
  • Attend executive meetings
• Cabin Coordinator:
  • Maintain good communication between the club and the owners of the cabins.
  • Contact the owners in June/July/August regarding possible dates for the following winter.
  • Communicate these dates to the Trip Coordinator ASAP prior to the September executive meeting
  • Communicate confirmed dates/cancellations to the owners and WAC ASAP after the initial Wine and Cheese sign up party.
  • Watch all reservations for “interested” members who may or may n be attending trip.
  • Send out emails for open trip spaces
  • Modify WAC rooming list 2 weeks in advance of trip
  • Copy treasurer on rooming list and invoices
  • Receive all comments from the membership regarding the cabins. Where necessary communicate these to the owners and problem solve.
  • Contact the owners prior to the Spring General Meeting regarding the rates for the following winter. Help to decide if the trip costs need to be raised.
  • Send “thank you” notes to each owner.
  • Contact the Trip Coordinator to ensure that all participants have signed up for travel, meeting, food and duties for trips
  • Contact WAC with names of members who wish to book there individually.
  • Write cabin report for executive meetings regarding numbers of spaces etc.
  • Attend Executive meetings
• Web Master:
  • The webmaster’s job is, as the name suggests the person who looks after the club website. The jobs include the following:
    • Keep the website up to date with basic information about the club.
    • Make the website attractive to possible new members.
    • Collect or create pictures and stories to add to the website.
    • Include words and phrases that anyone searching for a club like ours may use.
    • Pay for the website and domain each year and collect the money from the club.
    • Deal with the website provider AllOver.ca. The billing comes from KrogNetix.com and DotRegister.ca. registers our website. I have never had any separate dealings with DotRegister.ca, it is always done through AllOver.ca or KrogNetix.com.
• The 4T+ MediaWiki Administrator
  • Assist in the maintenance of the Wiki website, our members only website. This is also maintained by the trip coordinator and membership positions. It is currently on a site owned by the company that Julie Mussenden works for so she does the essential portion of setting up the Wiki etc.
• Vice President Positions

The Vice Presidential positions are where the individuals may be considering the presidential position in the future and will act as president when necessary. They may assume any responsibilities within the executive according to their own interests.