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Duties of Officers


Revised Sept. 8, 2024


President:

  1. Serve as chair of the Board
  2. Preside at all regular and special meetings.
  3. With approval of the Board, appoint chairs of standing committees and others deemed necessary to conduct the business of the Club.
  4. Shall see that the Bylaws and such other rules and regulations adopted by the membership are enforced.
  5. Serve as ex-officio member of all committees except nominating committee.
  6. With approval of the Board, confer as needed with Golden Rain Foundation's Community Relations Dept. regarding rules governing court usage.
  7. Attend GRF Planning, Policy, and Finance committee meetings  when issues which concern or could impact the RTC are on the agenda.
  8. Stay informed of changes to GRF Policies that may impact the RTC and ensure compliance with GRF Policies and Procedures by RTC
  9. Communicate to the Club thru the web site. Respond in a timely manner to online communications

Vice President:

  1. Assume President's responsibilities in the President's absence.
  2. If there is not an existing Club representative, then the Vice President may serve as the Club's representative on the Activities Council and report on the Council's meetings at the Club's Board meetings.
  3. The Vice President may act as moderator to resolve any conflicts that may arise, either within the Club or between any Club members, as necessary.
  4. When issues which concern or could impact the RTC are on the agenda of the GRF Planning, Policy, or Finance committee meetings, the Vice President will attend with the President, when requested, or instead of the President, when the President is unavailable. 
  5. Perform other duties as assigned by the President.

Secretary:

  1. Record and post on the  RTC Website  the minutes of all Board and General Meetings.
  2. Prepare club correspondence as needed, including cards to members who are ill, recovering from surgery, experiencing a loss, or celebrating a special occasion. 
  3.  Check the RTC mailbox at Gateway periodically.
Treasurer:
  1. Take charge of and deposit all funds in the name of the Rossmoor Tennis Club and disburse such funds subject to the approval of the Board with limits on non-Board approved expenses as follows:
    • Up to $100 by any director
    • $100 to $500 by the chair of any event or program
    • over $500 by the club President
  2. Periodically review Affinipay transactions and reports on the website and process refunds /adjustments as necessary. 
  3. Present a record of receipts and disbursements and make a financial report at all Board and General Meetings.
  4. Prepare, for Board approval, a proposed budget for the year.

Tournament Director: 

  1. Organize a calendar of Tournaments.
  2. Understand the procedures for running tournaments ... Procedure - Tournaments
  3. Understand the Excel spreadsheet used to generate Tournament rotations, handouts and scorecards. (See the Wild Card Tournament Procedures)

   4. Recruit volunteers to help co-produce these events. Including:

  • Food
  • Scorekeeping
  • Articles and publicity
  • Court preparation, if needed

5. Maintain timely and accurate event information on the Club web site. Respond in a timely manner to online communications.

Social Director:

  1. Organize a calendar of Social events
    • These typically include the following events:
      1. February Event, such as a Crab Feed. 
      2. Saturday Summer BBQ’s from Memorial Day to October
      3. New Member Party - Usually in October
      4. Holiday Party - Usually in December
  2. Recruit and assist volunteers with co-producing these events 
  3. Maintain timely and accurate event information on the Club web site. Respond in a timely manner to online communications

Facilities Director:

  1. The Facilities  Director's primary responsibility is to maintain Tennis Club facilities in coordination with MOD..   This includes the following:  
      • Brooms , rollers, leaf blower, clocks, scoreboards, and the social area structures, storage sheds, ball machine shed and locks for all cabinets.
    • Tennis nets, wind screens and signage by coordinating with the Club President and Mutual Operations Divisions [MOD]
    • The Kiosk:  Work with the RTC Board to post notices and remove outdated information, maintain sign-in sheets, and record monthly court usage. 
    • Schedules the cleaning and maintenance of the courts with MOD.

  2. Maintain the ball machine, schedule maintenence including rotating used balls into the ball machine hopper. 

  3. Maintain the used ball collection containers on each court and retrieve used balls.

  4. Coordinate with the Membership Director the List of current ball machine users and instruct new users about the proper operation of the   ball machine.   Send all ball machine users the new code to the ball machine January 1 of each year, and as necessary throughout the year to new ball machine users. 

  5. Introduce ideas for possible improvements to the facilities.


Membership Director:

  1. Promote and create a welcoming atmosphere for new members.
  2. Process and shepherd new members through the first-time enrollment.
    • Enter membership information into the website if applicants paid by check.
    • Enter check number and amount into a spreadsheet to be given with the checks to the Treasurer monthly. Maintain progressive annual totals of membership totals and report to the board. 
    • Add to new member list for handy use when planning New Member Party and New Member Tournament.
    •  Forward to the Facilities Director new ball machine users' contact information for training.

3. Coordinate dues and ball machine payments by check with the treasurer

.4. Respond in a timely manner to online communications

5. Organize the New Member Tournament

6. Organize the New Member Welcome Party, sending out Invitations via hard copy and email.  Work with the Social Director, who prepares the food and drink 

7. Check the RTC Mailbox at Gateway weekly. 


Publicity Director: 

  1. Rossmoor News: Provide articles featuring Club activities and events.
  2. Rossmoor News: Absent of Club activities a column “Tennis Tips” may be submitted to keep club in the news.
  3. Enter relevent articles into website. Maintain the website information.
  4. Partner with other Board members to ensure consistent overall communications to the membership.
  5. Partner with Rossmoor Recreation Dept. and Channel 28 as needed, in conjunction with tech support. 
  6. Sole Rossmoor News contact person for news articles. A Rossmoor News requirement.
  7. Create monthly newsletter to be sent to the RTC members via email and add to website.

Webmaster

  1.  RossmoorTennis.com as:
    • A library for club knowledge such as procedures, forms, minutes, agendas etc.
  2. Work with other officers to continuously improve the site
    • Train incoming officers to work with the web
    • Solicit ideas
  3. Work with Tech Support individuals who can provide primary support to Board and other club members
  4. Webmaster supports the site as a whole, provides second level tech support
Written by _RTC WebmasterCategory: AdminPublished: 26 November 2017


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