Rovers Officer Roles

President

• Runs meetings of the members and the Directors or find another Board member as a substitute
• Meets with new people during the meeting break, (after intro & trip reports — before the program), to go over basic club information such as how we operate and club membership benefits
• Contact person for outside inquiries
• Oversees other positions, following up to make sure other jobs are being done
• Approves purchases over $200 (together with the Board Member affiliated with the purchase)
• Finds someone to pick up mail
• Sees that all Board positions are filled at election time and throughout the year
• Submits Annual Business Renewal to the State annually
• Has access to checking account as alternate to Treasurer
• Reserves meeting room (REI Bloomington) for Annual Board Meeting)

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Vice President/Trips Coordinator

• Presents trip reports at meetings
  • Bring Upcoming Trips Listing (from website) to each meeting, or find a substitute
  • Encourage members to share reports on recent trips
  • Announce trips from Upcoming Trips Listing
  • Request additional trips to announce
  • Encourage people to coordinate and participate in trips
  • Remind people that they must be paid members to go on overnight trips (except Extravaganza)
• Contact person for Rovers activities
• Makes sure trip coordinators are paid members
• Promotes trip coordination and participation
• Makes sure there are an adequate number of diversified trips — including day trips
• Works with web administrator to update trips on web site on a weekly basis.
• In absence/disability of the President shall succeed the power and duties of the President

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Treasurer

• Maintains bank accounts
• Monitors bank accounts and budget, balances checkbook
• Transfers checking account balances over $3,000 to savings accounts
• Keeps accurate records and accounting
• Pays club bills
• Record purpose for each payment or money received
• Pays cage rental when due (option to pay more than one month at a time)
• Pays P.O. Box fee due in June and December
• Presents financial report at each regular Board meeting (monthly or quarterly, as required)
• Reserves meeting room for weekly indoor membership meetings (in May)
• Track number of memberships & voided membership cards received –compare with records of Membership Coordinator & Database Coordinator — Quarterly — to ensure accurate recordkeeping
• Reimburses individual expenses that fall within the annual budget upon receipt of documentation of the expense
• Arranges for annual financial audit (financial review)
• Ensures records are maintained for minimum of 6 years 

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Secretary

• Records and distributes Board meeting minutes within one week after meetings.
• Records and distributes minutes of the business portion of the Annual and Special membership meetings; minutes will not be recorded for the weekly general membership meetings as they are social in nature
• Keeps minutes on file, passing on to next secretary
• Notifies Board Members of meetings at least two weeks and one week in advance
• Notifies Members of Annual meeting and Special Meetings of the members at least two weeks and one week in advance
• Maintains Yahoo! Board Calendar
• Annual update of Board Handbook in January
• Applies for grants (e.g., from outdoor stores)
• Creates Year-in-Review report of annual summary of major decisions, changes, activities etc. to meet the requirement for an Annual Statement of Policy and Activities
• Ensures records are maintained for a minimum of six years

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Equipment Cage Coordinator

• Administers checkout and return of equipment, and instruction on care
• Conducts annual inventory
• Conducts annual inspection of boats, PFDs, stoves, trailer, tents, first aid kits
• Acquires and labels new equipment, and adds to inventory list
• Maintains/repairs equipment
• Disposes of old equipment, with Board approval
• Maintains Cage Equipment Management and Checkout policies and procedures

| current officers |

Conservation Coordinator

• Informs members about current conservation issues
• Coordinates “Adopt-a-Highway” cleanups 2 times per year
• Promotes and coordinates Rovers maintenance efforts on the Border Route Trail in coordination with Border Route Trail Association and Minnesota Trails Alliance

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Membership Coordinator

• Responsible for membership promotion
• Provides membership information to prospective members
• Serves as contact for new members to answer questions, welcome, etc.
• Attends meetings to process memberships, or finds substitute
• Issues memberships in person, online, and/or by mail
• Provides member lists & New Member Handbook  to members
• Provides new & renewing member information to Database Coordinator, including serial number
• Gives monies received for membership to Treasurer, including any voided cards

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Database Coordinator

• Maintains membership database
• Provides member lists to members
• Sends out renewal reminders to expiring members at beginning of expiration month
• Provides web administrator with a list of:
  • New members to invite to join the egroup
  • Expired members to remove from egroup
• Printing of membership cards — distributes to membership coordinator — tracking serial #s
• Provides data and reports to Board as requested

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Programs Coordinator

• Solicits programs for all meetings
• Notifies Web Administrator of program schedule for website
• Sends out periodic e-mails to membership e-group about upcoming programs
• Introduces guest speakers

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Publicity Coordinator

• Assists Events Coordinator with event planning
• Coordinates special events, website content, & advertising
• Maintains list of  businesses on the web site that offer discounts on merchandise to members of the club
• Coordinates publicity for club events
• Sends out club announcements to local newspapers
• Coordinates printing of brochures, membership forms, business cards, etc.
• Maintains distribution of club brochures to stores and other appropriate locations
• Finds no-cost outlets to publicize Rovers
• Solicits articles, pictures, recipes, etc. for website

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Events Coordinator

• Coordinates Spring and Fall Intro Shows
• Coordinates Spring and Fall Extravaganzas
• Coordinates Rovers booth at Midwest Mountaineering’s Spring & Fall Outdoor Expos
• Provides display for outdoor store special events Assists Publicity Coordinator with other special events as necessary

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Webmaster Administrator

• Maintains Rovers website
  • Update weekly with new trips, programs, events, etc.
  • Website design changes as appropriate
  • Renewal of domain name
  • Annually audit of the LINKS page to ensure active links
  • Solicit other websites for reciprocal links
  • Annual update of website with new Board Members
• Contact person for e-mail inquiries through website
• Moderator for e-group(s)
  • Maintains E-Group Guidelines
  • Invites new members to join e-group
  • Review requests to join
  • Approves if applicant is current club member
  • Send informative e-mail to applicant if not a current member
  • Periodically sends out email etiquette reminders
  • Warns etiquette violators & removes repeat offenders
  • Removes expired members from e-group
• Artistic director & graphic design

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Director at Large

• Three 3-year positions, with staggered terms
• Requires previous Board experience plus at least 3 years Rovers membership
• Provides continuity of leadership
• Acts as historian
• First Year Director At Large assists treasurer in monitoring bank accounts (deposits and withdrawals), and opens and reviews all bank statements before turning over to the Treasurer
• Second Year Director At Large transfers funds from savings account to checking account when needed
• Third Year Director At Large is alternate for transfer of funds from savings account to checking account when needed
• Is available as a resource to the other Board Members

| current officers |

BRTA Representative

• Provides BRTA status to the Board and membership
• Provides information on the Border Route Trail maintenance efforts and coordinates trail clearing trips with the Rovers membership.

| current officers |