Roles and Responsibilities

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The role of the president is to provide leadership and organization to the Anderson County

Beekeeping Organization (ACBA). This includes planning monthly club meetings, schedule

speakers, communicate opportunities, demonstrating best practices in beekeeping

management, and overseeing the Beginning Beekeeper Course, among other activities.

 

Overall Goals

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Plan and execute monthly club meetings.

Adhere to ACBA By-Laws / SCBA aHiliate rules.

Encourage membership in ACBA.

Maintain and grow ACBA funds

Continue strong relationship with South Carolina Beekeepers Association (SCBA).

Maintain relationship with Anderson University

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Tasks within each goal

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Plan and execute ACBA monthly meetings

• Determine monthly meeting agendas.

• Identify and schedule speakers.

• Work with ACBA Board to realize annual goals.

• Sign contract with Anderson University for rooms to hold meetings and Beginning

Beekeeping Class.

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Adhere to ACBA By-Laws

• Follow President’s responsibilities via ACBA By-Laws

• Identify frequency and dates for ACBA Board Meetings.

• Encourage ACBA Leadership roles for members.

• Communicate By- Law changes for November vote.

• Conduct the November business meeting.

• Handle swarm calls and dispatch to local club members.

• Determine ACBA Beginning Beekeeping Course timeline, flyer content, cost, and

instructors.

• Sign RRNP Apiary Agreement with Anderson University. (Does this happen

annually?)

• Oversee funding requests from committee chairs, as needed.

• Invite committee reports from committee chairs, as needed.

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Adhere SCBA ACiliate Club Rules

• Attend SCBA (Zoom monthly meetings) “President’s Council Meeting” and report

back to the ACBA Membership.• Encourage member participation in the SCBA – Master Beekeeper Program.

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Encourage Membership in ACBA

• Maintain a welcoming and supportive meeting environment.

• Set diverse monthly meeting agendas.

• Assist & arrange for guest speakers with ACBA Board input.

• Craft monthly meeting communications.

• Approve communications and coordinate distribution with Secretary.

• Preside over meetings.

• Assure mechanisms are in place to:

o Recognizing member achievements or activities.

o Announce upcoming club or bee related activities

o Follow up on community interests/need for beekeepers

o Distribute MBP Certified T-shirt upon certification.

o Encourage mentorship among members

• OHer the Beginning Beekeepers Course.

• President’s choice – July Honey Show / winners payout.

• President’s choice – Decembers Christmas gathering / raHle items.

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Maintain and grow ACBA funds

• Understand and approve club expenses.

• Sign oH on beginning and ending balances provided by Treasurer.

• Identify or delegate raHle item purchases.

• Ensure Beginning Beekeepers Course is taught and advertised.

• Solicit donations.

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Continue strong relationship with South Carolina Beekeepers Association (SCBA)

• Encourage ACBA members to become SCBA members, sign up for volunteer work

and attend and support SCBA Conferences.

• Encourage MBP advancement of ACBA members (Certified, Journeyman, Masters,

Master Craftsman)

• January, resubmit aHiliate application to SCBA. This is how ACBA receives the

approved SCBA training material for the Beginning Beekeeping Course.

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Maintain relationship with Anderson University (AU) for ACBA monthly meetings

venue, schedule and confirm room reservations for Beginning Beekeeping Class (BBC)

• Request and sign meeting room contract for the upcoming year

o Room for Monthly club meetings

o Room for BBC Class Schedule

o Larger Room Request for Noted Speakers

• Develop (continue) relationship with AU’s stakeholders• Maintain possibility of student intern program (AU promotes)

• Maintain Rocky River Nature Park (RRNP) apiary

o Work with President / Treasurer for necessary funds

o Provide necessary treatments

o Harvest honey

o Bottle, label and distribute honey to main AU stakeholders

o Handle swarm calls from RRNP and dispatch to local club members if

necessary.

• Maintain RRNP Apiary committee members, as chair.

• Schedule hive dives for BBC students in conjunction with instructor

• Entertain the feasibility of other field day activities

Roles and Responsibilities

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Overall Goals

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Preside over meetings when President is not in attendance

Assist with monthly club meetings

Assists with Raffle

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Tasks within each goal

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Preside over meetings when President in not in attendance

• Conduct meeting (See President’s meeting task).

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Assist with monthly club meetings

• Maintain a welcoming and supportive meeting environment.

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Assist with Raffle

• Obtain monthly raffle items.

• Assist with raffle event.

• Obtain door prizes for Christmas Party with treasurer.

Roles and Responsibilities

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Overall Goals

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Receive all dues

Pay out all funds

Maintain cash purse for ra6le and deposit proceeds

Reconcile monthly bank statements

Announce the treasury report at the request of the President

Prepare an annual report of finances and publish to all members

Communicate paid club membership to Secretary for roster maintenance / email list

Monitor and respond to all inquiries from acbaofsctreas@gmail.com

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Task within each Goal

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Receive all dues

• Receive new membership and renewals

o At meetings

o Via USPS

o Venmo

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Pay out all funds

• Pay club expenditures, ra6le purchases, events – etc.

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Maintain cash purse for ra?le and deposit proceeds

• Cash for ra6le purse should be consistent month to month for easier accounting.

o Currently $38.00 in small bills.

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Reconcile monthly bank statements

• Download monthly bank statement.

• Reconcile bank statement to check book (includes Venmo).

• Maintain spreadsheet of expenses.

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Prepare an annual report of finances and publish to all members

• Be prepared to present the ACBAs financial position at the November Business

meeting.

o Includes an overview of sources of income / expenses.

o Incomes not limited to, but including (Membership fees, Beginning

Beekeepers Class, Ra6le and Other.o Expenses including (ra6le purchases, door prizes, general club expenses,

donations, food / snacks, maintenance of RRNP apiary and any other

miscellaneous expense approved by the Board / President.

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Communicate paid club membership to Secretary for roster maintenance / email list

• Provide Secretary with complete membership form / information.

• Verify receipt of information to maintain accurate records.

Monitor and respond to all inquiries from acbaofsctreas@gmail.com

• Daily or at least weekly view for incoming messages.

The secretary of ACBA is responsible for recording club and board meeting minutes,

distributing minutes to membership, update the membership roster, create name tags for

new or renewing members and distribute announcements out to members as received

from the president, vice president, treasurer or SCBA Liaison.

 

Goals of Position

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Manage Club Communications

Record, distribute and archive ACBA meeting minutes, Board Minutes & Bylaws

Maintain Membership Roster, Manage ACBA MailChimp account, Assist with ACBA Beginning Beekeeping Marketing, Other activities as they develop.

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Tasks within each goal

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Manage Club Communications

• Distribute club communications via email, including (but not limited to):

o Presidents’ monthly agenda or announcements

o Meeting reminders one week prior to meetings

o Share club news as shared through ACBA board members to secretary

o Distribute Mosquito spraying advisories as received

o Share state / local notices, educational events, request for volunteers,

presentations to school groups beneficial to members or ACBA.

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Record, distribute and archive ACBA meeting minutes Board minutes & Bylaws

• Maintain attendance sheet at meetings.

• Record meeting minutes, attendees, new members & visitors.

• Forward meeting minutes to website master for posting.

• Manage coOee station for meetings, if not being provided by another club volunteer.

• Create name tags for new and renewing members, monthly.

• Maintain hardcopies & digital files of club meetings, Board Meetings, By-laws.

• Maintain archive of speakers presenting at club.

• Ensure members who pay after Sept. 15th are registered as paid members for the

upcoming fiscal year.

• Update Bylaws following ACBA Board discussions and distribute changes to

membership.

• Distribute November Business Meeting Agenda, received from President.

• Call for a show of hands, count votes, determine if we have majority to pass item.

• Put ACBA signs out at meeting location prior to meeting.

• Monitor and respond to all inquiries from acbaofscsecretary@gmail.com.

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Maintain Membership Roster• When a new member or renewal comes in the secretary performs the following duties:

o Update membership roster in excel sheet as forms are sent from Treasurer

for new and renewing members.

o Check MailChimp to see if they were member in past. Update their status.

o Update member with current year tag.

o Create nametags for new members and renewing members, monthly, as

needed.

• Updates excel sheet annually at the start of new membership year, creating a new

column for the current fiscal year and update when memberships are received.

• Track Beginning Beekeeping Roster for current fiscal year.

• Update MailChimp annually with current fiscal year and tag new and renewing

members.

• Share current membership list with president & treasurer when asked.

Manage ACBA MailChimp Account

• Maintain and update monthly, membership changes in MailChimp.

• Make updates to MailChimp, prior to sending meeting reminders or minutes.

• Craft messages to distribute to membership monthly.

o Previous meeting minutes, send at least 2 weeks after meeting.

o Meeting reminders w/ speaker & snack info- 1 week prior to meeting.

o Send final meeting reminder to membership Friday before meeting.

• At the start of each fiscal year, start a new tag for that fiscal year membership to receive

email announcements. This process maintains the last fiscal year member records.

• For the first 3 months of the new fiscal year, send emails to both previous fiscal year

members and current fiscal year members.

• March 1 of each fiscal year, send an email to past due non-renewing members letting

them know they will no longer receive emails from the club about meetings.

• Advance “special members” to the next fiscal year. These memberships include Susan

Crook, Ben Powell and other SCBA members we want to inform of our activities.

• Arrange storage of extractor in oO season, if no other volunteer is managing.

ACBA Beginner Beekeeping Course

• Update annual course flyer.

• Track current student roster as Beginning Beekeepers Student in membership

roster.

• Promote for our yearly course via flyers at local stores and oOices, arrange for

printed notices/articles with local papers and publications, and through social

media resources as directed by the ACBA instructors.

Other activities as they develop

• Work with president to develop Year in Review for Christmas Party.

• Track RSVP’s for Christmas party and share with food organizer.

• Track ACBA club collateral such as banners, extractor, teaching hive.• At the transition of secretary to a new person the following takes place:

o Printed Archives are turned over to new secretary.

o Digital Archives are shared via a thumb drive.

o Current membership file is shared and tracking explained.

o Supplies such as name tags, sleeves and ACBA Signs are turned over.

o Passwords to MailChimp are shared.

o Password for ACBA email shared. Assist with transition by changing phone

numbers aOiliated with email, for reauthentication of the new user. The

transition of email takes several times to be fully implemented.

o Discuss process between president, treasurer and secretary outlining

expectations and deadlines for communications between three entities.

The President-Elect position is an officer in training assisting the current ACBA President, prepares to take over the presidency in the following year and steps in during the president's absence. The president-elect will act as a liaison to the South Carolina Beekeepers Association during their president’s council meetings and report on ACBA recent activities. 

 

Core Responsibilities

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• Automatically transition into the role of President (January 1) once the current term ends. 

• Learn the operations, bylaws, and goals of the organization before taking office.

• Support ongoing programs and help plan future initiatives at President’s directive.

• Participate as an active member of the Board of Directors.

• Complete specific tasks or lead committees assigned by the President.

• Build relationships with members and stakeholders to understand organizational needs.

Overall Goal

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Be the Liaison to SCBA

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Tasks within goal

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Be the liaison to the SCBA.

• Attended SCBA President’s meeting in absence of the president.

• Attend State Conventions when possible.

• Report SCBA President’s Council meeting topics back to ACBA at monthly meetings

when attending in place of the ACBA President.

• Maintains ACBA information and activities on the SCBA website.

• Update ACBA oCicers and club meeting information on SCBA website.

• Maintain active phone number and email on SCBA website for inquires.

• Distribute swarm calls and cutout requests to appropriate people in ACBA or other

are clubs.