Category: Officer Duties

Elected and Appointed Officers Duties are described to facilitate succession planning. Responsibilities outlined in the bylaws here.

Newsletter Editor Duties

  • Ensure information contained in the newsletter is not objectionable to the general membership.
  • Takes care that the general theme and image projected supports the goals of the organization.
  • Style for RootesReview is one word and in italics
  • Generally, success as a newsletter editor is based on relationships built with the regional reps and editors of other publications (British Marque magazine and other Rootes based publications)
  • It is helpful to contact Regional Reps in mid month to request updates on activities.  Club events are encouraged. But interesting personal stories are welcome.
  • The newsletter is published monthly, or as set forth by the Board. Periodic bi-monthly issues may be required if there is inadequate content to justify publication.
  • Currently the RootesReview is built on Microsoft Publisher, always in a page number to be a multiple of four.
  • Article lengths should not in general be longer than about 750 words. If it’s supplied longer, then consider publishing in parts over two or more issues.
  • Regular features have been:
  • Member Spotlight,
  • Tom Patton’s racing reports,
  • President’s report,
  • For Sale,
  • Wanted.

The United registration form is published in one issue. Bios of people standing for election are included in one issue as well as a paper ballot for people who choose to do it. Bios should really not be longer than about 25 words!

  • Images should be supplied to the newsletter editor as full size images, 300 dpi is best.
  • Provide final pdf (standard view) file to Webmaster to upload to the website.
  • Distribute electronic versions to other clubs.  A current list of those are include on line t https://www.board.teae.org/2023/02/newsletter-editor/.
  • Compiles the newsletter  and sends to the printer (currently DRSPrinting) the press quality PDF file and a spreadsheet provided by the membership chairman (or managed by Newsletter Editor)  listing the names and addresses of appropriate members.
  • If the publication is longer than 12 pages, it is recommended that the file be uploaded to DropBox. Send the .csv file of members in an separate email and tell the Printer that the file has been uploaded.
  • The printer prepares the Post Office requirements and sends ten copies to the Membership Chair for distribution to new members or to people who have paid for extra copies.

Secretary Duties

Secretary of TEAE is responsible for attending meetings, recording, and posting minutes.

For regular and full meetings

Generally, there is a PowerPoint slide deck presented for the meeting which makes recording the minutes pretty easy. They are an accurate recording of the general topics of discussion for the meetings.

It is not necessary to record EVERY conversation, or to record who made or seconded a motion. Unless there is contentious conversation, only record that a motion was made, seconded, and passed by the Board.

I find it is easiest to write up the minutes within a pretty short time while you still remember the meeting. Then post the minutes to board.teae.org. In the posting, add the minutes to the category “Board Minutes.” 

Automatically an email is set to the Leadership to read them and comment on changes required. (This is set up in MailChimp so check at least annually to insure it’s still working. It requires that Board and Reps are tagged as Board in Mailchimp.)

For emailed discussion and votes

For online disucssions, it seems prudent to record who made the motion and who seconded it. Then include the results of the vote and any appropriate commentary.

Posting can be made by emailing the webmaster with text and instructions or by the secretary if that person has apporpriate permissions.