oc realtists job descriptions 1 15 2014

OC Realtists® Job Descriptions & Requirements For All Directors

January 1

2014 The following job descriptions are for elected and appointed officers of the OC

Realtist. All positions and appointments are volunteer positions that may

require 8 to 10 hours per month to perform. As a director and officer you

represent the memberships and best interests of the association. Therefore you

must invest the time, maintain open communication and exercise personal

leadership in the motivation of the other officers, board members, and the

membership-at-large. In addition, these positions are for leaders who are

financially able to make the investment in time and money to lead.

OC Realtist Board of Directors Leadership Commitments

1 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013

Job Descriptions

President

A. The President shall be the Chief Executive Officer of the organization and shall,

subject to the control of the Board of Directors, have general supervision, direction

and control of the Business and officers of the organization. He/she shall present a

report on the affairs of the organization at the annual meeting of the membership.

B. To preside over all meetings of the membership and to have the deciding vote in the

event of a tie.

C. To create additional committees and appoint a chairperson for each committee.

D. To give a good and sufficient fidelity bond, subject to the approval of the Board of

Directors.

E. To have custody of the bonds of all bonded employees or agents of OC Realtists®.

F. To sign all identification cards, contracts and other instruments which the Board of

Directors has duly approved.

G. To co-sign checks with the Chief Financial Officer or the Treasurer

H. Term shall be for two years.

In addition to these official duties the President shall:

1. Submit monthly President’s Report to the board in writing.

2. Create an overall annual plan of work, with budget, goals and actions.

3. This plan shall include the President Vision and initiatives for the year.

4. Represents the chapter in any and all state government matters affecting the real

estate industry.

5. Executes contracts and commitments as authorized by the board of directors or

within established policies.

6. Maintains effective relationships with other organizations, both public and private,

and ensures that chapter and membership positions are enhanced in accordance

with the policies and objectives of NAREB.

7. Ensures that all funds, physical assets, and other association property are

appropriately safeguarded and administered; operates within the approved budget.

8. Plans and conducts the annual membership meeting.

9. Monitors annual budget and assure financial objectives are being met.

10. Acts as a direct liaison with the State and National Association.

11. Acts as chapter spokesperson.


12. Provides the necessary support to Vice Presidents to enable officers to properly

perform their functions, ensures that their decisions and recommendations are

submitted to the board of directors for approval.

First Vice President

A. In the absence of the President, or in the event of his /her inability, neglect, or

refusal to act, the functions of the office of the President shall be performed by the

First Vice President.

B. The First Vice President shall be the Vice President of Legislation and shall be

responsible for disseminating information to all members about legislation that

affects the real estate industry.

C. Responsible for keeping the board and the membership abreast of all state

legislation, proposed or enacted, that affects the real estate field. Written report

should be made at each board and membership meeting.

In addition to these official duties the First Vice President shall:

1. Submit monthly First Vice President’s Report to the board in writing.

2. Create an annual legislative plan of work, with budget, goals and actions.

This plan shall include legislative activities, training, awards and other incentives

and is subject to board of director’s approval.

3. Attend all meetings of the Board of Directors and Executive Committee

4. Shall serve on the CAREB Legislative Committee and attend all scheduled meetings

and report back to the OC Realtists® Executive Committee and Board of Directors.

5. Perform specific activities and duties of the office and perform these activities and

duties in a timely and professional manner.

6. Term shall be for one year.

Second Vice President

A. In the absence of the President and the First Vice President, or in the event of their

inability, neglect or refusal to act, the Second Vice President shall perform the

functions of the office of the President.

B. The 2nd Vice President shall be the Vice President of Membership and is responsible

for developing and implementing activities to recruit and retain members; plans and

executes any activities that will encourage more participation of the current

membership.

C. Collaborate with additional committees of the Board of Directors as needed.


Shall work recruit and manage Recruiting and Retention managers to recruit

new members and to retain existing members in the northern and southern part of

the Orange County.

In addition to these official duties the Second Vice President shall:

1. Submit monthly reports to the board in writing.

2. Create an annual plan of work, with budget, goals and actions. This

plan shall include membership activities, training, awards and other incentives.

Subject to board approval.

3. Serves as an elected officer, representing the membership and best

interests of the chapter. Takes part in monitoring and evaluating organizational

performance and effectiveness.

4. Attend all meetings of the Executive Committee and Board of

Directors.

5. Perform specific activities and duties of office and perform these

activities and duties in a timely and professional manner.

6. Evaluate, revise and develop membership education materials.

7. Shall serve on the CAREB Membership Committee and attend all

scheduled meetings and report back to the OC Realtists® Executive Committee and

Board of Directors

8. Serve on additional committees of the Board of Directors as needed.

9. Provide an end of the year report.



Recruiting and Retention Managers

The following is the job description for Recruiting and Retention

managers (North & South Region):

Shall report to the 2nd VP

Recruiting and retention managers shall identify sponsorship opportunities in their

respective areas and refer them to the EVP.

Recruiting and retention managers shall cooperate with the 2nd and 3rd Vice

President to plan educational and recruiting events in their respective areas.

Recruiting manager goals and objectives:

a. to add one to two new recruits per month for the year for a goal of 25 new

members per area.

b. to work with the 2nd VP to create a recruiting business plan that involves

contest monthly and campaigns quarterly

c. to conduct quarter Membership Orientations for existing and new members

d. to retain membership at 80 to 100% renewal each year and to work with the

2nd VP to build a retention business plan.

Recruiting and Retention manager to represent the chapter at local boards in their

areas and seek out joint educational opportunities with other boards in

collaboration with the 3rd VP.

Term shall be for one year.

Third Vice President

A. In the absence of the President, First or Third Vice President, or in the event of his

/her inability, neglect, or refusal to act, the functions of the office of the President

shall be performed by the Third Vice President.

B. The 3rd Vice President shall be the Vice President of Education and is responsible for

scheduling real estate related events for the membership.

C. Shall work with the Area Vice Presidents to plan and coordinate real estate

workshops within the North and South Regions of Orange County.

D. Shall work the 2nd VP to plan and coordinate real estate workshop for membership

recruiting and retention.

In addition to these official duties the Third Vice President shall:

1. Submit monthly report to the board in writing.


2. Create an annual plan of work, with budget, goals and actions. This plan shall

include educational activities, training, awards and other incentives. This

committee should plan to have monthly educational events. The committee is

responsible for the planning and implementation of the events. Subject to board

approval.

3. Serves as an elected officer, representing the membership and best interests of the

chapter. Takes part in monitoring and evaluating organizational performance and

effectiveness.

4. Attend all meetings of the Board of Directors and Executive Committee.

5. Shall serve on the CAREB Education Committee and attend all scheduled meetings

and report back to the OC Realtists® Executive Committee and Board of Directors.

6. Perform specific activities and duties of office and perform these activities and


7. Coordinate the implementation of the education strategies through the committee.

Serve on additional committees of the Board of Directors as needed.



Executive Vice President

A. In the absence of the President, First, Second or Third Vice President, or in the event

of his /her inability, neglect, or refusal to act, the functions of the office of the

President shall be performed by the Executive Vice President.

B. Shall report to the President and is on the Executive Committee

C. Collaborate with the Second and Third Vice President to sponsor education and

special events.

D. Seek out Banks, large corporations, large retailers, small businesses, and

Broker/owners of real estate companies to sponsor the OC Realtist

E. Seek out Corporate memberships to the chapter.

F. Work with the VP of Events to obtain the sponsors for the Gala, Golf Tournament,

Ahh conference and any other events as deem necessary by the President

In addition to these official duties the Executive Vice President shall:


2. Create an annual plan of work, with budget, goals and actions.


association. Takes part in monitoring and evaluating organizational performance

and effectiveness.



5. Shall serve on CAREB’s ad hoc committees or initiatives on fund raising and attend

all scheduled meetings and report back to the OC Realtist® Executive Committee

and Board of Directors.






10.

Chief Financial Officer

A. CFO to work with Treasurer to make available to the CFO the year–to-date records for the pre audit by the Audit committee at least 30 days prior to audit.

B. Once the Treasurer has closed-out the books for the calendar year ending on December 31st, CFO should prepare all final reports and accounting for the General and Executive Boards. Final reports should be completed within 2 weeks of receipt of final bank statement for the year.

C. Out-going Treasurer and CFO to co-ordinate turnover of books for incoming financial officers and have completed transfer no later than January 31st. Consider the presence of the audit chair at this meeting.

D. Training session for incoming CFO and Treasurer to be conducted jointly by outgoing officers before January 31st.

E. CFO first reporting will commence February of the term to be served. F. CFO to report to State and National regular dues amount owed, and to pay such dues

as approved by the Board of Directors. G. CFO to advise National and State of any dues changes. H. Dues billing to be issued to membership by CFO no later than 1st December for

payment by members in January. CFO to liaise with Membership Committee to implement creative ways of obtaining on time renewal dues payment.

I. Perform duties of Treasurer in the absence of the Treasurer. J. Work with the President to prepare an annual budget for approval by the Executive

Board of Directors by liaising with all VPs. Handle all Banking relationships, Oversight of check issuance/additional signature, and Insurance.

K. Review budget and actual expenditures with the Treasurer, as needed. L. Works closely with the Chapter’s Fundraising VP to plan/understand event budgets

and proper collection of funds. M. Works with Audit Committee on Chapter year-end audits. N. Perform other duties assigned by the chapter’s President and Executive Boards. O. Become familiar with National, State and Local Chapter By-Laws (and Standing Rules if

applicable) P. Review applicable sections of the Policy and Procedures Manual (if applicable)


Q. Attend monthly General and Executive Board meetings as scheduled by the President and come prepared to report on committee activity.

In addition to these official duties the Executive Vice President shall:

1. Submit monthly Profit & Loss, Balance Sheet and Bank reconciliation report to the

board in writing by the 15th of the following month.



and effectiveness.




5. Serve on the Audit committee and additional committees of the Board of Directors

as needed.



Vice President of Events

A. Shall report to the 3rd Vice President.

B. Shall have five or more Event Managers that are direct reports

C. Each Event Manager will be assigned to manage major chapter events.

D. Responsible for planning:

Quarterly mixers on the fourth Friday of the month throughout Orange

County.

Bi-Annual Golf Tournament Spring and Fall.

Annual Gala and Fundraiser in December.

Annual toy Drive for the Christmas Holiday.

Annual Food Drive for the Thanksgiving Holiday.

Quarterly Prayer Break on the 1st Friday with the exception of the 3rd

quarter.

NAREB Annual Convention: Plan a group trip.

NAREB Mid-Winter Conference: Plan a group trip.

NAREB Annual Political and Multicultural Event in Washington in March.

In addition to these official duties the Vice President of Events shall:

1. Submit monthly report to the 3rd VP in writing.





and effectiveness.

4. Attend all meetings of the Board of Directors.






Vice President of Affiliates

A. Shall report to the President.

B. Responsible for working and communicating with all NAREB Affiliates to ensure

that the OC Realtist are aware of the business opportunities that exist.

C. Responsible for working with 2nd VP to coordinate educational opportunities with

any NAREB affiliate in Orange County

D. Responsible for working with all non-religious -profit organization in Orange

County.

In addition to these official duties the of Vice Presidents of Affiliates shall:





and effectiveness.







SECRETARY

A. Attend, participate and Record of the minutes of all monthly meetings and

conference calls and distribute this information appropriately to the Board of


Directors and members as instructed. The Secretary assists in preparing agendas

and serves as the archivist in making sure all historical records are filed and

documents are up to date.

B. Give notice of Board meetings and General Membership meetings and keep records

of all proceedings, activities, and transactions of OC Realtists®; to have custody of

the Seal and all books and records of OC Realtist®; and to affix the Seal of all

instruments requiring same.

C. To supervise the operation of the office of OC Realtists® and all administrative

affairs of the Board of Directors; to provide for the care and protection of the

personal property of OC Realtists®; to order and purchase supplies, and to employ

such additional office personnel as may be necessary for the proper and efficient

conduct of the business of OC Realtists® subject to the approval of the Board of

Directors.

D. Upon expiration of his/her term, or in case of death, resignation, or removal, the

Secretary or his legal representative shall deliver to the successor or to persons

designated by the Board of Directors all books, documents and other property of OC

Realtists®.

E. To keep a proper membership book showing the date and number of each

membership of certification. Show to whom issued, the dates of forfeitures,

cancellations, or deposition of such certification.

F. To issue all notices pursuant to the Bylaws and Directive of the Board of Directors.

In addition to these official duties the Secretary shall:

1. Submit monthly meeting minutes to the board in writing, in a timely manner.

2. Have the information in a calendar and stored in the cloud based or appropriate

storage platform such as “Dropbox”.


chapter. Takes part in monitoring and evaluating organizational performance and

effectiveness.


5. Responsible for maintain and recording electronic membership rosters of the

chapter and update the National website and State Chapter Secretary distribution

list.

6. Distribute Members Cards, Lapel Pins, and certificates. 7. Initiate a “Welcome Letter” from OC Realtists® to all New Members signed by the

President and Membership Chair. 8. Term shall be for one year.


ASSISTANT SECRETARY

A. To assist the secretary in completing the responsibilities of the office of the

Secretary.

B. Assistant Secretary shall keep the record of the members, check the DRE to validate

the membership

C. Submit monthly meeting minutes to the board in writing, in a timely manner.

D. Term shall be for one year.

TREASURER:

A. The duties of the Treasurer shall be to receive all funds and keep in a depository

designated by the Board of Directors all funds of OC Realtists®; to endorse all drafts

“For Deposit Only”; to keep an accurate account of all monies received, deposited,

and disbursed; to render financial statements at regular meetings or at any time

upon request by the Board of Directors. To sign checks of the OC Realtists® with

the President or Secretary.

B. Upon expiration of his/her terms, or in case of death, resignation, or removal, the

Treasurer or his legal representative shall deliver to his successor or person

designated by the Board of Directors, all monies, books, papers, or other property of

the Board.

In addition to these official duties the Treasurer shall:

1. Submit monthly Treasure Report to CFO and the board in writing.

2. Create an annual plan of work, with budget, goals and actions. The Board of

Directors must approve this plan.

3. Prepare proper membership transmittal forms along with membership dues to

the CAREB Treasurer. Membership dues should be collected on a monthly basis

and included in the Treasurer’s monthly Treasurer’s report to the CAREB

Treasurer.

4. Assist in preparation and monitor the budget. One of the most important

responsibilities of the Treasurer is to monitor the budget. The Treasurer needs

to inform the Board of Directors on a monthly basis whether income and

expense projections are turning out as predicted. If not, the Board of Directors

need to make appropriate adjustments.

5. The Treasurer also takes a lead role in the preparation of the budget for the

upcoming year. The Treasurer will develop a balance sheet to assess the

financial health of the association, and by analyzing the current budget and

comparing it to the last budget, the Treasurer, along with the chairperson for the


Budget and Finance Committee, will develop a budget that can satisfy the needs

of the association while being fiscally responsible.

6. To give a good and sufficient fidelity bond to be paid for by OC Realtists® and to

be implemented promptly after taking office, subject to approval by the Board of

Directors.


ASSISTANT TREASURER

A. To assist the Treasurer in completing the responsibilities of the Office of the

Treasurer.

In addition to these official duties the Assistant Treasurer shall:

a. Keep records of the receipts and disbursements and give this report to the OC

Realtists® Board of Directors.

b. Submit monthly Assistant Treasurer’s Report to the board in writing.

c. Term shall be for one year.

PARLIAMENTARIAN

1. Shall be versed in the rules and usages of parliamentary law and shall serve as

parliamentary advisor in and for, all meetings and proceedings of the OC Realtists®.

He/ she shall be consulted by the presiding officer whenever an issue of procedure

confronts the body. His/ her rulings and decisions shall be fair and impartial.

2. Shall serve as Chairman of the Bylaws Committee and shall be well versed in the

Constitution, Bylaws and policies of the OC Realtists®.



and effectiveness.



SERGEANT-AT-ARMS:

1. Shall assist the President and Chairman of the Board in preserving order at all

meetings. At the Annual Meeting he/ she shall be in charge of ushers and security.

The Sergeant –at-Arms shall see that the furnishings are in proper order for each

meeting.




and effectiveness.

3. Attend all meetings of the Board of Directors.


CHAPLAIN

1. Shall report to the President.

2. Shall provide the spiritual tone for all gatherings of the Chapter. He/She leads

invocations and benedictions where such are necessary at the opening and closing

of meetings and the Annual Meeting.



and effectiveness.



DIRECTOR OF THE PASTORAL ALLIANCE

1. Network with all pastors within the community and create a system that allows OC

Realtist® members to service their needs.

2. Chose five Pastoral Alliance (PA) Managers.

a. Each PA will have five to seven Pastors to contact and promote OC Realtists®

weekly consumer directed education and community outreach. The Program

to include, but not limited to:

Financial Literacy

First-Time Home Buyer Workshop

Investor Workshops

Foreclosure Prevention

Legal Workshops: Living Trust, LLCs Bankruptcy

3. Shall report to the Vice President of Affiliates.



BOARD of Directors

Section 1. Composition of the Board of Directors.

A. The Board of Directors shall be composed of the President, First Vice President,

Second Vice President, Third Vice President, Executive Vice President, Chief

Financial Officer Secretary, Assistant Secretary, Treasurer, Assistant Treasurer,

Parliamentarian, Sergeant at Arms, Chaplain, Director of Pastoral Alliance, Vice

President of Affiliates, Vice President of Events, and the immediate Past President of

OC Realtist®.

B. Included among the elective members of the Board of Directors can be a general

counsel and certified public accountant

Section 2. Qualifications and Election.

Those members eligible for election to the Board of Directors shall be members in good

standing of OC Realtist®. Officers and Directors shall be elected in the manner as

prescribed in the Bylaws of this organization.

Section 3. Power of the Board.

A. The government of the corporation shall be vested in the Board of Directors.

B. The Board of Directors shall administer the affairs of the Board and govern the

Association within the framework of the Constitution and Bylaws.

C. The Board of Directors shall call special meetings of the membership whenever

deemed necessary.

D. The Board of Directors shall make contracts in the name of and on behalf of the

Chapter.

E. The Board of Directors shall appoint agents and employ personnel necessary to

conduct the activities and administration of the objectives of the OC Realtist®, and

further to fix, limit, prescribe and determine the compensation, duties and

prerogatives of such agents and/or personnel.

F. In the event of three (3) unexcused absences, inability, neglect, or refusal of any

officer or director to perform the functions of his/her office, the Board of Directors

shall appoint a member to act in that capacity until the officer or director’s term in

office expires.

G. The Board of Directors shall suspend members for non-payment of dues and / or

assessments pursuant to the Bylaws or for good cause upon the issuance of due

notice and a fair and impartial hearing.

H. The Board of Directors shall reinstate suspended members.


Section 4. Duties of the Board.

A. To meet immediately after the annual election and elect a chairperson. All members

of the Board of Directors except the President of the Chapter shall be eligible

candidates for the position of Chairman.

B. To meet periodically pursuant to provisions of the Bylaws and the exigencies of

necessity.

C. To hear and consider duly submitted resolutions pertaining to matters within the

purview of the jurisdiction, scope, authority, or interest of the Chapter, its

Constitution, Bylaws, or general policy. To then submit said resolutions to the

membership with pertinent recommendations.

D. To cause to be issued to all members their certificates of membership and

identification cards.

E. To perform all other necessary duties for the successful operation of the

corporation.

Section 5. Removal of Directors.

Directors may be removed for cause subject to due process, for cause, including absence

from (3) successive Board Meeting without reasonable cause, Thereafter, the

membership shall at a duly assembled regular or special meeting elect another duly

qualified member to fill the vacancy.

Section 6. Meetings

A. The Board of Directors shall meet monthly, with meetings to be called by the

Chairman of the Board and/or President.

B. Special meetings of the Board of Directors may be called by the chairman or

President of the board at his/her discretion. A 15-day notice to all directors, officers

and chairpersons of the time, place and purpose of said meeting should be sufficient.

C. Upon written request for a special meeting, signed by at least five members of the

Board of Directors, the secretary may call a special meeting. A 15-day written notice

setting forth the time, place and purpose of such meeting shall be issued to all

directors.

Section 7. Executive Committee

A. The Executive Committee shall consist of 9 elected officers of the OC Realtist®:

B. President, 1st. 2nd, 3rd VP, EVP, CFO, Secretary, VP of Affiliates, Chaplin.


C. The Executive Committee is responsible for carrying out the business of the

Association between Board of Directors meetings.

D. The Executive Committee cannot modify any action taken by the Board of Directors

or the membership.

E. All actions of the Executive Committee must be ratified by the Board of Directors at

the next meeting; following the action unless the executive director’s present has a

quorum and that there is a unanimous vote.

In addition to these official duties the Board of Directors shall:

1. Attend monthly meetings via teleconference in addition to the OC Realtist® General

Membership Meeting every 1st Friday.

2. Attend all Board meetings and must pay membership dues.

3. Support all major events and the Annual Gala. Must either buy a table or sell ten

tickets to the event.

oc realtists job descriptions 1 15 2014

Documents

job descriptions president

board members

membership positions

following job descriptions

agents of oc realtists

annual membership meeting

president vision

annual budget