Kitsap Volkssporters

Walking Club

KV Officers Job Descriptions

Kitsap Volkssporters – Officers and Committee Job/Responsibility Descriptions

(Revised March 27, 2009)

 

OFFICERS

 

President

  1. Has overall responsibility for the operation of the club.
  2. Signs documents as required by state and federal governments, AVA and ESVA.
  3. Ensures that the club complies with AVA/ESVA and government rules.
  4. Presides over club meetings.
  5. Attends club walks, greets new walkers.
  6. Assists Trailmaster:
    1. helps develop new walks/directions/maps
    2. assists in development of YRE brochure
    3. collaborates in sanctioning process
  7. Assists e-mail manager:
    1. Makes sure club walks are announced.
    2. Originates club outgoing communications.
    3. Deals with incoming club communications as appropriate.
  8. Assists Webmaster by providing content/advice
  9. Assists Graphics department by providing content/advice.
  10. Assists Event Coordinator with tasks as needed.
  11. Prepares quarterly article for Newsletter.

 

Vice President

  1. Serves as Event Coordinator, including:
    1. Develops new events (lays out course, etc.) as required. With Trailmaster and/or Event Committee develops event routes and dates.
    2. Gets permission from walk site, if required.
    3. Provides sanction information to Trailmaster.
    4. Arranges for AVA insurance via Trailmaster, if required by park, school, etc.
    5. Inventories and distributes event supplies (start/finish box, checkpoint box, signage, etc). Orders more if necessary and send receipts to Treasurer for reimbursement.
    6. Develops/oversees development of event brochure.
    7. Develops/oversees development of Northwest Pathfinder ad.
    8. Assists in development of event patch.
    9. Establishes event duty roster. Develops signup sheets for workers and ensures that all slots are filled.
    10. Arranges for tables, chairs, etc. if necessary.
    11. Develops walk directions and maps. Lays out signage for events as required.
    12. Installs event road signs from main roads to event start point
    13. Ensures all after-event reports are completed and sent in to AVA and ESVA.
    14. Picks up and inventories all event items and returns them to storage.
    15. Makes sure that everything and everybody is on site for the event as required.
    16. Oversees and troubleshoots the event as it takes place and ensures that everything is cleaned up.
  2. Whenever the President is absent for any reason the Vice-President fulfills the duties of the President.

 

Recording Secretary

  1. Records and maintains minutes of club and other meetings
  2. Signs the Annual Report with the President.
  3. Maintains club (non-event) information on AVA and ESVA websites, including notifying AVA and ESVA of new officers' contact information.

Corresponding Secretary/E-mail Manager

  1. Manages the e-mail distribution list and sends out announcements of club walks and events
  2. Originates club outgoing communications
  3. Deals with incoming club communications as appropriate.

 

Treasurer

  1. Keeps accurate records of clubs receipts (income) and disbursements (expenses). The checkbook register serves as a journal and the ledger is kept on an Excel spreadsheet.
  2. Treasurer is primary signer on club’s bank accounts. Secondary signer is the immediate previous treasurer. Only one signature is required.
  3. Processes all financial transactions and reconciles statements promptly.
  4. Prepares written financial report to be presented at each club meeting.
  5. Prepares quarterly reports and pays fees for each year -round event as reported by the person in charge of each YRE box. Submits these reports to AVA and ESVA within 30 days of the end of the quarter. ESVA fees are submitted with report. AVA will bill after they have received report.
  6. Maintains a spreadsheet showing walker participation in each YRE and forwards a copy to the Trailmaster and Newsletter editor.
  7. Prepares After-Action report for Events we sponsor. This includes tallying start cards and balancing all money collected at the event. Reports to AVA and ESVA are due within 30 days of event. Following each event produces a spreadsheet showing walker statistics, income from all sources, and all expenses related to event. This becomes a part of the club’s permanent records. Reports walker statistics to Trailmaster and Newsletter Editor.
  8. Prepares annual reports. Fiscal year ends June 30.

·         Profit and Loss Statement

·         Balance Sheet

·         AVA Annual Financial Report with accompanying detail page

·         File e-postcard  in lieu of Form 990 with IRS

·         Provides President and Recording Secretary with copy of AVA Annual Financial Report for signature with a complete copy of the ledger which shows financial transactions for entire year when they receive the completed AVA Annual Financial Report.

  1. Keeps a spreadsheet of Members names and the date their dues are deposited. Informs Membership Chairman and Corresponding Secretary/E-mail Manager that dues were received.
  2. Picks up mail from club post office box and handles as necessary.

COMMITTEES

(Non-elected positions)

Trailmaster

YRE (Year Round Event) Trailmaster

  1. Annually sanctions YREs online.
  2. Point of Contact (POC) to AVA for e-mails, stamps, ordering supplies, etc.
  3. Modifies YRE directions as required.
  4. Makes up YRE registration logs.
  5. Updates YREs with new challenges with input from challenge committee as required.
  6. Does the printing/copying for walk boxes (logs, envelopes, and maps) as needed.
  7. Reminds box monitors at end of quarters.
  8. Ensures all YREs are safe. (Ongoing).
  9. Develops/modifies YREs (Freshen up). (Ongoing).
  10. Prepares YRE walk statistics quarterly.
  11. Prepares new year packets (maps, logs, brochures, envelopes, new stamp slug) annually.
  12. Distributes box packets to box monitors annually.
  13. Measures new and existing YREs for proper distances as required.
  14. Buys supplies as required and sends receipts to Treasurer for reimbursement.

General Duties

  1. Annually develops club walk schedule.
  2. Annually develops YRE brochure.
  3. Buys supplies as required and send receipts to treasurer for reimbursement.
  4. Prepares quarterly newsletter article.
  5. Point of contact for phone questions/problems on walks.
  6. Sanctions all KV events.
  7. Ensures the event stamp is returned to AVA within 10 days of the event.
  8. Acts as safety officer for all KV events.

Box Monitor

 

  1. Ensures all box supplies are adequate. (Ongoing)
  2. Prepares a quarterly report and sends it to Treasurer.
  3. Annually installs new stamp, logs, maps etc.
  4. Removes previous year’s logs and sends to club president. (Annually)
  5. Buys supplies as required and sends receipts to Treasurer for reimbursement. (Ongoing)
  6. Notifies YRE Trailmaster of any discrepancies. (Ongoing)
  7. Takes “+” off stamp on July 1st.
  8. Cleans out old brochures, etc. from walk boxes. (Ongoing)

 

Newsletter Editor

 

  1. Prepares quarterly Newsletter as communication tool for club members.
  2. E-mails Newsletter to Corresponding Secretary/E-mail Manager for distribution.

 

ESVA Representative

 

1.      Represents the club at quarterly ESVA meetings around the state.

2.      Reports back to the club on ESVA meetings

 

Membership

1.      Maintains contact and membership lists.

2.      When requested, sends out packets of volkssporting information, including a membership application, a welcome letter, a Northwest Pathfinder, a walk schedule, and an introductory tri-fold brochure that contains general information about the club and volkssporting.

 

Webmaster

1.      Develops and maintains the KV website.

 

Graphics Department

1.      Creates maps for YREs.

2.      Designs logos and club art.

3.      Assists in development of brochures.

 

Special Challenges Committee

  1. Develops suggestions for Kitsap Volkssporters national challenges, including creation of proposal for National Executive Committee and design and creation of logbook and patches. Establish POC for any KV national challenges. Write article for The American Wanderer after challenge is approved.
  2. Notifies Trailmaster of KV YREs that qualify for other national challenges (so information can be included in walk instructions).
  3. Notifies POCs of national challenges of KV events that qualify.
  4. Notifies editor of Northwest Pathfinder of KV YREs that meet AVA and ESVA challenges.
  5. Notifies POC of ESVA challenges of KV events that qualify.

 

Inventory and Ordering Specialist

  1. Orders T-shirts and club gear for sale.
  2. Maintains inventory list of t-shirts, books, New Walker packets, etc., and updates as necessary.
  3. Provides annual inventory list to Treasurer as needed.
  4. Maintains and supplies New Walker packets, event, and distance books and has them available at club walks and events.

 

Social Arrangements Coordinator

1.      Makes arrangements for club luncheon meeting locations as needed.

2.      Makes arrangements for other club social functions as needed.

 

Club Walk Host (multiple positions)

1.      Hosts one or more regular club walks, ensuring that walk box is available and participants are signed in.

2.      Assists new walkers as needed to sign in.

3.      Answers questions from members, prospective members, and the public at the walk.

 

Public Relations Specialist

1.      Serves as POC for news media.

2.      Promotes club functions to the community.

 
Sideliner