Officer's Duties

President - Vice President - Treasurer - Secretary - Sports and Clubs Director - Membership Director - Family Outing Chair Person - Annual Meeting Chairperson - Communications Council Representative -Family Outing Committee Chairperson - Annual Meeting Committee Chairperson - Children's Christmas Party Chairperson - Easter Egg hunt Chairperson - Discount Coordinator - Discount Ticket Sales Coordinator - Retiree Coordinator - Special Events Committee Chairperson - Historian - Teamer Times Coordinator - Operating Guidelines Custodian - Computer Coordinator- Volunteer Coordinator

President

Shall perform all duties as customarily appertain to the office of President or as he may be directed to perform by resolution and majority vote of the Board of Directors not inconsistent with the provisions of these by-laws. Turns in a budget request each year for:

  1. Annual meeting costs
  2. Luncheons for Commissioners
  3. Working lunches for monthly meetings
  4. Planning meeting meals
  5. NESRA membership fees and related costs
  6. Family Outing
  7. Children's Christmas Party
  8. Special purchases for the year
  9. Equipment Purchases
  10. Other appropriate expenses not directly covered by other directors

Creates and distributes an agenda to all Board members prior to monthly meetings

Creates and distributes an agenda to all Board members prior to Annual meeting

Maintains and distributes Event Calendar

Maintains and distributes Director Responsibilities List

Serves as the NESRA representative.

Serves on the annual Budget Committee

Presides over the monthly E-Club Board of Director meetings

Presides over the annual E-Club meeting

Coordinates with the Public Relations Department for E-Club business

Coordinates with E-Club Promos, Inc. as required for E-Club business

Vice President

Shall have and exercise all the powers, authority, and duties of the President during the absence or disability of the President.

Treasurer

Shall have custody of all funds, securities, valuable papers, and other assets of this club.

He or she shall provide and maintain full and complete records of all assets and liabilities of this club.

He or she shall prepare and submit to the Board of Directors a financial statement showing condition of this club as of the close of business on last business day of each month and submit a report, at each monthly E-Club meeting.

He or she shall perform such other duties as he or she may be directed to perform by resolution and majority vote of the Board of Directors not inconsistent with the provisions of law or these by-laws.

The President or Vice President may, in case of the absence or disability of the Treasurer, perform his or her duties and act in his or her stead.

Serves on the annual Budget Committee.

Presents a status report at each E-Club Board monthly meeting

Accepts all bills that are incurred by the E-Club or sponsored activities that have been budgeted and have the appropriate paperwork and makes appropriate payments

Presents an annual report at each E-Club annual meeting.

Coordinates with financial service providers to keep all records accurate.

Handles all Tax affairs of the E-Club

Arranges for collection of all E-Club, Inc. accounts receivable payments

Secretary

Shall prepare and maintain correct records of all meetings of the members, and of the Board of Directors. He or she shall give or cause to be given, in the manner prescribed in these by-laws, proper notice of all meetings of the members; and shall perform such other duties as he or she may be directed to perform by resolution of the majority of the Board of Directors not inconsistent with the provisions of law or these by-laws.

Coordinates all monthly Board of Director meetings:

  1. Notifies all Board members to remind them of meetings
  2. Arranges for working lunch meals or refreshments for all monthly meetings
  3. Sends copies of monthly meeting minutes to all Board members as soon as possible after each meeting.
  4. Presents the minutes at each E-Club annual meeting

Presents the minutes at each E-Club Board monthly meeting

Takes minutes at each E-Club monthly, special, and annual meetings

Sends information releases to the E-Trader for all E-Club board events and meetings

Director of Sports and Clubs

Serves as the contact point on the E-Club Board of Directors for all clubs and athletic related activities.

Maintains contact with all commissioners to stay current with all ongoing and planned events.

Approves issue of budgeted funds for all clubs and athletic activities.

Coordinates special athletic activities such as Family Outing softball and volleyball tournaments.

Coordinates with other Company divisions and local institutions for clubs and athletic related events.

Serves on the Budget Committee to determine budgets for all E-Club sponsored activities.

Assists all prospective new clubs and athletic activities in establishment of new sponsorships with the E-Club.

Turns in a budget request for any clubs and athletic related costs for the year.

Presents a status report at each E-Club Board monthly meeting

Presents a status report at each E-Club annual meeting

Coordinates with the E-Club's sponsoring organization's departments to coordinate ongoing club and athletic activities.

Membership Director

Sends out Associate membership application cards to all eligible associations (Det 2, cafeteria, credit union, E-Club Promos)

Receives all E-Club membership applications and verifies that proper payment is received.

Issues E-Club membership cards to to members.

Interfaces with Payroll department for membership payroll deduct applications. (standard member dues). (send Membership applications to payroll)

Coordinates maintenance of data in E-Club membership database.

Presents membership report at E-Club monthly & annual meetings.

Maintains membership data and distribute membership cards for retired E-Club members.

Maintains membership data and distributes membership cards for Associate E-Club members

Communications Council Representative

Attends a monthly meeting with the E-Club's sponsoring organization for the purpose of informing them of all current and upcoming events, and to act as an input for employee comments relevant to E-Club operations

Global Responsibilities

All E-Club Board of Directors should:

  1. Accept comments, good or bad, from all E-Club members to help improve E-Club operations.
  2. Assist new prospective clubs, hobbies, or sports activities in their efforts to gain recognition and sponsorship by the E-Club
  3. E-Club Board members are eligible for recognition only after completing their first elected term.

Family Outing Committee Chairperson

Arrange for Sports/Club & Hobbies director to manage tournaments.

Coordinate creation and distribution of Family Outing advertisement.

Coordinate with Proprietor of outing location for details of the outing

Arrange for sponsoring organization's security to be present at the outing

Arrange for ticket coupons to be sent out to all E-Club members

Arrange for door prizes

Arrange for entertainment if applicable

Arrange for schedule of events to be distributed to all outing attendees

Arrange for ticket sales for the event at the lobbies and ticket sale locations

Send an information release to the E-Trader coordinator.

Ensure that Family Outing budget constraints are met.

Approves all expenditures for Family outing

Annual Meeting Committee Chairperson

Directs and coordinates all activities related to holding the Annual Meeting

Reserves Rec. Hall.

Coordinates food and beverage requirements.

Arranges to have all Clubs and Sports group present at meeting.

Arranges to have discount providers invited to attend meeting

Invite Discount Providers and other Local Merchants to participate by donating door prizes and/or setting up booth at meeting.

Provides check requests, invoices, and receipts for all expenditures for annual meeting to treasurer.

Approves all expenditures for Annual Meeting

Coordinates preparation, reproduction and distribution of ballots.

Coordinate with Teamer Times Coordinator and Web Coordinator announce annual meeting date and soliciting candidates

Coordinates event advertisements to include, Scrolling Marquee, bulletin boards, plant-wide distribution of posters and table tents, PA announcements, Teamer Times and Web Page

Ensure door prize tickets and appropriate container are available

Coordinates with Historian for photographic services to record events at the annual meeting

Determines number of volunteers required and inform Volunteer Coordinator.

Arranges for copies of previous year's minutes to be present at meeting.

Arranges for copies of the bylaws to be provided at the meeting

Notify historian of departing board members so that plaques can be ordered.

Provides sign-in sheets

Coordinates with membership director for rosters and membership applications.

Coordinates with historian for storyboard presentation.

Arranges to have E-Club Banner brought to Rec. Hall.

Coordinates with Facilities to have Rec. Hall set-up (Provide floor plan)

Arrange prize recipients to be announced in Teamer Times and on the Web Page.

Send Thank You notes to participating Vendors.

Children's Christmas Party Committee Chairperson

Chairs the CHILDREN'S CHRISTMAS PARTY Committee

Directs and coordinates all activities related to holding the CHILDREN'S CHRISTMAS PARTY

Coordinates date, time and theme with CCP committee.

Arranges for toy purchases to support CCP

Arranges entertainment for CCP

Arranges Refreshments for CCP

Reserves Location for CCP

Ensures budgets are appropriated and met for CCP

Arranges Advertisement for CCP

Coordinates with Historian for photographic services for CCP

Arranges for Santa and Santa Chair for CCP

Determines Volunteer requirements for CCP

Coordinates schedule of events for CCP

Arranges for toys to be delivered from Receiving to event location

Approves all expenditures for CCP

EASTER EGG HUNT COMMITTEE CHAIRPERSON

Chairs the Easter Egg Hunt Committee

Directs and coordinates all activities related to holding the Easter Egg Hunt

Arranges for hunt item purchases to support EEH

Arranges entertainment for EEH

Arranges Refreshments for EEH

Reserves Location for EEH

Ensures budgets are appropriated and met for EEH

Arranges Advertisement for EEH

Coordinate with Historian for photographic services for EEH

Arranges for Easter Bunnies for EEH

Determines Volunteer requirements for EEH

Coordinates schedule of events for EEH

Approves all expenditures for EEH

DISCOUNT COORDINATOR

Directs and coordinates all activities regarding E-Club Discount Program

Maintains current listing of discount providers and discount parameters

Ensure discount list is updated in distributed locations (E-Club Store (2), Lobby 137, Lobby 138) and web page(s)

Actively recruits new discount service providers

Documents discounts status with providers

Maintains discount "offer package" to be given to prospective providers

Invites providers to Annual Meeting

Coordinates the donation of door prizes

Reviews Teamer Times Ads to ensure that Advertiser are discount providers

DISCOUNT TICKET SALES COORDINATOR

Coordinates all aspects of sports and special events ticket sales not directly the responsibility of the special events coordinator

Identifies and procures sports, concert and related event tickets

Procures sporting and concert event tickets and schedules

Arranges for advertisement of ticket opportunities

Maintains a record of tickets sold

Arranges for publication of event location layouts (I.E. Stadium Sections) on web page(s)

Reports upcoming ticket opportunities to E-Club board at monthly meetings

RETIREE COORDINATOR

Coordinates all retired E-Club member activities

Coordinates with Retiree Association and UAW to enroll retirees

Ensures that E-Club cards are issued

Maintains retiree list, including addresses

Arranges notification of all E-Club events to Retirees

Coordinates the annual enrollment of retirees

Acts as liaison to E-Club board to represent retiree interests

SPECIAL EVENTS COMMITTEE CHAIRPERSON

Identifies potential special events and presents proposals to board for new events

Coordinates all aspects of E-Club sponsored special events that involve travel for E-Club members

Ensures that budgets are appropriately requested and met

Responsible for ensuring all check requests, invoices and receipts are routed to the treasurer.

Coordinates development of storyboards for annual meeting

Ensures that photos are taken at E-Club sponsored events coordinates with the appropriate event chairperson

Arrange to have photos developed, appropriate copies made and routed through web page coordinator

Historian /Awards Coordinator

Keeps a historical record of all E-Club activities. Prepares a "photo album" and "scrap book" for the E-Club in a format that is presentable to members outside of our club for publicity purposes.

Coordinates the procurement of plaques to departing board members

Coordinates the procurement and distribution of special recognition items such as flowers to receptionists on secretaries day etc.

E-Trader Coordinator

Serves as a liaison to the E-Trader editor for E-Club press release information

Gives inputs from monthly meetings and annual meetings

Coordinates with Communicator editor for E-Club highlights news articles

Operating Guidelines Custodian

Reviews, edits and revises the E-Club Operating Guidelines document in conjunction with input from other board members to ensure that Operating Guidelines accurately reflect E-Club operations.

Insures that changes in the E-Club Operating Guidelines document are distributed to affected parties

Computer Coordinator

Researches and recommends computer hardware and software for E-Club purchases

Resolves computer related technical problems

Coordinates in the development of E-Club computer based tools

Submits annual budget request to budget committee for requested/recommended computer hardware and software.

Prepares and submits check requests, invoices and receipts to treasurer and any related purchases.

Administers E-Club Web Sites

Volunteer Coordinator

Recruits volunteers from E-Club membership and maintains current list of non-board E-Club volunteers

Arranges for volunteer support for E-Club activities as needed in conjunction with event coordinators

Ensures that volunteers are E-Club members.

Assists event coordinators in directing activities of volunteers at events

COMMUNICATIONS COUNCIL REPRESENTATIVE

Attends the monthly meeting of the L3/IS Communications Council for the purpose of informing the council of all current and upcoming events, and to act as an input for employee comments relevant to E-Club operations