It is the responsibility of the President to preside at all meetings. The President must have general supervision, direction, and control of the business and officers of the association. The President shall work with the 1st VP to appoint all sub committees and shall be an Ex-Officio member of each committee. The President will be the primary contact for all changes and maintenance of the website.
1st Vice President, Special Events
It is the responsibility of the 1st Vice President to perform the duties of the President, if absent. The 1st Vice President shall aid and assist the President when necessary. The 1st Vice President is responsible for the planning and implementation of the annual social events, including the Crab Feed, Glow Bowling, and Golf Tournament and Holiday party. The 1st Vice President will prepare and submit a summary of the event and a budget to be adopted by way of majority vote by the Board of Directors. If the 1st Vice President makes a recommendation for an additional social event the same procedure applies. A budgets and summary must be adopted with a majority vote by the Board of Directors. The 1st Vice President will work with the President in appointing all sub committees for each special event as needed.
2nd Vice President, Speaker Arrangement
It is the responsibility of the 2nd Vice President to arrange speakers for the Monthly Educational Luncheons. Then luncheons will be held on the second Tuesday of each month excluding May to allow for the Spring Seminar and December to allow for the election of the New Year’s Board of Directors. The individual must get approval from the Board of Directors regarding speakers and topics, and must confirm the speaking arrangements in writing. The 2nd Vice President will submit all necessary documents for long term storage of educaton topics and attendees of luncheons. They will also be responsible for maintaining the records of all MCLE & Claims Examiner forms and Certificate of Attendance as outlined under (California Code of Regulations, Title 10 Chapter 5 Subchapter 3 to include all of section 2592) 2nd Vice President will coordinate with the Corresponding Secretary with the speaker information to allow for written correspondence to be sent out timely and website updates.
3rd Vice President, Annual Spring Seminar
It is the responsibility of the 3rd Vice President(s) to organize the Annual Spring Seminar in May. The Seminar is to constructed to provide 5-6 hours of continuing education for all attendees. Aproposal of budget and speakers outline & topics must be adopted with a majority vote by the Board of Directors. The 3rd Vice President(s) will submit all necessary documents to the webmaster for storage of all attendees for auditing of CEU’s, with lists, outlines, budgets, etc. They will also be responsible for all MCLE & Claims Examiner forms and Certificate of Attendance as outlined under (California Code of Regulations, Title 10 Chapter 5 Subchapter 3 to include all of section 2592.) 3rd Vice President(s) will coordinate with the Corresponding Secretary with the information regarding the event to allow for written correspondence to be sent out timely and website updates.
4th Vice President, Membership
It is the responsibility of the 4th Vice President to distribute membership notices to all existing and potential members. The 4th Vice President is responsible for direct communication and follow up with the Treasure regarding payment and invoicing of membership dues. If necessary they will follow up with the member regarding payment status. Upon receipt of confirmation of payment formal notice of Membership will be sent to the Member from the 4th Vice President. The 4th Vice President will compile and maintain a membership roster of the Gold, and General membership level members in good standings, a copy of which will be available upon request. The 4th Vice President will contact the designated graphics company and have the “Gold Member” sign updated on a quarterly basis as necessary and will be responsible for bringing the sign to the monthly lunches and special events, in addition to housing the sign.
It is the responsibility of the Corresponding Secretary to distribute all notices for the monthly luncheons and any other events deemed necessary by the President and or the 1st VP by U.S. mail, email or send out cards. Corresponding Secretary will receive all reservations for the lunches and be responsible for maintaining the master list of all who will be in attendance, walk-ins and payments received, mailed in or paid online. In addition they will greet all luncheon attendees the day of the lunch. Corresponding Secretary will also be the point of contact for the location of the lunches, confirm a head count for the event in a timely manner and work directly with the 2nd V.P. regarding any special equipment the speaker may need and make proper arrangements with the location for them to be provided.
It is the responsibility of the Recording Secretary to take minutes of each Board Meeting and provide them to each member of the Board of Directors no later than the following monthly Board Meeting so they can be properly adopted. The Recording Secretary will maintain the minutes of all meetings and a copy of the By-Laws. The records will be maintained along with the By-Laws in a permanent file format to be passed on to the successor. The Recording Secretary will assist the Corresponding Secretary at the registration/check in of the monthly luncheons or events as determined by the 1st V.P.
It is the responsibility of the Treasurer to keep an accurate accounting of all funds, disbursed funds, and account for all receipts and disbursements at each Board of Directors Meeting. The Treasurer will annually prepare and present all financial records to an independent accountant. The Treasurer will work directly with the President on the financial portion of the database on the website and the Merchant / Store updates.
The Immediate Past President shall:
Serve as ex-officio member acting as liaison to the President and to other Industrial Claims Associations.