We are looking for candidates for four open positions on the Sierra Club Maryland Chapter Executive Committee!
- Secretary
- Treasurer
- Fundraising Chair
- Online Auction Coordinator
Sierra Club members in good standing are eligible for these positions on the Maryland Chapter ExCom, which are for a one-year term through the end of 2024. See more information and the job descriptions below. For clarification, secretary and treasurer do not need to be on the chapter Excom or any Excom. If you would like to nominate someone (or yourself) please contact Gary Young, gary.young@mdsierra.org.
About the Chapter ExCom
The Sierra Club is a volunteer-led, national environmental advocacy organization with entities at the national, state, and local level. Each entity is governed by an Executive Committee of members elected for their interest in protecting our environment, organizational and leadership abilities, and desire to make a difference. Unlike many other environmental groups, most of the work in the Sierra Club is done by volunteers, supported by a small number of paid staff.
The Maryland Chapter and local Group Executive Committees (“ExComs”) set priorities; pursue environmental objectives; organize a program of outings, educational and activist events; recruit and communicate with members; endorse political candidates; and raise funds, in accordance with Sierra Club policies and bylaws. The Chapter ExCom sets and manages the Chapter budget and hires the Chapter director. The ExComs meet monthly and participate in annual leadership retreats.
Position Descriptions
Secretary
Purpose of Position: The secretary has the overall responsibility of maintaining the records of the chapter or group, serving the quasi-legal role of advising the chapter or group on its formal responsibilities to the Club and to the membership, and helping to assure that those responsibilities are carried out. The secretary can function best in a close working relationship with the chair, including advising on meeting agendas and assisting with the conduct of executive committee meetings. This includes maintaining a basic familiarity with Robert’s Rules and/or other basic meeting operating procedures. Chapter secretaries should also work with the Council delegate to keep informed of national policies and changes that affect chapter operation, and inform the chairs and secretaries of groups and other entities in the chapter of policies and changes that affect their operation.
Responsibilities
- Minutes:
- Record the minutes in an accurate, understandable manner, reflecting the essence of discussion. Motions are recorded verbatim, and results of votes are noted exactly. The wording of complex and/or critical motions should be read back to those present before the vote to assure they are recorded correctly and reflect the intent of the maker of the motion.
- Ideally, a preliminary draft of the minutes of each meeting should be sent to the chair within a week for review and correction. A revised draft should be sent to each executive committee member in advance of the next meeting, and formal approval of the previous meeting’s minutes should be an action item on each meeting’s agenda. After any additional corrections identified during the approval process are made, a correct copy should be filed, and a copy sent to the national office and to all chapter or group leaders who request them.
- Bylaws:
- Maintain a copy of the Club, chapter and, if appropriate, group bylaws and have a copy of each available for reference at each meeting. Chapter secretaries should keep a file of the bylaws of each group and other entities in the chapter.
- Provide copies of the entity’s bylaws to executive committee members and others who request them.
- Have a firm understanding of the bylaws.
- Elections:
- Work with the nominating and elections committees to assure the entity’s annual election and any special elections are carried out properly in the correct time frame and in accordance with the bylaws. The secretary has the ultimate responsibility for assuring that information in the ballot materials is correct.
- Receive and maintain secure the ballots returned in an election, delivering them to the elections committee for counting, and retaining them after counting until instructed to dispose of them by the executive committee.
- Inform the candidates in writing of the election results and work with the chair to inform the candidates and executive committee members of the results as soon as the elections committee determines the outcome of the election.
- Correspondence:
- Correspond with national and local Sierra Club offices and other organizations as directed, keep executive committee and committee leader lists current.
- Provide information on process for obtaining approval to use Sierra Club name and logo on products of any kind, advise others who are proposing to develop logo items, assure that approval is requested in a timely way before production is started.
- Sort and distribute incoming correspondence, and report on important correspondence at executive committee meetings.
- Records:
- Maintain a permanent file of bylaws, minutes, policy resolutions, chapter or group papers, reports and correspondence, and pass the file on to your successor.
- Maintain an inventory of chapter or group property.
Treasurer
Purpose of Position
- To provide oversight of the finances for all Chapter entities (Chapter, Groups, Activity Sections, ICOs and PACs).
- To communicate and promote adherence to all Sierra Club policies and procedures that relate to grants, investments, tax issues, insurance, contracts, legal services, contract employees, hiring staff, and political regulatory compliance.
- To communicate changes in financial policies and procedures to volunteers and staff.
- To serve as the liaison between the Chapter and its entities and the Finance Department regarding all financial matters.
Responsibilities
- Complete and submit the following year-end financial reports: Consolidated, Chapter-only, Group, Activity Section, ICO, and PAC, as necessary. Ensure that revenues and expenses for the Chapter and its entities are organized in the format defined by the Finance Department.
- Report the Chapter’s financial status to the Executive Committee at least quarterly. Ensure that financial decisions are recorded accurately in meeting minutes and financial data are available for review. Enable a review of the year-end reports for the Chapter and its entities. Submit the results of the review to the Executive Committee for approval.
- Review invoices and other payment requests for accuracy, obtain approval for payment, and pay invoices promptly. Deposit receipts and reconcile bank statements monthly. Ensure that Foundation grants and restricted funds are spent in accordance with donor restrictions and that all expenditures are documented.
- Prepare annual budget and regularly compare financial transactions to the approved budget. The Treasurer may work with the ExCom in developing the budget, or give the outgoing ExCom a report of receipts and expenditures for the concluding fiscal year and anticipated receipts for the upcoming fiscal year.
- Oversee the financial records of each of the Chapter’s entities. Ensure that entities record their income and expenses in accordance with national guidelines. Ensure that all treasurers are aware of the scope of their responsibilities.
- Obtain business licenses, sales or resale tax permits, and postal permits as needed. Ensure that items with tax implications, other regulatory compliance, or legal matters are properly handled. Pay sales tax and personal property tax as required by the state and/or city.
Fundraising Chair
Purpose of Position: To work with the chapter executive committee to develop and implement an annual chapter fundraising program, based on the annual conservation and other goals and on records from previous years.
Responsibilities:
- Creates a monthly planning calendar for Fundraising events and activities working with the Chapter/Group Chair and ExCom. Attend a Sierra Club Fundraising Training.
- Recruits 3-5 people to work on Fundraising Team (“Team”). Familiarizes each team member on their activities and delegate authority to each to perform their functions. Coordinates with Publicity and the Volunteer Coordinator on Member Engagement Team when needed. Coordinates with the Chapter level Fundraising Chair on major donors, foundations and corporations.
- Administration (or delegate to Administration on Team): Be the contact for member inquiries and responses regarding fundraising activities and events; orders all the necessary printed materials for fundraising; orders lists and labels from the Labels desk at National for mailings or creates them themselves, events and activities for fundraising; sends invitations and letters when needed; schedules and places fundraising donation ads, event ads, planned giving ads, merchandise sales ads (from AdKit) into the regular Chapter/Group newsletter; schedules Fundraising Team meetings for Fundraising Chair. Can utilize Salesforce to administer, track, and report on your team/Chapter goals.
- Merchandise Sales (or delegate to Merchandise Sales Manager on Team): Sets up sales network to sell a variety of Sierra Club products, directly to members and non-members, such as calendars, boxed holiday and notecards, coffee, and other merchandise. Works with Administration on the Team to place sales ads in newsletter; works with Member Engagement Team Recruiter to coordinate on tabling events, monthly meetings, and other selling opportunities. Makes presentations to local businesses to use these Sierra Club items as holiday gifts or to use the Sierra Club holiday cards as their company’s holiday cards.
- March Appeal Reviews: As needed, supports the drafting of the March Appeal fundraising letter and analysis of results
- Fundraising Events Coordinator (or delegate to Events Coordinator on Team): Finds someone to create one or two fundraising events, that are/if manageable for your Chapter/Group size and budget, that can be held annually. Create a budget, volunteer needs, timelines; negotiate event space, catering, auction items or performers, etc. Manages all aspects of these events including the financial reporting. Tracks the progress of these Fundraising activities. Coordinates efforts with Member Engagement Team Events Coordinator.
- Grants: (or delegate to Foundation and Corporate Gift Officer on Fundraising Team) In coordination with the Chapter Fundraising staff, writes (or oversees development of) grant proposals to local foundations/corporations for specific projects. Works with staff to identify potential foundation funders, edit grant proposals, prepare project budgets, ensure project compliance with 501 (c)(3)regulations, and obtain The Sierra Club Foundation's approval for the projects. Works with Chapter or Group Treasurer to coordinate all grant requests/reimbursements accessing the Chapter's or Group’s c(3)funds at The Sierra Club Foundation.
- Personal major donor/planned giving solicitation: (Or work with staff or Conservation chair or delegate to Gift Officer on Fundraising Team) Researches local potential major donors – members and non-members to create list. Works with the Chapter/Group Chair, ExCom, staff, and conservation chairs to determine the highest priority issues/projects and write a case statement; works with Event Coordinator to holds an annual donor cultivation event as well as a donor “thank you” party; creates a compelling letter/ask for potential donors; follows up with a phone call to set up a face-to-face meeting; makes presentations; nurtures and maintains relationships.
- Develops and maintains historical data and procedures for fundraising programs for future planning and future Fundraising chairs.
- Before leaving office, train your replacement and pass along all plans, results, and materials to your replacement.
Knowledge and Skills
- Enjoys meeting new people and going to social events.
- Ability to interact effectively and pleasantly with public, volunteers, staff, and other outside organizations and
to interact, motivate, and train volunteers. - 2-3 years experience as a member in Sierra Club or other non-profit volunteer activities, a plus.
- Experience in managing people and event/project/program development.
- Comfortable with email and Word processing. Basic knowledge of spreadsheets.
- Demonstrated strong organizational skills.
- Self-starter
- Has made a current donation to the Sierra Club
Online Auction Coordinator
- Select an online auction platform (GalaBid was used in the past)
- Create a google form for people to submit auction donations (there is one already created - it will just need to be updated and modified as the coordinator wishes)
- Spread the word to Groups/the membership to acquire donations for the auction - there are some sample emails/write ups and Facebook ads from previous years to start from
- Thank yous to donors for their items
- Determine starting bids and minimum bid increases and upload the items into the auction platform
- Advertise the auction
- Coordinate auction payments and ensure they are recorded properly
- Coordinate delivery of auction items to the winners