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.
2 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
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.
3 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
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.
10. Term shall be for one year.
4 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
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.
5 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
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
duties in a timely and professional manner.
7. Coordinate the implementation of the education strategies through the committee.
Serve on additional committees of the Board of Directors as needed.
8. Provide an end of the year report.
9. Term shall be for one year.
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:
1. Submit monthly report to the board in writing.
2. Create an annual plan of work, with budget, goals and actions.
3. Serves as an elected officer, representing the membership and best interests of the
association. Takes part in monitoring and evaluating organizational performance
and effectiveness.
6 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
4. Attend all meetings of the Board of Directors and Executive Committee.
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.
6. Perform specific activities and duties of office and perform these activities and
duties in a timely and professional manner.
7. Serve on additional committees of the Board of Directors as needed.
8. Provide an end of the year report.
9. Term shall be for one year.
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)
7 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
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.
2. Serves as an elected officer, representing the membership and best interests of the
association. Takes part in monitoring and evaluating organizational performance
and effectiveness.
3. Attend all meetings of the Board of Directors and Executive Committee.
4. Perform specific activities and duties of office and perform these activities and
duties in a timely and professional manner.
5. Serve on the Audit committee and additional committees of the Board of Directors
as needed.
6. Provide an end of the year report.
7. Term shall be for one year.
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.
8 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
2. Create an annual plan of work, with budget, goals and actions.
3. Serves as an elected officer, representing the membership and best interests of the
association. Takes part in monitoring and evaluating organizational performance
and effectiveness.
4. Attend all meetings of the Board of Directors.
5. Perform specific activities and duties of office and perform these activities and
duties in a timely and professional manner.
6. Serve on additional committees of the Board of Directors as needed.
7. Provide an end of the year report.
8. Term shall be for one year.
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:
1. Submit monthly report to the board in writing.
2. Create an annual plan of work, with budget, goals and actions.
3. Serves as an elected officer, representing the membership and best interests of the
association. Takes part in monitoring and evaluating organizational performance
and effectiveness.
4. Attend all meetings of the Board of Directors and Executive Committee.
5. Perform specific activities and duties of office and perform these activities and
duties in a timely and professional manner.
6. Serve on additional committees of the Board of Directors as needed.
7. Provide an end of the year report.
8. Term shall be for one year.
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
9 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
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”.
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. 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.
10 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
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
11 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
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.
7. Term shall be for one year.
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®.
3. Serves as an elected officer, representing the membership and best interests of the
association. Takes part in monitoring and evaluating organizational performance
and effectiveness.
4. Attend all meetings of the Board of Directors and Executive Committee.
5. Term shall be for one year.
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.
12 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
2. Serves as an elected officer, representing the membership and best interests of the
association. Takes part in monitoring and evaluating organizational performance
and effectiveness.
3. Attend all meetings of the Board of Directors.
4. Term shall be for one year.
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.
3. Serves as an elected officer, representing the membership and best interests of the
association. Takes part in monitoring and evaluating organizational performance
and effectiveness.
4. Attend all meetings of the Board of Directors and Executive Committee.
5. Term shall be for one year.
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.
4. Term shall be for one year.
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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.
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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.
15 | OC REALTISTS® JOB DESCRIPTIONS REVISED 12/20/2013
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.
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