Approved at BHWC Board Meeting May 7, 2018 Belle Haven Women's Club Executive Board Roles and Responsibilities Statement of Purpose The purpose of this Roles & Responsibilities document is to set forth the "job descriptions" of the various positions on the BHWC Executive Board, elaborating on the basic position parameters in the BHWC Constitution and Bylaws. This document is organic in nature in that it is purposefully designed to be updated, as may be necessary, to remain an accurate reflection of the position duties as they may evolve over time. The document should be reviewed on an annual basis as part of the Nominating Committee process. Any edits or changes hereto should be presented to the Board for their review and approval. Executive Board Officers: President Vice President Treasurer Communications Secretary Recording Secretary President Emeritus Section Chairs &Affiliated Clubs: Community Outreach Garden Club Standing Committee Chairs: Publicity Finance Membership Historian Cookbook Website *** Parliamentarian Page 1 of 7
Executive Board (Constitution, Article IV, Section 1). The Officers of this Club shall consist of a President, Vice President, Recording Secretary, Communications Secretary and Treasurer, all of whom shall be elected at the annual meeting in May. These Officers shall serve for one year and may be eligible for re-election to a second term, but no member shall serve more than two consecutive terms in the same office. (Constitution, Article V). The Officers, together with the Chairs of the Standing Committees, Sections, and Presidents of affiliated Clubs, all of which draw their membership from Belle Haven Women s Club, and the immediate past President shall constitute the Executive Board. President (Bylaws Article 1, Section 1). The President shall preside at all meetings of the Club and shall have general supervision of the affairs of the Club. She shall appoint Committee Chairs, a Parliamentarian, and make any other essential appointments to the Executive Board. She shall notify each member when annual dues are payable. She shall be a member ex-officio of all Standing Committees and Sections and affiliated Club boards. May/June Host the final Board meeting of the year to say farewell to outgoing members and introduce the new members of the Executive Board. At this meeting the outgoing Board members must hand over notebooks and files to the incoming Board. Write the President's membership letter for the following program year. Coordinate the dissemination of the membership mailing, either hard copies or electronically: President's letter, response card, and response envelope with delivery label to the membership chair (if hard copies are used versus electronic). Membership letter goes to every household in the neighborhood. Membership Chair(s) and BHCA have mailing lists. May/July Provide counsel to the Vice President on program development Confirm Section chairs (Community Outreach, Garden Club) and appoint committee chairs (Publicity, Finance, Membership, Parliamentarian, Historian, Cookbook, Website Administrator). Organize Board meeting schedule and hosts. Elicit program meeting dates from Garden Club and Community Outreach for the Calendar. Coordinate with Treasurer to develop budget based on previous year s spending. Present budget at first Board meeting. August Provide full year calendar to Communications Secretary to post on website. Monthly, beginning in September June (final joint old/new board meeting) Send reminder notice of Board meeting a week in advance. Collect reports from any member who cannot attend the Board meeting. Have Recording Secretary send minutes for review after the Board meeting. Send to Board for review prior to the next month s meeting. Develop an agenda with input from the Vice President. Page 2 of 7
Preside over Board meetings. January/February Form the Nominating Committee for the next year s Board. Refer to bylaws for details. March Review and vote on slate of officers for the new Executive Board (Pres, VP, Treasurer, Communications Secretary and Recording Secretary). Must notify Membership in writing (email or Newsletter) of the proposed Executive Board candidate slate 30 days prior to May General Meeting. May Preside over final General Meeting of the year. Introduce the next year s Executive Board for vote. As needed Writes condolence notes on behalf of the BHWC when necessary and coordinate donation checks with Treasurer when applicable. Vice President (Bylaws Article 1, Section 2). The Vice President shall assume the duties of the President in event of her absence or resignation. She shall be Chair of the Program Committee. The Program of BHWC Events and Meetings is put together in the summer. The Vice President, working with the President, and in consultation with past Presidents, puts the program together, decides topics for meetings, and recruits Event Chairs and hosts for meetings. In months where there are major events, such as the Holiday Party, the event serves in lieu of a General Meeting. The January meeting is optional at the discretion of the program committee. The Vice President may ask Section Chairs to organize one of the monthly meetings. During the year, the Vice President and President work together to: brief Event Chairs in advance; advise of budgetary guidelines; help to recruit committee members; ensure that the Event Chairs have access to past Event's binder/recap documents; assist Event Chairs in publication and organization of Events; serves as a resource for chairs; and coordinates documentation for the following year. She shall also purchase nominal thank-you gifts and write thank-you notes for meetings/event hostesses and chairs. These are meant to be token gifts. The following is representative of the Event and Meeting Program in recent years: September Welcome Back Wine and Cheese October BlockTail Party Halloween Parade November Page 3 of 7
General Meeting (Speaker) December Christmas Greens Workshop Holiday Cocktail Party January General Meeting (Speaker) (optional) February Wintertini March General Meeting (Speaker) St. Patrick s Day Parade April Home and Garden Tour or Garden Event (typically every 4-5 years) May End of Year Celebration Treasurer (Bylaws Article I Section 5). The Treasurer shall have charge of Club funds and disbursements as approved by the President and Finance Committee. The Treasurer shall be a member of the Finance Committee. Maintains and monitors all activity concerning the BHWC checking account, including making disbursements for approved BHWC expenses and deposits. When possible, deposits are grouped by Event. Maintains accurate records of all expenditures and deposits in a detailed manner. Treasurer provides report to board at its monthly meeting. Communications Secretary (Bylaws Article I, Section 4). The Communications Secretary shall send notices of Club meetings and take care of all correspondence relative to the Club as requested by the President. She shall maintain an accurate electronic mailing list of Club members and shall be responsible for purchasing stationery and postage if necessary. She shall have overall responsibility for the Club's Website. The Communications Secretary performs the membership communication role for the BHWC. Communications Secretary sends emails and sends out paper correspondence to those who don't have email. Monitors Gmail account for bounce backs and for stray RSVPs to Events and works with Event Chairs accordingly. Has ultimate responsibility for the Website (with the assistance of Website Administrator), including posting the Online Directory, photos of Events, the monthly Newsletters and the yearly Calendar as well as assisting the Vice President and Event Chairs in advertising events on the website. Recording Secretary (Bylaws Article I, Section 3). The Recording Secretary shall take minutes of the Annual Meeting of the Club and of the Executive Board meetings. The Recording Secretary documents the discussion and persons present at the Executive Board meetings. The record, also known as Minutes, reflects the meeting agenda, the discussion and action items. The Minutes are written in the established format and sent to the President and Vice Page 4 of 7
President for review before distribution to the Executive Board in advance of the next meeting. Any corrections to the Minutes are made with final copy given to the President. The Recording Secretary also takes Minutes of the business meeting at the Annual General Meeting in May and makes copies of all Minutes available to members on request. President Emeritus (Bylaws Article IV, Section 1). The Executive Board shall comprise the elected Officers, Chairs of Sections and Standing Committees, Presidents of affiliated Clubs, parliamentarian and any other essential appointments made by the President. The immediate past President shall be an exofficio member for one year. Advisory role to current Board. Attends all BHWC Board Meetings and acts as liaison to BHCA in the event there is no other board member assigned to the role. BHCA Liaison Sits on Board of BHCA and BHWC, providing information and acting in a liaison role to both Boards, in particular with regard to social events and assisting President and Membership chair with recruitment of new members. Section Chairs Garden Club The Belle Haven Garden Club is a Section of the Belle Haven Women s Club and an affiliated Club under Article VIII of the BHWC By-Laws. All members of the BHWC can be Garden Club members. Our Section Co-Chairs operate within the Garden Club as President and Vice President and are elected annually by the Garden Club members. The President and Vice President share responsibility for coordinating the activities of the Club. These include: 1. Chairing and organizing five meetings each year: The meeting months are currently: March, April, May, June, September and October. Specific duties include obtaining speakers, scheduling locations, maintaining a member database and informing members, obtaining audio visual equipment where necessary. 2. Organizing field trips. Historically the Garden Club has one to two field trips per year. Specific duties include planning the destination, making arrangements for the tour, including transportation, and coordinating the trip. 3. Garden Club Web Page: The Garden Club has an active and useful Web Page. bellehavengardenclub.com. It includes an updated calendar, photos of events, garden advice, recipes from our gardens and links to gardening events around the area. The President of the Garden Club maintains this web page. Resource on horticultural matters to the Belle Haven Community At-Large. The President and Vice President act as a liaison with the Belle Haven Citizens Association (BHCA) in providing advice on appropriate landscape design and maintenance within the community. In the past the Garden Club has helped with design and installation of plantings at Saunders Circle and Fort Willard. However, BHCA is responsible for the ongoing care and maintenance of all Page 5 of 7
community areas, including watering. Community Outreach The Community Outreach section of our women's club focuses on enhancing the welfare of our neighborhood and the surrounding communities. We meet the second Tuesday of months September through May. Some of our activities include collecting donations for organizations and the animal welfare league, providing meals for our neighbors when there is a need and supporting the fire department in various ways. We also prepare and deliver May Baskets to some of our hard-working members each Spring. Our Holiday luncheon is held each December and is opened to the entire membership. Standing Committee Chairs Publicity Finance Membership Historian Cookbook Website Publicity Makes a poster for Fort Willard Circle to advertise events, when required. May be asked to assist with publicity of events on the Website or other media, and to assist President and Communications Secretary with writing a Newsletter if when required. Finance (Bylaws Article III Section 2). The Finance Committee shall consist of the appointed Chair, the Club Treasurer, and another member designated by the President. The Finance Committee shall be responsible for the maintenance of a contingency fund of at least $4,000 at the close of the Club year. The two members of the Finance Committee, other than the Treasurer, shall audit the Treasurer s books by July 1.(Bylaws Article VI Section 4). The annual dues shall be recommended by the Finance Committee, and approved by the Executive Board, subject to the following. Annual dues may be increased up to and including 5% per year without requiring a vote of the Club membership. Additional increases require a two thirds vote of the Club membership and shall be presented no later than thirty days before the annual meeting in May. Honorary memberships are awarded to long-term members at the discretion of the Executive Board. The Board has recommended as best practice that a contingency fund of $10,000 be maintained in the checking account. Finance Committee shall make recommendations on year-end charitable contributions generally in the March timeframe to be paid prior to the end of the current term. Membership Receives dues checks and membership forms and records membership information such as all contact information and an accounting of who has paid membership dues. Passes dues checks to Treasurer. Develops committee volunteer lists for events as noted on membership forms and shares these lists with President and Vice President. Coordinates with the Communications Secretary to keep accurate records of members email addresses, and helps Communications Secretary keep the online directory, Gmail address book and Paperless Post contacts up to date. Page 6 of 7
Coordinates with the President on any information she needs. Assists in the welcoming of new members. Assists with check in at New Member Welcome Back Reception in the fall. Works with Event Chairs for paying events to verify members are in good standing. Historian The historian preserves and organizes the archives which document the history of the BHWC since its inception in 1936. Recent projects include: reviewing, assessing, and organizing existing records; conducting an oral history of past presidents since 1988 to fill in gaps in the records; and authoring a short history of the BHWC to celebrate its 80th anniversary. Cookbook Responsible for sales and publication of the existing Cookbooks and any future cookbooks. Website Administrator The Website Administrator chairs the Website Standing Committee; advises on technical matters regarding the website; and maintains the domain name and web host, ensuring that all necessary fees are met to sustain the BHWC and ancillary web sites. **** Parliamentarian (Bylaws Article IV, Section 1). The Executive Board shall comprise the elected Officers, Chairs of Sections and Standing Committees, Presidents of affiliated Clubs, Parliamentarian, and any other essential appointments made by the President. The Parliamentarian attends all Board meetings. If the Parliamentarian cannot attend a Board meeting, another member of the Board should act as Parliamentarian for that meeting. Monthly Board meetings are governed by the BHWC Constitution and By-Laws and by Robert s Rules of Order Revised. All finance and policy changes should be brought before the Board and are subject to a vote. The monthly reports of the Executive Board members shall be approved by consensus. Page 7 of 7