Primer: Office of Secretary

Introduction

Hello Secretary!  Your job is to make sure stuff gets written down in a useful manner, lest we totally forget everything.

Your Constitutionally Declared Duties (as of Brett's September draft)

Section 3.  Secretary

It shall be the duty of the Secretary to

1.  Attend all meetings and executive meetings.

2.  Record the minutes of all meetings and distribute them appropriately.

3.  Keep a file of the organization's records, both physical and digital.

4.  Maintain archives of minutes, photos, and other club information.

5.  Process information submitted by other officers into the archives and records.

6.  Ensure that documentation and required documentation is up to date.

7.  Be cognizant of university policies and services respecting the officer’s duties.

Details About Your Job

Take Minutes

Minutes are a highly condensed record of business and activities from meetings.  They include details such as dates and times discussed, specific money amounts when relevant, and future plans.  Email these out to the mailing list very soon after every meeting.

Update the Blog
The Blog archives are a resource for y'all to pass information to each other and into the future for other officers.  Entries will reflect the acquisition of knowledge and experience, as well as the history of the ups and downs of the Club and of the Executive Board of Officers.  

Entries include minutes, position primers, details and recollections of special events, useful contact information, art techniques, best practices (what works and what doesn't), collections of resources, and more.
Entries are tagged relevant to their office, function, and other related aspects.  These labels are then useful to someone looking through the archives.  A newly elected officer can find posts relevant to their position.  Officers looking for fun games to play at meetings can look through the archives to learn about what was fun and what wasn't fun.  etc.

Primer: Office of Treasurer

Introduction

Hello Treasurer!  Your job is to manage our purse and war chest, and to fundraise.

Your Constitutionally Declared Duties (as of Brett's September draft)

Section 4.  Treasurer

It shall be the duty of the Treasurer to

1.  Attend all meetings and executive meetings.

2.  Receive and pay out funds for all monetary transactions.

3.  Maintain itemized records of the club transactions.

4.  Submit audits to the membership each semester.

5.  Lead fundraising efforts.

6.  Maintain and account for the material assets and goods that the club possesses.

7.  Maintain the organization’s taxes and tax status.

8.  Be cognizant of university policies and services respecting the officer’s duties.

Details About Your Job

Conduct Transactions

Record all transactions, acquisitions, and losses in the log the day they happen.  The log has been thoughtfully constructed and provided with instructions.  The accounting log has a sheet for money transactions, dues, posessions, instructions, and sample entries.  Please read and follow the instructions.  They include the operation of the spreadsheets, details about updating and saving the document, and emailing it to the gmail account so updates are always archived and other officers can use it.  The idea of the log is that the treasurer makes updates, and then anytime a question would have been asked “Hey treasurer would you look up what’s in the account?” or “Hey treasurer, do we have any envelopes?” they can look it themselves instead.  It saves both of you time,effort, and potential confusion.

Record Dues

Record which persons have paid their dues and how much they have paid.  Solicit payments from those who haven’t paid up.  This is particularly important when determining who is eligible for receiving Collectanea prints, and before elections.

Transition

When new officers are elected, it is the treasurer’s responsibility to do the paperwork for getting the bank account switched to the new officers.

Maintain the Cash Box.

The box should not contain too much money at once, having more than necessary risks losing a lot of the club’s assets to theft or an accident.

Legal Status

Art Club as a non-profit organization has the following Tax ID number:  ---------------(it might be available in the cash box)

Research what needs done with that information.  I believe we are supposed to report our finances every year to the state, but it hasn’t been tended to in years.  This is kinda bad.

Banking

Art Club banks with Educational Community Credit Union (ECCU)

Welcome to the Blog

Tbe primary purpose of this blog is to provide an archive for the officers and members of the organization.  By creating tagged posts with detailed posts, we create a searchable database and means of recording minutes, techniques, photos, and events.  We can also post the calendar.