Descriptions of Board Positions

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 Meeting

 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

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 is responsible for organizing 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 responsibility is to develop a calendar of events that meets the evolving needs of AWC membership and coordinate 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 is responsible for assisting 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 and her team are responsible for developing and updating the AWC website, Facebook, list-serve communities, social media(Facebook, Twitter, Instagram, Google) and publishing  or supervising the monthly newsletter.

TERM:

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

DUTIES:

 Oversee the development of 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-serves/ google groups 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
  • Attend and participate in meetings on a regular basis, and special events as able
  • 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

Time commitment:

  • Meets once a month, with the exception of summer and winter holidays
  • Attend a minimum of 7 board meetings
  • Attend fundraisers, general member meetings and special events
Advertisements