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

  • 1st VP – Programs

  • 2nd VP - Hospitality

  • 3rd VP – Membership

  • Secretary

  • Treasurer

  • Interest Groups

President

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

  • President

  • 1st VP – Programs

  • 2nd VP - Hospitality

  • 3rd VP – Membership

  • Secretary

  • Treasurer

  • Interest Groups

President appoints Committee Chairs:

  • Hospitality – Decorations

  • Parliamentarian

  • Phone Caller

  • Sunshine

  • Website

  • Greeter/50-50

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:

  • Sip & Sign

  • Board Meetings – 2nd Thursday of each month

  • Monthly Meetings – 3rd Wednesday of each month

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

  • Greet Members as they arrive

  • 12:00 – Start meeting

  • Welcome

  • Announce Program

  • Pledge of Allegiance

  • Words of Inspiration

  • Chair Person – Introduction of New Members

  • Significant News (Loss of Member, etc.)

  • House Keeping – leave badges on table or any other pertinent information

  • Plan for Table Decorations – give away, etc. and criteria

  • After lunch program will start

  • After Program winner of 50/50

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 Digital Presence Committee lead on development of Program Event

  • Calendar for August “Sip and Sign” event. Continues collaboration throughout the yearto 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

  • Manages all membership recruitment, retention, and engagement (Sip & Sign)

  • 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

1. Draft budget based on prior year actuals and budget and any updates provided by outgoing/incoming Board members for review at the first Board meeting. Once approved by the Board, utilize in monthly Treasurer’s Report to the Board.

2. Obtain previous years’ financial records from outgoing Treasurer.

3. Change authorized signers on bank account. Ensure Board minutes include names of new signers, have the Secretary draft a letter to the Bank with approved changes and meet with Bank to complete transfer of bank account to incoming Board.

4. Collect membership dues in coordination with Membership Director and make deposits.

5. Assist in the luncheon check in process, reconcile monies received to expected payments and make deposit.

6. Send email/text or call no-shows/unpaid luncheon attendees explaining the policy and requesting payment. Track subsequent payments as part of luncheon fee reconciliation.

7. Deposit RHWC’s proceeds from 50/50 raffle.

8. Pay invoices for RHWC expenses based on appropriate documentation.

9. Update Cash Receipts and Disbursements monthly. Include in Treasurer’s Report.

10. Finalize transaction postings and provide reviewer of RHWC books with all documentation by xx/xx/xxxx.

11. Assist in updates to Constant Contact based on discussions with Membership Director.

12. Other duties as assigned.

Requirement: Comfortable using Excel to maintain records. Basic understanding of budgeting, accounting and controls. Constant Contact experience or comfort with marketing software a

plus.

Important reconciliations/metrics/reports

1. Monthly budget vs. actual comparison and explanation of variances

2. Dues received compared to total membership spreadsheet and Constant Contact membership list

3. Reconciliation of luncheon count to RHCC invoice

4. Maintain list of payments outstanding from members for luncheons

5. Making separate deposits for membership dues, luncheons and 50/50 proceeds helps the reconciliation processes.

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