Highland Lakes Women's Club

PRESIDENT

 Schedule August officer's meeting and collect ideas for events and objectives for the year. 
 Plan September kick-off, all annual events, objectives, goals and mailers
 Coordinate Kick-off mailer with two weeks notice for September kick-off; October Halloween Parade & Festival and the Spring/Summer events.  Include email sign up and calendar of events
 collect door prizes for upcoming year
 preside over all meetings
 appoint committees
 be the spokesperson for the Club
 be an ex•officio member of all standing committees
 direct/monitor all activities and project of the Club
 appoint a temporary replacement if an officer or committee leader should resign
 Generate and keep calendar of all events
 make sure all officers and committee leaders are getting the support they need to fulfill their duties
 keep Constitution and Duties of Officers current, with agreement of officers
 be a "signer" on the Club's bank account
 spearhead the nominating committee to secure officers and committee leaders for the following year
 Assists with mailings and flyer distribution
 meeting schedule
     7:00pm  meeting time
     7:15pm  speaker or presentation (30min or less)
     Break  15 minutes
     8:00pm  business, announcements, reports

FIRST VICE PRESIDENT - SOCIAL DIRECTOR
 preside in the absence of the President
 secure meeting place, hostess and co-hostesses for each meeting
 send meeting information (place, speaker, topic, door prize) to secretary 2 weeks before meeting.
 keep up with "the box" of supplies - plates, forks, napkins, cups, etc.
 make sure the hostess has everything she needs for the meeting -paper products and drinks
 be available at each meeting
 call hostess and co-hostesses on Sunday before the meeting as a reminder
 plan Fall kickoff meeting - with Membership Director - hostess, invitation/flyer, food and drink for meeting (supplied by officers), supplies
 plan Christmas progressive dinner for couples-hostesses, RSVP, organize couples by home to bring food, have club provide beverages and paper products
 plan summer party - hostess, make and send out flyers, decorations, set-up and clean-up
 chairperson - subgroups (cooking, Moms & Tots, gardening, etc)
 put out HL WC sign in the appropriate area by the gate on the Friday before each meeting.
 return sign to gatehouse Tuesday night after meeting
 Assists with mailings and flyer distribution

SECOND VICE PRESIDENT - PROGRAM DIRECTOR
 preside in the absence of the President and the First Vice President
 arrange to have "speakers" for meetings
 speakers can be contacted in July or August and scheduled for the entire year except for the September Kick Off, the December Christmas party, and one meeting in the spring for business
 follow the standard speaker checklist each month as outlined in the Program Director notebook.
 Provide timely program updates to Secretary so the program may be promoted in the newsletter
 speaker should arrive by 7:00 and plan a 30 minute or less presentation to begin at 7:15
 purchase, wrap and present small speaker gifts ($3 to $5 range) with budget approved by President

DATA BASE MANAGER
 maintain several databases in Excel software – 1 containing current paid HLWC members, 1 the full neighborhood address/email list, 1 containing information regarding meeting attendance and visitors. 
 Paid member database must note whether they wish to receive a printed newsletter.  This service in ONLY available to paid members who have NO access to email.
 Update monthly with new members and meeting visitors.
 Update Yahoo! Groups member database with all new email addresses received
(Yahoo Groups! Contains both members and non-members… highlandlakeswc@yahoogroups.com)
 send monthly email to new members thanking them for joining (use template provided)
 update meeting sign-in sheet, tabulate number of attendees each meeting (maintain this information in database)
 facilitate membership surveys, when deemed appropriate
 assists with printing labels for all mailers

MEMBERSHIP DIRECTOR
 handle all correspondence in regard to prospective members
 make an effort to greet all new neighbors work with the First Vice President to plan the September kick-off meeting
 HLWC Welcome letter --copied for distribution at sales office
 Assists in the September kick-off mailer and all flyers and other mailers

MEMBERSHIP DIRECTORY MANAGER
 produce annual membership directory for distribution at the Nov meeting
 procure advertisers to cover costs of production/printing of newsletter (template of letter to generate sponsor interest provided)
 collect advertising fees from sponsors and deliver to Treasurer ($10 for website, $10 for directory)
 Directory should include HLWC members and non-members
 Assists with mailings and flyer distribution
 
PROJECT DIRECTOR
 Plan Halloween Festival
o In September Everything gets reserved early due to all the fall festivals: pick date-Saturday before Halloween (may schedule rain date-Sunday before)
o contact the Narrows Fire Dept. (991-5299) in early September to arrange for a fire truck to lead parade
o contact local Sheriff Dept to arrange for police car to follow parade
o reserve rental equipment (i.e., moonwalk, high striker) in August and call back to confirm
o Call Eddleman to secure a port-o-potty
o Arrange decorating and clean up committees
o Coordinate drop off of money and or candy
o Arrange booths, food, bags for candy, paper goods
o Solicit and coordinate volunteer booth schedules.  Make a schedule for each volunteer so one person doesn't stay longer than 30 minutes.
o gatehouse to distribute flyers 10 days before parade/spring or summer event President will contact Bill Chamblee with the date for flyer distribution
o putout reminder sign 1 week before for Halloween parade/spring and summer event by gate
o These are the activities we planned musical chairs cake walk (Little Debbie snack cakes were used) sack races, face painting, fortune teller (Cathe Reams is the best - 437-0047) - Enlist several volunteers to distribute candy to all of the booths (kids will get the candy for winning the games) during carnival - provide snack table with drinks (we had sodas and a cooler with Gatorade for the kids) Tonya Kassouf(408-1492) provided cups ' - need extra volunteers to decorate and work at the snack table - Mark and Cathe Reams provided the tombstones and ghosts - write thank you notes to police, fIre departments, and Family Care Medical Center - have families bring 1 bag of candy and $2.00 per child to a designated house
 Plan Spring and Summer Event -pick date (repeat above)

SECRETARY – WEBSITE
 Keep/record minutes of all meetings
 Coordinates (flyers and mailings) correspondence of the Club
 Coordinates kick-off letter every September 1st
    -Contains request for new members, calendar of events, Halloween info, kick off meeting invite, and directory/database update form, calendar of events
    -Forms get returned to Database manager, via mail, website, or box at entrance gates
 Website- publish website each month (September through May)
 Updates website monthly with meeting information received from all Vice Presidents (1 week before meeting) and sends email reminder email to highlandlakeswc@yahoogroups.com
 Accept and publish ads for website (money sent to Treasurer)
 Accept and publish Member Business ads for website (free)
 Solicit and publish updates for Special Interest groups
 Solicit and publish news and event information
 Responds to all email inquires
 Manages website bulletin board and deletes old entries upon request
 Updates annual subscription to website hosing, domain name and bulletin board
 Co-Manages YahooGroups! email distribution list w/ database manager
 
SECRETARY – PRINTED NEWSLETTER
 Keep/record minutes of all meetings
 Printed Newsletter – formats, prints, and mails monthly newsletters
 Newsletter info is collected from website and formatted into MS Word.
 Send e-copy of printed newsletter to Secretary to be uploaded to website
 The newsletter goes to paid club members who do not have an email address or web access.
 Should arrive to members 1 week before meeting.
 Get mailing list from database manager (this will be updated monthly)
 Assists with mailings and flyer distribution

TREASURER
 handle finances of the Club
 keep itemized account of all receipts and disbursements
 report at all meetings
 be present or send checkbook to each meeting
 make sure signers on account are current (president and Treasurer)
 checking account needs to be renewed in September @ AMSouth Bank Inverness
 checking account is interest free with no service fees on the account
 Assists with mailings and flyer distribution

PARLIAMENTARIAN
 be familiar with the Club's written laws and Robert's Rules of Order Revised

HOSPITALITY
 Provide meals to MEMBERS and their families in case of hospitalization (birth of baby), illness, or loss of family member
(1) Birth- 6 meals every other day (not on weekends unless requested)
(2) Illness - 3 meals minor illness/surgery, 6 meals for major illness/surgery
(3) Loss of family member - 3 meals
 Solicits and calls volunteers for providing meals
 Call member list (alphabetical order) from membership database .. call cooking members at least 4 days before they are to prepare food
 find out how many people will be eating and what time and their likes and dislikes
 send appropriate card to member/family from the Club

FUND RAISING
 plan and execute fundraising projects
 Calendar and beneficiaries to be agreed upon in September

CHRISTMAS DECORATIONS
 plan and execute Christmas decoration project for the main gate entrance/exit
 use all of the decorations from the previous year
 future plans are to add more lights/decorations to gate house area each year
 add lights to the 10 crepe myrtles by the gatehouse
 add garland and bows to each of the streetlights between Hwy 280 and the gatehouse
 call Bill Chamblee (871-9755) to verify that Eddleman Properties will reimburse club for any new purchases of Christmas decorations
 decorations are currently stored at a members home
 decorations are put up the weekend before Thanksgiving and taken down the weekend after New Years

HISTORY /PUBLICITY
 take pictures at meetings and events (disposable camera)
 record events of fiscal year in scrapbook and/or photo album
 distribute notices of club sponsored activities to members, neighborhood or local news

TELEPHONE TEAM AND STREET CAPTAINS
 responsible for calling club members regarding meetings, dates, changes, or any matters of special interest
 Coordinates distribution of flyers
 split member list and assign to street captains
 split up streets and assign to street captains for flyer distribution
 the committee should have at least 10 members at any given time

DEVOTIONAL
 responsible for providing an inspirational message at each meeting
 the leader may ask another member to provide the message

HLWC NAME TAGS
 nametags will be distributed and collected at each meeting (indefinitely)