OFFICER'S DUTIES

President | Vice President | Secretary | Treasurer | Co-Ambassadors | Membership Chair

President’s Duties

The President shall:

  • Preside at regular weekly membership meetings
  • Preside at monthly business meetings as well as any special business meeting that needs to be called
  • Call and preside at all Executive Board meetings
  • Appoint assistants to officers as needed, with Board approval
  • At the beginning of each term appoint,with Board approval, the
  1. Membership Committee chairperson
  2. Web site/database Manager
  3. Bookkeeper
  • Ask for volunteers for the Nominating Committee at the first regular member meeting in March and September
  • Serve as a member of all committees except the Nominating Committee
  • Coordinate and/or delegate the furniture arrangements and menus for meetings
  • Maintain a file of agendas, minutes, treasurer’s reports, and other correspondence during the term

Vice President – Programs Duties

The Vice President shall:

  • Maintain schedule of guest speakers
  • Send speaker schedule with speaker’s name, business name & talk title to Web manager at least two months in advance (i.e. January & February schedule due in December of the previous year)
  • Introduce the speaker or program at each weekly meeting
  • Coordinate planning of special events with the Membership Committee
  • Chair meetings in the absence of the President.
  • The schedule for speakers is as follows:

a.1st Wednesday — Member press conference or an occasional member presentation
b. 2nd Wednesday — Guest speaker.
c. 3rd Wednesday — Business meeting and member press conference or an occasional member presentation
d. 4th Wednesday — Guest speaker
e. 5th Wednesday — Networking activity

At the end of the term, give the Secretary a list of the speakers and dates they spoke to be filed with the minutes of the business meetings of the term.

Secretary Duties

The Secretary shall:

  • Record minutes of all business meetings. Prepare and present copies to membership at the next business meeting
  • Record minutes of all Board meetings. Prepare and present copies to members of the Board at the next Board meeting
  • Serve as Association historian. Maintain permanent file of bylaws, corporate records, minutes, treasurer’s reports and other items as appropriate
  • Be responsible for all correspondence including welcome letters to new members on behalf of the President

Treasurer’s Duties

The Treasurer shall:

  • Collect money for meals and dues; pay all bills and reimbursements; maintain petty cash fund
  • Transfer funds from the Paypal account to the bank account
  • Keep the membership roster up to date and distribute guest sign-in sheets and new member data sheets
  • Arrive early at the meeting to set up the check-in table and be ready for early arrivals
  • Maintain a sign-in sheet and collect meeting money as people arrive. Have $20.00 cash on hand for change
  • Pay the server before leaving the restaurant
  • Collect membership dues and data sheets from any new members and as information changes for existing members
  • Collect contact information for guests
  • Collect correct lunch fees and know to pro-rate dues at the end of the third month of each term
  • Coordinate distribution of membership/guest information to the Database Manager, Ambassador, and Membership Committee Chairperson
  • Make bank deposit and issue payment for club expenses once a week
  • Provide information to bookkeeper, Terry Smalling, at least 2 weeks before each month’s business meeting in order for her to prepare the Treasurer’s report
  • Present the Treasurer’s report for the monthly business meetings
  • Present the Treasurer’s report for the monthly Board meetings, if available
  • Recruit one or more helpers to assist at the sign-in table
  • Check the post office box, as needed

Co-Ambassadors Duties

The Co-Ambassadors shall:

  • Greet guests as they arrive at the meetings.
  • Arrive early each week and stand near the entrance to greet members and guests upon arrival. Be friendly and encouraging

a. Introduce guest, especially an unaccompanied one, to another NWABC member to help the guest feel welcome and to encourage networking. This also keeps the Ambassador free to greet others at the door

b. Explain the procedures for ordering lunch, the seating arrangement, and generally what goes on.

c. Always invite them to have dessert first.

  • Encourage guests to pick up a Fact Sheet, Advantages of Membership page, and a copy of the ByLaws, if they wish
  • Invite them to place business cards on the display table, and remind them to pick up any remaining when they leave
  • Maintain supply of member business cards for display each week. Bring the notebook that holds them to each meeting, and place it on the display table
  • When a Co- Ambassador will be absent, that person needs to get someone to cover for her/him. There should be 2 Ambassadors, or a substitute for one Ambassador in action at each meeting
  • Send a welcoming email message to first-time guests inviting them to come again
  • Get volunteers from the membership to provide dessert for each meeting. Email the volunteer a week in advance, to remind that person to bring dessert to the meeting as scheduled. If they can’t for some reason, get someone else to bring dessert
  • Work out a division of duties that works for them
  • When special events are being planned, collaborate with the Vice-President and Event-Planning Committees
  • Come up with wonderful ideas to make the group even better

Membership Chair Duties

The Membership Chair shall:

  • Be sure that guests and new members are welcomed into NWABC
  • Prepare information packets for new members and present them when appropriate
  • Purchase greeting cards when needed for illnesses, deaths, and other special occasions within the membership and their families
  • Maintain the backup Database for NWABC. Joyce Michaels has been doing this
  • Track attendance and, with the help of Membership Committee Members, contact members with excessive absences to see why they are not attending and to encourage them to return
  • Call to remind members when dues are due and encourage them to renew. The Membership Committee members help with this
  • Assist with party and event planning for NWABC with help of Membership Committee members
  • Database manager, Lorraine Ayliffe has been producing the name tags and put them out at each meeting as well as sending meeting reminders each Sunday via Mailchimp.

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