Steering Committee Positions and Duties
Co-Directors (2)
- Preside over Steering Committee Meetings.
- Set agendas for Steering Committee, and make announcements at Speaker Series when possible.
- Attend, if possible, all IHMC events and meetings.
- Respond to all phone calls and emails directed to the IHMC leadership.
- Oversee all facets of the club and performance of Steering Committee members.
- Act as club spokesperson and community liaison.
- Write the Co-Director’s letter to be included in the newsletter.
- Mediate problems within the club. Address non-performance of duties by Steering Committee members by requesting that they step aside or by placing an additional person in the position.
- Recruit members to fill any open Steering Committee positions. Conduct and oversee the placement process.
- Arrange and coordinate Steering Committee events including holiday and farewell dinners.
- Act as liaison to subclub coordinators and ensure they turn in their news to the newsletter coordinator
- Provide leadership and recommendations for running the Club (i.e. newsletter content, social events, etc.).
- Evaluate and secure meeting room as needed.
- Act as second signatory on bank account.
- Be available as advisor to the next Steering Committee.
Treasurer
- Receive all funds for the Club, giving a receipt for cash.
- Be chief custodian of all funds. Keep an accurate record in the treasurer's notebook of all money received and paid out. All payments by the Club to be made by check.
- File and preserve all receipts, bank statements and canceled checks.
- Report cash totals and budget information at all Steering Committee meetings. Give a copy of the balance sheet to the Co-Directors so that she can keep this in the monthly recording of the Steering Committee Meeting.
- Handle changeover for incoming Treasurer (signature cards, account information, etc.)
- Collect and record dues.
- Coordinate tax preparation if necessary.
- Ask for assistance from Database assure accuracy in membership and receipt of dues and assist in preparing roster and addendum.
Secretary
- Attend Board and Speaker Series and records minutes to be published in newsletter.
- Keep a record of attendance at Steering Committee Meetings.
- Send correspondence from Club as required.
Database Coordinator
- Receive all applications and collect information
- Send renewal checks to Treasurer
- Confirm that each new member has acknowledged and accepted the current bylaws.
- Keep a current record of membership.
- Maintain an updated master roster on computer.
- Provide lists, summaries, labels, or other information to board members as requested.
- Prepare birthday lists for newsletter.
- Produce and distribute updated rosters annually and supplemental rosters monthly.
- Participate in online registration process and assist website manager with the online registration system.
East Bay Council
- Serve as the representative from IHMC at the East Bay Council of Mothers’ Clubs
- Be the liaison to other Bay Area Mothers’ Clubs and distribute relevant information to IHMC Steering Committee members from other Mothers’ Clubs as necessary.
- Attend three meetings per year with Co-Directors and liaisons from 11 other mothers’ club in the East Bay.
- IHMC is responsible for keeping the roster current for the entire East Bay Council and posting it to Yahoo Groups.
- Positions rotate annually.
Newsletter Manager
- Collect elements, compile and create the newsletter each month, which includes running classifieds, distributing monthly calendar information, sub-club information, events and announcements.
- Oversee all facets of newsletter including budget, compilation, production and distribution.
- Develop issue plan each month, recruit members to write monthly feature and proofread and edit compiled articles as needed.
- Create text, graphic and advertising layout.
- Maintain IHMC master calendar, advising on conflicting dates as needed.
- Keep a copy of each month’s newsletter.
Newsletter Advertising
- Secure advertising for newsletter. Work with Co-Directors/Treasurer on yearly advertising goals.
- Obtain and submit classifieds for newsletter each month by the deadline of the 1st of the month prior to the newsletter.
- Act as a "middleman" between Newsletter Manager and advertisers.
- Ensure appropriate billing and collections. Work with Treasurer when necessary.
- Keep a notebook with leads, instructions, billings, and any other detail regarding advertising.
Yahoo Moderator
- Maintain and monitor Yahoo! Group for IHMC members.
- Periodically send reminders of the Yahoo Group guidelines to all members
Email Tree Coordinator
- Send out newsletter link once it has been forwarded to you by the website and newsletter chairs
- Keep accurate records of IHMC members from the database chair to ensure correct emailing
- Correspond with the database chair in regards to kickbacked email addresses
- Comprise weekly email reminder listing the following week's activities (copied and pasted from the newsletter)
- Send out weekly reminder emails to all members, current and new (if not included in your most updated records)
- Add any events that members send to you, requesting to be included in the weekly reminder email
- Please send all correspondence Bcc'd (blind carbon copied) as to preserve the email privacy of members
- Send the newsletter link with the weekly reminder. This cuts down on time and multiple emails going out to everyone.
- Tip: Check with your email provider first, to see how many addresses you can list in your Bcc: line. Comcast allows you to send 100 emails at a time, without registering it as "spam" or "junk mail".
- Once a new member volunteers for this position, train new member on how to complete the above duties to the best of your ability. Send out an email, requesting that they add the new coordinator's email to their address book, to ensure that they receive the weekly reminders and emails.
Website Development
- Periodically review website so that classified posting and yahoo group information is current and inform webmaster of any changes.
- May maintain a scrapbook of club activities, photos, items from the press, etc.
- Assist other board members with communications activities as needed.
- Act as liaison with Website Manager as needed.
- Manage all facets of club’s public and private websites.
- Modify structure of web pages as required.
- Interface with board, newsletter staff, and general membership to collect current information for website and suggestions for updates and changes.
- Serve as liaison between the IHMC and website host service provider.
- Maintain Online Registration system including programming new process if needed.
- Administer and provide technical support with email accounts for board members and sub-club coordinators.
- Investigate and implement upgrades to website as the needs of the club changes.
- Resolve technical issues with the email mailing list maintained for the club’s email communications.
Membership Coordinator(s)
- Ensure that new member biographies are completed for the newsletter.
- Update all membership forms and provide updates to website manager and computer liaison. (Membership Mail)
- Check IHMC Post Office Box 2x/month and distribute mail and checks to Steering Committee members.
- Organize quarterly new member “teas” and send emails welcoming new members each time a new member report in generated (usually weekly).
- Keep a notebook of membership activity, problems, and resolutions.
- Schedule greeters and organize welcome procedure for Speaker Series.
- Respond to new member inquiries and distribute new member information including eScrip details.
Membership Mail
- Check IHMC Post Office Box 2x/week and distribute mail and checks to Steering Committee members at their homes or at a meeting, which ever is sooner.
Membership Email and Voicemail Queue
Playgroup Coordinators
- Place club members who wish to be involved in a playgroup.
- Create new playgroups as necessary.
- Keep a record of all playgroup members, their representatives and meeting times.
- Check with each playgroup representative and survey playgroup members periodically.
- Coordinate playgroup responsibilities for Speaker Series refreshments.
- Be available to playgroup members who might have any problems or concerns.
- Provide playgroup updates or other relevant information for the newsletter.
- Keep a record of survey responses, refreshment responsibilities, problems, concerns and solutions, and other relevant information in the Playgroup Coordinator's notebook.
New Mommy Meals Coordinator(s)
- Contact active IHMC members to make or arrange meals for members who have recently given birth or adopted a child
- Each active member of IHMC is required to provide ONE MEAL PER MEMBERSHIP YEAR to a new mom
- Buy, assemble and deliver gift bags to new moms
- Record all needs and responses in the New Mommy Meals Coordinator's notebook.
- Submit New Arrivals and New Mommy Meals thank you list from moms to appropriate newsletter staff monthly.
- Attend new member luncheon to discuss what New Mommy Meals does and encourage new moms and expecting women to sign up with their due dates to arrange meals.
Speaker Series Program Coordinator(s)
- Coordinate speakers for up to ten Speaker Series, including all necessary correspondence (confirmation letters and thank you notes).
- Attend all Speaker Series. Open and close meeting room and coordinate set up and clean up at these meetings.
- Coordinate with the Treasurer for moneys and reimbursements for speaker.
- Introduce the speaker at the Speaker Series.
- Prepare information regarding future speakers and topics and submit to newsletter staff monthly.
- Gather information from the members as to speakers/topics of interest. Record all speaker/topic requests and information on obtaining speakers, i.e. fees, availability, topics, names, phone numbers, etc. in the Speaker Coordinator's notebook.
Kid Social Coordinator(s)
- Coordinate and attend approximately two outings per month to benefit members and their families.
- Consider balancing events across age groups (babies vs. preschoolers) and cost (free vs. paid).
- Consider that the best outings are those the members could not do on their own (behind-the-scenes, private party or class) and those that are hands-on (kids doing vs. just watching).
- Use allocated budget monies to offset more costly outings
- Be responsible for all monies and reimbursements related to each event.
- Prepare information about future outings and submit to newsletter staff and email bulletin monthly. Also solicit photos of outings from members for the newsletter and club scrapbook.
- Send thank you notes when appropriate.
- Record any information regarding outings, i.e. requests, price, availability, location, etc., in the Social Coordinator's notebook.
Adult Social Coordinator(s)
- Determine budget allocation for each event at the start of the budget year (April).
- Coordinate all club social events including set up and clean up.
- Coordinate with Treasurer for all moneys and reimbursements related to each event.
- Submit reviews of events and photos and information regarding future events to the newsletter staff as necessary.
- May schedule Moms’ Nights Out.
- May prepare volunteer sign-up sheets for each event.
- Poll membership regarding ideas for new events and improvements to ongoing events.
- Send thank you notes when appropriate.
- Record any information regarding events, i.e. requests, price availability, location, potluck needs, decorations, etc., in the Social Coordinator's notebook.
- Solicit donations as needed.
Outreach Coordinator(s)
- Coordinate at least three worthwhile projects in the community for the club's participation, i.e. food, clothing or toy drives, holiday boutique, etc.
- Organize volunteering opportunities for moms and children.
- Send thank you notes as appropriate.
- Prepare information regarding outreach projects and reviews of meetings for newsletter staff when appropriate.
- Help to increase Club membership through community events.
EScrip Coordinator
- Inform members about the benefits of eScrip.
- Keep track of all eScrip funds.
- Update members on the amount of funds in eScrip.
- Help determine where eScrip monies are used.
Librarian
- Organize and compile parenting books for members to check out.
- Keep inventory of all titles
- Store the library in her home
- If you wish, write a monthly book review.
- Attend monthly Speaker Series to lend books and receive book donations
Subclub Coordinators
IHMC sub groups within the club will focus on select activities and further provide members with a resource for networking and sharing common interests. Each will have a member act as the subclub coordinator to organize and run the special interest group, such as scrap booking, golf, etc. The subclub coordinator will:
- Determine budget allocation for each event at the start of the budget year (April).
- Monitor each subclub social event for the subclub for which she is responsible
- Coordinate with subclub leaders and Treasurer for all moneys and reimbursements related to each event.
- Poll membership regarding ideas for new events and improvements to ongoing events.
- Send thank you notes when appropriate.
- Remind subclub leaders to record any information regarding events, i.e. requests, price availability, location, potluck needs, decorations, etc., in their notebooks.
Storytime
- Organize storytimes for IHMC members’ children
- Recruit storytellers and reserve venue
- Send out reminders via Yahoo Groups about Storytime
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