Secretary/Treasurer

SECRETARY

1. EXPECTED TO ATTEND ALL MEMBERSHIP, BOARD AND SPECIAL MEETINGS. IF UNABLE TO ATTEND, SECURE YOUR OWN SUBSTITUTE.

2. KEEP MINUTES OF MEMBERSHIP, BOARD AND SPECIAL MEETINGS.

3. CAN SIGN CHECKS DRAWN ON THE TREASURY. CHECKS MUST BE SIGNED BY AT LEAST TWO OFFICERS. ONE OF THE TWO SIGNATURES MUST BE EITHER THE PRESIDENT OR THE TREASURER.

4. PICK UP MAIL AT CARMICHAEL POST OFFICE (P.O. BOX 1416) BEFORE MEMBERSHIP MEETING, BOARD MEETING AND MORE OFTEN IF CONVENIENT. YOU WILL BE

ASSIGNED A KEY TO THE POST OFFICE BOX.

5. SEE THAT THE ATTENDANCE BOOK IS PASSED AROUND AT THE MEMBERSHIP MEETING

FOR SIGNING.

6. CUSTODIAN OF CORPORATE RECORDS AND SEAL. SEE THAT SEAL

IS AFFIXED TO APPROPRIATE DOCUMENTS.

7. PREPARE NEW ROSTER FOR DUPLICATION AND DISTRIBUTION TO THE

MEMBERSHIP AT THE JANUARY MEMBERSHIP MEETING. MEMBERS THAT HAVE NOT PAID THEIR DUES AS OF THE DECEMBER DEADLINE FOR THE ENSUING YEAR WILL NOT APPEAR ON THE JANUARY ROSTER AND WILL NOT RECEIVE THE MONTHLY NEWSLETTER. THE ROSTER IS TO BE UPDATED QUARTERLY AND AVAILABLE TO MEMBERSHIP UPON REQUEST.

8. PREPARE MEMBERSHIP CARDS AND HAVE READY FOR THE JANUARY MEMBERSHIP

MEETING. SUGGESTION: GIVE MEMBERSHIP CARDS TO PUBLISHER TO PLACE IN A

SMALL 6 1/2 BY 3 1/2" ENVELOPE AND STAPLE THIS ENVELOPE INSIDE THE AH-OO-GA.

THIS IS THE EASIEST WAY TO MAKE CERTAIN EVERYONE PROMPTLY RECEIVES THEIR

MEMBERSHIP CARDS.

9. MAINTAIN ACCURATE LIST OF ALL MEMBERS WITH THEIR CURRENT ADDRESS AND TELEPHONE NUMBER IN SECRETARY'S BOOK.

10. SEND LETTER TO NEW MEMBERS ACKNOWLEDGING THEIR APPROVED MEMBERSHIP. ALL

CORRESPONDENCE IS TO BE MADE IN DUPLICATE.

11. PREPARE NEW MEMBERSHIP PACKET FOR ALL NEW MEMBERS. PACKET TO INCLUDE THE FOLLOWING:

A. BYLAWS OF THE CAPITOL A'S

B. SET OF "OPERATING GUIDELINES"

C. MEMBERSHIP CARD(S)= ONE PER EACH MEMBER IN HOUSEHOLD

D. NAME BADGE(S)= ONE PER EACH MEMBER IN HOUSEHOLD, TO BE WORN AT THE

MEMBERSHIP MEETING

E. DRIVER-OF-THE-YEAR RULES AND POINT GUIDE

F. MAFCA (MODEL A FORD CLUB OF AMERICA WINDSHIELD DECAL)

G. MEMBERSHIP ROSTER

H. RULES-OF-THE-ROAD

12. FILE ALL PERTINENT DOCUMENTS.

13. PREPARE CERTIFICATES FOR COMMITTEE CHAIRPERSONS FOR PRESENTATION AT THE ANNUAL ANNIVERSARY DINNER IN FEBRUARY. CERTIFICATES TO BE SIGNED BY PAST PRESIDENT AND PAST SECRETARY.

14. GIVE MONTHLY EDITOR OTHER CLUB NEWSLETTERS RECEIVED.

15. FROM THE APPROVED MEMBERSHIP APPLICATION PROVIDE THE EDITOR WITH NEW MEMBER INFORMATION SUCH AS NAME(S), ADDRESS, TELEPHONE NUMBER, E-MAIL ADDRESS, BIRTHDAY/ANNIVERSARY FOR NEWSLETTER PUBLICATION.

16. PRIOR YEAR MEMBERSHIP AND BOARD MINUTES TO BE RETAINED IN SECRETARY'S BOOK

AND TAKEN TO EACH MEETING.

EXAMPLE:

2003 - CURRENT YEAR TO BE IN SECRETARY'S BOOK

2002 - PRIOR YEAR (RETAINED IN SECRETARY'S BOOK)

2001 - TO BE MOVED TO ARCHIVES FOR STORAGE

17. UPDATE AND MAINTAIN (IN SECRETARY'S BOOK) THE FOLLOWING LOGS:

1. PAST PRESIDENT

2. PAST OFFICERS AND BOARD OF DIRECTORS

3. SENIORITY LOG

4. ANNIVERSARY/BIRTHDAY LOG

5. GUARDIANSHIP

18. DO NOT DESTROY TREASURY REPORTS, MEMBERSHIP AND BOARD MEETING MINUTES.

THIS IS CLUB HISTORY.PURGE THE ARCHIVES OF ANY

UNNECESSARY RECORDS/CORRESPONDENCE THAT WILL NOT

AFFECT CLUB HISTORY.

19. FYI -- THE CLUB PAYS YOUR DUES BOTH LOCAL AND NATIONAL, IN

DECEMBER, AT THE END OF YOUR TERM.

20. DILIGENTLY CHECK THE POST OFFICE BOX IN JUNE FOR THE RENT

DUE NOTICE.

21. ABSENTEE BALLOTS MAY BE OBTAINED FROM THE SECRETARY BY

WRITTEN REQUEST AT LEAST FIFTEEN (15) DAYS PRIOR TO THE ELECTION OF THE PROPOSED

SLATE OF OFFICERS. ABSENTEE BALLOTS MUST BE RETURNED TO THE SECRETARY NO

LATER THAN FIVE (5) DAYS PRIOR TO THE ELECTION. RESULTS OF THE ELECTION SHALL

BE POSTED IN THE MINUTES OF THE CORPORATION.

22. IN NOVEMBER YOU WILL RECEIVE THE MAFCA CHAPTER REGISTRATION FORM FOR THE

COMING NEW YEAR. COMPLETE THIS FORM AND RETURN TO MAFCA HEADQUARTERS

BEFORE THE DEADLINE ON BOTTOM OF FORM. (DEADLINE IS USUALLY BY END OF JANUARY

OF THE NEW YEAR.) THIS FORM IS REQUIRED BY MAFCA - FAILURE TO REGISTER THE

CAPITOL A'S WITH MAFCA WILL RESULT IN CANCELLATION OF THE CHAPTER, CLUB

INSURANCE AND OTHER BENEFITS. A COPY OF THIS REGISTRATION FORM IN INCLUDED IN

THE SECRETARY'S BINDER UNDER TAB LABELED MAFCA REGISTRATION.

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TREASURER

1. EXPECTED TO ATTEND ALL MEMBERSHIP, BOARD AND SPECIAL MEETINGS.

2. AVAILABLE BEFORE AND AFTER MEETINGS TO COLLECT MONIES AND ISSUE REIMBURSEMENT CHECKS.

3. GIVE TREASURER'S REPORT AT MEMBERSHIP AND BOARD MEETING.

4. HAS CHARGE AND CUSTODY OF, AND IS RESPONSIBLE FOR, ALL FUNDS AND SECURITIES OF THE CORPORATION.

5. RECEIVE AND GIVE RECEIPTS FOR ALL MONIES DUE AND PAYABLE TO THE CORPORATION. DEPOSIT ALL SUCH MONIES.

6. LOG ALL CHECKS IN THE TREASURER'S FINANCIAL RECORD BOOK. PAY ALL BILLS BY CHECK.

7. CHECKS MUST BE SIGNED BY AT LEAST TWO OFFICERS. ONE OF THE TWO SIGNATURES MUST BE EITHER THE PRESIDENT OR THE TREASURER.

8. SHOULD THE TREASURY BE REDUCED TO $500 (OR LESS) BRING TO THE ATTENTION OF THE OFFICERS AND BOARD IMMEDIATELY.

9. IN JULY PAY ANNUAL RENT ON CLUB POST OFFICE BOX. (RENT IS DUE JULY 31ST AND THE "RENT DUE NOTICE" WILL BE FOUND IN OUR POST OFFICE BOX IN THE MIDDLE OF JULY). CHECK WITH SECRETARY TO SEE IF THE BILL HAS BEEN RECEIVED.

10. IN JULY PAY ANNUAL RENT ON CLUBHOUSE TO CARMICHAEL RECREATION AND PARK DISTRICT, P. O. BOX 1, CARMICHAEL, CA. 95608. (RENT IS DUE JULY 1ST)

11. AT THE AUGUST BOARD MEETING INQUIRE IF THERE IS TO BE A PENALTY ADDED TO MEMBERS THAT PAY THEIR DUES AFTER THE REGULAR MEMBERSHIP MEETING IN DECEMBER.

12. IN THE SEPTEMBER, OCTOBER AND NOVEMBER ISSUE OF THE AH-OO-GA PRINT REMINDERS OF THE ANNUAL DUES RENEWAL DEADLINE OF THE DECEMBER MEMBERSHIP MEETING.

13. AT THE NOVEMBER BOARD MEETING HAVE NEW SIGNATURE CARDS (FOR SAVINGS AND CHECKING ACCOUNTS) FOR THE NEW TREASURER AND

14. THE BOARD OF DIRECTORS WILL BE RESPONSIBLE FOR MAKING CERTAIN THAT THE FINANCIAL RECORDS ARE AUDITED AT LEAST ANNUALLY. THIS AUDIT WILL BE PERFORMED WITHIN THE FIRST QUARTER OF THE NEW YEAR. IN THE EVENT A NEW TREASURER IS APPOINTED, THE FINANCIAL RECORDS WILL ALSO BE AUDITED.

15. THE FINANCIAL RECORDS OF THE CLUB SHOULD BE MAINTAINED FOR A MINIMUM OF SEVEN YEARS.

16. IN DECEMBER REIMBURSE SECRETARY FOR LOCAL AND NATIONAL DUES.

17. RESPONSIBLE FOR THE COMPLETION AND RETURN OF THE "STATEMENT OF DOMESTIC NONPROFIT CORPORATION" DOCUMENT RECEIVED FROM THE CALIFORNIA SECRETARY OF STATE. THIS DOCUMENT IS RECEIVED IN JULY AND FILING DUE DATE IS SEPTEMBER 30TH OF THE CURRENT YEAR. OUR NONPROFIT NUMBER IS CO383372 / 07725N

FOR ASSISTANCE WITH ANY QUESTIONS NOT ANSWERED IN THIS GUIDELINE, CONTACT THE CLUB PRESIDENT.

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BOARD MEMBERS

1. EXPECTED TO ATTEND ALL MEMBERSHIP, BOARD AND SPECIAL MEETINGS.

2. AT JANUARY MEETING, NEW BOARD MEMBERS AND THEIR SPOUSE

SUPPLY AND SERVE REFRESHMENTS. THEY ARE ALSO RESPONSIBLE FOR SETTING UP AND STORING THE CHAIRS/TABLES AFTER MEETINGS.

3. THE BOARD OF DIRECTORS SHALL BE RESPONSIBLE FOR MAKING CERTAIN THAT THE FINANCIAL RECORDS ARE AUDITED AT LEAST ANNUALLY AND WHENEVER A NEW TREASURER IS APPOINTED. THE ANNUAL AUDIT SHOULD BE PERFORMED WITHIN THE FIRST QUARTER OF THE NEW YEAR.

4. PLAN CHRISTMAS PARTY POTLUCK. (ALSO KNOWN AS THE DECEMBER MEMBERSHIP MEETING). A CHAIRPERSON WILL OVERSEE THE PLANNING OF THE THIS PARTY. BOARD MEMBERS WILL BE THE WORKFORCE TO MAKE THE PARTY SUCCESSFUL. PLANNING SHOULD START IN OCTOBER. A BUDGET HAS BEEN ESTABLISHED FOR THE CHRISTMAS PARTY, CHECK WITH THE TREASURER FOR THE ALLOCATED FUNDS.

1. ARRANGE FOR SANTA

2. IF BUDGETED - STUFF APPROXIMATE 35-40 STOCKINGS FOR SANTA TO GIVE TO THE KIDS

3. COORDINATE POTLUCK DINNER

4. ARRANGE FOR CHRISTMAS TREE & DECORATIONS

5. ARRANGE FOR TABLE DECORATIONS

6. PURCHASE CANDY CANES FOR SANTA TO HAND OUT TO KIDS.

IF LARGE CLUBHOUSE NEEDED (NEXT TO TENNIS COURTS) RESERVE THIS WITH THE PARK DISTRICT EARLY IN THE YEAR.

5. DECEMBER POTLUCK BOARD MEETING — THIS BOARD MEETING IS FOR THE OUTGOING AND INCOMING BOARD. THE MEETING WILL BE A POTLUCK PROVIDED BY THE OLD/NEW BOARD MEMBERS.

THE DECEMBER BOARD MEETING IS HELD AT THE HOME OF A CLUB MEMBER. THE HOST IS RESPONSIBLE FOR ARRANGING THE POTLUCK. THE BOARD CAN LEND ASSISTANCE TO THE HOST IN ANY AREAS NECESSARY. A BUDGET HAS BEEN ESTABLISHED TO ASSIST THE HOST, CHECK WITH THE TREASURER FOR ALLOCATED FUNDS.

6. AT MEETINGS AND OUTINGS, MIX WITH NEW MEMBERS AND VISITORS TO MAKE THEM FEEL WELCOME.