AABTS CLUB JOB DESCRIPTIONS
AABTS Board of Directors’ Approved Continuing Resolution
Regarding the President’s Duties
March 19, 2015
The President shall convene a meeting of all committee chairs reporting to the President at a minimum of two times during each 12 month period of the President’s term or terms of office. The purpose of the first of such meetings will be to review the following fiscal year’s proposed expenditures, create a budget plan for that fiscal year and present it to the AABTS Board of Directors for approval. The purpose of the second such meeting will be to review all deviations from the approved budget, reduce levels of proposed expenditures or seek Board of Directors approval of increased budget expenditures as appropriate.
The President will monitor performance of all committee chairs and will note areas of poor or non-effective performance. In the event of such non-effective performance, the President shall determine the cause and shall attempt to counsel the chair and improve performance. If the chair is not capable or willing to improve, the President will, with approval of the oard of Directors, act to replace the chair.
The President will recruit and appoint all committee chair positions that have not been designated as officers of the corporation.
The President shall be responsible for providing executive oversight to the following committees:
- One Helluva Ride (OHR)
- Bicycle Advocacy, Safety and Education (BASE)
- Ride Calendar
- Newsletter Editor
- Special Events
- Club Merchandise
- Web site
Executive oversight includes, along with monitoring performance as presented in the by-laws:
- With the Treasurer, regularly monitoring committee adherence to budgets and financial policies;
- Establishing priorities and associated activities with committee chairs as appropriate; and,
- Presenting updates to the Board regarding these priorities, accomplishments, barriers to progress and ideas for resolution.
AABTS Secretary Responsibilities
Approved November 2014
The secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements and to enable authorized persons to determine when, how, and by whom the board's business was conducted. To fulfill these responsibilities, the secretary records minutes of meetings, ensures their accuracy and availability, and proposes policies and practices.
The secretary is responsible for ensuring that accurate minutes of meetings are taken and forwarded to the chair for approval. The chair then forwards the approved minutes (excluding executive session minutes) for posting on the corporate web-site.
Minutes should include at a minimum:
Custodian of records
- Date and time of meeting
- Items discussed
- Motions presented and actions taken
The secretary ensures that the records of the organization are maintained and made available when required by authorized persons. These records include articles of incorporation, bylaws, board meeting minutes, and financial reports.
The Secretary ensures that the current bylaws are available at all meetings.
The Secretary participates in board meeting and provides items for the agenda as appropriate in addition to recording meeting minutes. The secretary should be sufficiently familiar with the by-laws and recent meeting minutes to reference them during meetings when appropriate.
AABTS Treasurer Responsibilities
Approved November 2014
The following points outline the financial responsibilities of the Treasurer for both Club and OHR accounts:
- Set up appropriate systems for book-keeping, payments, & petty cash (reimbursement method)
- Oversee and present accounts and financial statements to the Board
- Liaise with designated staff about financial matters
- Ensure that appropriate financial systems and controls are in place (currently Quickbooks and Paypal)
- Manage bank accounts (currently Flagstar Bank, savings; Univ of Michigan Credit Union, checking accounts for Club and OHR)
- Ensure everyone handling money keeps proper records and documentation
- Advise on financial implications of strategic and operational plans
- Present revised financial forecasts based on actual spend
- Ensure proper records are kept
- Ensure required insurances are in place
- Prepare accounts for audit and liaising with the auditor, as required, including in odd numbered years (e.g., Fiscal Year 2015), provide information for and participate in a professional, independent review of AABTS’ accounts and financial processes and procedures.
- Advise on the Club's fundraising strategy
- Ensure effective monitoring and reporting
- Prepare and present budgets for new or ongoing work
- Ensure compliance with relevant legislation
- Prepare and submit Federal and State tax returns and any other necessary corporate filings
- Advise on the Club’s reserves and “giving policy”
- Check signing privileges are formally delegated to the Treasurer by the President, according to the bylaws.
- Prepare an annual financial report and submit it to the President and Board of Directors within 60 days of the end of the fiscal year
AABTS Board Member Responsibilities
Article IV of the Bylaws outlines the major requirements of the Board of Directors, which include (only those relevant to the Board role and activities are listed) :
4.01 General Powers. The board of directors shall manage the business, affairs and property of the corporation.
4.02 Number and Qualifications. The board of directors shall have a minimum of five (5) members and maximum of nine (9) member, the number to be established by the board of directors. Only voting members in good standing shall be eligible for election to the board of directors.
4.03 Tenure, Resignation and Removal. Directors shall be elected at the annual meeting of the Members, for a term of office beginning on April 1. The directors shall serve staggered terms, with three directors elected in odd-numbered years and two directors elected in even-numbered years. All directors shall hold office for two years and until the director’s successor is elected and qualified, or until the director’s death, resignation or removal. A director may resign by providing written notice to the corporation. The resignation of a director is effective upon its receipt by the corporation or a subsequent time as set forth in the notice of resignation. A director, or the entire board of directors, may be removed with or without cause by vote of a majority of the members entitled to vote at an election of directors.
4.04 Vacancies. A vacancy on the board occurring by reason of death, resignation, removal, increase in the number of directors, or otherwise shall be filled by the affirmative vote of a majority of the remaining directors, though less than a quorum of the board of directors, unless filled by proper action of the members of the corporation. A director elected to fill a vacancy shall be elected for the unexpired term of the predecessor in office. A vacancy that will occur at a specific date, by reason of a resignation effective at a later date or otherwise, may be filled before the vacancy occurs, but the newly elected director may not take office until the vacancy occurs.
4.05 Chairperson. The chairperson shall preside at all meetings of the board of directors. The Chairperson is responsible for calling board meetings, for delegating responsibility for taking minutes at all Board meetings, and for maintaining the corporate minute book. In the event of a temporary absence or disability of the Chairperson, the remaining members of the Board of Directors shall select, from one of their number, a person to fulfill the duties of the Chairperson as set forth in these bylaws.
4.06 Annual Meetings. The annual meeting of the board of directors shall be held within 1 month of the annual meeting of members. At this annual meeting, the incoming board of directors shall, by majority vote, elect a Chairperson of Board. The board of directors may provide by resolution the time and place for the holding of additional regular meetings of the board without other notice than such resolution.
4.07 Regular Meetings. Regular meetings of the board of directors may be held at such times and places as the majority of the directors may from time to time determine by resolution, provided, however, that in July or August of each year, the board shall hold a regular meeting to select the officers of the corporation, as provided in Article V of these bylaws.
As a matter of policy, the following Board positions are established to support the roles of the Board:
- Board Finance Liaison – This Director will independently verify the Treasurer’s reported bank balances for each Treasurer’s report (or at least quarterly). This Director will annually perform an independent, careful review of a year-end report from the Treasurer, due within 60 days of the end of the fiscal year, and report to the Board of Directors regarding the review within 90 days of the end of the fiscal year. At the end of odd numbered fiscal years (e.g., 2015), this Director will serve as liaison for a professional, independent review of AABTS’ accounts and financial processes and procedures. The professional review will be completed and presented within 90 days of the end of the fiscal year. This Director is responsible for understanding AABTS’ policies regarding finances and recommending, as appropriate, changes in policies and procedures to ensure the Board of Directors meets its obligation as fiduciaries of AABTS’ funds.
- Board Donations Liaison – This Director has responsibility for soliciting donation requests, consistent with AABTS’ donation policy; arranging for receiving proposals and presentations; and facilitating AABTS achieving its goals regarding charitable contributions. This Director is responsible for understanding AABTS’ policies regarding charitable contributions and recommending, as appropriate, changes in policies and procedures.