Click on position title for a complete job description
President
Vice President
Secretary
Treasurer
Banquet Chair
Fund Raising
Legal Officer
Legislative Issues
Program Chair
Refreshments Chair
The President shall:
1.Serve as the chief executive officer of the Chapter.
2.Assume responsibility for the general and active management of the business and affairs of the Chapter.
3.Serve as Chairman of the Board of Directors.
4.Preside at all Chapter and Director meetings.
5.Supervise the operations of the Chapter, making sure that the various officers and Directors are performing their jobs properly.
6.Assume responsibility for leadership development, to ensure the Chapter’s continued success when the current leadership moves on.
7.Constantly evaluate and assess the Chapter’s goals and direction, and ensure that they remain aligned with those of the State Council and National TU.
8.Coordinate the four core functions of the Chapter: Education, Conservation, Advocacy, and Fund-raising.
9.Serve as spokesman for the Chapter at public gatherings and hearings, and maintain good relations with local conservation officials, environmental organizations and government authorities.
10. Serve as the key link between the Chapter and the State Council.
11. Represent TU and the Chapter to the general public.
The Vice President shall:
1. Preside over meetings in the absence of the President.
2. Provide support and assistance to the President in order to achieve the core functions of the Chapter.
3. Maintain a relatively high profile in the Chapter.
4. Oversee in a general sense the Chapter's activities and communications with members and non-members, including the web site and newsletter.
5. Remain cognizant of the Chapter's mood and direction.
6. Remain in close and regular contact with the President and, to a lesser extent, other Chapter officers.
7. Perform other duties as assigned by the President.
The Secretary shall:
1. Keep the minutes of all meetings of the Board of Directors; oversee the subsequent approval of all such minutes.
2. Write and send in the Chapter’s name any required letters, responses, cards, and announcements.
3. Maintain responsibility for the Chapter’s official stationery.
4. Keep the Chapter’s list of officers, committee chairmen and directors up to date, and circulate as necessary.
5. Perform other duties as the President may assign.
The Treasurer shall:
1. Receive and disburse all Chapter funds in accordance with Chapter financial procedures.
2. Maintain and control Chapter checking and savings accounts.
3. Keep accurate financial records, including all transactions involving the receipt or disbursement of Chapter funds.
4. Maintain the Chapter’s financial ledger.
5. Make periodic reports of the Chapter’s financial status to the Board of Directors. These reports shall include a comparison to the annual operating budget.
6. File financial reports with National TU, IRS and other government agencies as required. Current required reports:
a.National TU financial report by November 15 of each year
b.IRS 990 by February 15 of each year.
7. Maintain Chapter Taxpayer ID or EIN.
8. Ensure compliance with all National TU, IRS, state and local agency regulations regarding non-profit activities.
9. Serve as a liaison to the State Council and the National office regarding all financial matters.
10. Develop and implement an operating budget by October 15 (beginning of the fiscal year) of each year.
The Banquet Chair shall:
1. Coordinate all aspects of the Chapter’s annual fund-raising banquet, including with appropriate national TU staff.
2. Determine the financial goals and objectives to be achieved by the banquet together with relevant Chapter officers.
3. Organize the banquet committee, to ensure that individuals are assigned responsibility for all significant requirements.
4. Keep the committee continually informed of the status of the various elements of the banquet via email and periodic meetings.
5. Keep the president, vice president and treasurer informed on a regular basis.
6. Provide early notification of the banquet to the members, including the date, location, price, and information on some of the high-value auction items.
7. Finalize arrangements as early as practicable for the venue, meal, master of ceremonies and guest speaker, if any.
8. Coordinate banquet publicity with the Publicity Chairman.
9. Ensure that thank-you letters are sent promptly to major donors and sponsors following the banquet.
10. Assemble a banquet folder for the following year’s banquet chairman which includes all relevant information needed to assist him in understanding all the many elements that will need his attention.
11. Coordinate the submission of written “Lessons Learned” data following the event, and arrange a banquet committee meeting to discuss them.
The Fund Raising Chair shall:
1. Oversee all Chapter fund-raising activities, coordinating with relevant national TU staff members when appropriate.
2. Work closely with the Banquet Chairman, who coordinates the various elements of the Chapter's premier fund-raising enterprise.
3. Strive to obtain donated funding to support our programs and activities from foundations, businesses, government entities, local organizations and private individuals.
4. Strive to obtain grants to support stream improvement projects from national TU (Embrace-a-Stream), and from other sources such as EPA, FishAmerica Foundation, Izaak Walton League of America, National Fish and Wildlife Foundation and the Virginia Department of Conservation and Recreation's Chesapeake Bay Program.
5. Provide financial management of any grants including addressing control aspects of the grant, financial reporting to the granter, and compliance oversight of grant provisions in conjunction with the designated grant manager.
6. Represent NVATU at state council meetings as a representative and second deputy to the Chapter president, after the vice president.
7. Perform other duties as the president may assign.
The Legal Officer shall:
1. Provide advice to the President regarding the legality of various activities, including advertising and fund-raising, liability considerations during Chapter activities such as stream work days, and other relevant topics.
2. Contact the lawyer on the staff of national TU as needed for interpretation and guidance.
3. Perform other duties as the President may assign.
The Legislative Issues Chair shall:
1. Keep abreast of all new or pending federal, state and local legislation that may have an impact on coldwater fisheries or other relevant streams and resources.
2. Make regular reports to the Chapter on the status and effect of legislative issues, utilizing the web site and newsletter as appropriate.
3. Organize and facilitate advocacy campaigns such as letter writing or e-mailing in support of conservation issues.
4. Perform other functions as the President may assign.
Program Chair shall:
1. Make all necessary advance arrangements for guest speakers to address the Chapter’s monthly meetings.
2. Maintain a record of guest speakers and their contact data who have presented programs in the past, and a list of potential future speakers
3. Strive to engage speakers well ahead of their scheduled program date; consider publishing a list of future programs on the website and in “Troutline.”
4. Provide each speaker’s biographic and program information to the webmaster well in advance of the meeting date and to the newsletter editor prior to the publishing deadline.
5. Resolve the speaker’s needs fo audio-visual support.
6. Try to arrange for a varied sequence of programs- a mix of destination trips (e.g. “Yellowstone”) local current interest (e.g. Brown trout in Shenandoah National Park Brookie streams”), and others.
7. Consider scheduling occasional seasonal program's time t0 a particular period or event, such as “Winter trout fishing”, “The White Fly Hatch”, “Shad fishing”, etc.
8. Coordinate you activities with the President.
A. The Refreshment Chair (Meetings) shall:
1. Obtain soft drinks, beer, ice and perhaps snacks and convey them to attendees at Chapter meetings for a designated donation.
2. Maintain custody of the Chapter’s coolers, or keep them in the Chapter’s storage room between meetings.
3. Turn over purchase receipts to the Treasurer for reimbursement.
4. Turn over all funds collected to the Treasurer.
B. The Refreshments Chair (Outdoors) shall:
1. Organize a barbecue lunch for volunteers at specified stream work days and other designated outdoor events.
2. Procure the food, charcoal, plates, glasses, eating utensils, barbecue tools, drinks and other necessary items and supplies.
3. Provide ample bottled water for workers at work days during hot weather conditions.
4. Maintain custody of relevant equipment and supplies, or store them in the Chapter’s storage room.
5. Deliver purchase receipts to the Treasurer for reimbursement.
Notes:
a. Nothing shall preclude the possibility of the two Refreshments Chairmen being one and the same person.
b. It may be necessary that both Chairmen may be asked to participate in occasional large-scale Chapter events.