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’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
Revises, approves and recommends any budget projects presented by the Social Services Coordinator
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:

Acts as a signing authority on behalf of the Board for financial and legal purposes.
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 charge of the resources and income of the American Women’s Club.
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.

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