PRESIDENT’S DUTIES: Be available to community residents and merchants with concerns or questions. Introduce self to Bayberry merchants and sponsors. Prepare the new fiscal budget; distribute to all board members at the September meeting. Update all banking, insurance, IRS, United Church of Christ, Phoenix Press and Post Office with new elected officers contact information. January of each year file with the IRS 990-N. Prepare monthly meeting agenda and distribute to all attending board members. Bring concerns to board meetings for discussion. August – send out sponsorship renewal letters to all back page sponsors. Each month coordinate news articles with chairpersons and editor.
1st VICE PRESIDENT’S DUTIES: Assist the President with any situation as needed. If the President is in available to perform the duties needed by the BCA, the First Vice President shall fill in as stated in the Bylaws. Attend the Town of Clay meetings, alternating with the Executive Board members until a Town Affairs committee can be formed.
2nd VICE PRESIDENT’S DUTIES: Manage the Welcome Committee, assist when needed. Report to the BCA Meeting the number of new residents moving into the community. Assist President and 1st Vice President with community concerns and events, including attending the Neighborhood Watch meetings. Attend the Town of Clay meetings, alternating with the Executive Board members until a Town Affairs committee can be formed.
SECRETARY’S DUTIES: Record minutes of each meeting, distribute electronically to Executive Board for any corrections or omissions. Copy and distribute previous meeting minutes to board members for approval and acceptance into the current meeting. Report any get well or condolence cards send out to the community. Report any other correspondence made on behalf of the BCA.
TREASURER’S DUTIES: Assist the Executive Board with preparation of the new fiscal budget. Assist President with notifying banking, insurance, UCC & Phoenix Press of new contact information.
Monthly – prepare Treasurer’s Report for the BCA meeting. File for future audit. Verify all classified ads for the newsletter are from paid BCA members. Verify the back page sponsors with payment status. In March prepare membership dues collection packets. Detailed instructions available in Treasurer’s file. As the dues payments are mailed to you, make out a membership card to be delivered by the Rep/Assist Reps with the next newsletter. During the Year – verify Resident Membership for activities which include Santa Visits, Garage Sale and Summer Picnic. July – Assist President in obtaining a resident qualified to conduct a fiscal audit. Have all necessary documents available and ready for the audit.
MEMBER-AT-LARGE DUTIES: Assist the Executive Board as needed. Assist the Nomination Committee with the election of new officers. Attend Neighborhood Watch meeting and report information to monthly BCA Board meeting.