Job Descriptions

JOB DESCRIPTIONS

Jan 17, 2017 dcf

PRESIDENT

Primary Contact: Nov 09, 2016 Dave Graber

  • Preside at all membership meetings
  • Present an Annual Report at the Annual Membership meeting
  • Shall appoint all committees, temporary and permanent
  • Shall see that all books, reports and certificates, as required by law, are properly kept or filed
  • Shall be one of the officers who may sign the checks and drafts of the organization
  • Shall have such powers as may be reasonably construed as belonging to the chief executive of any organization
  • Shall have one vote on the Board of Directors
  • Shall write a “President's Report” that will be included in Board Meeting Notes for each board meeting.[Proposed addition DWG]

FIRST VICE PRESIDENT

Primary Contact: Nov 09, 2016 Edward Waller

  • Shall, in the event of the absence or inability of the President to exercise the office, become acting president of the organization with all the rights privileges and powers
  • Shall have one vote on the Board of Directors
  • May have any other appropriate responsibilities as assigned by the President
  • Shall write a “First Vice President's Report” that will be included in Board Meeting Notes for each board meeting.[Proposed addition DWG]

SECOND VICE PRESIDENT

Primary Contact: Nov 09, 2016 Lou Cook

  • Shall have one vote on the Board of Directors only in the absence of the First Vice President
  • Shall have any other appropriate responsibilities as assigned by the President
  • Shall write a “Second Vice President's Report” that will be included in Board Meeting Notes for each board meeting.[Proposed addition DWG]

SECRETARY

Primary Contact: Nov 09, 2016 Bob Proctor

  • Shall keep the minutes and records of the organization in appropriate books. The membership list records are confidential, to be used only for library purposes. [Membership item proposed for removal by DWG]
  • Shall maintain a list of all certificates with times and dates and location of said certificates required by any statute, federal, state, or county are properly filed - working with the president so they are filed on time. [Revised wording DWG]
  • Shall verify that all notices to members of the organization are distributed.
  • Shall be the official custodian of the records and seal of the organization.
  • May be one of the officers required to sign the checks and drafts of the organization.
  • Shall present to the membership at any meeting, any key communication which shall be addressed to the Secretary of the organization or any material that members of the Board of Directors request to review. [Revised wording DWG]
  • Shall submit to the correct board member any communications which shall be pertinent to them. [Revised wording DWG]
  • Shall attend to all correspondence of the organization and shall exercise all duties incident to the office of Secretary.The secretary is the primary person to do correspondence but the president can assign other people to do correspondence whenever additional help is required.[Revised wording DWG]
  • Shall have one vote on the Board of Directors.
  • Shall have any other appropriate responsibilities as assigned by the President
  • Shall write a “Secretary's Report” that will be included in Board Meeting Notes for each board meeting. [Duty added DWG]

TREASURER

Primary Contact: Nov 09, 2016 Roe Ostheim

  • Shall have care and custody of all monies belonging to the organization and shall be solely responsible for such monies or securities of the organization.
  • The Treasurer, or in the absence of the Treasurer, the President, must be one of the officers who shall sign the checks and drafts of the organization. A second required signature may be the President, the First Vice President, or the Secretary.
  • Shall render at stated periods as the Board of Directors shall determine, a written account of the finances of the organization and such report shall be physically affixed to the Minutes of the Board of Directors of such meeting.
  • Shall have one vote on the Board of Directors.
  • Shall exercise all duties incident to the office of Treasurer
  • Shall have any other appropriate responsibilities as assigned by the President
  • Pick up and distribute incoming mail from the Cove office and distribute to the proper parties at the library
  • Any checks are first processed as spelled out for the librarians, specifically, write a receipt including check number, date, name, amount, reason, i.e. membership, magazines, donation, etc. Check type of instrument, i.e. cash, check or money order.
  • Enter the receipt in the log in the top right hand drawer of the desk. Provide a copy to the membership person if the payment is for new or renewal membership.
  • Enter all receipts onto the appropriate Excel spreadsheet, and maintain a duplicate of the spreadsheet at another location such as the Treasurer’s home, as a precaution against fire or other emergency at the library.
  • Document monies received on a deposit slip and deposit at the designated financial institution.
  • Enter all receipts for income into the Quicken Deluxe 2010 system used to track all income.
  • Track all expenses on the Quicken Deluxe 2010 system, including officer’s credit card expenses, automatic payments such as rent and telecommunications service, miscellaneous expense receipts such as for supplies, computers, etc. Also ensure that proper record is maintained of general versus digital expense.
  • Pay insurance, trademark and other recurring expenses, obtaining signatures and approvals from the President as required.

HEAD LIBRARIAN

Primary Contact: Nov 09, 2016 Dave Graber

  1. Maintain a calendar of names of librarians who keep the library doors open and lights on. While there is a regular weekly schedule, there are times when somebody can’t fill the job for a few days.
  2. Answer any questions on procedures and duties
  3. Help train new Librarians

NEWSLETTER SCANNING CHAIR

Primary Contact: Nov 09, 2016 Jim Sweeney

  • Has overall responsibility for maintaining the library’s digitized archive of nudist club and organization newsletters and other pertinent flat paper materials.
  • Scan, properly identify, and digitally archive paper newsletters or other pertinent flat materials received from organizations or by donation.
  • Download, properly identify, convert to PDF, and digitally archive newsletters downloaded from club websites and received on webmail.
  • Scan, identify and digitally convert paper newsletters already held in the library collection.
  • Upon request from clubs or members, search appropriate files for club or organizationally related information and transmit such information back to the requestor.
  • Maintain appropriate records to keep track of clubs and organizations preparing newsletters and frequency and regularity of publication as an aid in keeping the overall newsletter digital archive as complete as possible.

MAGAZINE SCANNING CHAIR

Primary Contact: Nov 09, 2016 Ed Westen

  • Has overall responsibility for maintaining the library’s digitized archive of magazine scans using procedures set forth in the Procedures for Scanning Magazines at the following link: Scanning Procedures

Video CHAIR


Primary Contact: Nov 09, 2016 Lou Cook

Jul 19, 2016 rap

ANRL wants to convert all VHS to DVD. We want to have 3 copies of all Videos, 1 in A1 and 2 in A2

Skills needed

  1. Play a VHS
  2. Play a DVD
  3. Convert VHS to DVD
  4. Copy DVD to DVD
  5. Print labels onto DVD
  6. Print name tags for VHS and DVD with the FileMaker Database
  7. FileMaker skills for adding new records and updating existing records

Tasks

Maintain the Video Database in FileMaker for new videos and videos that have been sold.

  1. For New Videos, do the following
  2. Play the DVD or VHS for a few minutes to verify that it plays
  3. Convert VHS to DVD if necessary using DVD-R media which is Ink-Jet printable
  4. ANRL would like 3 DVD copies, 1 in A1 and 2 in A2
  5. Enter into the Database and notice the Index #
  6. Write a label with index#, title and some info on content
  7. Make Edge Labels so name of the DVD is visible when DVD is on the shelf
  8. Make lending cards and attach a lending card pocket to the DVD for A2 DVDs

For extra copies of VHS or DVD

  1. Update the FileMaker Database
  2. Create labels
  3. Put on library shelf

When several new DVDs have been added or after a half year or more has passed, it’s time to update the White Book for Videos. FileMaker has buttons which are powered by scripts which can do this. Some training may be necessary and you may need to contact the FileMaker support team.

Book CHAIR

Primary Contact: Nov 09, 2016 Lou Cook

Jul 19, 2016 rap

Skills Needed

  1. Print labels for the book
  2. Print name tags for Book
  3. FileMaker skills for adding new records and updating existing records

Tasks

  1. Maintain the Book in FileMaker for new books and books that have been sold.

  2. For new books, do the following

    1. Obtain the LOC (Library of Congress) number
    2. Write a Binding Label with LOC# and attach the label to the book
    3. Make lending cards and attach a lending card pocket books placed in B2 Archive
  3. For extra copies of books
    1. Update the FileMaker Database
    2. Create labels
    3. Put on library shelf
  4. When several new books have been added or after a half year or more has passed, it’s time to update the White Book for Books. FileMaker has buttons which are powered by scripts which can do this. Some training may be necessary and you may need to contact the FileMaker support team.

Web Site CHAIR

Primary Contact: Nov 09, 2016 Bob Proctor

Assistant: Nov 09, 2016 David Foote

Jul 19, 2016 rap (not complete yet)

Skills Needed
1. Basic computer skills 2. Drupal 7 2. Dropbox 3. FTP 4. SSH (not absolutely necessary but extremely useful) 5. Text Editor 6. Markdown Editor 8.

Tasks

  1. Maintain our web site.
  2. Manage storage on web site to keep total less than the 20GB limit
  3. Add pages as necessary
  4. Edit content to keep the web site current
  5. Improve the quality of the web site with a periodic new look
  6. Make periodic security updates to the web site to keep it secure.
  7. Authorize new members with authority to login to the Staff Only area.
  8. Remove members from the Staff Only area as necessary.
  9. Manage the space used on the web site to not exceed the 20 GB limit.
  10. All source files for the web site will be maintained in ANRL’s Dropbox. Editing of files directly on the web site is possible but we highly discourage this as it leads to great confusion and chaos.

Archive CHAIR

Primary Contact: Nov 09, 2016 Vacent

Jul 20, 2016 rap (not complete yet)

This job covers managing all material in the library and all it’s archives. It is not something that any one person is doing today but is very important to the future of the library. The scope of this job is to document all material in our archives, it’s location and methods of adding, updating and maintaining the archives.

  1. Archive storage
    1. Dropbox files (digital data)
    2. Shelves (Videos, books, paper magazines, Newsletters,photos, audio tapes)
    3. File Cabinets (Club Folders, Subject folders)
    4. Hard Discs (scanned magazines and Newsletters, audio files)
    5. Home Computer files (maintained by some volunteers)
    6. Web site storage of meeting notes, mp3 recordings of meetings, other material which appears on the web site but not in local storage
  2. Master Catalog: This is a list of what we have and where it is located

Research CHAIR

Primary Contact: Nov 09, 2016 Paul LeValley

Jan 16, 2017 dcf

  1. Coördinate the efforts of students (of any age), professors, writers, or others engaged in serious research projects. Mostly, this means steering them toward likely printed sources in the library. Sometimes, it means connecting them to knowledgeable people who may live far away.
  2. Try to arrange that a copy of the finished project is donated to the library.
  3. Add to bibliographies, tables of contents, or other research tools on the web site. Send updates for the research tab (as needed) to the webmaster.
  4. Maintain contact with nudist scholars, such as The Naturist Society's Professors & Researchers Special Interest Group.
  5. Be involved in possible future contacts with academic institutions.
  6. Maintain source text for the Research tab of ANRL’s web site. The source text format is Markdown. A Markdown file can easily be sent to the Web Site CHAIR for upload to the web site. [Suggested for removal PL]

Newsletter CHAIR

Primary Contact: Nov 09, 2016 Lou Cook

Jul 20, 2016 rap (not complete yet)

  1. Produce ANRL’s Newsletter twice a year as outlined in the By-Laws
  2. The Newsletter will have a target of 4 pages so that it can be easily printed double sided and then be mailed with 2 pages.
  3. The Newsletter should have at least one photograph per page.
  4. Articles should be solicited from Volunteers and Members
  5. Newsletter should be emailed to members who have email addresses and have not requested delivery by USMail
  6. Newsletter should be mailed to members who request delivery by USMail
  7. Newsletter (PDF format) shall be placed on ANRL’s web site
  8. A notice of each delivered Newsletter should be published on line in ANRL’s Facebook Group, in the Cypress Cove Newsletter and any other appropriate on-line service we can think of.

Technical CHAIR

Primary Contact: Nov 09, 2016 Open: (was Bob Proctor)

Jul 20, 2016 rap (not complete yet)

  1. Develop a plan for moving the library ahead in the technical world

Membership CHAIR

Primary Contact: Nov 09, 2016 Terry Crump (and Bob Proctor)

Jan 16, 2017 dcf

  1. Maintain the membership Database
  2. Explore any and every way of keeping members and getting new members
  3. Send reminders for Dues Renewal by Email or USMail and keep track of when reminders were sent
  4. Log payments
  5. Keep notes for each member with special requests or happenings. It helps to review notes before sending renewal notices.
  6. Print LIFE Certificates and mail to new LIFE Members
  7. Keep track of all the different classes of members: A, CS, L, G, D, etc.
  8. Print mail labels for Newsletter distribution by USMail
  9. Email Newsletters to email dist list
  10. Send notices as necessary to email dist list
  11. Print list of members for the desk at the Library
  12. The FileMaker Database will assign new membership numbers as needed and it’s automatic.
  13. Prepare a Membership Report and submit at each ANRL Board Meeting. [Proposed addition DWG]

Public Relations CHAIR

Primary Contact: Nov 09, 2016 Dave Graber (temporary)

  1. Who’s Who
  2. Cove Newsletter
  3. Facebook Page
  4. N Magazine

Not complete yet

Audio CHAIR

Primary Contact: Nov 09, 2016 Bob Proctor (Open)

Not complete yet

Club Contact CHAIR

Primary Contact: Nov 09, 2016 Nell Wright

Not complete yet

Who’s Who CHAIR

Primary Contact: Nov 09, 2016 Bob Proctor - Open

Not complete yet

Photo CHAIR

Primary Contact: Nov 09, 2016 Open

Not complete yet

Post Card CHAIR

Not complete yet