Position Descriptions & Duties for Missoula Back Country Horsemen January 6, 2013 President: 1. Serve as a leader to guide and show members how to work together toward Club and organization purpose and goals. 2. Inspire members to cooperate and work together. 3. Be the main advocate for the Club s Mission Statement. 4. Be open to and encourage new ideas. 5. Serves as the face of the Club to the community. 1. Preside over meetings of the organization. 2. Exercise general executive control over the affairs of the organization. 3. Call special meetings of the organization. 4. Perform all other duties pertaining to such office. 5. Serves as an ex-officio member on all committees. 6. Co-sign checks for disbursement of funds. 7. Appoint empty committee chair positions with approval of the Board (committee chairs will then appoint their committee members as necessary to accomplish their committee s function). 8. Stay abreast of everything that goes on in the Club, from committee work to issues that the Board of Directors and Committee Chairs are working on. Vice President: 1. Perform the functions of President when needed. 2. Assist the President when called upon to do so, and in the absence of the President, be vested with all the powers and duties of the President. 1. Co-sign checks for disbursement of funds when requested or when the President is not available. 2. Arrange general meeting sites and programs. Give program information and meeting date and place to the Secretary for an e-mail to the general membership. The Phone Tree Committee Chair uses that e-mail as a basis for his/her committee s phone calls. 3. Call for special Club or Board meetings when need arises. 4. Stay abreast of everything that goes on in the Club, from committee work to issues that the Board of Directors and Committee Chairs are working on. 1
Secretary: 1. Generate and file the Club s documents including minutes, mailing lists and databases. 2. Responsible for all correspondence of BCH of Missoula. 1. Record and keep the minutes of all regular, special and board meeting. 2. Responsible for the preparation of correspondence on behalf of the organization. 3. Maintain a file of correspondence sent and received for organizational records. 4. Perform those duties as described above or as given as special instructions from the Board. Treasurer: Responsible for all payments, collections, tracking and records involving club funds. 1. Maintain financial books, including checkbook balancing and bill paying. 2. Is one of the check-signers and has access to bank accounts and the Club s investments. 3. Prepare monthly (for the board) and annual financial (for IRS or other entities requiring annual reporting) reports as required. 4. Participate in the audit of Treasurer s books prior to each January meeting. The audit committee is appointed by the Board of Directors and is a committee of three: two Board directors and one general member. 5. Participate in creation of an annual budget. 6. Maintain Membership List and Sponsorship List and reconcile the receipts from these two revenues. State Directors: 1. Serve on the Montana BCH Board as a member of that organization. 2. Serve as a liaison between the Montana BCH Board and the Missoula BCH Membership. Attend all state BCH Board meetings or arrange for an alternate to attend. 1. Report to the Missoula BCH Membership events (including discussions and decisions) occurring at the state board meeting. This should be done at the first Missoula BCH general meeting following the State Board Meeting. 2. Report issues and information from Missoula BCH Membership and Board to the state board. 3. Work on resolving any issues between the Missoula BCH Club and the State Board. 4. Prepare any correspondence to the State BCH Board as directed by the Missoula BCH Board and/or Membership. 2
Board Member: 1. Serve as a functioning member of the Missoula BCH board for the prescribed term. 2. Represent and support the Mission of the Club and the membership in all things. 1. Be an active member of the board. 2. Attend board meetings, membership meetings and other Club functions when possible. Notify President or Vice President when attendance is not possible. 3. Vote on Board motions. 4. Assist or participate with committees. Serve as a committee chair or member if needed. 5. Assist with club events. 6. Keep in touch with membership in order to assure that the board is meeting their needs. 7. Assure that membership is informed of Board decision and Club events. Committee Chairs: Education: Selects, explains and provides to members; education information that is pertinent to organization/club mission and is motivating. 1. Provides members education information that is pertinent to Back Country Horsemen. 2. Coordinate education and training sessions as directed by the Board or initiated by chair. 3. Develop, schedule, organize, coordinate, promote and support education programs for the membership. 4. Survey the membership to determine desired and needed educational programs. 5. Keep records of programs, attendance and certification and provide this information in an annual report to the board. Feedbag: Creates, publishes and mails or emails a publication to all members, Forest Service Ranger Districts, Sponsors, and State BCH organization. This publication should be informative and educational and should: 1. Represent the image of the Club. 2. Represent the Club s dedication to their Mission Statement. 3. Be a quality document. 4. Acknowledge new members. 5. Recognize current members for their contributions. 3
Feedbag (continued) 1. Publish each feedbag quarterly (March, June, September and December). 2. Solicit articles from membership for the Feedbag. 3. Develop a link for each Feedbag from the website. 4. Develop and place ads in the feedbag as directed by the Sponsorship Committee and the Board. 5. Take to printer with instructions for copies. Number of copies depends on which members desire hard copies and number of Sponsors, Forest Service Ranger Districts and State BCH representatives. 6. Print, fold, label and stamp newsletters. 7. As new members join, provide a current copy of the newsletter as quickly as possible. 8. Report detailed expenditures to the Board of Directors. Issues: Be aware of and keep club informed on issues pertinent to club and organization and possible action regarding these issues. 1. Keep informed on any developing issues pertinent of to the mission of the Back Country Horsemen or the Club and inform membership of the issues. 2. Write or coordinate any correspondence regarding pertinent issues. 3. Inform membership of pertinent issues. 4. Attend other organization s meetings where pertinent issues are being discussed and inform membership of the outcome. Mentorship: Seek to improve members commitment to the BCH mission and the Missoula BCH by determining the needs and desires members have and working to meet these needs and desires. 1. Welcome new members or potential members and introduce them to other club members. 2. Discuss with new and existing members their needs and desires for being a club member. 3. Work with members to meet their expectations of being a club member. This may be done with education, connecting them with members of like interests, getting them involved in club events. 4. Get new members involved with events and committees when possible. 4
Nominating: The purpose of the nomination committee is to provide a list of suitable candidates to the membership for this organization's officers, directors and committee chairs. 1. Contact potential suitable candidates for possible nominations for club positions. 2. Prepare a roster for each vacant officer, board, and state director position. 3. Recommend nominations to the Board for approval at least two Board Meetings prior to the November elections. 4. Assure candidates meet all of the requirements as described in the Constitution. 5. Nomination Committee will begin meeting immediately after the first of the year prior to the elections. 6. Committee chair and members shall be appointed by the President with concurrence from the Board. Phone: To keep members informed via phone of upcoming club events. 1. Obtain and keep phone tree information of club members current. 2. Use phone tree to contact members of each upcoming event. 3. Solicit volunteers to serve on the Phone Tree Committee and divide the numbers between the volunteers. 4. Stay updated with the person who maintains the list of new members and changes in phone numbers of those who want a call. Projects: 1. Locate and select projects the Club can perform to assist those agencies in their management and maintenance of our natural resources and to promote the organization s mission. 2. Complete projects approved by the Board of Directors or general membership in order to work with various local ranger districts and other entities on an annual basis. Continued on next page. 5
Projects (continued) 1. Develop and coordinate all work projects. 2. Review the projects at the committee level and make recommendations to the Board and general membership as to which should be accepted, dates and equipment needed to perform the project and recruit as many members as necessary to complete each project. 3. Assure proper permissions are obtained from land owners regarding work projects. 4. Inform membership of upcoming work projects. 5. Assure proper tools, training, certifications and other project needs are provided for work projects. 6. Keep a log for each project to submit to BCH of Missoula at the end of the year which will be submitted to the State BCH. This will include a list of person hours, animal hours, vehicle and animal mileage traveled and a brief description of the work accomplished. 7. Report to the Club by providing pictures and stories to the membership through: website, newsletter, general membership meetings, and/or slide shows. Publicity: Provide publicity and recognition for the Club regarding club activities and members. 1. Develop articles, press releases, advertising, and other publications to publicize in the media, on the club website and in the Feedbag: Club events, accomplishments and member contributions. All publications shall have prior board approval before publication. 2. Work with committees, membership and board to gather information on Club events, accomplishments and outstanding members. 3. Serves as an intermediary between the Club and the media and knows media deadlines and other requirements. Recreation Rides: Encourage members to enjoy the back country and build rapport with each other from the back of a horse by participating in recreational single or multi-day rides. Continued on next page. 6
Recreation Rides (continued) 1. Develop and coordinate all recreation rides. 2. Assure proper permissions are obtained from land owners regarding recreation rides. 3. Prepare a calendar for recreation rides which is given to Feedbag Editor, Website Manager and Calendar Preparer. 4. Inform membership of upcoming recreation rides. 5. Assure proper tools, training, certifications and other required items are provided for recreation rides. 6. Solicit members to lead these rides on their favorite trails. 7. Assure that ride leaders screen riders for level of knowledge for the purpose of safety. Social: Provide social interaction at Club events and meetings that bond the membership together and boosts morale in a positive way. 1. Provide refreshments for all general meetings. 2. Provide name tags and have a greeter at each general meeting. 3. Organize and arrange potluck dishes for social events such as the Christmas Party, Membership Drive, Steak Ride, August Potluck and September Ice Cream Social. 4. Responsible for cleanup after meetings and social events. 5. Organize a list of volunteers to bring treats for membership meetings. 6. Inventory and purchase supplies and transport them to and from meetings and social events. 7. Locate and assign other enough volunteers to serve on this committee so that the work is appropriately shared. Sponsorship: Create and grow sources of funding from recruitment and retention of existing sponsors and development of new sponsors. Continued on next page. 7
Sponsorship (continued) 1. Solicit sponsors for Missoula Back Country Horsemen and collect appropriate fees as directed by the board. 2. Coordinate with feed bag committee to publish sponsor ads and lists in the Feed Bag and on the club web site. 3. Solicit local businesses, corporations and other entities for sponsorships. 4. Recognize, acknowledge, and keep records and correspondence regarding sponsors. 5. Engage Board and Membership to develop sponsors. 6. Update the Board on a monthly basis on progress that is being made with sponsorships. 7. Ensure the sponsors are given good exposure for their donations via the newsletter, website, and e-mails. Website: Purpose : 1. Develop and maintain a website linked to the State BCH Website that provides Missoula BCH information for prospective and current members. 2. Assure that the site is educational, informative and that it acknowledges new members and recognizes the hard work of current members. 1. Keep website updated with current information regarding the organization as directed by the Board. 2. Work with the Board of Directors and Officers on obtaining pertinent information for the web site. 3. Use Club s Mission Statement as a guide for web entries. 4. Stay in contact with the Back Country Horsemen of Montana web master to assure of proper links with local website. Steak Ride: Organize one club sponsored steak ride per year. Continued on next page. 8
Steak Ride (continued) 1. Develop and coordinate the annual club steak ride. 2. Make recommendations to the Board and general membership as to proposed dates and assistance needed to put on the steak ride and recruit as many members as necessary to complete it. 3. Assure proper permissions are obtained from land owners regarding the steak ride. 4. Inform membership of upcoming steak ride dates, including pre-ride work trips. 5. Assure training, certifications and other needs are provided for the steak ride. 6. Provide a post steak ride report by providing pictures and stories to the membership through: website, newsletter, general membership meetings, and/or slide shows. 9