Redbud Chapter Board Job Descriptions
Note: The following descriptions were approved by the Board of Directors in the Fall of 2004 for use as guidelines for new volunteers. The new and subsequent Boards may revise these descriptions as they deem appropriate. All voting members of the Board of Directors are expected to attend Board meetings and general membership/public meetings. Term of office is two years. Nonvoting members of the Board, including assistants and committee members, are encouraged to attend Board and membership meetings.
Officers are voting members of the Board of Directors. They are nominated by the Nominating Committee and elected (confirmed) by a vote of the general membership.
President: Preside over Board of Directors meetings, regular general membership/public meetings, and special meetings of the chapter. Appoint, with Board approval, chairs of committees, as needed, to conduct the work of the chapter. Be an ex officio member of all committees except the Nominating Committee. Provide management and oversight of all activities initiated by the chapter.
Vice President: Assist in the guidance of chapter policies and activities. Propose ideas to the Board that could be used to involve more members in chapter business. Assist with the dissemination of information to the membership. Monitor State CNPS and other Nevada and Placer County environmental group activities that could be of interest to the chapter. Represent the President in his/her absence.
Treasurer: Keep files of all financial correspondence and maintain accounts of the transactions of the chapter, including its assets, liabilities, receipts, and disbursements. Deposit all monies and other valuables in the name of and to the credit of the chapter. Disburse funds of the chapter as may be ordered by the Board of Directors. Maintain and provide cash boxes. Render to the Board, upon request, an account of the financial transactions. Provide the CNPS State Treasurer annually with a financial report for the calendar year and quarterly with a report on taxable sales. Submit an annual budget for the entire chapter to the Board of Directors for approval and provide accounting for all chapter spending. Secretary: Maintain records, either by manual or electronic means, of all meetings of the general membership and of the Board of Directors. Handle correspondence on behalf of the chapter.
Newsletter Editor: Prepare and publish four newsletters per year. Solicit articles from the Board of Directors and the general membership. Review newsletters from other CNPS chapters and native plant societies. Obtain mailing labels for newsletters from the Membership Chair. Oversee the Web Editor’s maintenance of the chapter’s web site. Seek out other assistants such as a production coordinator and a mailing coordinator. Submit an annual budget request to the treasurer and provide accounting for funds allocated for newsletters, including printing, postage, and incidental expenses.
Standing Committee Chairs
Standing committee chairs are voting members of the Board of Directors. They are appointed by the President with Board approval. Committee chairs are to submit an annual budget request to the treasurer and to provide an accounting for funds allocated for committee expenses. Committee chairs are encouraged to develop a committee of assistants and to keep a notebook of written records of their committee’s resources and activities.
Membership Chair: Work with the State CNPS office in maintaining a current list (and count) of members. Announce the names of new members. Provide mailing labels for newsletter mailings. Provide periodic membership rosters to other Board members. Maintain a supply of and provide membership brochures to meetings, plant sales, field trips, and other gatherings.
Program Chair: Develop and maintain a list of speakers. Recommend annual programs to the Board. Contact and schedule speakers. Reserve meeting rooms. Provide written descriptions of programs to Newsletter Editor and Publicity Chair for use in the chapter newsletter, on the web page, and for advertising to the public. Monitor program schedules of other organizations for programs of interest to our members.
Field Trip Chair: Develop and maintain a list of field trips and hosts. Recommend annual field trips to the Board. Coordinate the scheduling of field trips with the hosts. Obtain necessary permits or permissions for field trips. Monitor field trip schedules of other organizations for activities of interest to our members and to avoid conflicts. Provide written descriptions of field trips to Newsletter Editor and Publicity Chair for use in the chapter newsletter, on the web page, and for advertising to the public. Develop and maintain a list of field trip hospitality assistants to provide CNPS membership and Redbud chapter information on field trips.
Events (Plant Sale) Chair: Pick dates and book facilities, with Board approval, for plant sales. Be aware of other events that could conflict with or enhance plant sale attendance. Develop and maintain a list of and book non-nursery vendors and presenters for plant sales. Develop and maintain an annotated list of member volunteers. Oversee the recruiting of volunteers to assist with chapter activities requiring volunteers (plant sales, special events, etc.). Coordinate with Publicity, Horticulture, Publications, Education, Conservation, and Plant Science Chairs and with Treasurer in the planning and conducting of plant sales.
Publicity Chair: Advertise chapter activities to newspapers, radio stations, web calendars, local businesses, bulletin boards (pin-up, magazine, electronic), etc. Be responsible for all publicity required by the chapter, including but not limited to general membership/public meetings, field trips, plant sales, special projects, and workshops. Be in contact with other organizations whose activities or programs may be of interest to our members and vice versa.
Education Chair: Monitor the State CNPS Education committee. Keep the Board and the membership informed about educational activities/issues. Propose to the Board and coordinate activities with other organizations that could be used to involve members and the public. Develop and maintain a supply of educational handouts and provide them to meetings, plant sales, and other activities.
Conservation Chair: Monitor State CNPS and other activities that are of interest or may require Redbud action. Keep the Board and the membership informed on conservation activities/issues. Propose activities/events to the Board that could be used to involve members and the public. Oversee the review and commenting on draft environmental impact reports (EIRs) concerning impacts/effects on native plants.
Plant Science Chair: Develop and maintain a file on sensitive plants. Monitor State CNPS activities relating to both rare plants and exotic plant control. Coordinate annual monitoring of known sensitive plant populations. Report new populations to the CNPS Rare Plant Botanist. Keep the Board and membership informed of changes, additions, monitoring of rare plants.
Horticulture Chair: Monitor the State CNPS Horticulture committee and act as chapter liaison. Keep the Board and membership informed about horticultural activities and issues. Propose activities to the Board that could be used to involve chapter members and the public. Coordinate all chapter horticultural activities, including acquisition of plants for the plant sales, distribution of plant donations, acquiring storage space and maintenance for any plants owned by the chapter. Develop and maintain a list of and book nursery vendors for plant sales. Act as the chapter liaison with local nurseries and as the public contact point for horticultural questions.
Publications Chair: Maintain an inventory of all publications, including books, posters and amphlets, for sale or distribution by the chapter and order as necessary to keep a reasonable supply in stock. Oversee the sale and distribution of publications at plant sales, general membership/public meetings, and other chapter events. Submit an annual report of the inventory as required by the State CNPS.
Nonvoting members of the Board of Directors are appointed by the President, with Board approval, as needed. Various other temporary committees/positions may be organized to perform functions as required.
Chapter Council Delegate: Represent Redbud Chapter at the Statewide CNPS Chapter Council meetings four times per year. Report the proceedings of these meetings to the Board.
Hospitality Chair: Oversee the provision of refreshments and name tags at general membership/public meetings. Maintain refreshment and name tag supplies for meetings. Propose ideas to the Board on ways to increase social interaction at general membership/public meetings. Submit an annual budget request to the treasurer and provide an accounting for funds allocated for committee expenses. Web Site Editor: Maintain the Redbud Chapter web site under the direction of the Newsletter Editor. Propose ideas to the Board on ways to expand the use of the web site.
Wildflower Seed Sales: Maintain an inventory of wildflower seeds for sale at various chapter and public functions and order as necessary to keep a reasonable supply in stock. Submit an annual budget request to the treasurer and provide an accounting for funds allocated for committee expenses.
Wildflower Book Project: Coordinate the wildflower book project currently under way.