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Warren Spouses’ Club Job Descriptions

President, Vice President, Secretary, Treasurer, Parliamentarian, Auction, Homes Tour, Membership, Publicity, Scholarship, So-

cials, Ways & Means, Webmaster, 5K

Executive Board

PRESIDENT:

• Maintains Continuity Binder monthly

• Sets date/time/location for regular and special Executive Board and Board of Gover-nors meetings

• Attends all Executive Board, Board of Governors, and General Membership (Social) Meetings, as well as all other WSC events and fundraisers

• Prepares/submits to President a monthly board report, highlighting monthly activities and any items of new or continuing business.

• Maintains e-mail account, responding to and forwarding emails (as appropriate) in a timely manner

• Presides over all WSC Board of Governors and General Membership meetings

• Appoints a Parliamentarian and all Standing/Special Committee Chairs

• Writes a monthly commentary for the Words on the Wind, the WSC newsletter

• Purchases and presents end-of-the-year Board of Governors gifts

• Approaches all potential honorary advisors to invite them to serve on the current year’s board

• In the absence of a Committee Chair, ensures all duties and responsibilities of that po-sition are accomplished.

• Seeks donations and offers from local businesses for the Member Benefits Program

• Compiles board reports and sets agenda for Board of Governors meetings

• Delivers updates on WSC business at the beginning of each General Membership Meeting

• Attends Budget Committee meetings

• Attends Wing Staff Meetings as appropriate, or designates a representative to do so

• Signs checks and authorizes payments IAW Constitution and Bylaws

• Schedules and attends required Private Org meeting and training

• Maintains check-out key and log for WSC storage closet. Meets with persons borrow-ing WSC property, ensuring the Loan Agreement is completed prior to borrower taking possession of items. Ensures items are returned in same condition. (Any Board Mem-ber may complete this task, with the consent of the President.)

• Conduct annual “binder review” with each board member to ensure each continuity binder is properly organized prior to board changeover

• Appoints and deletes Standing Committees, with approval of the Executive Board

• Fills any mid-year Board of Governors vacancies (advised: with approval of the Execu-tive Board)

• Delivers opening/closing remarks at the Membership Drive, Auction, Scholarship Din-ner, and other WSC events as requested by Committee Chairs

• Maintains WSC Google Voice number, answering calls and assisting callers as neces-sary

• Reviews, edits as necessary, and signs fundraiser packages

• Maintains the WSC Facebook account “Jolly Spouse”

• Updates Job Descriptions as necessary

• Is a ex-facto member of all Standing Committees

• Conducts changeover with incoming President at year-end

VICE PRESIDENT:





• Assumes the duties of the President in the event of her/his absence

• Maintains inventory of Cinderella’s Closet; opens Cinderella’s Closet on first and third Saturday of each month (advised: 9am-12pm); keeps log of Closet customers and items taken

• Attends Budget Committee meetings

• Oversees the Mini Clubs and sign-ups for them at Membership Drive; maintains con-tact with Mini Club POCs

• Is an ex-facto member of all Standing Committees

• Conducts changeover with incoming Vice President at year-end

SECRETARY:





• Creates Facebook event for all Executive Board and Board of Governors meetings, inviting the appropriate members to each

• Invites all advisors to each meeting

• Records the minutes of all regular, special, and Board of Governors meetings of the WSC.

• Maintains all WSC official files and permanent records

• Collects and distributes all WSC mail on a weekly basis

• Maintains Organizational Chart in Google Drive

• Publishes Board of Governors meetings to Google Drive and Board Facebook group

• Creates and maintains Board of Governors nameplates


• Conducts changeover with incoming Secretary at year-end

TREASURER:



• Prepares/submits to President a monthly board report, highlighting monthly activities and any items of new or continuing business


• Receives and disburses funds for both Operations and Welfare accounts-See bylaws re: disbursements

• Presents a typed monthly financial report

• Reconciles Operations and Welfare accounts monthly

• Serves as cashier at General Membership Meetings (socials) and fundraisers

• Chairs the Budget Committee

• Submits books for annual review and completes the IRS tax return for both Opera-tions and Welfare accounts.


• Conducts changeover with incoming Treasurer at year-end

PARLIAMENTARIAN:


• Attends all Executive Board, Board of Governors, and General Membership (Socials) Meetings, as well as all other WSC events and fundraisers



• Advises the President and membership on parliamentary procedures

• Chairs the Nominations and Bylaws committees

• Serves as the liaison between the WSC, the Private Organization (PO) Monitor and the Legal Office

• Conducts all telephone and electronic votes as directed and records the results in a monthly board report


• Conducts changeover with incoming Parliamentarian at year-end

Standing Committees

AUCTION CHAIR:

• Maintains Continuity Binder monthly.

• Attends all Board of Governors and General Membership (Socials) Meetings, as well as all other WSC events and fundraisers.


• Maintains e-mail account, responding to and forwarding emails (as appropriate) in a timely manner.

• Plans and executes annual spring auction Welfare fundraiser.

• May appoint co-chair and multiple sub-chairs (Advise subchairs: decorations, graph-ics, desserts).

• Note: Co-chairs are not voting board members, but are welcome to attend Board of Governors meetings and will be provided a WSC email account. Sub-chairs are considered committee members and will not be provided a WSC email ac-count.

• Conducts changeover with incoming Auction chair at year-end.

HISTORIC HOMES TOUR CHAIR:


• Attends all Board of Governors and General Membership (Socials) Meetings, as well as all other WSC events and fundraisers



• Attends all Cheyenne Frontier Days General and Military Committee meetings.

• Solicits volunteers to open their homes for tour.

• Solicits and coordinates volunteers to serve as tour guides and sub-committee chairs.

• Works with the Base Historian to prepare/update tour scripts. May appoint a volunteer.

• Coordinates with Public Affairs, Civil Engineering, Security Forces, and other FEW agencies, as required.

• Maintains the Frontier Closet.

• Chairs the Historic Homes Tour Committee.

• Conducts changeover with incoming Historic Homes Tour Chair within 30 days of Tour completion.

MEMBERSHIP/RESERVATIONS CHAIR:





• Orders magnets/coins; distributes magnets to base housing prior to Membership Drive.

• Creates and distributes all membership forms, letters, etc.

• Receives reservations for socials; periodically updates Socials Chair with expected at-tendance.

• Operates check-in table at social.•• May appoint a Hospitality Ambassador co-chair to send member letters, help distrib-

ute membership cards and member gifts, maintain inventory of welcome/farewell gifts, etc. If no co-chair is appointed, Membership Chair assumes these duties.

• Note: Co-chairs are not voting board members, but are welcome to attend Board of Governors meetings and will be provided a WSC email account.

• Creates and updates current Member Roster in Google Drive.

• Creates and maintains member name tags.

• Receives attendance lists from Mini Club POCs to verify attendee membership.

• Verifies membership of prospective board members.

• Conducts changeover with incoming Membership/Reservations Chair at year-end.

PUBLICITY CHAIR:




• Maintains e-mail account, responding to and forwarding emails (as appropriate) in a timely manner .

• Designs flyer for monthly socials.

• Maintains WSC Facebook and Instagram accounts, posting regular updates (advised: no less than 3-4 times weekly) and sharing WSC announcements and events into lo-cal Facebook groups as appropriate.

Note: Includes updating cover photos to reflect upcoming social/events

• May appoint a co-chair for Words on the Wind Newsletter Editor; ensures each co-chair is receiving necessary information and instructions and requests. In the absence of a co-chair, Publicity Chair will perform these tasks.

• Note: Co-chairs are not voting board members, but are welcome to attend Board of Governors meetings and will be provided a WSC email account.

• Takes photos at all WSC events, saving originals in the Google Drive and posting them to Facebook albums, as well as posting highlights to the Instagram account.

• Coordinates with Membership/Reservations Chair re: design of Membership Cards; prints cards prior to Membership Drive.

• Coordinates with Mini Club POCs/Vice President re: meeting dates; creates Facebook event for Mini Club meetings and makes initial social media posts, tagging POC.

• Coordinates with Private Org Newsletter POC to ensure WSC events and announce-ments are included.

• Coordinate with Board Members who drop off donations to other organizations to re-ceive photos of donation drop off; post photos to social media.

• Designs, prints, and distributes WSC brochures.

• Works with all Standing Committees to ensure any graphics, printed materials, social media posts, etc. are properly branded to the WSC and contain required disclaimer (social media posts do not each require a disclaimer).

• Conducts changeover with incoming Publicity Chair at year-end.

SCHOLARSHIP CHAIR:





• Drafts applications and eligibility requirements for the WSC Scholarship Program.

• Chairs the Scholarship Committee.

• Oversees distribution of approved applications.

• Oversees the judging and selection process for applicants, and notifies the winners.

• Organizes the Scholarship Awards Social in May.

• Conducts changeover with incoming Scholarship Chair at year-end.

SOCIALS:





• Plans and executes monthly WSC socials Aug-May, with the exception of Auction month (usually March).

• Purchases prizes for each social.

• Conducts changeover with incoming Socials Chair at year-end.

WAYS & MEANS CHAIR:





• Organizes and oversees all fundraising events; prepares and routes fundraising pack-ages for FSS approval.

• Coordinates with Private Org and Wing Staff as necessary for scheduling and clarifi-cation purposes.

• Conducts member-only fundraiser (item sales, 50/50 raffles, etc) at monthly socials.

• Serves as liaison to other Private Organizations

• Selects and coordinates with Charity of the Month

• Conducts changeover with incoming Ways & Means Chair at year-end.

WEBMASTER:





• Regularly updates WSC, 5K, and Auction websites.

• Ensures domain name and hosting are renewed annually.

• Conducts changeover with incoming Webmaster at a year-end.

5K CHAIR:





• Plans and executes annual fall 5K Operations fundraiser.

• May appoint a co-chair• Note: Co-chairs are not voting board members, but are welcome to attend Board

of Governors meetings and will be provided a WSC email account.

• Conducts changeover with incoming 5K chair within one month of race completion.

Co-Chairs

Co-Chairs are member volunteers who wish to take a more active role in the WSC with-out the full responsibilities of a member of the Board of Governors. Co-Chairs are vital members of their respective committees, and should therefore keep a Continuity Binder that includes notes, lessons learned, any job materials and logins, but are not required to maintain meeting minutes, governing documents, etc. Standing Committee Chairs should work closely with their co-chairs to ensure all rules and regulations are followed. Co-Chairs do not vote or participate in debate at Board of Governors meetings.

AUCTION CO-CHAIR:

• Maintains Continuity Binder.


• Duties determined in conjunction with Auction Chair.

• Conducts back brief with outgoing/incoming Auction Chair and incoming Auction Co-Chair at year-end.

HOSPITALITY AMBASSADOR:



• Duties determined in conjunction with Membership/Reservations Chair; typically in-clude gift presentation, farewell recognitions, membership card creation, etc.

• Conducts back brief with outgoing/incoming Membership/Reservations Chair and/or incoming Hospitality Ambassador at year-end.

WOW EDITOR:



• Collects articles and information from Publicity Chair for WOW.

• E-mails WOW to current members NLT 12th of each month.

• Conducts back brief with outgoing/incoming Publicity Chair and/or incoming WOW Ed-itor at year-end.

5K CO-CHAIR:



• Duties determined in conjunction with 5K Chair.

• Conducts back brief with outgoing/incoming 5K Chair and/or incoming 5K Co-Chair within 30 days of event completion.

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