Whittier Neighborhood Association

Officer Descriptions

PREAMBLE

For all position descriptions the following activities are a part of each:

1. All Board Members are required to attend and participate in all membership and Board of Directors meetings. Participation means but is not limited to:

A. Reading minutes to all board and membership meetings in advance of meetings

B. Reading and editing grant proposals prior to board or membership meetings

C. Reading any other materials distributed prior to said meetings

D. Assisting in room setup, takedown, and cleanup

E. Distribution of any materials provided by speakers

F. Meeting and greeting all members and guests at monthly membership meetings

2. Writing grant proposals for raising money if the office is one that requires fund raising in order to complete the task accepted

3. Assists neighbors in writing grants to complete goals and action plans

4. Writing one newsletter article per year.

5. Creating yearly goals and action plans that fulfill the mission of the Neighborhood Association and its current president

6. Create committees with committee chairs for neighbor participation to assist with accomplishing yearly goals and action plans.

7. Recruit new members and committee chairs.

8. If an officer is absent from a meeting and is unable to fulfill his/her duties for that meeting, i.e. Treasurer’s Report, Minutes, the officer will send information in his/her stead and arrange for someone to complete his/her duties for that meeting.

9. Present monthly Committee reports during Board of Directors meetings. If a committee has not met for 3 months and is not involved in a project the board would review whether the committee is needed or not.

10. Present a detailed bi-annual report detailing what was accomplished and what the Board Member intends to accomplish in the next 6 months.

11. Attend at least one board or leadership training workshop a year.

Officers of the WNA Board of Directors

PRESIDENT: ( 2-year term)

• Facilitates all Board of Directors and General Membership Meetings
• Provides leadership and offer ideas and energy towards attaining the goals of the WNA
• Represents Whittier Neighborhood Association at City and County of Denver activities
• Works with the Secretary and other officers to create an agenda for General Membership Meetings
• Presents a monthly report on behalf of the Neighborhood Association to the Board of Directors and to the General Membership.
• Acts as leader in obtaining the goals of the community and Board of Directors
• Assists Vice-President in contacting speakers for General Membership meetings
• Works directly with the Public Safety Committee and Fund Raising Chair for community action
• Creates Employee and Board Manuals along with the Correspondence Secretary
• Present a written evaluation of staff and board twice a year.
• Co-signor on checking account.
• Acts as Parliamentarian at all meetings. Provides a copy of the bylaws and Roberts Rules of Order to all meetings.
• Participates in employee interviews
• Plans and Coordinates the annual Board of Directors Retreat with the assistance of the First Vice-President

VICE-PRESIDENT: (2-year term)

• Contacts and coordinates all General Membership Meeting Speakers at least one week prior to monthly Board of Directors meetings
• Provides leadership and offer ideas and energy towards attaining the goals of the WNA.
• Coordinates committee chairs for ‘non-financial’ committees (i.e. committees not related directly to fund raising like Beautification, Website, etc.)
• Facilitates meeting in absence of President
• Arranges audio visual needs of meeting speakers, introduces meeting speakers and assists in distribution of speaker materials
• Organizes the Annual Elections and Membership Meeting
• Seeks applicants for open Board and Committee Chair positions
• Set up staff interviews and participates along with the President in all interviews.
• Manages staff hours
• Along with the Treasurer, ensures that payroll and other staff related taxes are paid.
• Assists the President in planning and coordinating the annual Board Retreat/Training.

TREASURER: (2-year term)

• Maintains accurate and current records of financial information of the Neighborhood Organization
• Provides leadership and offers ideas and energy towards attaining the goals of the WNA
• Maintain 501© and Letters of incorporation forms on file
• Works with Financial Vice-President to insure financial stability of the organization
• Provides a monthly written account balance to the Board of Directors
• Prepares a detailed quarterly report for the Board of Directors and General Membership meetings
• Coordinates required audits of records
• Coordinates filing of organizational taxes
• Responsible for paying accounts receivables and depositing any grant moneys, membership dues and earnings from fund raisers into the proper accounts
• Responsible for training new Treasurer on software and report format
• Responsible for updating requisition forms
• Responsible for issuing checks twice a month. Once on the date of the monthly board meeting and at the end of the month
• Along with the First Vice-President, ensures that payroll and staff related taxes are paid

RECORDING SECRETARY: (2-year term)

• Provides copies of General Membership meeting minutes for said meeting

• Provides leadership and offer ideas and energy towards attaining the goals of the WNA

• Collects Committee Chairs Reports and distribute them at Board Meeting
• Prepares agenda for all meetings with assistance from the Board of Directors and President.

• Records, compiles, and stores all Board Meeting and General Membership meeting minutes
• Distributes minutes from both meetings to the Board of Directors one week prior to the monthly Board of Director’s meeting
• Provides copies of General Membership meeting minutes for said meeting
• E-mails General Membership meeting minutes to Membership Vice President one week prior to Membership meeting
• Records Board Members’ attendance
• Creates Employee and Board Manuals and coordinates Bylaw changes with committee chair
• Coordinates presentation of proposed Bylaw changes with committee chair and President
• Create staff and board evaluation forms.
• Acts as Board Historian keeping copies of flyers, brochures, newsletters, newspaper articles, videos any information deemed historically significant for the WNA.
• Assumes the duty of assisting the President with Parliamentary procedures during all meetings.
• Provides a copy of the WNA Bylaws to all board and Association meetings

Directors of the WNA Board of Directors

CORRESPONDENCE SECRETARY:

(2-year term, staggered from officers)

• Reserves rooms for all General Membership and Board of Directors meetings
• Provides leadership and offer ideas and energy towards attaining the goals of the WNA

• Works with the Membership Vice-President and Hospitality Committee to send remembrances to members for special occasions
• Creates Employee and Board Manuals.
• Create staff and board evaluation forms.
• This person along with the President and 1^st Vice-President will be responsible for all correspondence to guest to Association or Board meetings and all correspondence to external business, governmental agencies and individuals.
• Maintains a file of all correspondence and will present a copy of any written correspondence to the board upon request.
• Assists in creating and maintaining Whittier Neighborhood Association letterhead
• Assists in creating, ordering and maintaining current Board of Directors and staff business cards.
• Records and distributes minutes in case of the absence of the Recording Secretary

MEMBERSHIP CHAIRPERSON:

(2-year term, staggered from officers)

• Provides nametags at each meeting
• Provides leadership and offer ideas and energy towards attaining the goals of the WNA
• Works with the Treasurer and Hospitality Committee to maintain accurate membership records and sign-in sheets
• E-mails meeting announcements to e-mail list
• Provides new member lists to the Newsletter Chairperson
• Meets and Greet members at General membership meetings
• Maintains the Sign-In Table (i.e. collects materials of interest like Elbra’s newsletter, Whittier Spotlight, Life, etc.)
• Provides follow up with guests one week after the General Membership Meeting
• Works with Board of Directors to recruit new members
• Works with Hospitality Committee chairperson to maintain the calling tree and remembrances
• Receives new member information from the website
• Creates a “Welcome Packet” for all guest and visitors to the Association meetings

COMMUNICATIONS CHAIRPERSON:

(2-year term, staggered from officers)

• Coordinates Website Committee

• Provides leadership and offer ideas and energy towards attaining the goals of the WNA

• Coordinates Newsletter Committee
• Writes grant for newsletter and website funding
• Collects and edits newsletter articles
• Coordinates newsletter printing
• Coordinates committee for newsletter distribution
• Distributes extra newsletters to local businesses, Ford-Warren Library, local churches, etc.
• Provides newsletter to Website Committee
• Provides information to local newspapers, radio stations and television to publicize upcoming events
• E-mails newsletter to Neighborhood E-Mail list

FUNDRAISING CHAIRPERSON:

(2-year term, staggered from officers)

• Coordinates Fund Raising Committee or any committee that has as its main goal raising funds for the Whittier Neighborhood Organization
• Provides leadership and offer ideas and energy towards attaining the goals of the WNA
• Creates a fund raising plan
• Works with Treasurer to maintain accurate financial records
• Oversees Grant Writing and grant compliance
• Update our brochures and maintain regular contact with private, corporate, city and government funders.

AT-LARGE BOARD MEMBER: (2-year term, staggered from officers)

One At-Large board member who will be responsible as are all of the board members to fulfill the 11 identified duties in the Preamble. Other duties will be flexible based upon the needs of the board.

Non-voting Board Member

IMMEDIATE PAST PRESIDENT: (2-year term)

• Works as an advisor to the Board of Directors
• Provides leadership and offer ideas and energy towards attaining the goals of the WNA
• Assists in creating goals and action plans for all officers and committees