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Role of the Executive Committee
in a Non-Profit Organization

Determine the organization's mission
and set policies for its operation, ensuring that the provisions of the organization's charter and the law are being followed.

Set the organization's overall program
from year to year and engage in longer range planning to establish its general course for the future.

Establish fiscal policy and boundaries,
with budgets and financial controls.

Provide adequate resources for the activities of the organization through direct financial contributions and a commitment to fundraising.

Develop and maintain a communication
link to the community, promoting
the work of the organization.

Skill Composition
Desirable in a Board

Nonprofit trusteeship.

Organizational planning.

Financial/accounting.

Fundraising (including
business/corporate, individual, public agency, and foundation).

Personnel management [work with volunteers].

Legal matters especially relating
to nonprofit corporations, contracts,
and personnel.

Public relations.

Source: Thomas Wolfe, Managing
a Non-Profit Organization. New York:
Prentice Hall Press, 1990.

IMA Horticultural Society
Officer Duties

Home | President | Vice Presidents | Secretary | Treasurer | Directors

2007–08 officers and committee chairs

President

General Duties
  • Preside at all meetings of the society.
  • Inform members regarding the activities and progress of the society and its financial condition.
  • Execute agreements and legal instruments together with any other officer of the society as permitted by law and/or rules of the society (e.g., sign checks).
  • Guide board in making sure the interests of the general membership are served in terms of programs, range of enjoyable member activities, support of the IMA gardens and grounds, relation of Hort Soc to other organizations, etc.
  • Request reports from committee chairs as required.
  • Ensure that long-term plans are made for meetings, programs, field trips, newsletter deadlines, picnic, and auction (i.e., maintain calendar).
  • See that letters of condolence, welcome, thank you, etc., are written to members.

Board Meetings

  • Conduct board meetings.
  • Provide a meeting agenda.
  • Attend to building security after meeting.

Lecture Meetings

  • See that dining members arrive timely at the lecture hall so that lecture attendees are not kept waiting.
  • Welcome members and visitors. Promote the IMA gardens and the Horticultural Society.
  • Conduct any membership business, ask for announcements.
  • Program chair customarily introduces speaker.
  • After lecture, remind audience of next lecture date and topic.
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Vice Presidents

  • Assist the president as needed. Preside over meetings, execute reponsibilities of president when absent or unable to serve.
  • Historically the Hort Soc has had two VPs: Vice President for Liaison (to IMA Board of Governors); First Vice President (principal backup for president). This practice has lapsed in recent years.
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Secretary

  • Take minutes at meetings. Distribute them to board members at least 10 days before next board meeting. Minutes to include reminder of next board meeting date.
  • Send announcements of other meetings as needed, giving at least 10 days notice.
  • File corrected minutes and related handouts in appropriate folder at the Hort Soc Library. This serves as a historical record of board activities for posterity.
  • Maintain current list of members. (In recent years, this has been delegated to Membership Chair.)
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Treasurer

  • Collect, record, and deposit checks for membership in the Hort Soc.
  • Provide cash box for Hort Soc functions (e.g., cash bars, auction, Penrod booth).
  • Pay all bills.
  • Keep complete and accurate accounts of Hort Soc finances, showing receipts, disbursements, balances, and locations of bank accounts, etc.
  • Provide monthly financial statement to Hort Soc board.
  • Present complete accounts to IMA Controller by January 15 of each year for audit.
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Directors

  • Represent the interests of the Hort Soc membership at large in the financial planning, liaison to IMA, and general administration of the Hort Soc.
  • Develop Hort Soc membership by recruiting new members and making new members and visitors feel welcome. Scout for potential leaders or helpers and inform Nominating Committee and other relevant committee chairs.
  • Present ideas to the board concerning ways to improve the Hort Soc and/or to further its mission.
  • Chair or serve on ad hoc committees as needed.

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