Board Expectations

Officers are expected to be at all User Group and Executive Board meetings, which are generally held monthly. Executive Board meetings generally are immediately after User Group meetings.

Officers must not miss more than 3 User Group or Executive Board meetings in a calendar year, unless an exception is made by the President.

Officers are expected to arrange for coverage of position responsibilities in case of time off or vacations, and to inform the rest of the Executive Board.

Roles & Requirements

President

Candidates for President must have served on the Executive Board for a minimum of 6 months.

Roles and Responsibilities of the President

  • Preside over all User Group meetings.
  • Serve as the chairman Executive Board meetings, and act as an ex-officio member of all other committee meetings.
  • Serve as the spokesperson for the User Group.
  • May call special meetings of the Executive Board at his or her discretion.
  • Oversee all functions of the Executive Board, including meeting with each officer at least once a year individually.
  • Provide quarterly reports to the MnCloud LLC Board of Directors.
  • Ensure the User Group fulfills its constitutional obligations.
  • Design and oversee long term strategies for the User Group.
  • Work with the Vice President to select speakers and topics for the User Group meetings.

Vice President

Candidates for Vice President must be members of the User Group in good standing and have attended a minimum of 4 User Group meetings in the preceding 12 months.

Roles and Responsibilities of the Vice President

  • Assist the President in the conduct of the User Group’s business as requested.
  • Assumes the responsibilities of the President in the President’s absence, resignation, or removal.
  • Oversees and coordinates monthly User Group meeting planning.
  • Work with the President to select speakers and topics for the User Group meetings.
  • Perform any duties as assigned by the President.

Treasurer

Candidates for Treasurer must be members of the User Group in good standing and have attended a minimum of 4 User Group meetings in the preceding 12 months.

Roles and Responsibilities of the Treasurer

  • Shall receive all money payable to and shall make all payments for the User Group.
  • Invoice all User Group sponsors in a timely fashion.
  • Approve and reimburse Officer expenses.
  • Responsible for all funds of the User Group.
  • Prepare a User Group budget each fiscal year to be approved by the Executive Board.
  • Responsible for coordinating tax filings with the Treasurer of MnCloud LLC.
  • Perform any duties as assigned by the President.

Secretary

Candidates for Secretary must be members of the User Group in good standing and have attended a minimum of 4 User Group meetings in the preceding 12 months.

Roles and Responsibilities of the Secretary

  • Keep an accurate record of the minutes of all regular and special meetings of the Executive Board.
  • Shall prepare and send agendas prior to meetings of the Executive Board.
  • Be the custodian of all digital files and records for the User Group.
  • Schedule all Executive Board meetings.
  • Perform any duties as assigned by the President.

Sponsorship Coordinator

Candidates for Sponsorship Coordinator must be members of the User Group in good standing and have attended a minimum of 4 User Group meetings in the preceding 12 months.

Roles and Responsibilities of the Sponsorship Coordinator

  • Recruit and gather sponsors for the User Group.
  • Coordinate all sponsorship activities and maintain sponsor relationships.
  • Maintain and update sponsorship levels, as approved by the Executive Board.
  • Coordinate with Treasurer on sponsorship payments.
  • Maintain documentation of sponsorship process.
  • Perform any duties as assigned by the President.

Webmaster

Candidates for Webmaster must be members of the User Group in good standing and have attended a minimum of 4 User Group meetings in the preceding 12 months.

Roles and Responsibilities of the Webmaster

  • Maintain and update the User Group website.
  • Maintain, update, and create User Group meeting registrations.
  • Create event surveys for all User Group meetings.
  • Provide registration lists and numbers to Sponsorship and Event Coordinators as necessary.
  • Perform any duties as assigned by the President.

Marketing Coordinator

Candidates for Marketing Coordinator must be members of the User Group in good standing and have attended a minimum of 4 User Group meetings in the preceding 12 months.

Roles and Responsibilities of the Marketing Coordinator

  • Maintain and update the User Group’s social media presence.
  • Responsible for any marketing materials or paraphernalia for the Executive Board or User Group.
  • Manage the User Group’s mailing list.
  • Send emails to User Group members.
  • List User Group events on any applicable event listing sites.
  • Perform any duties as assigned by the President.

Event Coordinator

Candidates for Event Coordinator must be members of the User Group in good standing and have attended a minimum of 4 User Group meetings in the preceding 12 months.

Roles and Responsibilities of the Event Coordinator

  • Schedule User Group meetings and book locations.
  • Coordinate food and beverages for User Group meetings.
  • Coordinate setup and cleanup of User Group meetings.
  • Provide day of User Group meeting support.
  • Perform any duties as assigned by the President.