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Duties and Responsibilities The following positions are open for election every year: President; Vice-President; Secretary; Treasurer and 2 Board of Directors. Two additional Board of Directors positions are open every other year. Members are encouraged to review the role and responsibilities of a Board member and are encouraged to volunteer. Elections shall be by ballot at the annual meeting and the majority of all votes cast shall be necessary to elect any candidate. All members are entitled to the floor at the annual meeting of the Association or other deliberative assemblies of said Association. If a member is unable to vote at the annual meeting, that member must contact one of the members on the elections committee to make arrangements to cast his/her ballot prior to the annual meeting. If the member is not sure who is on the election committee they are encouraged to contact a member of the Board for instruction. All Board members are listed on the DSA Web site. No votes will be accepted at the completion of the annual meeting. There will be only one (1) vote per registered family. Members will be told the date and location of the annual meeting/election times. Voting may not start or stop prior to, or after, these published times. Duties and Responsibilities: 1. Office of the President To guide and direct the Association To carry out the will of the members as provided in the by-laws. To represent and speak for the Association. To call and preside over meetings of the Board of Directors. To authorize the signing of checks as provided in the by-laws. To call, at least bi-annually, meetings of the Board of Directors. To represent the Association, at any large meetings, or to appoint a representative in his/her stead. To recommend approval or dismissal of sport's commissioners to the Board of Directors for approval. To ensure the commissioner's properly screen their coaches and assistant coaches. To ensure all appropriate insurances are obtained on behalf of the Association. To serve as an Executive Committee member To vote on motions presented during official meetings of the Board only as needed to break a tie. To agree to participate as an advisor to the next incoming President for one-year as immediate past-president. 2. Office of the Vice President To serve as the President in the absence or disability of the President. To perform special duties as assigned by the President. To respond to membership's concerns as to any perceived violation of the by-laws; to investigate same; and to issue a report to the Board of Directors if the complaint is verified and if the complaint is without merit to report same to the President and issue a written reply to the complainant. To act as the Board liaison with the Sportsmanship Committee. To vote on motions presented during official meetings of the Board. To serve as an Executive Committee member 3. Office of the Secretary To call and keep roll. To record the minutes of all meetings of the Board of Directors. To keep the originals of Articles of Incorporation, the by-laws, all insurance policies, and other pertinent documents as decided by the President. To place notification with the local newspapers regarding any meetings or events. To open and distribute all mail for the Association and to check the membership telephone hotline and forward messages to appropriate DSA representative. To schedule Board of Directors meetings, membership meetings, and other Associations meetings as described by the Board. To vote on motions presented during official meetings of the Board. To serve as an Executive Committee member. 4. Office of the Treasurer To supervise the custody, receipt and disbursement of all funds of the Association as they are managed by the Financial Assistant. To assure that the execution of all federal, state and/or payroll tax filings are conducted by Association staff or consultant on an annual basis. To review the prepared financial report/summary of all activities prior to each Board meeting and provide an overview to the Board of Directors and Commissioners. These records are available for review by the membership upon request. To monitor interest rates for the Association's investments notifying the Board of financial trends or changes needed to protect the interest of said investments. Provide quarterly update to the Board on investment performance. Monitor approved budget for each sport commissioner. Assure Financial Assistant is properly maintaining all financial records of the Association. Treasurer maintains all tax filings and related reports. Supervise the day-to-day activities of the Financial Assistant. To vote on motions presented during official meetings of the Board. Sign checks for the Association. To serve as an Executive Committee member 5. Information Officer To maintain a current list of the names of all members; said list to include their mailing address, telephone number, and the names of their children participating by sport. Recommend to the Board changes needed to maintain accurate and up-to-date contact information. Keep database as clean as possible removing bad address or contact information upon receipt of notification. Receive and enter registration information for each participant per sport. Supply participant listings to Commissioner of the sport. Obtain from Commissioners and Board members articles for Newsletter production. Establish deadlines for articles. Using this information, facilitate and produce the publishing of a newsletter at least three (3) times per year. Work directly with printer to produce newsletter for each member family. Label newsletters accordingly. Work directly with the post office to assure that non-profit bulk mailing instructions are being followed. Sort newsletters by postal code and code them according to post office instructions. Complete form PS-3602-NZ, calculate payment needed for postage, arrange for payment from DSA, and deliver all to the post office. Assure DSA non-profit indicia is up-to-date with post office. Attend meetings on bulk-mailing as requested by the post office on behalf of DSA. Vote on motions presented during official meetings of the Board. 6. Directors at Large To provide general advise to the Board of Directors. To vote on motions presented during official meetings of the Board. To carry out specific assignments assigned by the President, Board or Executive Committee. To assist the Association with tasks as needed. Back to Main