HCC Executive Committee Operations Guideline

Download HCC Executive Committee Operations Guideline  (4 page .PDF)
 
 
President

1.    The President shall be the principal executive officer of the HCC

2.    Perform such other duties as may be assigned by the Board from time to time.

3.    President is responsible for HCC priests payroll, vacation approvals and external/private puja scheduling.

4.    President may delegate additional responsibilities to any EC member or request Board for help as necessary

5.    President will seek volunteers from community as well as from HCC management to form additional sub-committees as necessary to help with religious activities, cultural events, technology, facilities management, food prep in HCC Kitchen for events, etc., and assign a member from HCC Management to lead sub-committees

6.    President along with Treasurer and Joint Treasurer will ensure all financial reports, tax filings, timely responses to lenders

7.    President and Internal Auditor will provide monthly financial report, life memberships update to HCC Board  

8.    President will ensure there are scheduled monthly meetings for all members of EC to meet, discuss and assess the operational needs of the organization

9.    President will ensure a process for flow of information and approvals within Executive Committee so all members of EC are informed of outstanding requests from devotees and community needing approval/denied responses in a timely manner

 

Vice President

1.    The Vice President shall assist the President in all EC functions, participate in EC activities as a member and perform any tasks assigned by EC

2.    Take ownership for class room scheduling, communicate with class room teachers proactively to avoid any confusion with schedule conflicts

3.    Conduct inventory management of supplies needed in the kitchen and dining hall for a smooth operation of all events held at HCC. 

4.    In the absence of the President, the Vice President shall preside over the EC meetings and represent HCC where needed.

5.    Participate in EC activities as an EC member and perform any task assigned by the EC.

 

Treasurer

The Treasurer shall be the custodian of all funds and securities of the HCC. His/her responsibilities shall be as following:

  1. The role of treasurer needs exceptional dedication and availability of time required to serve the needs of HCC community
  2. Develop and maintain transparent and auditable HCC financial records. These records shall be available to the Internal Auditor and the President at all times.
  3. Receive all funds and securities on behalf of HCC, deposit them in the HCC accounts, and issue official receipts on a timely basis.
  4. Maintain a current list of paid HCC membership. This list will constitute the General Body Membership (GBM).
  5. Provide a quarterly and an annual financial report for the use of the EC and the Board.
  6. Prepare a budget for the next financial year in consultation with EC.
  7. Perform all duties incident to the offices of Treasurer and the Financial Officer
  8. Participate in EC activities as an EC member and perform any task assigned by the EC.
  9. The treasurer is responsible for monthly financial, life membership updates to the president and Executive Committee

 

Joint Treasurer

The Joint-Treasurer shall assist the Treasurer in all functions and shall assume the function of the Treasurer in his/her absence.

1.    The role of treasurer needs dedication and availability of time required to serve the needs of HCC community

2.    Joint treasurer and Treasurer are responsible to collect and deposit funds at least once a week from Hundi collection or checks submitted to HCC as donations or for puja events by devotees  

3.    Familiarity with accounting software tools, excel worksheets and general fiscal responsibility is needed to be successful in the role

4.    He/she will participate in EC activities as an EC member and perform any tasks assigned by the EC.

5.    Joint Treasurer needs to work closely with Vice President to help with inventory and supplies management for HCC and provide bi-weekly report to other members of EC

6.     Joint treasurer will help take care of procurement needs for HCC events 

 

Secretary

1.     The secretary shall be the custodian of all HCC corporate and official records and the HCC official seal

  1. Work with the President in scheduling all HCC meetings and issuing necessary notices in accordance with the provisions of these bylaws.
  2. Prepare and distribute minutes of the GBM and EC meetings.
  3. Maintain a list of the e-mail and mail addresses of all voting and non-voting members and perform all duties incident to the office of Secretary.
  4. Help prepare and maintain all official records such as elections and contracts.
  5. Participate in EC activities as an EC member and perform any task assigned by the EC.
  6. Secretary will maintain information, donor and content confidentiality with the of IT Coordinator

Joint Secretary

1.     The Joint-Secretary shall assist the Secretary of the EC in all functions and shall assume the function of the Secretary in his/her absence.

2.     The person will participate in EC activities as an EC member and perform any tasks assigned by the EC.

3.    The person shall maintain proper filing of meeting minutes for EC, Board, Joint, GBM and any ad-hoc meetings held virtually using online tools or in person.

4.    Joint secretary will work closely with the Cultural Events Coordinator to help with logistics, planning and reaching out to volunteers in the community for HCC events

5.    Joint secretary coordinate with IT Coordinator to provide accurate content necessary to maintain HCC Website with latest events, announcements and any associated fee structure, announcements, etc.,

 

IT Coordinator

IT Coordinator is responsible for all technology needs at HCC.

1.    Maintain HCC website content, security and create operational workflow for requests to be delivered appropriate EC roles appropriately

2.    Manage HCC email groups to enable all members of EC/Board to be notified of emails addressed to HCC Management

3.    IT Coordinator will create necessary email distribution groups for devotees to send requests via HCC Website or external emails to request information regarding booking for private events to be held at HCC premises renting old mandir hall, dining hall, kitchen, etc., 

4.    Knowledge of Microsoft Office applications like Word, Excel, Outlook and willing to learn new software's as deemed necessary.

5.    Knowledge in Websites, Emails, online cloud platforms, network communications infrastructure & laptops

6.    Manage google drive shared files access to all EC/Board members

7.    Manage streaming meetings, events virtually as needed. Also, responsible to resolve any technology related issues that require dealing with vendors and service companies

8.    Manage HCC’s online presence via social media networks to increase HCC visibility globally for outreach programs

9.    Participate in EC activities as an EC member and perform any task assigned by the EC.

 

Cultural Activities Coordinator

1.    Cultural Activities Coordinator shall organize, lead cultural activities, and participate in any events held by HCC.

2.    Takes responsibility to ensure proper lighting and audio/video needs for the events

3.    Will lead the effort of working with event leads and external groups for event brochure creation and publication

4.    Will reach out to volunteers for help needed with photography, video coverage for the events.

5.    Seek necessary permissions needed to use town/adjacent properties and school for parking during heavily attended events.

6.    Cultural Secretary needs to work with the event leads to understand logistics, requirements and reach out to community volunteers to help organize the events.

7.    Participate in EC activities as an EC member and perform any task assigned by the EC.