Bylaws Update – Officer Duties

[zeeman_clanParticipant]

Please review the following changes to our current bylaws that are being proposed by the Wisconsin Geocaching Association Board of Directors as they relate to the duties of the officers. These changes will be posted for review by the membership for a period of seven days as directed by the bylaws of the Wisconsin Geocaching Association. The proposed duties are as follows:

The President shall:

•          Be accountable to the Board of Directors and Members of the WGA.

•          Initiate and preside over all general meetings of the Association and Board of Directors’ meetings.

•          Be responsible for the general management and direction of the affairs and the operations of the WGA, to achieve the annual objectives set forth by the Board of Directors.

•          Delegate specific duties to the Board of Directors and/or committees as appropriate.

The Vice President shall:

•          Perform the duties of the President in his/her absence.

•          Assist the President, the Board of Directors, and the WGA in duties as requested by the President.

•          Oversee committee chairs and co-chairs for events.

•          Maintain the assets of the WGA in a safe and usable condition with the assistance of other members to ensure that the purchase and maintenance of all assets is done in the most efficient and cost effective way. 

The Treasurer shall:

•          Be responsible for all income and expenses including, but not limited to, billing all those who owe money to the WGA and paying all duly authorized expenses in a timely manner. This should be done to ensure that the WGA does not incur any late fees, fines, or financial penalties.

•          Be responsible for holding WGA monies and depositing funds in a timely manner. If the Treasurer is unable to so, an officer or director at large will be appointed.

•          Keep accurate financial records. A statement consisting of a beginning balance, monies received, monies dispersed, and ending balance for each month shall be prepared for each monthly meeting of the Board of Directors.

•          Make an annual financial report following the structure of the monthly statements available to members to be presented at the yearly face to face meeting of the Board of Directors.

•          Have their home address listed as the official WGA address.

•          Post all receipts and deposits to Treasurer’s Thread.

The Secretary shall:

•          Provide an agenda prior to all meetings providing ample time for review by the members of the Board, and record minutes of all meetings to be posted to the WGA website in a timely manner.

•          Maintain a file of legal documents and licenses of the WGA, past minutes, newsletter archives and other official documents.

•          Record and receive all copies of contracts and agreements consummated by the WGA.

•          Conduct and respond to correspondence as required.

My posts should in no way be considered as the views or opinions of the WGA or its Board of Directors. All posts made under my name are my personal opinions only.

[WalkingadventureParticipant]

Brian, would you please add a hyperlink to the current ByLaws?

This would allow easier comparison and feedback. I have read that the average member has a harder time finding them.

Following the signals from space.

[WalkingadventureParticipant]

Here is the link for others.

WGA Bylaws

Following the signals from space.

[HamFamParticipant]

Thanks for posting that Chris.

 

The views expressed here are that of myself only and do not necessarily represent that of the WGA board.

[hack1of2Participant]

The proposed changes to the bylaws are Hack approved!  However this is a rather unusual set of proposed changes because of the format in which it is presented.  Normally one would see the existing and proposed bylaws side by side for comparison, or a single text with strikethroughs for the proposed discarded wording.  So I looked up the current bylaws and placed them in a two-column document next to the proposed bylaws.  You can view them in the attached PDF file.  Some thoughts:

• Vice President’s duties: “Oversee committee chairs and co-chairs for events.”  I like that this was added; it indicates to me a possible return to forming committees, as well as designating who is ultimately responsible.  Nice.

• Secretary’s duties: “…record minutes of all meetings to be posted to the WGA website in a timely manner.”  I wonder if this is applicable to ALL meetings or just face to face meetings.  I don’t think I recall seeing reports from the regularly scheduled Google Hangout meetings.  You may wish to slightly change the wording if internet-based meetings are to be excluded.
• Secretary’s duties: “Maintain a file of … past minutes, newsletter archives and other official documents.”  Where is this file kept?  This would be a treasure trove of history!  I’m guessing it is simply referring to the reports scattered throughout the thousands of posts buried somewhere in the WGA general forums.  But if it is referring to another location or filing system, it would be great to know where it is.

Attachments:

You must be logged in to view attached files.

[zeeman_clanParticipant]

Well you guys were on top of that a lot faster than I was. I appreciate the help. I was just posting the new duties for simplicity, but all the information is available now.

My posts should in no way be considered as the views or opinions of the WGA or its Board of Directors. All posts made under my name are my personal opinions only.

[zeeman_clanParticipant]

In response to the observations from Hack, the VP was given responsibility over the event committees that were already in place in the board to help ensure planning stayed on track. The secretary had the duty of posting to the website added because the board had decided that there needed to be a place in the board forums for monthly meeting minutes about a year ago, and this clarified that duty. The final part of the secretary duty is a carryover, but each board has had a slightly different interpretation of the “file” so there is a lot of scattered information. It would be nice to bring it all together, but that could end up being a monumental task.

Again, thanks to WA and Hack for organizing the information so that the members have all the information they need.

My posts should in no way be considered as the views or opinions of the WGA or its Board of Directors. All posts made under my name are my personal opinions only.

[Author]

Posts