To arrange the meetings of the Club.
- Arrange for hostesses and co-hostesses for each meeting.
- Remind hostesses and co-hostesses of their commitments and responsibilities.
- Assist the hostess in any way possible.
Universal Tasks Expected of All Executive Board Members:
- Meet with the member who previously held your role to better understand the responsibilities of the job, tasks required to fulfil those responsibilities, and a timeline for those tasks. The member previously holding the role should also share insights she has gained from her experience and any suggestions that she has for improving the job done in the future.
- Obtain records and materials related to your position from your predecessor. Review these and store them for future use.
- Make sure that any information which needs to be included in the annual Yearbook is finalized and given to the Yearbook Chairman in accordance with her schedule.
- Critically review current practices to identify opportunities to improve efficiency, clarify communications, and reduce costs.
- If you would like to make changes to current practices, contact the Club President to determine if Board approval is necessary.
- Keep receipts for your expenses and stay within the approved budget for your function.
- Ask the Corresponding Secretary to include any special information needed for the next meeting in her meeting reminder to all members.
- Prepare a report documenting your tasks and accomplishments for the year. These reports are due in April of each year.
- Attend Board Meetings arranged by the President.
- Respond in a timely fashion on all votes required.
1 to 2 weeks before each Club meeting:
- Send an email to the meeting’s hostess and co-hostesses, reminding them of their up-coming responsibilities.
- At each Club meeting, thank the hostess and co-hostesses for the month.
- At each Club meeting, remind the next month’s hostess and co-hostesses of their upcoming responsibility, and the need to take the member name tags in preparation for the next meeting.
Prior to the September Club meeting:
- Send an email to members asking them to identify any food allergies.
- Email the completed hostess/co-hostess sign-up sheet to members, along with a reminder of expectations for hostesses and co-hostesses and a summary of member allergies for consideration in preparation and labeling of refreshments.
- Remind the Christmas Luncheon hostess and co-hostesses that they need to meet with catering staff of the luncheon venue in October to determine menu and pricing, consistent with approved Club budget assumptions.
- Remind the hostess and co-hostesses for the Christmas Luncheon that they need to send out invitations to regular and associate members in October and coordinate payment of any member portion of the luncheon cost.
- Remind the hostess and co-hostesses for the Christmas Luncheon of their responsibilities for room set up and coordination of the schedule with the 1st Vice President – Programs regarding the program for the event.
- Secure the venue for the following year’s Christmas luncheon.
In early March:
- Send an email to members, asking them to sign-up for food to bring to the April annual meeting luncheon, noting food allergies of certain members and asking that any dishes containing these ingredients be labeled accordingly.
At the March Club meeting:
- Pass the April luncheon food sign-up previously emailed, asking for those who have not yet signed-up for a dish to bring to sign up.
- Pass the hostess and co-hostess sign-up previously emailed, asking for those who have not yet signed-up to sign up.
After the March Club meeting and before the April Club meeting:
- Prepare invitations to the April Annual Meeting for distribution by the Corresponding Secretary to regular and associate members.
- Follow-up via email, as needed, to complete the sign-up sheet for the April luncheon food.
- Obtain a list of programs and meeting dates for the upcoming year from the 1st Vice President – Programs, prepare a sign-up sheet for the upcoming year’s monthly hostesses and co-hostesses and email it to members, asking for them to sign up.
- A week before the April meeting, email the completed food sign-up sheet to members to remind them of their expected contribution and the labeling of dishes containing ingredients to which some members are allergic.
- Obtain a list of programs and meeting dates for the upcoming year from the 1st Vice President – Programs, prepare a sign-up sheet for the upcoming year’s monthly hostesses and co-hostesses.
- At the April Club meeting pass the hostess/co-hostess sign-up for the following year.
May – June:
- Follow-up as needed to complete the hostess/co-hostess sign-up.
- Forward the list of hostesses and co-hostesses for the upcoming year to the Yearbook Chairperson.