Description of BSC Board and Appointed Positions

Everyone in the Berkeley Ski Club loves to Ski, Board, Snowshoe, or all three! But the Club doesn't run on its own. The reason the Club is such a good deal is that everyone pitches in to help keep it going. Indeed, every member, as part of their introduction to the Club, makes an explicit promise to help out. No slackers here! In addition to the annual Work Weekend obligation, the members serve on the Board, or in Board-appointed positions. Given the number of members we have and the number of positions to fill, we figure that every member has to serve on such a position at least every nine years. Not much work considering all you get out of it!

Board Positions:

The Board of the Club is the official Board of Directors of the Berkeley Ski Club corporation. Board members are elected for one year terms at the annual meeting (called the "New Members Banquet"). The Prior-Year president is always filled by the prior year president (duh). The Board members attend the noticed Board meetings and are responsible for the over-all running of the Club.

President
The president leads the club, creates the calendar and agendas; ensures that all of the paper work, web work, and positional tasks get done; writes the trail report for the newsletter; and envisions and pursues the club's future and well being. This position is a two-year commitment: after serving one year as the club's president, the member continues serving on the board for another year as a Prior-Year President. A preferred candidate would have several years experience as a member to better understand the club culture.
Prior-Year's President
Prior-Year President ensures continuity of BSC board activities after new board members are elected. He/she provides support to the newly elected president and other board members and helps to run the meetings and managing projects. This is not an elected position. After serving one term as a president, a member automatically becomes "Prior-Year President" for the next term.
VP Membership
Throughout the year: Input and edit lodge stays and other transactions and update membership information with WebApps. Deposit occasional checks in BSC bank account and send deposit listing and email notification to Treasurer. Record completion of work weekends and volunteer contributions such as board service or hosting of events. OCT-NOV: Track membership renewals and inform VP Recruiting of membership openings. Receive and process checks from new and inactive members for dues, deposits, initiation fees. Deactivate retiring members and notify Treasurer for security deposit refunds. NOV: Activate and configure new memberships. Create new lodge door code and email it to current members.
Recording Secretary
The Recording Secretary attends all BSC Board meetings, Lodge HOA Zoom meetings and all BSC General Meetings recording minutes for publication in the club newsletter. These minutes serve as the record of club business conducted in these meetings and the board adds policy or rule changes to the BSC web site based on them. At board meetings include all approved motions, reports, board decisions and significant information. Begin with the meeting agenda and add your notes as the meeting progresses. Read each motion to the board before a vote is taken to be sure that the wording is correct. At the general meetings, it is only necessary to record any motions that are approved by the general membership. If you are unable to attend a meeting; arrange for someone else on the board to take notes on approved motions. BSC Minutes should be sent to Board Members within 24 hours for editing and returned to you within 48 hours. Make all necessary changes assuring that the minutes are complete and accurate. Send the final version of all minutes to the Media Content Manager.
Newsletter Editor (Media Content Manager)
The Media Content Manager is responsible for compiling, editing, and distributing the monthly newsletter to all active and non active members. He/she is encouraged to take reasonable creative freedom towards its format and visual design, using any editing tool. However, the newsletter file must be converted into PDF format for distribution. The Media Content Manager receives articles (including board meeting minutes) for publication from each of the board members, as well as general members who who might be in charge of a club activity that they wish to publicize. Besides the more constant Board Reports and the Events Calendar, pictures and articles from recent club activities are always enjoyed by members, thus their inclusion is welcome. The newsletter is to be prepared and distributed monthly, following each board meeting. In addition to the newsletter responsibilities, the Media Content Manager is also tasked with making edits and updates to website content (to be submitted to and published by the webmaster), as approved and requested by the Board.
VP Publicity Recruiting
VP of Publicity and Recruiting responds to all membership inquiries and tracks the Prospective, Wait List and New Member progress in completing requirements.
Lodge Maintenance Manager
Supervise all repairs to the lodge, interface with outside repair/maintenance contractors, and organize the Work Weekends. The most successful lodge maintenance managers had significant knowledge and hands-on experience with repairs and remodeling.
VP Social
The Social VP's plan the General Meetings, such as time, place and speakers/programs. Social VP's plan the annual Picnic (held in August), annual Holiday Party (held in December) and the annual Spring New Members Banquet (held in April). Social VP's also help to organize additional events and activities held throughout the year, led by members.
Treasurer
In general the treasurer is responsible for managing the club's money. The treasurer keeps accurate accounting of income and expenditures and facilitates the annual budget process. The treasurer's records are open to inspection by any board member at any time.
Skills required
Anybody who has had to manage their personal checking account and perhaps a savings account can manage the Berkeley Ski Club account. In fact, it might be even easier to manage the Club's account than your own, because almost all payments are set up automatically, the accounting software Quicken is integrated with the checking account, and if you do have to write a check to a member who bought the food for the work-weekend, you write it directly out of the checking account online.

For people who are familiar with online banking and managing their credit cards online, as well as most of their other bills, this will be very easy. An old computer at home with internet access will be sufficient to access the checking/savings account and the Quicken account in the Cloud. [Your file-keeping will be much easier if you have a basic scanner, but it is not necessary.]

You will regularly (~monthly) prepare reports for the Board, plus the occasional special request. For the annual budget preparation, you can use last year's Budget and Profit & Loss Statement as a guide.

Time commitment: Attend at a minimum 6 board meetings. Accounting management takes 1-2 hours per month.

Appointed Positions:

Many members are needed to do the heavy-lifting of the running the Club, but not all of them are needed on the Board. The following positions are filled by appointment (rather than election), and serve at the pleasure of the Board. They do not vote on Board matters, and do not have the same responsibility that Board members have. They are, like all Members and prospective members, are encouraged to attend Board meetings, but it is not a requirement for these positions.

Lodge Supply Manager
The Lodge Supply Manager(s) ensures the club has all the basic necessities, such as paper towels, napkins, light bulbs, spa chemicals, cleaning supplies, tea, sugar, coffee, butter, etc, during winter and off-season periods. As of 2017, lodge manager's supplies list has 63 items on it! A supply manager should regularly visit the lodge (every week or every other week during winter season), determine what supplies are needed (or will be needed soon), purchase them, and deliver on the next trip. It is a position for the most enthusiastic skiers, those who like to go to Tahoe regularly during winter, and at least once every 3-4 weeks during summer. Membership at Costco can be a plus in this job.

The Lodge Supply Manager position is often split between two members who agree between themselves (perhaps Summer/Winter). Our Constitution allows for this, and the Lodge Supply Managers can agree between themselves how the compensation is divided.
Webmaster
Webmaster is the only position in the club which requires specific computer skills and access to software that enables one to edit PDF files and develop HTML and PHP code.
The person in this role is required to have experience with web design using HTML/CSS/JavaScript and should be familiar with the concepts of web hosting. Our webmaster doubles up as system administrator. He/she supports databases and web applications (over 20 thousands of lines of PHP code) which the club uses to track membership data, payments, work weekends, and reservations. Certain level knowledge of PhP and MySQL is highly desirable.
Routine job tasks include updating and forwarding e-mail addresses on the server, updating tables of meetings and list of board members on the web site, making changes to web site content as requested by the board, updating image galleries, updating News section, timely renewal of the web hosting and domain registration, maintaining backups of the web page, web apps, and databases, assisting new members with login credentials, and assisting board members when they encounter difficulties with WebApps.
Special tasks (which are more common that one may think) may include development of new web applications or revision of our web site.
Time commitment: from zero to two hours per week for small routine tasks (webmaster is expected to provide quick response on those), tens and hundreds of hours per task for web and applications development.

You'd like to help, but you don't feel that your talents exactly fit one of these existing jobs? The Club can make the title fit the job that you can do. The goal is to get the work done, help everyone in the Club to have a good experience, and to have fun in the process. Think about what you would do to help the Club, and we'll put you to work!