Director’s Duties & Responsibilities (Sept 2025)
President
A. Prepare an agenda for, distribute the agenda, and preside at all club meetings.
B. Call additional meetings when necessary.
C. Sign on account for the Club with the Treasurer.
D. Oversee all activities of the Club.
E. Appoint a club member to fill each of the following Board positions at the start of the fiscal year:
• Publicity
• Webmaster
• Photographer
• Historian
• Officer-at-Large
• Membership
• Activities
Vice President
A. Fulfill all duties of the President in his/her absence.
B. Perform any other duties assigned by the President.
C. Review the Bylaws and Policies bi-annually on the odd numbered years or as
needed, with a committee of three board members at the beginning of each the
fiscal year.
D. Report the findings of the Bylaws and Policies review committee to the Board by the
August Board meeting of each the year.
E. Present any changes to the Bylaws to the membership at the October Annual
General Membership (AGM) meeting.
F. Maintain and administer the Bylaws.
G. Endeavor to have a listing available, from within the membership, of qualified
persons willing to serve in the event of incapacitation of key Board members.
Membership Director
A. Provide information to all new prospective members.
B. Maintain all paid membership records, including mailing addresses, phone numbers,
email addresses, heritage, and any other information as needed.
C. Provide a list of all prospective members who have made application to the Board
for the members to be approved at the next Board Meeting.
D. Annually establish and chair, if needed, a Membership Matters Committee whose
function it is to create a membership drive for the new year.
E. The plan for each new membership drive should be presented to the Board for their
approval.
F. Organize and chair the Ambassador Program.
G. Mail annual renewal notices in May and collect membership dues.
Secretary
A. Serve as the official custodian of all club records except those specifically assigned
to others such as Treasurer’s books.
B. Record and read minutes at all Board meetings where business is conducted.
C. Act as correspondence secretary receiving and answering all Club mail.
D. Send Get Well, Sympathy, and Thank You cards to members as needed.
Treasurer
A. Be responsible for all LHIC funds.
B. Deposit all monies received into the LHIC account(s).
C. Pay all authorized Club bills accounting for any disbursements with a receipt.
D. Keep accurate records, which shall include monthly financial reports, accounts
received, and all bank records using Generally Accepted Accounting Principles
(GAAP).
E. Prepare financial reports at the end of the fiscal year and present them to the Board
for their approval.
F. Submit the end of the fiscal year reports, along with records and books, to the
outside independent accountant.
G. Ensure that the outside independent accountant prepares and submits all required
annual tax forms.
H. Notify the membership of the Club’s check cashing policy at the beginning of each
fiscal year.
Activities
A. Plans, supervises, and coordinates all monthly events, scheduling for events at least
six months in advance, and report all activities to the Board for approval.
B. Submit all activity information and current activity “flyer,” to the Webmaster and
Publicity Director.
C. Each July, the Activities Director(s) shall form and serve as Chairperson(s) of the
Activities Committee by appointing at least six (6) persons from the membership to
the Committee to help plan, assist, or chair the monthly events. They are
encouraged to include new members who have requested to help out with events.
D. Maintain a list of attendees and guests at all functions and report the final number to
the treasurer for their records.
E. Shall receive and record all registrations/checks for the monthly activities.
F. Share list of attendees and guests with the Membership Director so he/she can
arrange Ambassadors for upcoming events.
Publicity
A. Submit articles and photos to the Lincoln Hills Compass and the Sun Senior News
regarding monthly events for all Italian Club members. Submit any additional
information, articles, and photos that highlight the club to the Lincoln News
Messenger or other publications when appropriate.
B. Write and submit obituaries to the Webmaster for posting on the LHIC website.
C. The Publicity Director shall record the minutes of Board meetings in the absence of
the Secretary.
Photographer
A. Organize and schedule volunteer club members to photograph all Italian Club
events. Submit all photos to the Webmaster for posting on the Italian Club website
for member viewing and provide for annual archiving.
B. By August of each year, photograph all Board members and new members and
forward to the Webmaster to post on the LHIC website.
C. Photograph members for posting in the Members Photo portion of the website and
update as needed.
D. Furnish photos for Publicity Director monthly or as needed.
E. Provide the photography volunteers with the guidelines and procedures for the
events and use of club photography equipment.
Webmaster
A. Maintain, update and post all club information to the Italian Club website as
requested by the Board.
B. Maintain the LHIC email system/software associated with the website.
C. Develop a back-up plan to insure the maintenance of the website due to their
absence.
Historian
A. Serve as the official custodian of all club records, except those specifically assigned
to others.
B. Maintain monthly records of Board minutes, activities, publicity, LHIC roster, and
Treasurer’s report.
C. Maintain files of Letters of Incorporation, latest insurance policy, LHIC Bylaws, LHIC
Policies, membership correspondence, current membership forms, current and past
Board members, letters of appreciation from charitable organizations, and the AGM
meeting review.
Officer at Large
A. Aid the other officers in the management of the LHIC.
B. Keep an inventory of all Club equipment and supplies.
C. Undertake special projects at the request of the President.
D. In the case of any office becoming vacant, at the request of the President, may fill and assume all of the responsibilities of that office.
Immediate Past President
A. The Immediate Past President shall remain a member of the Board up to two years following their Presidential term.
B. They shall vote only in the case of a tie vote.
C. They are able to make a motion at a Board Meeting.
D. They will serve as an LHIC Ambassador.
