Category: Officer Duties

Duties

• Maintain club checking account
• Prepare monthly income/expense reconciliation
• Make deposits as received from Membership Chair; reconcile to reporting and segregate payments for United registrations.
• Pay bills as required
• Monitor expenses and alert Board to any significant issues
• Prepare quarterly and annual income/expense statements; interim statements and budgets as requested
• Complete annual tax form (990) for non-profit organizations
• Assist incoming Treasurer with transfer of funds, assuring smooth transition to new bank

Guidelines for Best Practices

• Treasurer chooses bank—usually one that they are familiar with; preferably a national chain and one that would allow deposits by Membership chair or via digital image.
• Strongly suggest two signers on the account, just to have backup in the event of an emergency. Also suggest that Treasurer email Excel workbook to President or another officer, to serve as a recovery tool in the event of emergency.
• Routine bills (newsletter, insurance, postage, etc.) have standing approval; anything else should have review and approval by Board. United Chairpersons can approve United expenses, provided they are in line with pre-approved budget.
• Treasurer should call attention to any significant variances in expenditures and make recommendations for cost savings as possible.

Supplied by Barb Geschke (previous treasurer)

• Ensure information contained in the newsletter is not objectionable to the general membership.
• Takes care that the general theme and image projected supports the goals of the organization.
• Style for RootesReview is one word and in italics
• Generally, success as a newsletter editor is based on relationships built with the regional reps and editors of other publications (British Marque magazine and other Rootes based publications)
• It is helpful to contact Regional Reps in mid month to request updates on activities.  Club events are encouraged. But interesting personal stories are welcome.
• The newsletter is published monthly, or as set forth by the Board. Periodic bi-monthly issues may be required if there is inadequate content to justify publication.
• Currently the RootesReview is built on Microsoft Publisher, always in a page number to be a multiple of four.
• Article lengths should not in general be longer than about 750 words. If it’s supplied longer, then consider publishing in parts over two or more issues.
• Regular features have been:

• Images should be supplied to the newsletter editor as full size images, 300 dpi is best.
• Provide final pdf (standard view) file to Webmaster to upload to the website.
• Distribute electronic versions to other clubs.  A current list of those are include on line t https://www.board.teae.org/2023/02/newsletter-editor/.
• Compiles the newsletter  and sends to the printer (currently DRSPrinting) the press quality PDF file and a spreadsheet provided by the membership chairman (or managed by Newsletter Editor)  listing the names and addresses of appropriate members.

• If the publication is longer than 12 pages, it is recommended that the file be uploaded to DropBox. Send the .csv file of members in an separate email and tell the Printer that the file has been uploaded.
• The printer prepares the Post Office requirements and sends ten copies to the Membership Chair for distribution to new members or to people who have paid for extra copies.

• We have begun to charge for extra printed copies because the cost of production printing and postage has increased significantly.
• Current prices to purchase back copies of RootesReview are listed on line here:  https://www.teae.org/purchase-rootesreviews/
• Send to the Webmaster one or more articles from the issue to be published on the website.
• Expiration dates are included to be printed on mailing labels.
• List of Electronic members (including at least email address, expiration date, and region are uploaded to MailChimp for distribution to those members. 
• Use the style sheet for publication found here: https://www.teae.org/rootesreview-style-sheet/ 
• A zip file of racetrack maps is on line here:  https://www.board.teae.org/wp-content/uploads/2023/08/racetrack-maps.zip
• Additional information is online at https://www.board.teae.org/2023/02/newsletter-editor/.

Secretary of TEAE is responsible for attending meetings, recording, and posting minutes.

For regular and full meetings

Generally, there is a PowerPoint slide deck presented for the meeting which makes recording the minutes pretty easy. They are an accurate recording of the general topics of discussion for the meetings.

It is not necessary to record EVERY conversation, or to record who made or seconded a motion. Unless there is contentious conversation, only record that a motion was made, seconded, and passed by the Board.

I find it is easiest to write up the minutes within a pretty short time while you still remember the meeting. Then post the minutes to board.teae.org. In the posting, add the minutes to the category “Board Minutes.” 

Automatically an email is set to the Leadership to read them and comment on changes required. (This is set up in MailChimp so check at least annually to insure it’s still working. It requires that Board and Reps are tagged as Board in Mailchimp.)

For emailed discussion and votes

For online disucssions, it seems prudent to record who made the motion and who seconded it. Then include the results of the vote and any appropriate commentary.

Posting can be made by emailing the webmaster with text and instructions or by the secretary if that person has apporpriate permissions.