Descriptions of Board Positions

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PRESIDENT

RESPONSIBILITY:

As a member of the Board, the President acts in a position of trust for the community and is responsible for the effective governance of the organization. The President is also responsible and accountable to the membership.

TERM:

The President serves for a one-year term and may be re-elected for one additional year.

DUTIES:

* Foster a positive working relationship with other Board members
* Commitment to the work of the organization
* Provide leadership and direction
* Knowledge of Board governance and diplomacy
* Lead monthly Board meetings
* Lead quarterly General Member Meetings
* Develop monthly Board meeting and quarterly General Member Meetings agendas
* Set personal and organizational goals for the American Women’s Club
* Appoint the necessary subcommittee chairs when needed
* Serve as primary spokesperson for the American Women’s Club to the media and community at large
* A signing authority on behalf of the Board for financial and legal purposes
* Represent the American Women’s Club at community functions
* Enhance relationships with other community groups, agencies and strategic alliances within the International community
* Adhere to general duties outlined in the board member job description

VICE PRESIDENT

RESPONSIBILITY:

As a member of the Board, the Vice President acts in a position of support to the President, and is responsible for the effective governance of the organization in the President’s absence.

TERM:

The Vice President serves for a one-year term and may be re-elected for one additional year.

DUTIES:

* Assist the President when called upon
* Chair Board and General meetings in the President’s absence
* Attend all AWC Board and General Meetings
* Liaison for the existing Activity Groups and start up groups
* Support the newsletter with advertising existing and new Activity Groups
* Arrange and chair the November Annual Election meeting
* Adhere to general duties outlined in the board member job description

SECOND VICE PRESIDENT

RESPONSIBILITY:

As a member of the Board, the Second Vice President ensures that all fundraising events are carried out and meet the AWC’s financial goals.

TERM:

The Second Vice President serves for a one-year term and may be re-elected.

DUTIES:

* Leads fundraising and sponsorship efforts to meet the AWC’s financial goals
* Coordinates with Charity Gala, Bingo and Xmas Bazaar organizers
* Maintains contact and follow up with past sponsors
* Maintain a database of past and potential sponsors in all areas
* Attend all AWC Board and General Meetings
* Communicate all fundraising events with newsletter
* Adhere to general duties outlined in the board member job description

TREASURER

RESPONSIBILITY:

As a member of the Board, the Treasurer is responsible for exercising the financial management of the American Women’s Club.

TERM:

The Treasurer serves for a one-year term and may be re-elected for additional terms.

DUTIES:

* Collect and disburse funds of the Club included those raised by the different activities
* Keep up dated the accounting records
* Prepare and distribute monthly reports for the Board Meetings
* Prepare the annual financial report for the Election Meeting
* Keep all the legal obligations with the Income Tax Department updated
* Keep all the official records ready to be shown to the authorities when required
* Answer the Official Requirements of the Non Profit Office of the Mayor Department and the Chamber of Commerce
* Renewed every year the registration with the Chamber of Commerce and send the documents required by this department.
* Be knowledgeable of the Colombia Law and regulations regarding taxes, obligations etc of non-profit organizations.
* Maintain Treasury Records in Spanish
* Prepare monthly documents to be audited
* Maintain the Official Board of Directors Minutes Book and translate the monthly minutes
* Maintain the Official Assembly Book for the Election Meeting and translate the minutes
* Prepare the “Informe de Gestion” Yearly report to be signed by the president and filed together with the year ending December 31st financial documents required by the Colombian Government.
* Prepare the monthly withhold tax report and the CREE report.
* Issued the Certificates of Donation.
* Issued checks, receipts and Keep the Petty Cash record
* Must be fluent in Spanish and familiar with Colombian tax law.
* Adhere to general duties outlined in the board member job description

ASSISTANT TREASURER

RESPONSIBILITY:

As a member of the Board, the Assistant Treasurer works directly with the AWC Treasurer and will replace her in case of temporary or permanent absence.

TERM:

The Assistant Treasurer serves for a one-year term and may be re-elected.

DUTIES:

* Fulfills all duties of the Treasurer in her absence
* Adhere to general duties outlined in the board member job description

SECRETARY

RESPONSIBILITY:

As a member of the Board, the Secretary records minutes at the board and annual election meetings.

TERM:

The Secretary serves for a one-year term and may be re-elected.

DUTIES:

* Records minutes during board meetings and annual election meeting. Minutes should be concise, accurate and presented in the same order as the Agenda.
* Sends monthly minutes via email to all board members a minimum of one week prior to following board meeting.
* Minutes are approved by the Board at the start of each meeting.
* Participates and collaborates with different activities such as: Fundraising events, Christmas Bazaar, Bingo, General Members Meetings, Social Services activities, etc.
* Assists in taking RSVPs and attendance for GMMs and principal AWC events.
* Adhere to general duties outlined in the board member job description

NEWCOMERS COORDINATOR

RESPONSIBILITY:

As a member of the Board, the Newcomers Coordinator is a first point of contact to potential new members of the AWC and organizes newcomer events.

TERM:

The Newcomers Coordinator serves for a one-year term and may be re-elected.

DUTIES:

* Provide good communication to potential and new members
* Promote a warm and welcoming atmosphere
* Work collaboratively with Membership Chair
* Provide information and support to new members
* Respond to inquiries
* Promote AWC events to new members
* Accept membership applications, monies, paperwork etc as needed and forward to AWC treasurer and/or membership coordinator.
* Plan and secure date, hostess, and location for “welcome newcomers” events and send email invitation
* Field RSVP’s, including maintaining a list and contact info, sharing list with hostess, and answering associated questions from hostess, attendees, and others as appropriate.
* Attend “welcome newcomers” events. (minimum 4 per year)
* Provide follow up with new and potential members
* Update monthly newsletter with dates and events
* Adhere to general duties outlined in the board member job description

PROGRAMS COORDINATOR

RESPONSIBILITY:

As a member of the Board, the Programs Coordinator’s develops a calendar of events that meets the evolving needs of AWC membership and coordinates with the President to organize quarterly General Member Meetings.

TERM:

The Programs Coordinator serves for a one-year term and may be re-elected.

DUTIES

* Present a proposed Calendar of Events at the first board meeting of the year
* Organize, with a subcommittee, a minimum of 1-2 events per month of varying types (i.e.day/evening/weekend events, outings, family days, cultural activities, etc)
* Maintain a database of all contacts gathered and used in planning AWC events
* Organize logistics and format/content of quarterly General Member Meetings
* Send invitations to all events and GMMs across email list-serve
* Receive RSVPs to planned events
* Communicate with newsletter regarding event invites and monthly summaries
* Communicate with general membership to ensure that planned events are meeting current needs and expectations
* Attend planned events and GMMs
* Adhere to general duties outlined in the board member job description

MEMBERSHIP COORDINATOR

RESPONSIBILITY:

As a member of the board, the membership chair assists all new and returning members with their membership and dues and managing the google groups.

TERM:

The Membership Coordinator serves for a one-year term and may be re-elected.

DUTIES:

* Collect membership registration forms and dues for all new and renewing members
* Collect a copy of either a passport or cedula for all members
* Keep a record of each member’s information
* Report the membership numbers and information at the monthly board meeting
* Give information about the club to prospective new members
* Work with the newcomers board member to meet prospective new members
* Attend events where prospective new members may be present
* Send all membership dues to the treasurer
* Own and manage the google groups
* Help members troubleshoot problems with the google groups
* Adhere to general duties outlined in the board member job description

ASSISTANT MEMBERSHIP COORDINATOR

RESPONSIBILITY:

As a member of the Board, the Assistant Membership Coordinator works directly with the AWC Membership Coordinator and will replace her in case of temporary or permanent absence.

TERM:

The Assistant Membership Coordinator serves for a one-year term and may be re-elected.

DUTIES:

* Fulfills all duties of the Membership Coordinator in her absence
* Adhere to general duties outlined in the board member job description

SOCIAL SERVICES COORDINATOR

RESPONSIBILITY:

As a member of the Board, the Social Services Director is responsible for implementing and administering the Social Services Program that benefits local charities.

TERM:

The Social Services Coordinator serves for a one-year term and may be re-elected.

DUTIES:

* Sets the annual budget for the Social Services Group with the Treasurer
* Presents the Social Services budget to the Board for approval
* Convenes and chairs the monthly meetings of the Social Services Group
* Informs the Board at monthly Board Meetings as to the status of the work being carried out by the Social Services Group
* Organizes visits to the foundations that are helped to ensure that the aid is being utilized as specified
* Organizes follow up visits to the foundations if necessary
* Ensures group consensus is reached when changes are made to the aid that is being received
* Ensures group consensus is reached to fund a new project
* Adheres to general duties outlined in the board member job description

SOCIAL SERVICES ASSISTANT

RESPONSIBILITY:

As a member of the Board, the Social Services Assistant works directly with the AWC Social Services Coordinator and will replace her in case of temporary or permanent absence.

TERM:

The Social Services Assistant serves for a one-year term and may be re-elected.

DUTIES:

* Fulfills all duties of the Social Services Coordinator in her absence
* Adhere to general duties outlined in the board member job description

FAWCO REPRESENTATIVE

RESPONSIBILITY:

As a member of the Board, the FAWCO Representative serves as a liaison between the local AWC chapter and the Federation of American Women’s Club Overseas.

TERM:

The FAWCO Representative serves for a one-year term and may be re-elected.

TECHNOLOGY COORDINATOR

RESPONSIBILITY:

As a member of the Board, the Technology Coordinator develops and updates the AWC website, Facebook, list-serve communities, social media (Facebook, Twitter, Instagram, Google) and publishes and distributes the monthly newsletter.

TERM:

The Technology Coordinator serves for a one-year term and may be re-elected.

DUTIES:

* Develop a monthly newsletter (published 10x/year)
* Manage advertising for newsletter
* Develop and maintain the AWC website
* Update and maintain Facebook public page, Facebook private groups
* Coordinate with Membership to manage AWC list-servs and enforce use policy
* Provide support to the organization in respect to any other technological issues
* Adhere to general duties outlined in the board member job description

Responsibilities of ALL board members:

  • Maintain AWC policies and procedures
  • Approve annual budget
  • Promote membership development
  • Bring community feedback to the board
  • Engage in fundraising efforts
  • Communicate and promote AWC mission and programs to the community
  • Respect confidentiality within the board
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