President
The President shall:
- Plan and conduct all meetings of the Board of Directors. Notify board members of the time, place and date of the meetings and of the agenda.
- Preside over the bi-monthly luncheon meetings. Announce current month and following month birthdays of those members in attendance at each luncheon.
- Collect and assemble information to distribute to the members as needed, i.e.,monthly e-mail blast (newsletter) and posting on the website.
- Serve as a co-signer on the club’s checking account.
- Serve on planning committees for special events as needed.
- In accordance with the By-Laws, arrange for a Nominating Committee, which in turn shall develop a slate of candidates for the next Board term of office.
- Attend or appoint someone on the Board to represent the EPWC at the Chamber of Commerce monthly meetings.
- Set up online registration through Planet Reg for all luncheons and special events with registration fees and for membership dues. Provide an updated list of registrations to the luncheon coordinator by the luncheon registration deadline. Provide an updated list of registrations to the special event coordinators by the registration deadline.
- When term of office is over, serve as a non-voting advisor to the Board of Directors for one year if mutually agreeable.
- Approximate hours spent per month on this work: 3-4
Revised 2/18/2021 Approved 2/22/2021
Vice President and Membership Chair
The Vice President and Membership Chair shall:
- Perform the duties of the President if she is unavailable.
- As Membership Chair, collect annual dues and deliver dues cash and checks to the Treasurer for deposit. Maintain an updated spreadsheet of members who have paid dues and the method by which they paid (check, online, cash). Send e-mail reminders to members who have not paid dues. Provide verbal reminders at luncheons of need to pay dues and provide written reminders in Membership report in monthly Blast about need to pay dues.
- Facilitate production and distribution of the annual membership booklet.
- Check mailbox 1-2 x/week for new membership applications. Deliver luncheon checks from the mailbox to the luncheon coordinator. Distribute other mail as appropriate.
- Send a welcome e-mail letter to new members and provide them with a Member booklet and a voucher for a free lunch.
- Add new members to the membership roster on the website and the spreadsheet roster.
- Along with the Luncheon Coordinator, greet members and guests at the luncheons.
- Take photographs at the luncheons and post a report with pictures to the website after the luncheon. Transfer photos from the luncheons to a USB flash drive and deliver it to designated member for slide shows for the future luncheons.
- Serve as a co-signer on the club’s checking account.
- Prepare an updated roster each month and e-mail the roster in Word format for the President to utilize for the monthly “blast”.
- Approximate hours spent per month on this work: 2-3
Revised: 2/18/2021 Approved: 2/22/2021
Recording Secretary
The Recording Secretary shall:
- Take minutes at each Board meeting and, at earliest convenience, e-mail them to the Board members for their review. Make any corrections and e-mail the final copy to Board members.
- Present the minutes for Board approval at the next Board meeting.
- Prepare documents/correspondence as directed by the Board.
- Retain the official records of the Club: the By-laws and Board policies,” About Us,” official minutes, Board member roster, Board of Director’s job descriptions, Nominating Committee procedures, nomination form, new membership form, release of liability form for Activities Chairs, and reimbursement forms.
- Place the official records on a USB flash drive to facilitate the transfer of information when there is a change in board members.
- Approximate hours spent per month on this work: 1
Revised 2/18/2021 Approved 2/22/2021
Treasurer
The Treasurer shall:
- Manage the financial records of the club as follows: maintain a bank account in the name of the Club at Banner bank; pay all bills, balance account and budget monthly and present a current Treasurer’s report by e-mail to Board members.
- Verbally present Treasurer’s report at bi-monthly luncheons.
- Participate with the Board in the preparation of the annual operating budget. Once approved, prepare a finalized budget spreadsheet and e-mail to the Board members. Serve as a co-signer on the checking account.
- Transfer funds from EPWC Pay Pal account to the Club checking account monthly.
- Approximate hours spent per month on this work: 1.5-2
Revised 2/18/2021 Approved 2/22/2021
Website Coordinator
The Webmaster shall:
- Keep the activities calendar current for the calendar year. By fall, remind Activities Chairs to schedule their planning meetings and prepare the calendar for the upcoming year with updated schedules.
- Review website to ensure accuracy.
- Set up the calendar on the EPWC site, assuring that all activities are entered on the appropriate date, with the correct time and chairperson name. Enter changes as requested throughout the year to maintain accuracy.
- Edit and enter changes to the individual activity web site pages as needed to maintain accuracy.
- Review and, if needed modify activity reports that are submitted to the web site.
- Respond to comments, contact us, and requests for information which are submitted to the web site.
- Set up and maintain a separate activity calendar which can be printed and attached to the monthly blast. This calendar should also include the date, time and chairperson name for all activities scheduled throughout the year.
- Provide a copy of the activities calendar in PDF (printable) format to be sent out with the blast on a monthly basis.
- Address any problems that arise with the web site and contact Paradux Media if their assistance is required to correct the situation.
- Assist board members and activity chairs to assure that the information on all web site pages is current and accurate. Work with Paradux to remove old forms, etc. and upload updated information, as needed.
- Attend bi-monthly luncheons.
- Approximate hours spent per month on this work: 2
Revised 2/18/21 Approved 2/22/2021
Activities Coordinator
The Activities Coordinator shall:
- Oversee and assist all current and future activity groups in organizing, as needed. Contact will be by phone, email or in person with the Chairs.
- Meet with all Activities Chairs as a group, as needed, to review duties and responsibilities and discuss any concerns or problems.
- Attend bi-monthly luncheons.
- Be available at the activities sign-up table at the luncheons to answer questions regarding groups and to help with sign-ups for events.
- Request that Chairs copy the Activities Coordinator on changes and website updates to ensure both the calendar and sign-up sheets will be updated.
- Assist chairs with preventing scheduling conflicts with other activity groups.
- Provide all sign-up sheets for all activities and have them available on clipboards at the luncheons.
- Compare the member roster to the sign-up sheets to ensure that everyone signing up for an activity is a member in good standing. If they are not, send an email reminder that they must be members to attend activities. (They may be a non-member guest one time for each activity).
- Contact Chairs by e-mail after the luncheon to inform them of any additions to their group.
- Approximate hours spent every other month on this work: 4-5
Revised 2/18/2021 Approved 2/22/2021
Luncheon Coordinator
The Luncheon Coordinator shall:
- Check PO Box for luncheon registration checks at reasonable intervals prior to the luncheon. Maintain a drop box at her home for members to drop off their luncheon checks. Maintain a list of attendees for each luncheon.
- About one month prior to the luncheon, coordinate with the chef at RVCC and develop a mutually agreeable menu. Send the RVCC event coordinator her linen color choices.
- Maintain a list of all members registered for the luncheon and note if they have paid. This list is used to check in members at the luncheon.
- The Friday prior to the luncheon, e-mail the RVCC event coordinator with the luncheon attendance count. Update the attendance count on Monday with RVCC if significant changes have occurred.
- Make up name boards, adding name tags for new members, guests and speaker(s).
- Arrive at RVCC about 9 A.M. the day of the luncheon to set up the name boards and arrival table. Greet and check in members and guests.
- Toward the end of the luncheon, pick up the name tags from members and draw a name tag for one free luncheon for that member, to be used within the next twelve months.
- Report the actual number of attendees to the event coordinator.
- After the luncheon is complete give the event coordinator the actual luncheon attendance number.
- Deliver luncheon checks to the Treasurer for deposit.
- Approximate hours spent every other month on this work: 4-5
Revised 2/18/2021 Approved 2/22/2021
Luncheon Program Coordinator
The Program Coordinator shall:
- Arrange for a program for each bi-monthly luncheon of about 45 minutes in length. Do any necessary coordination with the program presenter.
- Introduce the speaker/entertainer at the luncheon and coordinate any needed equipment or other accommodation.
- Ask the members for suggestions and input (through the Blast and at luncheons) to assist in selecting speakers/performers for the luncheon programs.
- Send a thank-you card to the guest(s).
- Assist the Luncheon Coordinator with member check-in at the luncheons.
- Three weeks before each luncheon, send information about that luncheon program to the President for the email blast.
- Approximate hours spent per month on this work: 2
Approved: 2/22/2021
Non- Board Member Coordinators
Sunshine Coordinator I
The Sunshine Coordinator shall:
- Upon the death of an Eagle Point Women’s Club member or her spouse, contact the member or a family member to determine their preference of condolence remembrance (flowers, plant, donation to a designated charity). The chair will then arrange for the floral remembrance to be sent or request a donation check from the Treasurer to send to the designated charity with a letter indicating the purpose of the donation. The cost will not exceed $50.
- Contact Sunshine Committee members when one of our members needs support, such as food, rides, or help at home. Notify all chairs of groups that the member participates in and ask for assistance from that group(s).
- Coordinate food donations and member assistance for funeral or memorial receptions for a deceased member or member spouse.
- Provide a report on activities at the luncheons if possible.
- Approximate hours spent per month on this work: 1-2
Approved 2/22/2021
Sunshine Coordinator II
- Send cards to members who are ill, have a seriously ill immediate family member, or have lost a member of their immediate family. EPWC will reimburse cost of cards and stamps.
- Send a birthday card to Club members aged 90 or older.
- Provide back up to Sunshine Coordinator I as needed.
- Approximate hours spent per month: 0.5-1
Approved: 2/22/2021
Luncheon Table Decorator
- Plan a theme for luncheon table decorations for 6 bi-monthly luncheons per year. Either craft or purchase the centerpieces within the allotted budget ($35/mo).
- Arrive at the RVCC about one hour prior to the start of each luncheon to arrange centerpieces on guest tables. Place a small decoration on the luncheon check-in desk if desired.
- Remove centerpieces and table numbers from tables at the conclusion of the luncheon and dispose of the decorations in one of the following ways: donate to guests through a drawing, deposit in trash, save and store items that are reusable.
- Approximate hours spent every other month: 2-3
Approved: 2/22/2021