Tampa Bay Computer Society Job Description

Position (being referred to - is it elected, appointed, or volunteer?):

President (elected)

Name of Person (submitting information):

Michael Armstrong

Primary Duties (actual regular duties performed and their frequency):

1. Preside over all meetings of the Board of Directors.  These are held on a monthly basis, although additional special meetings may from time to time also be required.  Prepare a unique agenda to follow for each meeting so that all important material gets covered and the meeting progresses in an orderly fashion.  The general structure of each meeting is:  board reports followed by old and then new business (agenda outline/sample attached).  The President shall follow the rules adopted by the Board in August 1996 to govern its conduct (rules attached).  The President may appoint a parliamentarian to assist with managing time and ensuring that proper protocol is followed.  There are some useful general guidelines for the President to follow in the preparation and conduct of the meeting (meeting notes attached).
2. Prepare an Activity Report of all major activities undertaken to fulfill the Presidential duties (sample attached).  This is done monthly, for submission at Board Meetings.  All other Board Members are expected to prepare similar reports of their activities.  Take steps to ensure this is done by the whole Board, as it makes sure that all TBCS activities get into the written record and reduces the necessity for lengthy discussions.
3. Preside over all meetings of the General Membership.  These are held on a monthly basis.  Prepare a unique agenda to follow for each meeting so that all important material gets covered and the meeting progresses in an orderly fashion.  The general structure of each meeting is:  TBCS news and information (presented by the President), computer questions and answers, and then the guest presentation (agenda outline/sample attached).  There are some useful general guidelines for the President to follow in the preparation and conduct of the meeting (meeting notes attached).
4. Write a column for publication in the TBCS magazine.  This is done monthly, normally immediately after the General Meeting, to be published the following month.  The President’s Column (sample attached) should include a summary of the General Meeting just completed, any important happenings from the recent Board Meeting or from the previous month in general, any important current or future efforts or projects, any important recent or future events, any important announcements others may have asked to be included, and a brief look ahead at the presentation at the next General Meeting.
5. Appoint all committee chairpersons.  This is normally done at the beginning of each year, after the election.  All Directors are expected to chair permanent committees.  Committee appointments can be changed during the year as required.  Maintain list of all permanent committees and associated responsibilities (current list attached).  Committee chairpersons are free to recruit TBCS members to serve on committees in order to complete duties and pursue projects.  Temporary committees are also appointed as required at various times during the year to accomplish specific tasks.  The President is an ex officio member of all committees and may participate in any of them.
6. Appoint an Assistant Treasurer and Assistant Secretary to carry out the respective duties of these Officers in their absence or inability to do so.  This is normally done at the beginning of each year, after the election.  These appointments can be changed during the year as required.  A Recording Secretary can also be appointed if the Secretary is unable to perform this function.
7. Appoint a temporary three member Audit Committee to audit the books of TBCS.  This is done at the end of every fiscal year, to report by the March Board of Directors meeting and publish in the next newsletter issue.
8. Appoint a temporary three member By-Laws Committee to review the by-laws and consider amendments.  This is done in May, to report at the June Board of Directors meeting and publish in the next newsletter issue.
9. Appoint a temporary three member Nominating Committee to prepare a slate of recommended candidates for election.  This is done in August or September each year so that the slate can be printed and presented in November.  The Nominating Committee also supervises the annual election at the December General Membership meeting.
10. Appoint a temporary Swap Meet Committee to prepare for and carry out the annual Swap Meet & Raffle.  This is normally done beginning in December if the event is held in February.  Vendors and members must be signed up, table assignments prepared, traffic control arranged, and volunteers recruited for working TBCS tables, selling raffle tickets, and handling prizes.
11. Attend user group activities as a representative of TBCS.  These normally include Spring and Fall APCUG meetings at Comdex and the Winter FACUG meeting.  Make contacts with vendors to facilitate quality meeting presentations and product donations for review and raffle.  Network with other user group leaders in search of ideas for improving TBCS.  Other Board Members may also attend to assist in these efforts.
12. Solicit Job Descriptions and Procedures from Board Members and Volunteers to keep the TBCS Procedures Manual up-to-date and complete.  This is done on an ongoing basis, as required.  Be alert to changes in responsibilities of the various elected and volunteer positions and to new positions that may be created, so that Job Descriptions and Procedures can either be updated or newly written.

Special Activities (any additional duties or jobs performed and their frequency):

1. Maintain a list of projects to be undertaken by the various officers and committee chairpersons.  These projects should only be awaiting prioritization and the dedication of the appropriate level of effort and resources (project list attached).  New ideas for projects should come up continually, especially from communication with general members and leaders of other user groups.  Introduce these projects on an ongoing basis into the agendas of Board Meetings.
2. Maintain a list of vendor and other contacts for the transaction of TBCS business.  This is updated as required.  The President is normally responsible for the majority of solicitation from vendors of product donations both for miscellaneous prizes and for the annual Swap Meet & Raffle.  Vendors who contribute to the annual Swap Meet & Raffle are recommended in the TBCS magazine.  The President may also become involved in program planning and product review as necessary.
3. Be very familiar with the TBCS By-Laws and Articles of Incorporation.  Ensure on an ongoing basis that TBCS business is conducted in accordance with the guidelines and procedures indicated therein, and be able to explain the document articles to others.
4. Be very familiar with the 10 Reasons To Belong To The Tampa Bay Computer Society that TBCS uses in promotional materials (copy attached).  Know the current SIG offerings, beginner sessions, resource center hours, BBS features, etc.The President is continually called upon to emphasize membership benefits to both current and prospective members.
5. Any correspondence or other papers related to TBCS business must be filed in the TBCS office after use of these materials is completed.  This includes correspondence with members and vendors, and is done on a continual basis.
6. Observe the highest standards of ethical conduct.  The President is the figurehead of TBCS and sets the example for others.  Avoid any potential conflicts of interest or even the appearance of same.  As an agent of TBCS, you are not acting on your own behalf, but on behalf of TBCS.
7. Follow these rules regarding vendor contacts and ensure that all others do the same:  1) the TBCS office address is to be used for all vendor correspondence and shipments, not a home address, 2) all donated products must go to the purpose which the vendor intended, whether for product review, resource center use, or as raffle prizes - in the case of product review, the vendor must be notified of the result.
8. Exercise general oversight over the activities of all other TBCS board members and volunteers.  Special attention should be paid to those areas of responsibility that have in the past been handled directly by the President but are currently delegated:  Program Planning, Administration, and Product Review.
9. Ensure controls are in place to protect TBCS property such as office and resource center furnishings, equipment, computer hardware, computer software, books, tapes, the membership database and records, and financial records.
10. Get to know as many different TBCS members as possible.  There will be more participation from members if they get to know TBCS leaders personally.  This will also help toward keeping in touch with the changing needs of the membership.
11. Always be cheerful, courteous, and attentive to TBCS members.  Answer all inquiries that come your way to the best of your ability, or at least direct the questioner to another person in the organization who can help them.

Additional Information:

The forms which are attached should be as valuable as these guidelines are in assisting with the successful completion of the Presidential duties.  They include:  sample reports and articles, ready-to-use outlines, important lists of information, and general notes.  They were prepared both during and at the completion of an intense year at the school of hard knocks.