Executive Committee of the Board - Duties

Executive Committee of the Board

President

• Serves as Chairman of the Board of Directors.
• Serves as an Officer of the Corporation in accordance with State of Florida incorporation requirements.

• Elected by the Board of Directors and holds office year to year.
• Responsible for the general supervision of the affairs of the Corporation and over its other officers.
• Signatory of all official documents and communications of the Association.
• Responsible for submitting a report to the Corporation of the business transacted during the past year at the annual general meeting (AGM) of the membership, together with a report of the general financial condition of the Corporation.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Entitled in an emergency to authorize expenditures not to exceed Five Hundred Dollars ($500.00) on any single item without approval of the Board of Directors.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions
• Portfolio of responsibilities includes:
1. Presiding at all meetings of the Executive Committee and the Board of Directors;
2. If unable to preside due to absence or disability, ensuring that these duties are performed by a vice President, the Secretary, or the Treasurer.
3. Preparation and submission of annual Corporate report required by the State of Florida (Department of State) and City of Sarasota.
4. Provides leadership to the Board of Directors, who sets policy and to whom the Chief Executive is accountable.
5. Encourages Board's role in strategic planning
6. Appoints the chairpersons of committees, in consultation with other Board members.
7. Serves ex officio as a member of committees and attends their meetings when invited.

Secretary

• Member of the Executive Committee of the Board of Directors; reports to the Board.
• Serves as an Officer of the Corporation in accordance with State of Florida incorporation requirements.
• Under Article VI of the By-laws, as an Officer, is elected by the Board of Directors at the annual meeting and holds office year to year.
• Is responsible for maintaining the corporate records and papers of the Corporation.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Portfolio of responsibilities includes:
1. Attending and keeping the minutes of all Board and Executive Committee meetings;
2. Distributing minutes to Board members and Executive Committee on a timely basis;
3. Devising and maintaining an indexing method to record all Resolutions of the Board for easy reference and retrieval;
4. In an anticipated absence, appointing another member of the Executive to record and submit minutes.
5. Is sufficiently familiar with legal documents (articles, by-laws, IRS letters, local and state government letters, etc.) to note applicability during meetings.

Treasurer

• Member of the Executive Committee of the Board of Directors; reports to the Board.
• Serves as an Officer of the Corporation in accordance with State of Florida incorporation requirements.
• Under Article VI, Section 1 of the By-laws, as an Officer, is elected by the Board of Directors at the annual meeting and holds office year to year.
• Custodian of the funds of the Corporation.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Establish money handling procedures to be follow by all board members.
• Portfolio of responsibilities includes:

1. Keeping regular books and accounts in accordance with GAAP, together with vouchers, receipts, records and other papers normally incident to this office, and making these records available to the Board or their authorized representatives at reasonable times;
2. Ensuring that checks in an amount exceeding Five Hundred Dollars ($500.00) are signed by two officers of the Board;
3. Providing timely reports on the financial status of the Corporation to the Board of Directors;
4. With input from the Board, developing an annual Budget for the Corporation, and monitoring its status throughout the fiscal year.
5. Prepare documentation necessary for submission of annual Federal Income Tax forms, plus fulfilling State of Florida Corporate, Sales Tax Exemption and Charity reporting requirements.

Vice President – Business & Economic Development

• Member of the Executive Committee of the Board of Directors; reports to the Board.
• Under Article VI of the By-laws, is elected by the Board of Directors at the annual meeting and holds office year to year.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Portfolio of responsibilities includes:
1. Strengthening people-to-people relations between sister cities, through involvement of Cultural Coast businesses and those in our sister cities.
2. Keeping informed about the business climate of the community with special emphasis on identifying partnership opportunities for individual sister cities and for SCAS;
3. Identifying and developing opportunities to make business leaders aware of the possibilities for value-added relationships with SCAS and its member sister cities.

Vice President - Cities & Candidate Cities

• Member of the Executive Committee of the Board of Directors; reports to the Board.
• Serves as an Officer of the Corporation in accordance with State of Florida incorporation requirements.
• Under Article VI of the By-laws, as an Officer, is elected by the Board of Directors at the annual meeting and holds office year to year.

• Responsible for acting as liaison between the City Directors (CDs) and the Executive Committee.

• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Portfolio of responsibilities includes:
1. Coordinating activities among CDs;
2. Helping CDs to identify resources with and outside of the organization;
3. Acting in an advisory capacity in the development and management of CD’s individual city committees.

• Oversees the process of evaluating prospective candidate cities to ensure that Board-approved criteria for selection are adhered to.
• Assists prospective sister cites to appreciate the obligations of both candidate and full-status sister cities.
• Makes recommendations to the Executive committee and the Board with regard to the admissibility of applicant sister cities.

Vice President - Communications

• Member of the Executive Committee of the Board of Directors; reports to the Board.

• Under Article VI of the By-laws, is elected by the Board of Directors at the annual meeting and holds office year to year.
• Responsible for developing and implementing SCAS’s communications pla n.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Sets up and maintains the Sarasota Sister Cities email system, Sister City Blog, Facebook page,  Twitter account, LinkedIn account, Google+, and Pinterest pages.
• Blog:  http://sarasotasistercities.com
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Portfolio of responsibilities includes:

1. Ensuring that SCAS’s message to the community is clear, consistent, and effectively communicated;
2. Seeking opportunities for public exposure of SCAS and its projects in print, electronic and social media;
3. Planning the design and content of a SCAS marketing and communication package.
4. Acts in an advisory and oversight capacity for the SCAS Newsletter Blog, its design, writing, and production.
5. Acts in an advisory and oversight capacity for the SCAS Web site, its development, content, and maintenance.
6. Acts in an advisory and oversight capacity for special events, ensuring that clear objectives have been identified, and that an effective communications plan is in place.
7. Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
8. Assists in the planning and promotion of members’ luncheons.

Vice President - Culture

• Member of the Executive Committee of the Board of Directors; reports to the Board.
• Under Article VI of the By-laws, is elected by the Board of Directors at the annual meeting and holds office year to year.
• Responsible for developing and nurturing contacts with leaders in the cultural sector: museums, galleries, schools of art, theatre, film, the Arts Council, and others as appropriate.
• Responsible for planning and implementing SCAS Board-approved projects and special initiatives in the areas of culture; and for developing and nurturing relationships between cultural institutions and SCAS, in order to identify and promote partnership opportunities.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Portfolio of responsibilities includes:
1. Holding regular meetings with leaders in the various areas of the cultural sector to identify opportunities for collaboration with one or more of our sister cities;
2. Analyzing and recommending collaborative projects for consideration, including the budgetary implications of such projects;
3. Facilitating and evaluating approved projects;
4. Acts in an advisory and oversight capacity for the City Directors and event chairs, being resource for those who plan individual cultural projects.

Vice President - Education

• Member of the Executive Committee of the Board of Directors; reports to the Board.
• Under Article VI of the By-laws, is elected by the Board of Directors at the annual meeting and holds office year to year.
• Responsible for planning and implementing SCAS Board-approved projects and special initiatives in the area of education;
• Develops and nurtures relationships between educational institutions and SCAS, in order to identify and promote partnership opportunities.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Portfolio of responsibilities includes:
1. Overseeing and planning SCAS educational projects to ensure that:
1. Project objectives have been clearly defined;
2. A sound budget has been developed and sources of financing identified;

1. Assisting the VP for Communications in creating event  marketing and communications plans;

2. Overseeing the implementation of projects, and monitoring their progress.

• Acts in an advisory capacity to the Community Youth Department appointed member to the SCAS Executive Board, filling the Youth Ambassador position.
• Acts as a resource for City Directors who plan individual educational projects.

Vice President – Fund Raising

• Member of the Executive Committee of the Board of Directors; reports to the Board.
• Under Article VI of the By-laws, is elected by the Board of Directors at the annual meeting and holds office year to year.

• Responsible for developing an active program to obtain donations and grants to assist organization in meeting established goals and unfunded initiatives of the organization.

• Acts as a resource and advisor for identify possible sources for donation or grant support for City Directors who plan unfunded events and have established defendable budget requirements.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.

Vice President – Membership

• Member of the Executive Committee of the Board of Directors; reports to the Board.
• Under Article VI of the By-laws, is elected by the Board of Directors at the annual meeting and holds office year to year.
• Responsible for maintaining current SCAS membership database, alliance member database, including electronic and non-electronic contact with membership records.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Responsible for developing and implementing SCAS’s membership outreach planning.
• Responsible for reviewing written Alliance membership nominations for completeness; evaluating whether the nomination meets SCAS criteria; and referring the nomination to the Executive Committee with a rationale for recommending acceptance or rejection of the nomination.
• Portfolio of responsibilities includes:

1. Create welcome letter and a new member handbook to be provided electronically or by mail to new members. Solicit interests of new members as a follow-up to welcome and handbook distribution.
2. Notify board members, including city directors, of names and interests of all new members.
3. Acts in an advisory capacity for special events, ensuring membership outreach initiatives have been identified.

Vice President - Sports

• Member of the Executive Committee of the Board of Directors; reports to the Board.
• Under Article VI of the By-laws, is elected by the Board of Directors at the annual meeting and holds office year to year.
• Responsible for planning and implementing SCAS Board-approved projects and special initiatives in area of sports events and exchanges.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Portfolio of responsibilities includes:
1. Identifying opportunities for individual and team sport projects in Sarasota aimed at involving our sister cities; (e.g., tournaments; camps, etc.)
2. Identifying opportunities for individual and team sport exchanges between Sarasota and our sister cities;
3. Ensuring that proposals put forward by CDs are well-thought out as to logistics, budget, timeframes and resources, etc.

4.   Serving as a resource for City Directors regarding opportunities for sports exchanges.

Committees of the board

City Director

• Reports to the Vice President, Cities & Candidate Cities.
• Member of the Board of Directors.
• Elected by the Membership for a two-year term of office; reelection shall be for a term of one year.
• Responsible for managing and enhancing the relationship between SCAS and the individual sister city.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Portfolio of other responsibilities includes:
1. Maintaining verbal, electronic, and written communications with the individual sister city;
2. Chairing a sister city committee representative of local volunteers and volunteer associations;
3. Identifying opportunities for collaboration between SCAS and the sister city, and/or among a group of sister cities;
4. Facilitating periodic exchanges between the sister city and Sarasota;
5. Bringing forward recommendations for projects suggested by the sister city;
6. Developing and submitting to the Board an annual budget;
7. Specifying budgetary implications for proposed projects before they are undertaken;
8. Building awareness on the part of the Board and general membership about the special characteristic of the individual sister city through web presence, presentations, articles for publication, and use of our social media sites.
9. Evaluating the individual sister city relationship on an annual basis.

Youth Ambassador

• Reports to the Vice President - Education
• Appointed annually to be a member of the Executive Board by the Alliance member Sarasota County Youth Development organization.
• Responsible for representing the views and interest of youth on the Board of Directors.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Responsible for submission of articles about youth interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Portfolio of  responsibilities includes:
1. Becoming knowledgeable about how not-for-profit Boards function;
2. Bringing forward opportunities for SCAS involvement in youth initiatives;
3. Carrying through on projects assigned by the Board, with the view to increasing awareness and expertise in aspects of not-for-profit management.
4. Being project manager for use of SCAS Facebook & Twitter outreach to youth in the Cultural Coast and our sister cities, in coordination with the VPs for Communications. Education and Membership.

K – 12 Education Committee Chair

• Reports to the Vice President - Education
• Member of the Board of Directors.
• Elected by the Membership for a two-year term of office; reelection shall be for a term of one year.
• Responsible for developing and nurturing contacts with leaders in the public elementary and secondary education sector, and with select private schools.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Portfolio of responsibilities includes:
1. Holding regular meetings with leaders at the various levels of the K – 12educational sector to identify opportunities for collaboration with one or more of our sister cities;
2. Analyzing and recommending collaborative projects for consideration, including the budgetary implications of such projects;
3. Facilitating and evaluating approved projects;
4. Acting as an educational sector resource person to the city directors.

Higher-Education Committee Chair

• Reports to the Vice President – Education.
• Member of the Board of Directors.
• Elected by the Membership for a two-year term of office; reelection shall be for a term of one year.
• Responsible for developing and nurturing contacts with leaders in the university and college sector.
• Ensure money handling procedures established by SCAS Treasurer is followed, including notification of President and Treasurer of all membership transactions.
• Portfolio of responsibilities includes:

1. Holding regular meetings with leaders of the local colleges and universities to identify opportunities for collaboration with one or more of our sister cities;
2. Analyzing and recommending collaborative projects for consideration, including the budgetary implications of such projects;
3. Facilitating and evaluating approved projects;
4. Acting as a higher education sector resource person to the city directors. Writing and producing promotional materials, with the assistance of VP - Communications;
5. Developing and implementing member recognition events;
6. Notifying appropriate Vice-Presidents and City Directors of new general and Alliance members’ expressed interests.

Vice City Directors & Special Contributors

(Non-voting members of the Board)

Vice City Director

• Nominated by the City Director and approved by the President.
• Non-voting member of the Board of Directors.
• Reports to the City Director.
• Responsible for assisting in the management of the relationship between SCAS and the individual sister city.
• Responsible for submission of articles about specific city interests and events for publication on SCAS web and social media sites, general media distribution and the SCAS newsletter.
• Portfolio of responsibilities includes:
1. Helping to maintain verbal, electronic, and written communications with the individual sister city;
2. Assisting in chairing the sister city committee of local volunteers and volunteer associations;
3. Helping to identify opportunities for collaboration between SCAS and the sister city;
4. Assisting in facilitating periodic exchanges between the sister city and Sarasota;
5. Helping to promote the sister city through presentations, articles in the newsletter, and other forms of communication, etc.
6. Assisting in the management of specific projects as assigned by the City Director.

Protocol Advisor

• Reports to, and is appointed by, the President.
• Non-voting member of the Board of Directors.
• Responsible for ensuring that Board Members and others associated with SCAS are aware of the protocol requirements for international and national delegations.
• Portfolio of responsibilities includes:

1. Familiarity with the Florida League of Cities International Relations Protocol book and other recognized protocol guidelines;
2. Researching the specific protocol requirements for foreign delegations and for SCAS foreign visitations;
3. Briefing city directors and other members of SCAS Board on the proper protocol for the city or country in question for visitations and foreign delegations;
4. Developing a list of appropriate official gifts for foreign dignitaries;
5. Recommending appropriate gifts that reflect the seniority of the recipient vis á vis his or her subordinates;
6. Developing and maintaining a Gift Log, to avoid duplications and inappropriate gifts (i.e., gifts already given to a subordinate, etc.).  

Grant Writer

• Appointed by the Vice President – Fund Raising.
• Reports to the VP for Fund Raising.
• Non-voting member of the Board of Directors.
• Responsible for identifying traditional and crowd giving funding opportunities for SCAS projects, writing proposals to obtain funds, and providing follow-up with funders.
• Portfolio of  responsibilities includes:
1. Assisting  city directors in selection of well-thought-out cases for support;
2. Identifying appropriate funding sources for specific projects;
3. Maintaining the SCAS file of documents required for grant submissions required by Guide Star, Florida Department of Agriculture (CH Forms) and Community Foundations.
4. Ensuring that required documentation is submitted with grant proposals, including project budgets;
5. Ensuring that all fiduciary, reporting, and recognition requirements are adhered to;
6. Maintaining contact with relevant funding sources and promoting SCAS interests, per direction of the VP for Fund Raising.  

Director of Events

• Appointed by, and reports to, the VP, Public Relations and Communications.
• Non-voting member of the Board of Directors.
• Responsible for coordinating monthly members’ luncheons and other members’ special events.
• Portfolio of responsibilities includes:
1. Booking the venue where the luncheon/event will take place;
2. Determining the menu, in consultation with the originator;
3. Collecting money for and recording reservations;
4. Creating name tags and place cards, as appropriate for each event;
5. Coordinating volunteers to greet guests and staff reservation tables.

Newsletter Editor - Now the Blog  sarasotasistercities.com

   A copy of the blog is periodically made and sent to the members who do not use the internet.

• Appointed by, and reports to, the VP for Communications. (currently is the VP of communications
• Non-voting member of the Board of Directors.
• Responsible for editing and production of the SCAS Newsletter Blog.
• Portfolio of responsibilities includes:

1. Collecting content from Board members and other sources
2. Obtaining approval from SCAS President or VP for Communication
3. Overseeing the newsletter production and distribution process.