Each Board position serves for two years.

Following positions are elected in odd-numbered years and begin to serve the following January.

  • President
  • President-Elect
  • Treasurer
  • Outings Coordinator

Following positions are elected in even-numbered years and begin to serve the following January.

  • Membership Chairperson
  • Publicity Chairperson
  • Secretary
  • Webmaster

President:

• Chair monthly TOWN Board meeting: request agenda items from Board members; create and send agenda to officers a week prior to the meeting.
• Chair monthly TOWN meeting: write agenda. A week prior to the meeting send email reminder to membership detailing agenda as well as virtual meeting option with online link. Host meeting.
• Coordinate and host:
1. Annual January Holiday Party at McKinney Falls State Park
2. Annual Fall Celebrate TOWN Outing
3. Annual Spring complimentary “Thank You” outing held for previous year’s outing leaders.
• Hold an annual Board member planning meeting.
• Work with Web Master to respond to information requests about TOWN.
• Work with other TOWN chapters across Texas whenever possible.
• Maintain signing authority with bank, along with Treasurer, to write checks and to charge club expenses to credit card ONLY with prior approval for expenses over $50.

President-Elect:

• Recruit speakers:
1. Obtain background information and forward to Web Administrator and Outings Coordinator for posting to Meetup and TOWN website.
2. Contact speaker the first of the month to confirm as well as determine if speaker will need supplies such as projector.
3. Introduce the speaker providing speaker background information.
4. Sends thank you e-mail (or card) to each monthly meeting guest speaker.
5. Send a survey after monthly meeting for feedback on speaker.
• Reads website regularly and provides feedback on presentation and content.
• Substitute for President in her absence.

Treasurer:

• Annually in November budget for upcoming year to be approved by Board.
• Reimburse Board members for club expenses as needed.
• Deposit membership fees and other income in TOWN bank account regularly.
• Pay club expenses such as Post-Office box rental and website fees with TOWN bank account. Possess club credit card to charge club expenses ONLY with prior approval. (President also possesses a credit card and maintains signing authority.)
• Handle membership dues paid under the PayPal software.
• Balance checking account and keep track of expenses on a spreadsheet. Present year to date summary at least quarterly at the Board meetings.
• Attend and report checking account balance at each scheduled Board Meeting.
• As needed purchase ($50) gift cards for monthly meeting speakers.
• Act as repository for TOWN historical documents to be kept for 5 years.
• Manage petty cash account.
• Responsible for keeping organization compliant with State and Federal requirements.

Outings Coordinator:

• Primary administrator for Meetup. Adds/removes: members and outings as is appropriate.
• Primary contact for communications on Meetup.
• Members send outing details to Outings Coordinator. Coordinator will verify details are correct and post to Meetup and send email to Google group members.
• Verify all outing leaders are members of the club.
• Collects outing information and forwards in email to Web Administrator. Ask her to post the outing to the Events Calendar.
• Updates outing information on Meetup as necessary.
• At the monthly meeting, reports the upcoming outings and encourages outing leaders to report on outing.

Web Administrator:

• Sends completed Membership forms to Membership and Outings Chairs
• Maintain the website in a timely fashion, including Membership form.
• Add Outings/events per Outings Coordinator.
• Updates WordPress, Plugins, php versions, etc.
• Forward yearly Homestead statement to treasurer for payment.
• Respond to content update requests from Board.
• Secondary administrator for Meetup.
• Maintain functionality of all organizational email addresses and passwords on Googledocs.

Membership Chairperson:

• Maintains the membership database, securely updating as needed.
• Provides Membership Applications at monthly TOWN meetings.
• Maintains TOWN Austin Google Groups and Meetup membership.
• Manages and processes all paper and online applications.
• Maintains Membership Applications for a minimum of three years.
• Creates and emails a current roster to all members quarterly.
• Goes by post office at least once a month to pick up Membership Applications and fees. Has primary post office key. Other Board members may assist upon request. Fees are given to Treasurer at monthly meeting.

Secretary:

• Takes minutes at each TOWN Board meeting. Send a copy of those minutes to each officer shortly after each meeting. Minutes to be approved at next Board meeting.
• Provide and collect the sign-in sheet after each monthly TOWN meeting to be maintained for 2 years.
• Write monthly meeting “What You Missed” note and send via email to membership shortly after meeting.
• Collect and maintain outing Sign-In Waivers to be maintained for 2 years.
• Maintain Membership Applications for 5 years.
• Prepare Golden TOWNie cards for delivery to member.

Publicity Chairperson:

• Send email reminder for monthly TOWN meeting Mon and Tues morning prior to the meeting.
• At TOWN monthly meeting: Set up display board. Have copies of: Membership Application, General Guidelines for Planning a TOWN Outing and the outings Sign-In Waiver. Maintains originals of same.
• Check that the meeting room has all that is necessary for the guest speaker (i.e., good lighting, proper room temperature, water).
• Greeter at monthly meetings; make sure everyone signs in and gets a name tag. New guests should be introduced to other TOWN members.
• Maintain event supplies (paper plates, cups, napkins, tablecloths, etc.) and deliver to events/meetings as is necessary.
• Maintain social media accounts, i.e. Facebook, etc.

It is the responsibility of all Board members to:

• Attend/provide input at scheduled Board meetings and monthly membership meetings.
• Assist as a greeter at the monthly TOWN meetings.
• Promote the Goal and Mission of TOWN.
• Develop and maintain Standard Operating Procedures for their respective Board position to pass on to incoming Board member.
• Mentor/meet with incoming Board member for their respective position.
• Lead outings whenever possible.

Page 3 of 3 Revised 7/20/2023