The Board of Directors, led by the elected President and Staff, led by the Chief Executive Officer, work as a team to address the needs of the membership, yet have very different responsibilities.
The Chief Executive Officer is charged with managing all activities of the Berkshire County Board of Realtors. This includes the implementation of strategies and processes at the direction of the Board of Directors, directing the day-to-day operations and overseeing support staff in providing quality service to the separate membership bases of the Berkshire County Board of Realtors and the Multiple Listing Service.
The Board of Directors is charged with creating a vision and direction for the activities of the Berkshire County Board of Realtors.
Staff reports to the Chief Executive Officer, and requests for staff assistance should be funneled through that person for the smooth operations of the Board. All staff members are here to help you do the best job possible and work tirelessly in service to the membership. Outlining the staff and forming a well-oiled team is an important part of the Board’s success.
Below is a chart used to help identify responsible parties for the various tasks of the organization.
| Duties and Functions | Staff | President | BOD | Committees |
| Financial Management | ||||
| Drafts the annual budget | x | |||
| Revises, reviews and approves the annual budget | x | x | ||
| Develops continuing sources of non-dues revenue | x | |||
| Performs all bookkeeping and accounting duties. | x | |||
| Is authorized to act as signatory for the Board and MLS | x | x | ||
| Manages all insurance, payroll, tax and state & national reporting | x | |||
| Supervises staff bookkeeper and outside accountant. | x | |||
| Reviews monthly financial statements | x | x | x | |
| Approves / Formally accepts monthly financial statements | x | |||
| Develops investment strategies. | x | |||
| Approves investment strategies | x | |||
| Conducts/implements Investment strategies & financial management | x | |||
| Duties and Functions | Staff | President | BOD | Committees |
| State/National Association Participation | ||||
| Set Goals and Implementation to Meet Core Standards | x | x | ||
| Participates in association/regional caucuses and assn meetings | x | x | ||
| Provides input to assn/regional officers about positions on issues | x | x | ||
| Recommends members for state / national committee appointment | x | x | x | |
| Serves on state association committees. | x | x | x | x |
| Serves on National Association committees. | x | x | x | |
| Attends all state association quarterly directors’ meetings. | x | x | x | |
| Attends all /some National Association meetings | x | x | ||
| Duties and Functions | Staff | President | BOD | Committees |
| Community Involvement | ||||
| Chgd with involvement in community & civic organizations as assoc. rep. | x | x | ||
| Serves on local governmental and civic advisory bodies | x | x | ||
| Selects & coordinates community service projects | x | x | ||
| Approves community service projects | x | |||
| Executes community service projects | x | x | ||
| Promotes all Board community activities | x | |||
| Membership | ||||
| Responds to requests for information within 2 business days | x | |||
| Processes new applications & payments | x | |||
| Maintains membership database(s) and hard copy membership files. | x | |||
| Interacts directly with membership departs of State & Nat’l Association. | x | |||
| Strives to form partnerships and enhanced services for members | x | x | ||
| Plans, schedules & prepares materials for new member orientation | x | |||
| Speaks at all new member orientation sessions.(quarterly) | x | x | ||
| Readily accessible to general membership on a daily basis. | x | |||
| Duties and Functions | Staff | President | BOD | Committees |
| Government and Political Affairs | ||||
| Delivers testimony in public forums on behalf of the association. | x | |||
| Writes statements and policies related to govt issues. (*BOD approved) | x* | x | x | |
| Corresponds with elected officials on various issues for leadership | x | x | x | |
| Deals with elected officials, and gov’t agencies on behalf of the assoc. | x | x | x | |
| Attends and is an active participant in REALTOR® Day at the Capitol. | x | x | x | |
| Attends and is a participant in National Association legislative sessions | x | x | ||
| Is the association’s designated legislative advocate. | x | |||
| Responds to all calls of inquiry from members, public and Assoc.’s. | x | |||
| Supervises the Gov’t Affairs committee to ensure adherence to policy | x | |||
| Serves as staff liaison to Government Affairs Committee | x | |||
| Duties and Functions | Staff | President | BOD | Committees |
| Communications – External | ||||
| Handles all inquiries on any real estate related matter | x | |||
| Directs media calls and questions to association leadership. | x | |||
| Responds directly to media inquiries. | x | x | ||
| Writes and edits news releases | x | x | ||
| Liaison with reporters and other media professionals. | x | x | x | |
| Coordinates special projects | x | x | ||
| Handles submissions for PR Committee/press contact for the assoc. | x | |||
| Duties and Functions | Staff | President | BOD | Committees |
| Communications – Internal | ||||
| Has editorial and content authority over assoc. messaging | x | |||
| Writes articles for association publications. | x | x | x | |
| Notifies members of urgent news via e-mail, posts or direct mailings | x | x | ||
| Maintains industry related info on websites | x | |||
| Answers member questions and provides docs about industry issues | x | |||
| Answers public questions and provides docs about industry issues | x | |||
| Responds to e-mail inquires from members and public | x | |||
| Serves as staff liaison to Public Relations committee | x | |||
| Duties and Functions | Staff | President | BOD | Committees |
| Membership Continuing Education | ||||
| Solicits info about prospective education courses and speakers | x | x | ||
| Reviews and discusses master calendar with committee | x | |||
| Selects education dates, speakers, moderators, and content offering | x | x | ||
| Prepares roster of members registered for attendance | x | |||
| Ensures payment for program attendance | x | |||
| Contracts with speakers and obtains content for state approval if applicable | x | |||
| Maintains database of continuing education tracking | x | |||
| Provides room setup, refreshments and on-site coordination | x | |||
| Moderates program and approves / denies credit acceptance | x | |||
| Works with other Assoc. on partnership opportunities | x | |||
| Authorized to contract for outside education | x | |||
| Solicits sponsorships, determines amount, writes proposals, etc. | x | x | ||
| Creates a budget for each program | x | |||
| Approves budget for each program | x | |||
| Generates thank you notes, certificates (if needed), and follow-ups | x | |||
| Prepares and copies all course outlines, handouts, evaluations, slips, etc. | x | |||
| Acts as staff liaison to committee and is on-site for each event | x | x | ||
| Duties and Functions | Staff | President | BOD | Committees |
| Multiple Listing Service Functions | ||||
| Performs all basic input MLS functions: listing input, edits (on-line) | x | |||
| Reviews and verifies information entered into MLS | x | |||
| Forwards notices of errors and requests for contracts..tracks submission | x | |||
| Applies fines and records for billing (Billing Book) | x | |||
| Maintains Refusal to List file and tracks delayed submission | x | |||
| Develops new member training programs | x | x | ||
| Approves new member training programs | x | |||
| Provides policy support for members relating to MLS submission and Regs | x | |||
| Works closely with vendor for requested upgrades, troubleshooting, etc. | x | |||
| Ensures MLS rules and regs conform to National Association policy. | x | |||
| Coordinates reciprocal MLS activities | x | |||
| Reviews vendor contracts, obtains legal advise and recommends action | x | x | ||
| Provides policy/legal reasoning for chgs in listing data to all involved | x | |||
| Duties and Functions | Staff | President | BOD | Committees |
| Personnel Functions | ||||
| Recommends staff benefits and compensation offerings | x | x | ||
| Completes the annual written personal reviews | x | |||
| Recommends annual salary increases or bonuses | x | |||
| Approves and authorizes annual salary increases or bonuses | x | x | ||
| Maintains personnel files | x | |||
| Supervises all personnel, including the occasional temporary employees | x | |||
| Attends all board of directors meetings. | x | |||
| Trains staff on new functions and is cross trained in all departmental areas | x | |||
| Duties and Functions | Staff | President | BOD | Committees |
| Grievance/Professional Standards | ||||
| Interfaces with complainants and respondents on all matters | x | |||
| Calls Grievance Committee Meeting within 1 month of receipt of complaints | x | x | ||
| Attempts to mediate any disputes not covered by the Code of Ethics or law | x | x | ||
| Forwards process info to complainants upon request | x | |||
| Processes complaints and applications for ethics and arbitration hearings. | x | |||
| Coordinate challenges, hearing dates, panel availability, etc. | x | |||
| Sends complaints to a tribunal of the Pro. Standards Committee | x | |||
| Selects hearing panel members. | x | x | ||
| Schedules hearings. | x | |||
| Provides support to grievance and professional standards committees. | x | |||
| Assists grievance committee in complaint research. | x | |||
| Writes tribunal decisions. | x | x | ||
| Responsible for updating policies & procedures in compliance with NAR | x | x | x | |
| Interacts with state and National Association legal counsel/staff. | x | |||
| Provides annual ProStandards training | x | x | ||
| Attends hearings, appeals and meeting of the committee | x | x | ||
| Duties and Functions | Staff | President | BOD | Committees |
| Interaction with Outside Organizations and Vendors | ||||
| Authorized to Interact with assoc. legal counsel | x | x | ||
| Interacts/consults with state association services and policy division. | x | |||
| Works with outside accountant. | x | |||
| Hires/executes contracts with contract labor | x | |||
| Interacts directly with contract labor | x | |||
| Supervises staff specialists who execute any or all of the above duties. | x | |||
| Duties and Functions | Staff | President | BOD | Committees |
| Technology and Equipment | ||||
| Maintains computer related equipment for smooth office processing | x | |||
| Purchases and installs new hardware and software as needed | x | |||
| Annually Budgets for appropriate equipment needs | x | |||
| Maintains service contracts and determines cost effectiveness of each | x | |||
| Contracts with vendors and technicians when needed | x | |||
| Create databases, files, forms etc. for board documentation as needed | x | |||
| Duties and Functions | Staff | President | BOD | Committees |
| Meeting Management | ||||
| Committee Meetings: Schedules, prepares for & documents monthly meetings | x | |||
| Board Meetings: Schedules, prepares for & documents monthly meetings | x | |||
| Leadership Meeting: Schedules, prepares for & documents ann’l meeting | x | |||
| Installation Ceremony: Schedules, prepares for & documents ann’l meeting | x | |||
| Annual Meeting: Schedules, prepares for & documents ann’l meeting | x | |||
| Orientation: Schedules, prepares for & documents qrtly meetings | x | |||
| Past Presidents Club: Schedules, prepares for & documents ann’l meeting | x | |||
| Prof Development: Schedules, prepares for & documents as needed | x | |||
| Duties and Functions | Staff | President | BOD | Committees |
| Board and MLS Management | ||||
| Create Strategic Plan | x | x | ||
| Set Goals to Achieve Strategic Plan | x | x | x | |
| Implement activies based on Strategic Plan | x | |||
| Responsible for Acheivement of Goals | x | |||
| Ensure bylaws, regs and policies conform with Nat’l, state, & legal practices | x | x | ||
| Ensure contracts conform with Nat’l, state and legal practices | x | x | ||
| Identifies, trains and grooms leadership | x | x | ||
| Works with volunteer members on committee and association work. | x | |||
| Acts as Parliamentarian at each meeting of the BOR and MLS | x | |||