Duties of Executive Secretary

• Take minutes of monthly board meeting
• Type minutes of Board meetings (minutes to be mailed to board members)
• Type Agenda for Board Meeting
• Notify Board Members of monthly Board Meetings
• Send out dues notice (2^nd and 3^rd if necessary)
• Handle correspondence for SONOPP, when asked to write letters.  Send letters to potential members and Welcome Letter when someone has joined.
• Keep membership up-to-date.
• At dues time, make deposits ASAP so that money goes into checking account.  Notify Treasurer of these deposits or turn all monies to the Treasurer for proper disposition and depositing of it.
• Keep PPO/PPA aware of correct names/address of all Board Members (after June election)
• Handle all mail from the PO Box and distribute to the appropriate officer.
• Once a year PPA is informed of SONOPP membership – merits are determined by membership count.
• Audit books once a year.
• Up-to-Date membership listing for roster book – if individual is researching for Photographer membership list may be sent.
• When necessary make phone calls as advised by the President.
• Assist with Seminars
• Up-date Offices and Directors handbooks and make available to new members.

Duties of Board of Directors

 Responsibilities

• Attend and participate in, with full voting power all board members.
• Seek out new ideas on how the organization can best serve the members
• Volunteer and become involved in the activities and committees of the organization.

 Organization

• Keep records of correspondence, minutes, etc at your discretion.

 Suggestions

• Talk with members and get a feel for what they would like the Board to do for the organization.
• Attend regular meetings.

 Correspondence

•  Keep in touch with all officers and help them with their responsibilities.

Duties of the Treasurer

 Responsibilities

• Banking of money
• Paying of bills
• Collection of money at meetings
• Maintain all financial records
• Give Treasurers report at Board meeting
• Bank Sunshine Fund

 Financial Requirements

•  Work within the Budget adopted by the Board

 Organization

• Save all receipts and mark with the date paid and check number
• Set-up books to show; meeting income, expenses and membership dues
• Maintain the books so at any given time you will know Membership dues received and how much remains in each committee budget.
• Keep records of all correspondence, minutes, etc at your discretion.

Suggestion

• Set-up checking and savings account with audited money from the previous year
• Set-up bank accounts in the President, Vice President and Treasurers name – two names required on checks.
• Deposit money/dues in checking account.
• Pay all authorized bills for speaker expenses.
• Membership dues are to be paid by July 1st of each year.  Treasurer is the Custodian of all State, Federal Registration Documents, 501C-6 Papers, Insurance Documents, Tax Forms and Returns.
• The Treasurer should provide for an orderly transition of the books to include all of  the above documents.  Change of Signature Cards need to be prepared in advance.
• Treasurer report should not be involved and lengthy, but concise and informative.
• The Treasurer will be Custodian of the credit card machine and all materials related to them.

Duties of Secretary

Responsibilities

• In the absence of the Executive Secretary take minutes at the Board Meeting
• Conduct such correspondence for the Society as required
• Handle the distribution of ballots at election of officers and directors
• Handles Lending Library
• Handles Print Competition

Organization

• Keep records of correspondence, minutes, etc at your own discretion
• Secretary must have minutes available at all Board Meetings either in person or brought by someone else if unable to attend.  Printed copies are preferred.
• Copies of all minutes should be kept and turned over to the next Secretary.
• Secretary will perform all duties of Executive Secretary in the absence of that person.

Duties of Vice-President

Responsibilities

• The main responsibility is to schedule all regular program speakers.  All Speakers for the year should be lined up before the first meeting date, if possible.  Follow up and provide the speaker with equipment they need and make any arrangements for meals, hotels, etc.
• If the President is absent at any meeting it is your responsibility to act in his/her behalf.
• Provide Editor of Newsletter information on speakers, dates, etc.
• Order Merits for Speaker
• Make sure Speaker expenses are taken care of.

Financial Requirements

• Work within the Budget for Speakers

Organization

• Keep records of correspondence, minutes, etc at your own discretion.

Suggestions

• Attend other Conventions and meetings to find quality speakers for Programs
• Contact other organizations to find out who they are having for speakers
• Ask our Members who they would like to have for speakers
• Follow up with speakers in writing on their needs
• Advise the Treasurer if a check will be needed for the speaker
• Advise the speaker on how long they are to speak