Executive Roles

The following VIMX board and volunteer roles:

 Role  Responsibilities
 Attend and chair monthly meetings
 Public spokesperson for the organization
 Develop, maintain and follow vision, objective and priorities of the organization 
 Delegate all necessary responsibilities to keep club operating
 Oversee all operations of club and events
 Develop and maintain relationships with CMRC President and management and communicate at strategic level
 Organize and attend all meetings
 Vice President
 The Vice President must carry out the duties of the president during his/her absence
 Work closely with President
 Help president to oversee all operations of club and events
 Attend meetings
 The Treasurer must keep the financial records, including the books of account, necessary to comply with the Society Act
 Be the point person for all financial inquiries
 Act as official signing authority
 Maintain financial records
 Draft budget forecasts and organizational spending
 Track and analyze costs
 Record assets, liabilities, payables and receivables
 Collect receivables, ensure all payment requirements are made
 Ensure all funds are deposited to bank account
 Reconcile bank account
 Prepare and provide financial statements
 Prepare and provide treasurers reports for monthly meetings and AGM
 File and maintain expense receipts
 Prepare and distribute sponsor invoices if applicable
 Collect and allocate all membership monies
 Ensure all coordinators have adequate floats and funds for events
 Attend monthly meetings
 The Secretary must conduct the correspondence of the society, issue notices of meetings of the society and directors, and keep minutes of all meetings
 Has custody of all records and documents of the society except those required to be kept by the Treasurer
 Be the point person for all communication inquiries
 Organize all pertinent details for club meetings
 Prepare and distribute AGM mailout &/or emails
 Prepare and distribute club information emails including events, meetings, news, etc
 Distribute club information to webmaster to post on site respond to website emails
 Maintain sponsor list
 Assist in preparing sponsor and membership packages and distribute to executive
 Assist in preparing thank-you letters and correspondence to sponsors
 Keep master list of staffing assignments
 Attend meetings
 Club Directors  Provide input from their member club to the VIMX board
 Communicate discussions, directions and decisions of the VIMX board to their member club
 Represent their member club in all planning and decisions
 Vote on behalf of their member club
 Potentially take on one of the other board roles (President, Vice President, Treasurer, Secretary, Promotions Manager, etc.)
 Participate in VIMX committees (e.g. Promotions, Nationals, Banquet, etc.)
 Attend meetings
 Promotions Manager
 Responsible for promoting the organization, Island motocross and events
 Updating yearly sponsor package
 Maintaining strong relationships with current sponsors
 Develop new sponsors
 Ensure Sponsor recognition in events and advertising
 Seek out advertising opportunities
 Fax or email press release to media week before events
 Be available to answer media questions, give interviews, etc.
 Have good knowledge of Island MX, clubs and VIMX
 Attend meetings
 CMRC Liaison
 Establish and maintain relationships with CMRC operational contacts
 Communicate Island operational activities with CMRC contacts
 Liaison between VIMX member clubs and CMRC
 Attend meetings
 Website Coordinator  Develop and maintain VIMX website and social media (Facebook, Twitter, YouTube) accounts
 Maintain CMRC and club email communications database
 Communicate all VIMX events and club events requested by clubs
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