BoardPositionSummeries
President
Requirements for the Position:
- knowledge of how the Club functions, measured by at least one year on the Club Board or in another position. .
- Ongoing Tasks:
- lead all Board and General Membership meetings; prepare the meeting agendas for all such meetings
- communicate with the HOA Board, Associa Management and fitness center as appropriate
- ensure the Tennis Club operates within the Club’s By-laws and the HOA’s chartered club rules and regulations
- ensure the Nominating Committee is formed and functions as intended
- ensure the web site is functioning as intended
- serve as Past-President on the Board following the election of a successor
Project Tasks:
- with the Treasurer, and other Board and Club members as required, prepare a capital expense budget annually
- with Associa Management's Maintenance Director, create a repairs budget, as required
- with the Social Director and the Club Vice-President, prepare and communicate the Club’s events calendar
- plan for any new Board positions, e.g., Web Master
- for the Spring AGM, organize all volunteer gifts
- coach and counsel the incoming President
Vice President
Requirements for the Position:
- basic computer skills including Excel
Ongoing Tasks:
- serve as Acting President should the President not be able to perform his or her duties
- ensure that the roles of Women’s and Men’s Program Coordinators and Tournament Director positions are filled
- field calls/emails from members about court maintenance issues and contact/follow-up with HOA maintenance to get them resolved
Project Tasks:
- update court schedules and send to Program Coordinators, Sign-Up Genius Manager, and Fitness Desk
- ensure league schedules are given to Fitness Desk and Jefferson Gate Security
- book all Tennis Club function courts
- with Program Coordinators, make sure players are playing at the correct level
- purchase end-of-year gift for President (not more than $50)
- coach and counsel the incoming Vice President
Treasurer
Requirements for the Position:
- Basic bookkeeping knowledge and skills; bank reconciliation ability and maintaining of financial records; ability to use spreadsheets such as Excel
Ongoing tasks:
- Ensure that the Tennis Club's finances are accounted for according to the Association's Charter Club Rules & Regulations, as well as the cub's Bylaws, Article V, Financial; specifically:
-ensure that the Club's signing officers for the bank are a minimum of three Directors, two of whom must be the Treasurer and the President, and that two of those signing officers are available year around
-ensure that requests for reimbursement are accompanied with receipts and a completed Request for Reimbursement Form
-ensure that all expenditures are approved by TWO officers on the Expense Reimbursement Form and paid by check signed by the Treasurer or another officer
-ensure that all members' dues and other income is properly recorded and deposited to the club's bank account
-collect routinely the contents of the Club's mailbox located at the Montecito Clubhouse
-email a lists of the contents collected from the mailbox to the Club's Membership Director detailing payments, new membership applications and change-of -information requests
- prepare a schedule quarterly comparing members' dues deposited in bank with the roster of paid up members
-prepare the Club's Financial Report (including bank reconciliation) monthly and for all Board and General Membership Meetings
-prepare the Club's budget in a timely manner and present to the Board for approval
-prepare and submit a quarterly financial report to the HOA Board as specified by the Lifestyle Department and Associa
- prepare and report the Year End Financial Report in a form specified by the HOA and in a timely manner. Present this information to the Board and Membership at the earliest possible time
-ensure that proper records, that can substantiate the financial results, are retained for a period of not less than seven years
-ensure that all appropriate records are passed from the outgoing Treasurer to the incoming Treasurer
-provide the incoming Treasurer with appropriate coaching and consulting
Social Director
Requirements for the position:
- interpersonal-communication, team-building and coordination skills; multi-tasking ability; ability to determine and negotiate with external supplies the appropriate costs for social events
Ongoing tasks:
- develop a calendar of social events in coordination with the Board, Tennis Coordinators and Tournament Directors
- develop a budget by event in coordination with the Treasurer and Board members
- coordinate and organize all social functions
- form a Social Committee to assist with decorations, food / drinks, set up and clean up at events
- ensure room reservations and requirements are made in a timely manner
- ensure adequate volunteer staff is available for all social events
- coach and counsel the incoming Social Director
Membership Director
Requirements for the Position:
- Being detail oriented is a big plus in this position as there are many things to keep track of.
Ongoing Tasks:
- serve as the contact person for new members.
- inform President when a new member joins the club.
- update membership rosters on website as new members are added or deleted.
- send welcome email to new members with username and password set up instructions for password protected areas of the website.
- create member profiles for the website.
- ensure that ALL members have signed a liability waiver and maintain those copies. Remove waivers from file when members leave the club.
Project Tasks:
- inform membership when yearly dues are due and follow-up with those who have not paid to see if they are renewing or letting their membership lapse
- update the Membership Form yearly with new dates and email to Webmaster to update it on the website.
- maintain a supply of updated membership forms/waivers to the Lifestyles Dept.
- at the beginning of each year, provide a current membership list to the Lifestyles Dept.
- coach and counsel the incoming Membership Director
Secretary
Requirements of Position:
- writing and organizational skills; computer skills
Ongoing tasks:
- take minutes at all Board and General Meetings and circulate to all relevant parties, including quarterly to the HOA Board (via the Lifestyle Desk)
- write a monthly Tennis Club submission for the View and send it to the Lifestyle Department no later than the 5th of each month. See Forms - Guidelines for Writing Article
- convey condolences to members who have experienced a serious injury, illness or loss of a spouse, as directed by the Board
Project tasks:
- reserve rooms for Tennis Club meetings and events, including attendance at the January Lifestyle meeting for club presidents
- assist the President from time to time with appropriate task requests
- when new officers are elected, provide a list with names and phone #’s to the Lifestyles Dept.
- coach and counsel the incoming Secretary