Genesee Valley Chapter
Adirondack Mountain Club

Appendix
Summary of Job Duties

Officers

Chapter Chair

1. Chair the meetings of the Executive Committee.
2. Chair the general meetings of the Chapter.
3. Appoint all non-elected positions, including Nominating Committee and Auditing Committee.
4. Coordinate the work of the various Committees.
5. Insure that the requirements of the Articles are carried out.
6. Meet requests from the Main Club.
7. Provide a summary of Chapter activities as requested by the Main Club for inclusion in Adirondac magazine.
8. Select recipient and present the Chair Award to the Chapter's Volunteer of the Year.

Chapter Vice Chair

1. Assist the Chapter Chair on all matters of interest to the Chapter.
2. Fill in for the Chapter Chair at meetings when the Chapter Chair is unavailable.
3. Handle special projects as delegated by the Chapter Chair.
4. Give advice and council to other officers and assist on ad-hoc committees when required.
5. Monitor activity on the Chapter Hotline and be a second source of security codes.
6. Chair the Retailers Interaction Committee. See responsibilities in RIC policy document.
7. Attend Executive Committee meetings and participate as member of the team.

Past Chapter Chair

1. Provide continuity with past Chapter activities.
2. Assist in special projects requested by the Chapter Chair.
3. Attend Executive Committee meetings and participate as member of the team.

Secretary

1. Take minutes at all Executive Committee meetings and at the annual meeting.
1. The minutes should include attendees, summaries of discussions, resolutions and action items, and information about future meetings.
2. If unable to attend meeting, recruit another person to take minutes.
2. Distribute copies of minutes to all members of the Executive Committee in a timely manner. (The treasurer will reimburse expenses for mailings.)
3. Compose articles for The Geneseean as needed to publicize Executive Committee activity.
4. Compose letters for the Executive Committee as needed.
5. Retain recent copies of minutes and important handouts from the Executive Committee meetings for five years. Periodically transfer materials older than 5 years to the Historian.
6. Immediately following their election, inform the Main Club of the current Chair, Vice-Chair, Treasurer, Secretary and Governors, including telephone numbers, and street and e-mail addresses.
7. Attend Executive Committee meetings and participate as member of the team.
8. Retain the inventories of chapter equipment submitted by Trails, Conservation and Waterways.

Treasurer

1. Maintain accounts of all Club monies, including depositing checks, writing checks based on voucher information, posting interest, and reconciling accounts.
2. Monitor accounts for investment options and safety.
3. Develop a monthly chart to compare membership income with operating expenses to give the Executive Committee a perspective on cash flow.
4. Prepare quarterly and year end financial reports.
5. Prepare annual budget report for review at the first Executive Committee meeting.
6. Attend Executive Committee meetings and participate as member of the team.

Chapter Director

1. Be informed about Main Club mission, goals, programs, policies and procedures and all concerns of the Chapter.
2. Attend meetings of the Board of Directors, having reviewed the agenda and supporting materials prior to the meetings.
3. Represent the concerns of the Chapter and work with the Board of Directors to determine the path of the Main Club policies, procedures, budgets, expenditures, and use of property.
4. Report to the Executive Committee and Chapter all significant events which take place at the Board of Directors meetings.
5. Keep up to date on developments in other like organizations.
6. Attend Executive Committee meetings and participate as member of the team.

Alternate Director

1. Attend ADK Board of Director's meetings in the absence of a Genesee Valley Chapter Director.
2. Stay informed on activities of the Chapter Executive Committee and major issues of the Main Club. This can be done either through attendance at Executive Committee meetings or through regular review of Executive Committee meeting notes combined with discussions with Directors and/or the Chapter Chair.
3. Review the Board of Directors meeting information packet, which is obtained from the Director whom you are replacing. Review current Main Club issues likely to be discussed at the meeting with GVC Directors and/or Chapter Chair.
4. At the Board of Directors meeting inform the Main Club Secretary that you are an Alternate Director and whom you are replacing. Participate and vote as appropriate.
5. After the meeting discuss the meeting and any action items with the GVC Director whom you replaced. Coordinate any appropriate reimbursable expenses with the other attending Directors.
   

Committees

Bookstore Committee

1. Maintain a supply of books, maps, calendars and other items available from the Main Club publications or other sources.
2. Set up a display of such materials at each Chapter meeting
3. Maintain records of financial transactions and submit to Treasurer on a monthly basis.
4. Prepare an income tax return for New York State each March.
5. Attend Executive Committee meetings and participate as a member of the team.

Conservation Committee

1. Study and evaluate environmental and conservation issues. Recommend conservation policy issues to the Executive Committee for consideration.
2. Educate members by submitting articles relevant to environmental and conservation issues for publication in The Geneseean .
3. Promote and encourage environmental consciousness among the members.
4. Coordinate environmental cleanups, such as Adopt-a-Highway, and encourage member participation.
5. Encourage and promote speakers at public information meetings pertaining to conservation matters.
6. List and maintain a repository of Chapter conservation related equipment.
7. At or before the May executive committee meeting each year, submit to the Secretary an inventory listing all Chapter property in his or her custody and the whereabouts of such property.
8. Attend Executive Committee meetings and participate as a member of the team.

Education Committee

1. Coordinate with Trails, Waterways, Conservation and Programs Committees and seek input from members for workshop topics.
2. Solicit volunteers and presenters for educational workshops geared toward helping members gain skills to promote and enhance their enjoyment of the outdoors.
3. Schedule workshops to promote safe and effective land and water activities by describing and demonstrating equipment and techniques.
4. Distribute monthly workshop description to the Newsletter Editor for publication in The Geneseean and coordinate with the Webmaster and Publicity Chair for inclusion of the information on the Chapter Hotline, on the Web page and in other publications.
5. Coordinate with building personnel and Programs Chair to insure that needed equipment (tables, microphones, overhead/slide projectors) is available as needed.
6. Attend Executive Committee meetings, report future workshop topics and participate as a member of the team.

History Committee

1. Gather and maintain a library of the following significant materials pertaining to the Chapter's activities, such as the following:
2. By-laws, minutes of Executive Committee meetings, copies of The Geneseean, relevant news articles, copies of Adirondac magazine, and any other articles pertinent to the Chapter's existence.

Membership Committee

1. Respond in a timely manner to inquiries concerning GVC-ADK membership by mailing membership pamphlet and information about the Chapter, including information on upcoming meetings and/or outings.
2. Send a copy of Chapter Articles and a welcoming letter to all new members. During summer, send copy of outings schedule.
3. Keep a complete membership list of the Chapter as received from the Main Club. Record any change of name/address to keep files updated.
4. Publish new member updates in the Geneseean.
5. Keep the Chapter's mailbox, checking it at least monthly. Forward mail to appropriate committee.
6. Solicit volunteers to be "greeters" at the front table before monthly meetings.
7. Coordinate with Publicity Committee to solicit volunteers and provide informational material at special, non-ADK events.
8. Maintain the portion of the Chapter Hotline pertaining to Membership.
9. Attend Executive Committee meetings and participate as a member of the team.

Programs Committee

1. Research and develop ideas for monthly programs according to the following objectives:
   1. To attract Chapter members to meetings by providing entertaining programs consistent with the goals and objectives of the Main Club.
   2. To stimulate interest in conservation, education and recreation.
   3. To inform about current issues.
2. Contact potential presenters and evaluate their presentations according to the above objectives.
3. Coordinate arrangements with presenters within budget approved by Executive Committee. Receive Executive Committee approval when exceeding normal expenses for any single event.
4. Submit a voucher to the Treasurer documenting such expenses as speaker fees and expenses and honoraria.
5. Coordinate arrangements with RMSC (Eisenhart Auditorium staff). Annually negotiate the contract for the facility.
6. Submit budget requirements annually to the Executive Committee.
7. Distribute monthly program description to the Editor of The Geneseean and coordinate with the Publicity Committee for inclusion of information on the Chapter Hotline, on the Web page and in other publications.
8. Attend Executive Committee meetings, report on future program topics and participate as a member of the team.

Publications Committee

1. Following guidelines for content as discussed and recorded in minutes of the Executive Committee, gather and receive information for publication in The Geneseean.
2. Format the articles and prepare the layout.
3. Submit the material to the publisher for printing and retrieve the printed copies.
4. Prepare mailing labels from information provided by the Main Club.
5. Affix the labels and sort by zip code.
6. Deliver to the Post Office for mailing.
7. Provide extra copies of The Geneseean at the greeting table at Chapter meetings.
8. Attend Executive Committee meetings and participate as a member of the team.

Publicity Committee

1. Maintain the Chapter Hotline.
1. Update Main Greeting as needed.
2. Maintain a Publicity mailbox on the Chapter Hotline.
3. Respond to requests and inquiries from the Publicity, Main Greeting and Meeting Information mailboxes on a weekly basis or direct to the appropriate committee.
4. Maintain the Chapter's Meeting Information mailbox, integrating information from Education and Programs Chairs on a monthly basis.
5. Monitor status of Chapter Hotline mailboxes on a weekly basis to insure they are operational and not full.
6. Provide informational packet to new mailbox holders.
7. Provide assistance with Chapter Hotline operation.
8. Interface with hotline vendor.
2. Publish information about the club in newspapers and outside publications.
1. Arrange for publicity about workshops and programs of monthly Chapter meetings in local newspaper(s).
2. Monitor the publications for inclusion and accuracy of published materials.
3. Correct problems when published information is not congruent with Chapter policy.
3. Attend Executive Committee meetings and participate as a member of the team.

Trails Committee

1. Conduct Trails Committee meetings.
2. Submit articles to The Geneseean to promote Trails activities.
3. Recruit and develop qualified outings leaders.
4. Insure that outings leaders use the liability form.
5. Review the Outings Guidelines annually and propose changes.
6. Develop the Trail Outings Schedule and publish in The Geneseean.
7. Maintain the portion of the Club Hotline pertaining to Trails.
8. Prepare the Trails Committee budget and oversee expenses.
9. Coordinate trail work for the Chapter.
10. Maintain the Trail Table at the monthly Chapter meetings.
11. Prepare "Aspiring 46'er" list annually.
12. Coordinate with Education Committee to organize workshops before the Chapter meetings and other special events for the education of the members.
13. Organize annual Loj trip.
14. List and maintain a repository of Chapter trails related equipment.
15. At or before the May executive committee meeting each year, submit to the Secretary an inventory listing all Chapter property in his or her custody and the whereabouts of such property.
16. Attend Executive Committee meetings and participate as a member of the team.

Waterways Committee

1. Conduct Waterways Committee meetings.
2. Submit articles to The Geneseean to promote Waterways activities.
3. Recruit and develop qualified outings leaders.
4. Insure that outings leaders use the liability form.
5. Review the Outings Guidelines annually and propose changes.
6. Develop the Waterways Outings Schedule and publish in The Geneseean.
7. Maintain the portion of the Club Hotline pertaining to Waterways.
8. Prepare the Waterways Committee budget and oversee expenses.
9. Coordinate waterways work for the Chapter.
10. Maintain the Waterways Table at the monthly Chapter meetings.
11. Coordinate with Education Committee to organize workshops before the Chapter meetings and other special events for the education of the members.
12. List and maintain a repository of Chapter waterways related equipment.
13. At or before the May executive committee meeting each year, submit to the Secretary an inventory listing all Chapter property in his or her custody and the whereabouts of such property.
14. Attend Executive Committee meetings and participate as a member of the team.

Auditing Committee

1. Examine the records of the Treasurer at the end of each fiscal year.
2. Attest to the accuracy of the financial records of the Chapter.
3. Write a letter to the Chapter Chair by the first Executive Committee meeting of the new fiscal year stating the findings.

Nominating Committee

1. Identify members willing to assume leadership roles within the Chapter.
2. Determine possible candidates from among Chapter membership.
3. Assess the willingness of the possible candidates to fill the duties described in the Appendix to the By-laws.
4. Report to the Executive Committee by their April meeting.
5. List the names of the candidates in the May and June issues of The Geneseean for future voting by the membership.
6. Maintain a list of untapped leadership resources and forward it to the next Nominating Committee.

Special Committees

Hospitality

1. Within the budget allowed, purchase refreshment and sign-in supplies. Submit receipts with voucher to Treasurer for reimbursement.
2. Provide refreshments at Chapter meetings.
1. Coordinate with Auditorium Staff to unlock the equipment closets to and set up tables in lobby as needed for refreshments and greeting table.
2. Set out coffee, tea, juice and snacks and utensils.
3. Put out name tags, sign-in pens and bookstore raffle slips and basket.
4. Get easel out of lobby closet and write the evening's activities on it. Display easel in lobby
5. Put equipment away when meeting is over.

Sunday Hike Coordinator

1. Participate in the Trails Committee.
2. Determine the hike schedule.
3. Recruit and develop leaders for the hikes
4. Maintain the portion of the Club Hotline pertaining to Sunday hikes and return calls, etc.
5. Help participants be aware of and prepared for the requirements of the hike (physical requirements according to the difficulty of the hike and food, water, clothing, and equipment needs).
6. Protect the natural resources and move the hike if local conditions are unfavorable.
7. Accept suggestions and feedback about hiking activities from members.

Webmaster

1. Maintain Web Page for the Chapter
1. On a monthly basis, update the information on Chapter meetings and Chapter news
2. As the occasion demands, update information, such as By-laws, Chapter goals, officers, budgets, and volunteer opportunities.
3. When pertinent, include and update information, such as activity guide, Chapter alliances, hyperlinks to other organizations and information of possible interest to Chapter members.