We will be conducting elections for the 2019 RCA Board on November 8 at our general community meeting. Please email firstname.lastname@example.org if you’d like to run for any of the positions listed below. If you are unable to email/contact us, write-in submissions will also be taken at the meeting. Please keep in mind only paid active members may cast a vote and/or run for office.
SECTION 1. OFFICERS.
The affairs of the Association shall be managed by the Board of Directors. The officers of the Association shall consist of a President, Vice President, Treasurer, Financial Secretary, Corresponding Secretary, Recording Secretary, Parliamentarian, Membership Director, and Programs Director, all of whom must be members of the Board of Directors. Such other officers, assistant officers and agents may be appointed as may be deemed necessary by the Board of Directors, but such other officers, assistant officers and agents shall not be directors. No person shall hold two offices at the same time.
SECTION 2. ELECTION OF OFFICERS.
Officers shall be elected by the members at the annual November meeting of members and shall hold office for a one-year term and until their successors are duly elected and take office. No officer shall be permitted to serve in the same office for more than three (3) consecutive terms.
SECTION 3. VACANCIES.
Whenever any vacancies shall occur in any Officer position by death, resignation, removal, or otherwise, the same shall be filled by the Board at a regular Board meeting or a special meeting duly called for that purpose, and the Officer so appointed shall hold office for the remainder of the term of his/her predecessor and until his/her successor is chosen and qualified or until the Annual November Meeting. Candidates for Officer positions must be current Board of Directors members.
SECTION 4. OFFICER DUTIES.
A. President – It shall be the duty of the President to preside at all meetings of the Association; to enforce the Bylaws; to preserve order and decorum; to encourage all officers and members of committees to perform their duties; to appoint all committees not otherwise provided for; to sign all official documents together with the Secretary; to be an ex officio member of all committees and to decide all questions on procedure and order. The president shall sign all written contracts and obligations of the Association after same has been adopted at a regular meeting of the members or the Board of Directors and he or she shall perform such other duties as the Board of Directors may prescribe. The president shall also engage and partner with other civic clubs and associations in our area and attend super-neighborhood meetings and other similar meetings/events in an effort to further Association goals and objectives.
B. Vice President – It shall be the duty of the Vice President to aid the President in the performance of his/her duties, and in the absence of the President to act in his/her stead, and to perform such other duties as the Bylaws or the Board of Directors may prescribe. To shadow the President and further establish connections with other organizations and individuals in an effort to further the Association goals. The vice president oversees all committees, collects all committee reports and is the link between the committee chairs and the Board of Directors.
C. Recording Secretary – It shall be the duty of the Recording Secretary to attend all meetings of the members and Board of Directors and to keep a complete record of the proceedings of such meetings; to keep, or cause to be kept, like records of all standing committees appointed by the Board of Directors when required; and to perform such other duties as the Bylaws or the Board of Directors may prescribe. The Recording Secretary shall also take minutes at all regular, special and annual meetings publicly available for review by the members. The Recording Secretary shall prepare the prior meeting minutes for distribution with the next meeting’s agenda.
D. Corresponding Secretary – It shall be the duty of the Corresponding Secretary to be responsible for assembling, editing, and publishing approved communication, conducting the correspondence via social media networks, maintaining appropriate signage for events and meetings, and organizing and securing venues for such meetings. The President, Recording Secretary and Corresponding Secretary as the Facebook page administrators, Next Door leads, and any other point people for social media and other forms of communication.
E. Financial Secretary – It shall be the duty of the Financial Secretary to collect and deposit monies, including membership dues and assists the Treasurer in preparing financial reports. This also role leads the fundraising committee.
F. Treasurer – It shall be the duty of the Treasurer to keep correct and complete records of the Association’s financial account showing accurately at all times the financial condition of the Association, to receive all vouchers and invoices for payment and, make all payments and reconcile the accounts, and to keep such bank account in the name of the Association and to prepare all checks for two signatures of either the Treasurer, President or Vice-President.
i. Check Signing Authority – All checks of the Association shall bear the signature of any TWO of the following officers: treasurer, president, or vice- president. The organization shall not use credit or debit cards for any purpose. The treasurer shall prepare and present a proposed budget at the January Board of Directors meeting.
ii. Bonding – The Treasurer may be required to furnish bond in such amount as shall be determined by the Board of Directors, and shall within fifteen (15) days after each year’s service and within fifteen (15) days after leaving office deliver to the Board of Directors all papers and other property coming into his/her possess ion and belonging to the Association.
iii. Audits – An annual audit of the books and records of the Association shall be made by a three-member committee appointed by the Board of Directors. The Committee shall not include the President, Vice- President or the Treasurer. The treasurer shall present a financial report, which has been audited as set out herein at the annual business meeting of each year.
G. Parliamentarian – The parliamentarian is an expert in Robert’s Rules of Order and the proper procedures for the conduct of meetings of deliberative assemblies. The parliamentarian will assist with the formal procedures and rules of order at meetings and the planning and conducting of elections. They will also be in charge of the bylaw changes, amendments and revisions procedure. The Parliamentarian is the de facto chair of the Bylaws Committee.
H. Membership Director – Directs and oversees membership activities for the association. Develops programs, initiatives, and policies designed to increase membership. Membership Director will be in charge of sign-in sheets during events and meetings and will provide copies to the Recording Secretary, immediately after. Creates and updates information to current members as well as prospective members in coordination with the Corresponding Secretary. Capable of resolving escalated issues arising or any concerns the members have. Provides a biannual membership update. Maintenance and manages a spreadsheet with all current members contact information along with the Corresponding Secretary. Does not distribute information directly to members without the approval of the Board of Directors or the President. Will conduct an annual membership drive to increase Association membership and awareness.
I. Programs Director – The Program Director shall identify, schedule and coordinate speakers and special guests for all meetings and events, as directed by the board officers. Manage volunteers and members as necessary to assist with the coordination and planning of specials events and workshops.