Board Role Descriptions & Average Time Commitment
President
The President is the Chief Executive Officer and shall supervise the business affairs of the Club. The President shall preside at all meetings at which she is present, serve as an ex-officio member of all committees, file all information returns with the appropriate governmental authorities, appoint all standing committees in conjunction with the Executive Committee, and exercise all other duties incident to the office. Her responsibilities also include maintaining regular contact with other Executive Committee members to receive updates on their efforts and sending out at least one newsletter per year to members. She keeps records of important publications, communications with Officers and members, and correspondence of note involving the AASC, which become part of the Club’s permanent records. In conjunction with the Executive Committee, she may also appoint an individual or committee to serve on a temporary basis to assist with specific projects. If an Officer cannot or does not fulfill her designated responsibilities, the President, in cooperation with the Executive Committee, determines a course of action, including resignation and replacement. The President files the Annual Report with the AASC for each fiscal year. The President may attend the Club Leadership Conference at the College and mentors new and prospective volunteers.
Average monthly time commitment varies: 3-5 hrs/month (including board meetings)
Vice President / Events Chair
The Vice President/Events Chair performs the duties of the President when the President is absent or unable. Her primary responsibility is to organize, plan, and schedule a program of events throughout the year as per the Board’s recommendations; propose special speakers and unique event opportunities to include different demographics of alumnae; find hosts or locations for each of these events, select committee members to help organize various events as needed; submit event invitations and notices in a timely manner to the Communications Coordinator for dissemination to members; manage RSVP lists; coordinate with hosts on logistical details; create name tags and sign-in sheets for each event; coordinate with others to help host set up and clean up for each event; write summary articles about events for monthly newsletter; and oversee the events budget.
Typical calendar of events:
Annual Potluck - late August/September
Mountain Day Hike - October
Fall Semester Care Packages - late November
Holiday Cookie Exchange - December
Hot Cider Party - January (in conjunction with Alumnae Admissions Chair)
Faculty Speaker - March
Spring Semester Care Packages - late April (in conjunction with Young Alumnae Chair)
Summer Tea - June
Average monthly time commitment varies per quantity of events each month: 3-5 hours per event before event. Plus 1 hour/month for the Board meetings..
Treasurer
The Treasurer is responsible for the fiscal management of the Treasury, including collection of dues and activity fees and maintenance of all financial records. She collects dues and activity fees, disburses funds according to the annual budget approved by the Executive Committee, assists the VP/Events Chair in developing a program budget for the year, maintains correct and adequate financial records of the Club’s property and transactions, renders a financial report at each regular meeting and at such other times as the Executive Committee may direct, submits to the College a list of members and their donation amounts to the scholarship fund along with the Club’s annual donation, files the Annual Financial Report with the AASC for each fiscal year, follows rules regarding disclosure of the Association’s financial status in accordance with laws governing tax-exempt status, and sends proper notification to the bank regarding change of account signatures at the end of her term of office.
Average monthly time commitment varies between 15 minutes and 2 hours/month; on average 30 minutes per month.
Secretary
The Secretary is responsible for the administrative record keeping for the Club. She takes notes at all Board and Executive Committee meetings and keeps a permanent record of the minutes. She forwards copies of appropriate materials to the College Archivist.
Average monthly time commitment: 2 hours/month
Student Care Packages Coordinator
The Student Care Packages Coordinator handles the purchase and mailing of items in the care packages sent to Peninsula-area Smith students at the College immediately prior to their fall and spring semester exams.
Time commitment: 8 hours total - 4 hours/semester
Membership Chair
The Membership Chair accepts new applications for membership, keeps an accurate and up-to-date member list, sends renewal notices, prepares a membership roster, and presents a report at each regular meeting or whenever called upon to do so. The Membership Chair acknowledges receipt of all membership forms by email and provides alumnae with the Club’s tax-exempt information and a board roster with contact information.
Average monthly time commitment: Oct-June: 1-2 hrs/month
Average monthly time commitment: August-Sept: 5 hours / annual membership drive
Book Club Coordinator
The Book Club Coordinator sends a welcome email to new members with relevant info; maintains the email list and handles all electronic communications to Book Club members; arranges for a host for each meeting and coordinates with the host; coordinates the selection of books; moderates the meetings; sends a report on each meeting to those on the email list and provides an article on the meeting for the monthly newsletter; prepares a general description of the Book Club for the website and anywhere else needed.
Average monthly time commitment: 2 hrs/month, not counting the Book Club meeting itself
Webmaster
The Webmaster is in charge of running and updating all of the online presence of the Smith College Club of the Peninsula, modifying the website’s content monthly with up-to-date information.
Average monthly time commitment: 1-3 hrs
Communications Chair / eNewsletter Editor
The Communications Coordinator gathers writeups from board members and solicits community events from members. She consolidates it in a monthly newsletter emailed to all Peninsula alumnae. She also posts events on Facebook and Twitter (and reposts tweets from the College that may be of interest to our members). Finally, she sends Evites to members. The Communications Chair also contacts members without email to update them on upcoming Club events.
Average monthly time commitment: 2 hrs
Alumnae Admissions Chair (AAC)
The Alumnae Admissions Coordinator has the goal of raising applicants from the Club’s geographic area. Her responsibilities include connecting local alumnae with prospective students, high schools, and parents to acquaint them with Smith College and assisting the Office of Admissions with applicants. She contacts students identified as prospective by the Office of Admissions, sustains interest among applicants, offers local interviews to applicants, conducts special recruiting programs for prospective applicants, attends college fairs and high school programs, assists Office of Admissions staff visiting the San Francisco Bay Area, and encourages accepted applicants to attend Smith College. She may work individually or in conjunction with a committee of other alumnae whom she appoints.
Aug-Feb: 12 hrs/month
March-May: 2 hrs/month
Book Awards Chair
The Book Award Chair is responsible for all aspects of the Book Award program, including soliciting participation by area high schools, encouraging alumnae to make donations to sponsor awards, selecting the books for student recipients, preparing award certificates and recognition bookplates, and providing the recipients’ contact information to the College. Her goal is to partner with at least five nearby high schools to award a book to a student who exemplifies academic achievement, leadership qualities, and concern for others, with the goal of encouraging her to apply to Smith. Awards are typically given to students in their Junior year, at the school’s award ceremonies held during the spring (April to June).
Jan-May: 2 hrs/month
Young Alumnae Chair
The Young Alumnae Chair designs programming that appeals to young alumnae and works to boost young alumnae membership. She acts as a liaison between young alumnae and the executive board.