Duties of club officers

PRESIDENT
The President shall be the principal executive officer of CTMC and shall, subject to the control of the Club Officers, have general supervision, direction and control of the business and affairs of the CTMC. The president shall preside at all business meetings by opening the meeting, assigning the floor to members by recognizing them and trying to alternate between pro and con when conducting debate. The President shall sign all contracts and other instruments in writing, provided, however, that the Club Officers must first approve all contracts and instruments in writing. The President shall be the primary representative of CTMC to other car clubs and organizations. The President shall collect budgets from all officers and committee directors and provide a master budget to the club officers for review by the second Saturday of March and to the full membership on the second Saturday of April. The President shall appoint the Sergeant-at-Arms (2), Director of Fundraising, Director of Community Service, Director of Car Shows & Races, Director of Parties & Picnics, Director of Cruises and Web-master with concurrence of the Club Officers in a vote of a simple majority (4-2).

VICE PRESIDENT
The Vice President shall perform all the duties of the President in the President’s absence, and when so acting shall have all the powers and restrictions of the President as set forth in Section 1. The Vice President shall perform such other duties as from time to time may be prescribed by the Club Officers. The Vice President shall gather information from the committee directors, members and other sources and formulate the annual CTMC Calendar of Events. The Director of fundraising and Director of Community Service will report directly to the Vice President. The Vice President will act as Parliamentarian as needed. The Vice President shall maintain the Principal Office File.

GENERAL MANAGER
The General Manager shall be in charge of all promotions, sales and donations. The General Manager is in charge of communication with all vendors and dealerships and is the primary point of contact for any vendors. The General Manager shall insure that all CTMC bills are paid on time be they subscriptions, membership dues in other organizations or to communication companies, etc. The General Manager is also responsible for coordinating any events with the committee director whose committee is sponsoring the event. The General Manager shall prepare and submit a yearly operating budget including the expenses of the Recording Secretary, Treasurer, and Financial Secretary to the President by the second Saturday of February. The General Manager will act as Parliamentarian as needed. If the President and Vice President are unavailable, the General Manager must take charge. The General Manager shall maintain a file of all club information pertaining to the office of General Manager that is subject to audit by the Executive Committee. All contracts of CMTC shall be included in the file. A copy of the contents of the file shall be made for the Principal Office File and submitted to the Executive Committee in a timely fashion. Upon the election of a new General Manager, the file shall be turned over to the new General Manager with a transition report.

RECORDING SECRETARY
The Recording Secretary shall attend all business meetings and Club Officer meetings, record the minutes of all meetings, keep or cause to be kept, a current register of members, and give notice of all meetings and events to members via phone, mail or e-mail when needed, as directed by a member of the Executive Committee. At each meeting the Recording Secretary shall present printed typed copies of the minutes from the previous business meeting to the members. The Recording Secretary will certify and file amendments and revisions of the By-laws with the official copy kept in the principal office. In the absence of the Recording Secretary from any meeting the presiding officer shall appoint a Recording Secretary pro-tempore. The Recording Secretary shall have control of valuable papers and books of the club and shall be at all times subject to the control of the Club Officers. The Recording Secretary shall maintain a file of all club information pertaining to the office of Recording Secretary that is subject to audit by the Executive Committee. A copy of the contents of the file shall be made for the Principal Office File and submitted to the Executive Committee in a timely fashion. Upon the election of a new Recording Secretary, the file shall be turned over to the new Recording Secretary with a transition report.

FINANCIAL SECRETARY
The Financial Secretary (clerical responsibilities) shall maintain and keep current the membership rolls including names, addresses, E-mail addresses, phone numbers, cell phone numbers and pager numbers in the form of a directory to be updated and distributed as needed or at the request of the Executive Committee. The Financial Secretary shall have at each business meeting a list of all standing committees and their members. The Financial Secretary shall have the responsibility for the official letterhead of the CTMC. The Financial Secretary shall also assist the General Manager in corresponding with vendors and outside organizations. The Financial Secretary shall maintain a file of all club information pertaining to the office of Financial Secretary including a copy of all letters sent on behalf of CTMC. The file is subject to audit by the Executive Committee. A copy of the contents of the file shall be made for the Principal Office File and submitted to the Executive Committee in a timely fashion. Upon the election of a new Financial Secretary, the file shall be turned over to the new Financial Secretary with a transition report.

The Financial Secretary (financial responsibilities) shall receive dues from members. The Financial Secretary or a member of the Executive Committee shall deposit 90% of dues in the CTMC General savings account and 10% in the CTMC Service Savings Account. At each business meeting the Financial Secretary shall provide a list of members who are eligible to vote according to the payment of dues. At each business meeting the Financial Secretary shall provide copies of a typed Financial Secretary’s report containing the following information: each deposit (amount), source (who), reason (why/item) and photo copies of the CTMC bank statement as of the second Saturday of the month to the membership. The Financial Secretary shall collect fines from members when they are assessed and deposit them in the CTMC Service Savings Account. The Financial Secretary shall collect money at fundraising events and deposit 90% in the CTMC General Savings Account and 10% in the CTMC Service Savings Account. The Financial Secretary shall receive application fees and deposit 100% of the application fees in the CTMC General Savings Account. The Financial Secretary shall maintain a file of all club information pertaining to the office of Financial Secretary that is subject to audit by the Executive Committee. A copy of the contents of the file shall be made for the Principal Office File and submitted to the Executive Committee in a timely fashion. Upon the election of a new Financial Secretary, the file shall be turned over to the new Financial Secretary with a transition report.

TREASURER
The Treasurer shall keep a correct accounting of the CTMC’s business transactions. The Treasurer shall withdraw funds from the appropriate CTMC savings account after being cosigned by a member of the Executive Committee and obtain an account balance slip at that time. The Treasurer shall disburse funds of the CTMC by purchasing money orders that utilize a carbon sheet to create a copy of said money order. The Treasurer shall NOT disburse any funds for bills, expenses or reimbursements in cash. At each business meeting the Treasurer shall provide copies of a Treasurer’s report containing the following information: current balance, each withdrawal (amount), Payee (who), Reason (why), and money order number to the membership. Copies of the money order receipts and copies of the account balance slips shall be given to the Executive Committee for the Principal Office File. The Treasurer shall assist the Financial Secretary in the collection of money at CTMC fundraisers. The Treasurer shall maintain a file of all club information pertaining to the office of Treasurer that is subject to audit by the Executive Committee. A copy of the contents of the file shall be made for the Principal Office File and submitted to the Executive Committee in a timely fashion. Upon the election of a new Treasurer, the file shall be turned over to the new Treasurer with a transition report.

SERGEANT–AT–ARMS
The Sergeants–at–Arms (2) are responsible for preserving order at meetings as the chair may direct. The Sergeant-at-Arms can serve as parliamentarian if needed.

On road trips and cruises the Sergeants–at-Arms shall block traffic for the CTMC caravan as needed or as directed by a member of the Executive Committee. It is their job to make sure all cars stay together and notify the lead car if a traffic light or police stops members. Other Club Officers may assist with traffic as directed by a member of the Executive Committee.

COMPENSATION
No officer shall be entitled to receive any compensation for services rendered in such office, however he/she shall be entitled to reimbursement for any expenses reasonably incurred in performing such services other than in connection with his attendance at meetings. Spending that requires reimbursements are discouraged and reimbursements shall be made only after consideration of the Club Officers and a vote of a simple majority of the Club Officers. An Expense Reimbursement Voucher and receipts shall be presented to the Executive committee in order for the Club Officers to consider the expenses. If the reimbursement is approved, the voucher and receipts will be turned over to the Treasurer for disbursement and filing.