BoardPositionSummeries

President

Knowledge of how the Club functions, measured by at least one year on the Club Board or in another position

Work with the Webmaster to update and maintain web content.
Communicate with the HOA Board, Fitness Center, and Management when appropriate.
Work with the HOA to ensure appropriate capital expenditures and repairs are budgeted.
Ensure the Tennis Club operates within the By-Laws and the Associations Chartered Club Rules & Regulations.
Ensure the Nominations Committee is formed and functions as intended.
Ensure an event calendar is prepared in coordination with the Board.
Communicate information to the membership as needed via email.
Procure Volunteer gifts for AGM. Cost to be between $20-$25 each.
Serve as Past President on the Board following the election of a successor.
Coach and council incoming President

Vice-President

Be prepared to Serve as Acting President should the President not be able to perform his or her duties.
Ensure that the roles of Women's and Men's Program Coordinators are filled. A Tennis Club member may fill one or more of these positions.
Ensure the collaborative scheduling of programs, tournaments, and league play, including practices.
Distribute updates of Program Schedule to Webmaster, Fitness Center and Club Membership.
Coordinate guest entry with Security Staff for league play.
Book all Tennis Club function courts.
Field calls/emails from members regarding court maintenance issues and contact/follow-up with HOA Court Maintenance Staff to get them resolved.
Procure a Thank You gift for the President at the AGM. Cost not to exceed $50.
Coach and council the incoming VP

Secretary

Take minutes at all Board and General Membership Meetings and forward to Board members for approval.
Submit approved minutes to the Webmaster to upload them to the website.
Supply approved minutes to Treasurer for Quarterly reports when requested.
Write a monthly View article for the Tennis Club and send it to the Lifestyle department no later than the 5th of the month. (See Forms - Guidelines for Writing Club Articles).
Convey condolences to members who have experienced a recent serious injury, illness or loss of a spouse, as directed by the Board.
Assist the President from time to time with appropriate task requests.
Coach and council the incoming Secretary

Treasurer

Basic bookkeeping knowledge and skills; bank reconciliation ability and maintaining of financial records; ability to use spreadsheets such as Excel

Ensure the club's finances are accounted for according to the Association's Charter Club Rules & Regulations, Section 9 Finance, the April 3, 2012 notification of the changed year end audit process, as well as the club's By-Laws, Article V - Financial, specifically:
Ensure that Requests for Reimbursement are accompanied a completed Request for Reimbursement form and receipts, with two copies of each.
Ensure that all expenditures are made by check signed by two signing officers.
Prepare and submit Quarterly Reports as specified by Lifestyles and HOA Management Company. In addition to Financial Reports, the Treasurer will request and submit Meeting Minutes, Play/Event Participation Reports and Membership Roster as part of the Quarterly Reports package.
Routinely check the contents of the club’s mailbox to collect new member forms, dues, and event payments.
Email new member information to Membership Director and President
Prepare financial information as requested by the President for membership Business Meetings.
Ensure proper records, that can substantiate the financial results, are retained for a period of not less than seven years.
Ensure that all appropriate records are passed from the outgoing Treasurer to the Incoming Treasurer.
Coach and council the incoming Treasurer

Membership Director

Serve as the contact person for new members.
Update membership roster for website as new members join or non-renewing members leave.
Send Welcome Email to new members with explanation of how to sign up for club programs and request photo for use on website.
Inform appropriate Program Coordinator(s) about new member for their program(s)
Update the Membership Form annually with new dates and any name/contact information changes and email to Webmaster to update it on the website.
Maintain a supply of updated membership forms at both the Montecito Lifestyles desk and Santa Rosa fitness center desk.
Send out emails regarding the collection of membership dues. Work with Treasurer to ensure the dues payments are current on the roster.
Download and email the current membership roster to the Treasurer for Quarterly Reports when requested.
Coach and council incoming Membership Director

Social Director

Create a volunteer committee for each event to help with check-in, decorations, food/drinks, setup, and cleanup.

Past President

Past President will not have a vote except in a situation where existing Directors are deadlocked in which case the Past President will cast a tie-breaking vote.
Attend Board meetings to provide support and guidance to the Board and continuity from the previous year.
If the President is elected for a second term, the Past-President will remain on the Board for a second term as well. If the Past-President prefers not to remain on the Board as Past-President for a second term, the Board will operate without a Past-President.