About The BCA

/About The BCA
About The BCA2018-09-06T10:22:42+00:00

Membership Information

Our membership is growing!

With your yearly dues, we provide the activities and events for all members of the BCA. We represent the community at the Town Meetings and the LCSD. Our goal is to encourage a higher regard for the Bayberry Community, promote causes and actions that will contribute to the welfare of the Bayberry Community, keep the members informed of activities or legislation affecting them, and advocate the maintaining of a favorable residential atmosphere.

Yearly Dues = $5.00

You can now pay your yearly dues online via PayPal. Visit our home page, look for the “Pay Now” button on the side and follow the instructions. Be sure to include your name and address! You can also help the BCA at any time by selecting the “Donate” button and contributing to our scholarship fund or other event/activity.

If you prefer to pay by check, please send your $5.00 payment, plus any donations, to:

Bayberry Community Association
P.O. Box 2184
Liverpool, NY 13089

Please make checks payable to: BCA

For more information on what your dues pay for, CLICK HERE.

 


 

Officers, Board Members & Representatives

On a mobile device or can’t see the list? Try the Google Drive web version.

Only Board Members have voting privileges. If you would like to volunteer for one of our open positions, please join us for one of our monthly meetings or email [email protected].

 


 

Executive Officers Duties & By-Laws

PRESIDENT’S DUTIES:

  • The President shall call and preside over meetings, guide the Association in accomplishing its stated purpose, and ensure that the day-to-day operations of the Association are carried out.
  • Delegates areas of responsibility as well as specific tasks as needed to officers and orients, trains, and supervises them in the execution of these duties.
  • Ensures that all essential functions of the Association are being carried out.
  • Ensures the Treasurer and the President (self) have bank account signature authority for check writing privileges.
  • Prepares monthly meeting agenda and distributes draft to executive board prior to meeting.
  • Brings community resident and merchant concerns and questions to board meetings for discussion.
  • Introduces self to Bayberry merchants and sponsors in order to build relationships for future event and activity donations.
  • At February Board Meeting – appoints an election committee to compile the slate of candidates.
  • At June Board Meeting – calls for nomination of two individuals to conduct an audit of the last fiscal year.
  • During the summer – works with Board members to prepare a new fiscal budget for presentation at the September Board meeting.
  • Ensures external entities, such as Empower FCU, insurance, IRS, United Church of Christ, Phoenix Press and Post Office are apprised of any changes in their BCA point-of-contact and alternate point-of-contact.
  • Reviews the monthly newsletter and any other media releases prior to publication to ensure all content is appropriate and in the community’s best interest.
  • Monitors the Association email account and forwards emails to the appropriate parties.

1st VICE PRESIDENT’S DUTIES:

  • Attends and assists with BCA meetings.
  • Represents the president when he/she is not available in accordance with the bylaws.
  • Assumes responsibility for other BCA functions such as coordinator or chairships.
  • Other duties as assigned by president.

2nd VICE PRESIDENT’S DUTIES: 

  • Attends and assists with BCA meetings.
  • Assumes responsibility for other BCA functions such as coordinator or chairships.
  • Other duties as assigned by president.

SECRETARY’S DUTIES:

  • Attends and assists with BCA meetings.
  • Records minutes at Association meetings.
  • Emails minutes to Association Media Coordinator within 3 days of a meeting.
  • Distributes printed draft minutes at the next scheduled BCA Board Meeting for corrections and approval.
  • Emails corrected minutes to Association Media Coordinator within 3 days of approval.
  • Sets out meeting attendance sign in sheets at Association meetings.
  • Sends get well or condolence cards to Bayberry residents or various community members on behalf of the BCA.
  • Assumes responsibility for other BCA functions such as coordinator or chairships.
  • Other duties as assigned by president.

TREASURER’S DUTIES:

  • Manages all fiscal activities of the BCA in accordance with Section VIII of the Bylaws including BCA bank accounts, receipt of invoice and issuance of payments, maintenance of financial records and preparation of monthly and annual financial reports.
  • Prepares, presents, and duplicates for Board meeting attendees, a monthly financial report to include the balance of BCA bank accounts and expenditures since the last report.
  • Receives invoices and issues payments for expenses such as rent, newsletter printing, web page hosting, insurance, and eligible volunteer reimbursement. Maintains receipt file for all BCA expenses.
  • Receives member dues and Newsletter sponsor payments.
  • Prepares and presents an overview annual budget status and paid member participation percentage.
  • Informs donors of the tax-status of their contributions.
  • Files annual IRS form 990-N at IRS site: ww w.irs.gov . Logon & password info is in the treasurer’s notebook.
  • Notifies IRS of changes in associations contact name and address for tax documents at 1-877-829-5500. Our Federal Identification Number: 23-7201133.
  • Assures there is no more than $50,000 of earnings taken in each year for purposes of IRS reporting.
  • Collects mail from P.O. Box weekly and distributes to responsible Board and/or committee members.
  • Creates an updated copy of the membership roster prior to the new membership drive, blanks out amounts collected last year and ensures Membership Drive Coordinator has access to this document.
  • Assembles, prepares and makes available all documents required for the execution of the annual fiscal year audit.
  • Provides Event Committee Chairs with an up-to-date membership roster as well as envelopes and membership cards.
  • Assists President with transfer of bank accounts and insurance policies when new officers are elected.
  • Ensures the Treasurer (self) and the President have bank account signature authority for check writing privileges.
  • Assists the President and Executive Board with preparation of a new fiscal budget.

Click here to view the 2017 BCA By-Laws