JOB DESCRIPTIONS FOR APPOINTED CHAPTER OFFICERS
(By-Laws reference 4.3.1 and 20.1)
(As approved by the Board of
Directors on
Archivist/Librarian:
The
Archivist/Librarian is the Chairman of the Historical Committee (By-Laws
reference 7.9). He is responsible for
collecting, storing and preserving pertinent Chapter
records and railroad documents/artifacts.
The Archivist/Librarian prepares and submits the annual Historical
Committee budget request to the Finance Committee not later than December 1st
of the preceding year
Car
Host Manager:
The
Car Host Manager is responsible for recruiting and training Car Hosts, Lounge
Car Attendants and Baggage Handlers in the safe and
efficient handling of passengers and baggage.
Prior to Chapter trips, the Car Host Manager organizes the cleaning and
stocking of coaches, baggage cars and the seating/rest room areas of lounge
cars. In the course of Chapter trips, he
supervises the Car hosts and Lounge Car Attendants to insure courteous and
efficient treatment of passengers and cleanliness of assigned cars.
Chief
Mechanical Officer:
The
Chief Mechanical Officer (CMO) is Chairman of the Mechanical & Equipment
Committee (By-Laws reference 7.8), and is responsible for planning, scheduling
and execution of all maintenance, repair and upgrade work on all rolling stock
owned or controlled by the Chapter. He
is also responsible for arranging fueling, watering
and otherwise preparing rolling stock (other than cleaning) for Chapter
operations, and for the execution of necessary repairs to rolling stock or
other mechanical support in the course of Chapter trips. As a member of the Property Committee, the
CMO is responsible for planning, scheduling and execution of all maintenance,
repair and upgrade work on all buildings and other facilities supporting
Mechanical Department activities (including any installed equipment) owned or
controlled by the Chapter.
The
CMO is the senior Chapter mechanical authority, and trains/supervises Chapter
volunteer staff or contractors involved in the above activities. He promotes and enforces safe practices for
working on or about rolling stock, buildings or other
facilities owned or controlled by the Chapter, in accordance with applicable
laws and regulations. He also advises
the Trip Chairmen, the Food Service Manager and the
Lease Manager of mechanical status of cars upon request and maintains current
inventory and maintenance records of all Chapter-owned rolling stock and
parts. The CMO prepares and submits the
annual Mechanical Department budget request to the Finance Committee not later than December 1st
of the preceding year, and attends monthly Board and Chapter meetings to report
on Mechanical Department status.
Event/Trip
Chairman (By-Laws ref. 7.5):
The Event/Trip Chairman is responsible for planning and making arrangements for his assigned Chapter event/trip, in cooperation with other Chapter officers as necessary.
He
prepares and submits the event/trip budget (on a form prescribed by the
Treasurer)
to
the Events Committee Chairman and the Treasurer prior to any
expenditures being authorized. The
Event/Trip Chairman consults with Chief Mechanical Officer on rolling stock
availability and requirements for his trip, and requests any printing and
distribution requirements from the Publications Committee only. He consults with the Ticket Agent on ticket
sales and (in the course of the trip) follows up on all ground arrangements.
He
attends monthly Board and Chapter meetings to report on event/trip status.
Events
Committee Chairman (By-Laws ref. 7.5):
The
Events Committee Chairman is responsible for scheduling and chairing periodic
and special Events Committee meetings.
He assigns event/trip chairmen, and follows up
as necessary. The Events Committee
Chairman reviews event/trip marketing plans, and prepares and submits the
annual consolidated trip and event budget to the Finance Committee not later than December 1st
of the preceding year. He attends
monthly Board and Chapter meetings to report on event/trip status.
Insurance
Manager:
The
Insurance Manager is responsible for obtaining all necessary Chapter insurance
coverage, such as excursion liability, general liability, fire, rolling stock
and bonding.
He
advises the Events and Finance Committees on the cost of insurance as necessary.
Finance
Committee Chairman (By-Laws ref. 7.11):
The
Finance Committee Chairman is responsible for preparing the proposed annual
Chapter budget (utilizing data from various sources as necessary) and
submitting the budget to the Chapter Board of Directors for approval not later than January 1st
of the budgeted year. He also advises
the Board on Chapter financial and accounting matters as necessary.
Food
Service Manager:
The
Food Service Manager is responsible for the planning, organization and
execution of all Chapter food/beverage service operations on board Chapter
excursions, including First Class, dining car, lounge car and snack car
operations, in accordance with Food and Drug Administration requirements. He trains and supervises Chapter volunteer
staff or contractors in hygienic food handling and safe and efficient food
service operations within the above activities.
He also supervises snack car cash box operations, following the directions
of the Treasurer.
The
Food Service Manager consults with trip chairmen on
budget and scope for food/beverage service included in the ticket price. He supervises the cleaning and stocking of
the dining car and the food/beverage service areas of other cars. The Food Service Manager maintains current
inventory records of all Chapter-owned food service equipment and supplies and
advises the Treasurer and Property Manager as necessary. He prepares and submits the annual snack car
budget to the Finance Committee not later
than December 1st of the preceding year.
Lease
Manager:
The
Lease Manager is responsible for arranging and documenting the lease of
Chapter-controlled rolling stock to other parties, and for leasing rolling
stock from other parties as required. He
also makes arrangements for deadhead movement via the
appropriate Chapter liaison. In all
cases, the Lease Manager consults with the Chief Mechanical Officer before
executing a lease, and advises the Events Committee of lease costs.
He
also maintains current references of rolling stock available for lease.
Membership
Committee Chairman (By-Laws reference 7.4):
The
Membership Committee Chairman is responsible for recruiting new members and
retaining existing members, and for processing applications/renewals as
required.
He
maintains the membership rolls and attends monthly Board and Chapter meetings
to report on new member applications and other membership matters.
Newsletter
Editor:
The
Newsletter Editor is the senior Chapter official on the Newsletter Staff
(By-Laws reference 7.3) and is responsible for the creation and composition of
the Chapter Newsletter. He prepares and
submits the annual Newsletter budget request to the Finance Committee not later than December 1st
of the preceding year.
Office
Manager:
The
Office Manager is responsible for maintaining efficient Chapter business office
operations, including landlord relationships. He obtains all needed office supplies,
including special printing via the Publications Committee, and arranges for
maintenance/repairs of office equipment as necessary. The Office Manager prepares and submits the
annual business office budget request to the Finance
Committee not later than December 1st of the preceding year.
Program
Committee Chairman (By-Laws reference 7.2):
The
Program Committee Chairman is responsible for arranging educational or
entertainment programs of a railroad nature for presentation at Chapter
meetings,
the
annual Banquet or other events. He
prepares and submits the annual program budget request to the Finance Committee
not later than December 1st
of the preceding year.
Property
Manager:
The
Property Manager is the Chairman of the Property Committee (By-Laws reference
7.7) and is responsible for the procurement, preservation, maintenance
and disposition of all Chapter property other than rolling stock. He also maintains current inventory records
of all Chapter-owned office equipment, tools, supplies and other property
(other than rolling stock). The Property
Manager prepares and submits the annual Property Committee budget request to
the Finance Committee not later
than December 1st of the preceding year.
Publications
Manager:
The
Publications Manager is Chairman of the Publications Committee (By-Laws
reference 7.10) and is responsible for the preparation, printing
and distribution of Chapter publications.
He prepares copy (as necessary) and arranges for printing and
distribution (including purchasing mailing lists) of all Chapter publicity and
membership mailings (including trip flyers and handouts).
The
Publications Manager reviews all requests for printing and mailing, and
periodically reviews the Chapter mailing lists for any necessary
revisions. He also arranges for the
printing of all other Chapter printing requirements, such as letterhead
stationary, business cards, ticket stock, boarding passes, special forms,
etc. The Publications Manager prepares
and submits annual budget request for printing requirements (other than costs
assigned to specific events/trips) to the Finance Committee not
later than December 1st of the preceding
year.
Public
Relations Committee Chairman (By-Laws reference 7.6):
The
Public Relations Committee Chairman is responsible for promoting positive
relations between the Chapter and the public, the news media, other NRHS chapters
(in coordination with the National Director) and other
parties as necessary. He drafts
publicity material (other than trip marketing) and obtains printing via the
Publications Committee. The Public
Relations Committee Chairman also organizes a Speakers Bureau from the Chapter
membership in order to provide skilled speakers for various non-Chapter events.
Souvenir
Manager:
The
Souvenir Manager is responsible for operating Chapter souvenir sales
activities, training and supervising Chapter volunteer
staff in efficient souvenir sales operations.
The Souvenir Manager also sets the retail prices of all merchandise and
supervises souvenir cash box operations, following the
directions of the Treasurer. He supervises the cleaning and stocking of the
souvenir sales areas of any cars so used, and maintains current inventory
records of all Chapter-owned souvenir stock and equipment. The Souvenir Manager prepares and submits the
annual souvenir budget to the Finance Committee not later than December 1st of the preceding year.
Ticket
Agent:
The
Ticket Agent is responsible for the efficient and timely processing of all
ticket orders for Chapter events/trips, including making bank deposits from
ticket sales according to the Treasurer’s instructions. He obtains ticket stock and other special
printed matter via the Publications Committee, and provides the Treasurer and
event/trip chairmen with data on ticket sales as
requested. The Ticket Agent processes refund requests according to current Chapter policy and
prepares passenger manifests for each trip as required.
He
also trains staff for train-side ticket sales or ticket pickup and (in the
course of Chapter trips) assists Conductor in resolving ticketing issues.