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>> Organization >> President >> Registrar

Disaster Plan

Job Description

  1. DAILY OR WITH FREQUENCY
    Registry
    Registry work to be turned around in 4 weeks unless RUSH.
    Processes registrations, transfers, herd names, and certificate corrections (mails and files).
    Fill orders for PBA forms and publications, gift certificates, labels, pedigrees, herd name lists, and herdbooks & updates.
    Checks and records PGCH names submitted by Show Secretary.

    Membership
    Processes mail as above. All non-registry work to be handled within 14 calendar days.
    Processes new applications, sends literature to potential members.
    Answers telephone calls, provides information on PBA and/or Pygora goats, any needed assistance on paperwork, and reads & responds to e-mail.

    Financial
    Keeps PBA books current, makes bank deposits, pays bill promptly (obtaining a joint signature for amounts over $1,000.00).

    Administrative
    Complies with disaster backup protocol.
    Purchases supplies and inventory to maintain the Central Office. Maintains a stock of PBA publications.
    Updates Central Office forms as needed.

    Archives
    Keeps the President informed of the location and access to archives material.
    Acquires and safely stores all records of value which pertain to the conducting of business as well as the historical development of PBA. These include PBA documents: ByLaws, Show Rules, the Operating Manual and Job Descriptions. Also to be included are computer disk back-up tapes, Newsletters, tapes and minutes from Board meetings, motions, the Breed Standard, training manuals and all other publications produced by the organization.
     

  2. MONTHLY
    Financial
    Reconciles bank statements.
    Submits copies of financial reports and paid bills to the Treasurer.
    Ensures that tax forms are filed
     

  3. QUARTERLY
    Membership and Registry
    Submits to the PBA Newsletter the Ramblings from the Registrar, lists of new members and herd names, any office schedules announcements, and Central Office order form. Also sends a mailing disk, foreign and 1st class labels and envelopes.
    Sends membership dues renewals as required.
    Sends out 2nd notice for renewals as required.

    Administrative
    Research and correct any errors found.
     

  4. BIANNUALLY
    Administrative
    Submits a report to the Board on membership and registry statistics printed quarterly in the newsletter.
    Attends Board meetings as a non-voting participant if not a Director.
    Working with the Parliamentarian, or in the absence of a parliamentarian with the Secretary, ensures update and maintenance of all motions, index of motions, Rules & Regulations, Bylaws, and Articles of Incorporation, and see that Directors receive current copies.
    Maintains the Motion Index and the full text list of Motions. Distributes updated copies electronically to the Board of Directors.
     

  5. ANNUALLY
    Accounting
    Produces a yearly income/expense report.

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54020 Dahlgren Rd.    Scappoose, OR 97056  503-329-1262


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