Member Handbook

revised 9/15/22


Important Links:

Important Dates:

  • January:
    • Community Information Due (Get your editorial content & event calendar info to Jennifer)
  • February:
    • Guide proofing at JCATC Meeting
    • DEADLINE to submit content
  • March:
    • Official Guide ready for distribution
    • Governor’s Conference on Tourism
  • April
  • May
  • June
  • July
    • Jefferson County Fair (Volunteers needed to staff the booth)
  • August
    • Wisconsin State Fair (Volunteers needed to staff the booth)
  • September
    • Deadline for Community Co-op participation for next year’s Guide Planning (Advise Jennifer if you will be participating in the co-op dollars this year)
    • Nominate Executive Board & Business Reps to be voted on in October
    • Treasurer to present Budget in September for a vote at October meeting.
  • October
    • Sales Begin for next year’s Official Guide  & Guide Planning
    • Confirm  editorial content & event calendar is up to date
    • Elections of Executive Board & Business Representatives & approval of budget shall take place at the October meeting.
  • November
    • Guide Planning & Deck the House Planning
    • Confirm  editorial content & event calendar is up to date
  • December
    • Guide Proofing & Deck the House
    • End of Fiscal Year 12/31
    • Update Roster: Board members must attend 9 out of 12 meetings in order to obtain/retain voting privileges. 

Officer Duties (from the by-laws):

  • President:  The president shall generally manage the monthly agenda and day-today operations of the corporation subject to the direction of the board of directors. The president shall preside at all meetings of the board of directors.
  • Vice President:  The vice president shall exercise the duties of the president in his/her absence. If the president should die, resign, or be removed from office, the vice president shall succeed to the office of the president.
  • Secretary:  The secretary shall provide minutes from the prior meeting to the President to send out with the agenda, and maintain all records of the corporation and shall prepare minutes of all meetings of the board of directors. The Secretary and/or the Treasurer shall keep track of monthly attendees.
  • Treasurer:  The treasurer shall have custody of the funds of the corporation and shall maintain all financial records of the corporation. The treasurer shall report to the president and board of directors on the financial status of the corporation. Valid signatories on funds taken from the JCATC account may be the president, vice president, or treasurer. Two (2) valid signatures are required on checks equal to or greater than (=/>) $1,000.00. The Treasurer and/or the Secretary shall keep track of monthly attendees.

Member Responsibilities:

  1. Attend Monthly meetings held on the first Tuesday of every month – Must attend at least nine (9) JCATC meetings per fiscal year to obtain and/or retain voting privileges.  Fiscal year ends 12/31. 
  2. Enter your community’s events on the website calendar by the 15th of every month and also double check existing events on the website for accuracy and current information. 
  3. Keep your organization’s “place page” on the website up to date.  Make changes as necessary and add/change/delete photos as they become obsolete.  
  4. Distribute our guides and keep the distribution list updated via
  5. Submit content for Facebook posts & Instagram, etc. to the Social Media committee or Post directly to the JCATC Facebook page. 
  6. Provide text and photos for the printed guide and website.
  7. If we are aware of other opportunities where we could partner with other communities, please share.
  8. Recommend speakers for meetings for continuing education (tourism, marketing, social media, etc.)
  9. Add your events to the Wisconsin Department of Tourism/Travel Wisconsin website.

Voting Privileges:  In order to obtain/retain voting privileges, members must be an advertiser in the Official Guide and attend 9 out of 12 meetings per fiscal year (fiscal year ends 12/31).