Description of Board Positions

AWC BOARD ROLE DESCRIPTIONS

The Board:
  • Exercises the administrative management of the American Women’s Club
  • Issues Club and Board regulations
  • Establishes the functions and attributions of the members of the Board of Directors
  • Forms the necessary Committees to fulfill the object of the Club
  • Presents to the General Meeting the reports, accounts, inventories and balance sheets it may require
  • Appoints the Legal Representative of the American Women’s Club and two (2) alternates
  • Authorizes any contracts that may be entered into by the Legal Representative of the American Women’s Club.

Responsibilities of EACH board member:

  • Maintains AWC policies and procedures
  • Approves annual budget
  • Communicates and promotes AWC mission and programs to the community.
  • Responsible for ongoing membership outreach to get feedback from members on the work of the organization. Brings community feedback to the Board
  • Engages in fundraising efforts
  • Respects confidentiality within the Board
  • Time commitment: Meets once a month, with the exception of summer and winter holidays
  • Before exiting their position, fully onboards their replacement.

PRESIDENT

RESPONSIBILITY:

As a member of the Board, the President acts in a position of trust for the community and is responsible for the leadership, strategic planning, and 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: 

  • Fosters a positive working relationship with other Board members. 
  • Has general knowledge of the AWC and Treasurer position’s legal status and responsibilities
  • Committed to the work of the organization. Builds strategic alliances within the international community 
  • Sets the annual goals for the organization, and provides leadership and direction in this regard
  • Chairs the Annual Ordinary General Meeting and the monthly Board of Directors meetings. Sends each meeting’s agenda to Board members prior to the meetings
  • Serves as primary spokesperson for the American Women’s Club to the media and community at large.  Represents the American Women’s Club at community functions
  • Appoints the necessary subcommittee chairs when needed
  • Acts as a signing authority on behalf of the Board for financial and legal purposes 
  • Has general knowledge of the AWC and President position’s legal status and responsibilities
  • Revises, approves and recommends any budget projects presented by the Social Services Coordinator
  • Inspects and supervises the resources and income of the American Women’s Club and promotes its increase
  • Submits a monthly article for the Newsletter
  • Adheres 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: 

  • Assists the President when called upon
  • Fulfills all duties of the President in her absence
  • Chairs Board and General meetings in the President’s absence
  • Attends all AWC Board and General Meetings
  • Arranges and chairs the Annual Ordinary General Meeting
  • Adheres to general duties outlined in the board member job description 

FUNDRAISING CHAIR

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 fundraising event committees
  • Maintains contact and follow up with past sponsors 
  • Maintains a database of past and potential sponsors in all areas
  • Attends all AWC Board and General Meetings
  • Communicates all fundraising events with newsletter 
  • Adheres 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: 

  • Collects and disburses funds of the Club
  • Maintains the accounting records
  • Informs the Membership Chair of all Membership payment & renewal receipts
  • Prepares and distributes monthly reports for the Board Meetings
  • Has general knowledge of the AWC and Treasurer position’s legal status and responsibilities
  • In cooperation with the revisor fiscal:
    • Prepares the annual financial report for the Election Meeting 
    • Keeps all the legal obligations with the Income Tax Department updated 
    • Keeps all the official records ready to be shown to the authorities when required.
    • Answers the Official Requirements of the Non Profit Office of the Mayor Department and the Chamber of Commerce
    • Renews the registration with the Chamber of Commerce every year, and submits the documents required by this department.
    • Is knowledgeable of the Colombia Law and regulations regarding taxes, obligations etc of non-profit organizations.
    • Maintains Treasury Records in Spanish
    • Prepares monthly documents to be audited
    • Prepares 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.
  • Issues the Certificates of Donation.
  • Issues online transfers, checks, receipts and keep the Petty Cash record
  • Adheres 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
  • Adheres 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 Ordinary General Meetings.

TERM:

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

DUTIES: 

  • Records minutes during board meetings and Annual Ordinary General Meeting. Minutes should be concise, accurate and presented in the same order as the Agenda.
  • Submits the monthly minutes to all board members for review prior to following month’s board meeting.
  • Responsible for the development, organization, and maintenance of club records, policies, and procedures
  • Participates and collaborates with Fundraising events, meetings, etc.
  • Assists in taking RSVPs and attendance for General Meetings and principal AWC events.
  • Has general knowledge of the AWC and Secretary position’s legal status and responsibilities
  • Adheres 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

  • Presents a proposed Calendar of Events at the first board meeting of the year
  • Organizes, 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)
  • Maintains a database of all contacts gathered and used in planning AWC events
  • Organizes logistics and format/content of quarterly General Member Meetings
  • Sends invitations to all events and GMMs across email list-serve 
  • Receive RSVPs to planned events
  • Communicates with newsletter regarding event invites and monthly summaries
  • Communicates with general membership to ensure that planned events are meeting current needs and expectations
  • Attends planned events and GMMs 
  • Submits upcoming event dates for inclusion in the Newsletter
  • Adheres to general duties outlined in the board member job description 

MEMBERSHIP & NEWCOMERS COORDINATOR

RESPONSIBILITY:

As a member of the board, the Membership & Newcomers Coordinator is a first point of contact to potential new members of the AWC. She is responsible for organizing newcomer events and assisting all new and returning members with their membership and dues .

TERM:

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

DUTIES:

  • Acts as liaison between the Board and existing Activity Groups 
  • Informs Newsletter Editor about any upcoming Activity Group events 
  • Ensures that active AWC members renew every January to guarantee uninterrupted access to Google Groups, activity groups, and WhatsApp  information boards.  
  • Attends events where prospective new members may be present. Active in Facebook expat groups to further outreach
  • Promotes a warm and welcoming atmosphere, information and support to new members. Invites them to AWC events.
  • Responds to member & prospective member inquiries 
  • Accepts membership applications and renewals, monies, paperwork etc as needed and forwards to AWC treasurer.
  • Confirms receipt of payment before adding members to AWC resources. Verifies active status of members at the start of each calendar year.
  • Plans and secure date, hostess, and location for “welcome newcomers” events and send email invitation. (Minimum 4 per year)
  • Advertises Newcomer events in the Newsletter.
  • Fields RSVP’s, including maintaining a list and contact info, shares list with hostess, and answers associated questions from hostess, attendees, and others as appropriate
  • Reports the membership numbers and information at the monthly board meeting
  • Adheres 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:

  • Develops a proposed 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 
  • Submits a monthly article for the Newsletter
  • Submits upcoming event dates for inclusion in the Newsletter
  • 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
  • Adheres 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 (FAWCO).

TERM:

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

DUTIES: 

  • Stays abreast of global FAWCO activities and resources by signing up for and reading FAWCO publications and social media pages
  • Maintains relationships with key FAWCO leadership members
  • Shares information on and publicizes FAWCO events, programs, opportunities to Board and members as appropriate
  • Encourages club members to apply for Education Awards for themselves or their family members
  • Encourages club to submit charitable projects for a Development Grant
  • Promotes awareness of and involvement in FAWCO with Members, including through hosting FAWCO-related events
  • Promotes awareness of UN Sustainable Development Goals with Members
  • Communicates and promotes activities and members of AWC Bogota with FAWCO 
  • Ensures that club pays annual FAWCO membership dues on time
  • Promotes fundraising for the FAWCO Foundation’s programs
  • Attends FAWCO Biennial conferences and Interim Meetings if possible
  • Submits a monthly article for the Newsletter
  • Adheres to general duties outlined in the board member job description.

TECHNOLOGY COORDINATOR & NEWSLETTER EDITOR

RESPONSIBILITY:

As a member of the Board, the Technology Coordinator & Newsletter Editor is responsible for developing and updating the AWC website, Facebook Page, list-serve communities and publishing the monthly newsletter.

TERM:

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

DUTIES:

  • Develops and publishes a monthly Newsletter (published 10x/year).
  • Manages advertising for Newsletter; coordinates receipt of payment with Treasury.
  • Develops and maintains the AWC website.
  • Updates and maintains Facebook Page. Oversees other social media communications.
  • Helps members & organization set up, manage and troubleshoot problems with the Google Groups, Zoom, and any other technological issues.
  • Adheres to general duties outlined in the board member job description.