Board Position Descriptions — River Hills Women's Club

RHWC Board Position Descriptions

Nominating Committee

The nominating committee recommends candidates for the following positions with an effective date of 6-1-20-- to 5-31-20--:

President

Leads the board comprised of the following positions with an effective date of 6-1-20-- to 5-31-20--:

President appoints Committee Chairs:

Set up a meeting of New Board in June to discuss plans for the year – most importantly

Date for Sip & Sign in August
Program planning
Meet with RHCC Event Coordinator
- Menu for Year
- Sip & Sign Details
- Financial costs

Ensure all Board members have the following on their calendars:

Monthly Duties

Develop flyer for each event/meeting (Ensure a board member can develop)
Provide agenda for board meeting prior to meeting
Ensure Treasurer report is completed and distributed prior to meeting
After first board meeting, Secretary will distribute minutes, treasury report and agenda in one email to the Committee

Day of Meeting

1st VP – Programs

Identifies and secures nine monthly presentations by early summer for the September to May River Hills Women’s Club (RHWC) meetings.
Collaborates with RHWC Board to confirm presentations/speakers and determine which month to schedule each event.
Collaborates with Website Committee lead on development of Program Event Calendar for August "Sip and Sign" event. Continues collaboration throughout the year to share any updates or changes to program events
Serves as point of contact for each speaker.
Notifies Security of Entry to Community
Advise VP Hospitality – Lunch Choices
Introduces speaker to Membership at the monthly meeting
In collaboration with the Board, negotiates budget and contract for off-site RHWC event (e.g., menu, cost, etc.)
Identifies and coordinates with additional individuals to participate in specific programs (e.g., Fashion Show models)
Coordinates each month with River Hills Country Club events manager about presentation needs (e.g., Mixology Room set-up, PowerPoint, microphone, podium, etc.)
Works with RHWC treasurer, committee members and Board on specific considerations for each program (e.g., lunch for speaker/s, contribution to the speaker, etc.)
Participates in monthly Board Meetings
Additional duties, as assigned

2nd VP - Hospitality

Coordinates annual Kick Off/Welcome Back Event (currently Sip &Sign) for the purpose of Interest Group registration, Membership renewal and New Membership Sign up
Works with RHCC for menu planning
Responds to all RHWC emails respective to Hospitality
Distribute invitations to events, including luncheon, kickoff, new interest groups, etc.
Any communication to membership using Constant Contact
Coordinates meeting reservations and communicates with venue on reservations and food preferences including dietary restrictions
Prepare name badges with designations for specific groups, including past presidents, board members and new members
Recruits volunteers to staff registration table in coordination with the Treasurer
Has proficiency or interest in electronic data systems, email, excel and Constant Contact.
Is capable of meeting deadlines.
Participates in monthly board meetings
Additional duties as assigned
Works closely with Committee Chairs:
- Phone Caller
- Webmaster (Posting of Invitations and announcements on social media platforms
- Vice President Program (room set up/space availability)

3rd VP Membership – New Members and Member Retention

Has proficiency or interest in electronic data systems, email, excel and Constant Contact. Is capable of meeting deadlines. Uses systems to manage member data and enter new
member data
Recruits new members, using criteria established by the board
Orient new members to Club activities, including monthly meetings and interest groups
Coordinates member engagement with Webmaster for social media postings
Implement strategies for member engagement within Constant Contact such as birthday, greetings, Interest Groups, Photos, etc.
Responds to all RHWC emails respective to Membership
Participates in monthly board meetings
Host “New Member” Table and provide roses to new members
Additional duties as assigned

Treasurer

o Deposits

o Expense payments

o Reconciliations

Has proficiency or an interest in email, Excel, electronic data systems plus basic knowledge of accounting, budgeting and controls
Participates in monthly Board meeting presenting Treasurer’s Report
Coordinate with financial records reviewer selected by the President on year end report
Additional duties as assigned
Works closely with 2nd VP – Hospitality and 3rd VP - Membership

Secretary

Attends monthly Board Meetings
Takes Minutes at monthly board meetings
Distributes via email to Board Members, monthly minutes, finance report and meeting agenda one week prior to meeting
Approval of the Minutes
Additional duties as assigned

Interest Group Coordinator

Manage all Interest Groups
Recruit Leaders
Coordinate’s location, day and time each group meets to ensure minimal overlap, thus allowing members to participate in numerous groups
Organizes table sign and sign up sheets for Sip and Sign, usually held in August
Follows up with leaders throughout the year keeping member list current and addressing any concerns or issues
Add additional interest groups when interest has been expressed by members
Attends monthly RHWC board meetings