4th of July Parade
Attend monthly board meetings
Organize committee & oversee club’s participation in Novato’s 4th of July Parade
Organize after party
Obtain, complete and submit entry form for participation
Coordinate with city’s theme as required
Coordinate decorations
Organize member participation
Coordinate with volunteer coordinator
Ad Sales/Classifieds
Attend monthly board meetings
This position is a great opportunity to interact with local business owners & club members
Attend monthly board meetings
Maintain database of advertisers
As ads expire, contact advertiser regarding renewal
Obtain artwork from new advertisers & remit to advertising assistant
Coordinate with advertising assistant on a monthly basis to prepare scanned ad packet for newsletter team
Assistant Director
Attend monthly board meetings
Attending events (especially if Co-Directors can not attend)
Organize monthly board meeting (secure location and food)
In charge of storage unit (maintaining organization and inventory, periodically letting board members know what is available for use)
Step in as necessary for Co-Directors
Responsible for overseeing following events:
Holiday Party
Family Picnic
Rummage Sale
Mothers Social
PJ Party
4th of July Parade
Preschool Fair
Babysitting Co-op
Attend monthly board meetings
Contact new club members & share information about Co-op
Maintain Co-op Roster & Co-op specific findsmithGROUPS subgroup
Update & deliver hours log to secretary each month for compilation
Preside over co-op meetings; which are called on an as needed basis
Submit articles for newsletter, on an as needed basis
Attend monthly board meetings
Generate ideas for community outreach projects that are charitable, realistic and appropriate for the Club to carry out.
Choose non-profit agencies as recipients for outreach projects and poll membership if appropriate to assure that the choices will generate support from members.
Exclude politically affiliated or otherwise controversial non-profits from recipient list to avoid causing divisions of Club members.
Seek approval for projects from the board before final presentation to the general membership.
Organize and coordinate projects with recipient agency and with Club membership.
Submit information for the newsletter.
Inform the Publicity Coordinator as appropriate.
Database Co-ordinator
Attend monthly board meetings
Responsible for maintaining accurate club database: enter new members, change of name or address, new arrivals, etc.
Send New Member email announcement to board members
Record dues payments in database (for new members and renewals)
Respond to Findsmith Admin emails to note payment received and registration requests
Periodically generate current member list with relevant information for volunteer coordinator and event coordinators
Enter volunteer hours completed, will receive list after each event or duty performed from board member or Event chair person
Respond to database inquiries from board members
Check P O Box, open all dues, record dues, distribute mail to board members as needed
Submit newsletter articles (Member Birthdays, Children Birthdays, Look Who's Expecting) and mailing labels
Communicate closely with Membership, Director, Treasurer, Volunteer Coordinator, Mothers Support and Findsmith positions
Oversee all facets of the Club
Preside over board and general meetings in conjunction with the Special Events Coordinator
Be responsible for monitoring committee meetings
Serve on Executive Committee
Set agendas for board meetings with input from board members
Recruit members to fill open board positions
Introduce and welcome new members at special events
Act as Club spokesperson and community liaison
Mediate problems within the Club, and maintain confidentiality and impartiality
Act as signatory for the bank account and be responsible for second key for post office box
Write Director's Corner for the monthly newsletter
At the conclusion of term, oversee transition of board members and remain available as advisor to new Director(s), if so requested
Easter Egg Hunt
Attend monthly board meetings
Locate facility to host event
Research & coordinate children’s entertainer
Find someone to play Easter Bunny
Organize refreshments
Coordinate with volunteer coordinator
Family Picnic
Attend monthly board meetings
Locate facility to host event
Organize food and refreshments
Coordinate with volunteer coordinator
findsmithGROUPS Coordinator – This Description is Under Construction
Attend monthly board meetings
Approve/deny membership to findsmithGROUPS site
Maintain and update subgroups as necessary
Work closely with database coordinator to make sure all new members are entered into the system
Fundraising
Attend monthly board meetings
Generate ideas for fundraising, keeping them appropriate for the needs and capabilities of the membership
Research the feasibility, cost and success of each idea
Form a committee and coordinate all projects
Seek approval for projects from the board before presentation to the general membership
Inform the Publicity Coordinator of appropriate events
Submit information for the newsletter
Gift Fair (November)
Attend monthly board meeting
Locate facility to host event
Coordinate advertising event in all local papers, online media, etc.
Coordinate sign postings around town – Banners, “stick” signs (like political signs) in grass areas, etc.
Advertise to prospective vendors, secure applications and payment
Be responsible for all money & any potential reimbursements related to event
Maintain list of vendors attending along with contact information – keep all vendors posted on changes to event, policies, etc.
Make announcement of event via newsletter submission &/or group message board
Three weeks prior to event, confirm with vendors that they still plan to attend event
Two weeks prior to event, send all information to vendors: flyer, confirmation of booth location, etc.
On the day of the event, assist vendors with booth location verification and any necessary setup/adjustments.
Organize Bake Sale donations, gift-wrapping table supplies, and NMC table supplies
Coordinate with volunteer coordinator
Historian
Attend monthly board meetings
Maintain scrapbook of club items; including newspaper articles, pictures & thank you cards
Forward newsletter team digital pictures of events on a monthly basis
Halloween Party
Attend monthly board meetings
Locate facility to host event
Research & coordinate children’s entertainer
Obtain holiday decorations
Organize refreshments
Coordinate with volunteer coordinator
Attend monthly board meetings
Locate facility to host event
Provide arts and crafts projects for party
Research & coordinate children’s entertainer
Find Dad/Gentleman to play Santa
Obtain holiday decorations
Organize refreshments
Coordinate with volunteer coordinator
Mother’s Social
Attend monthly board meetings
Locate facility to host event
Organize food and refreshments
Maintain raffle prize donations list
Organize and facilitate raffle and dispersement of prizes
Coordinate with volunteer coordinator
Mother’s Support
Attend monthly board meetings
Enlist volunteers for meals, babysitting, transportation, etc. to help other members in need
Set up a schedule and coordinate when and how the help will be provided
Actively determine the needs of individuals in the Club by talking with the playgroup representatives and other board members
Call expectant mothers to get estimated delivery date and ideas of what type of help she will need when she delivers
Inform Membership Database Coordinator of appropriate information (i.e., new births)
Provide information on a monthly basis to the newsletter team
Newsletter Editors – 4 positions
Attend monthly board meetings
Have overall responsibility for producing the monthly Club newsletter, Mother’s Ink
Ensure that newsletter promotes the purpose and goals of the Club
Put in place deadline for monthly submissions, and follow up with board members and other Club members about their submissions
Gather and edit all submissions. Have final approval of content in conjunction with the Board. Bring controversial newsletter issues to the attention of the board
Publish a monthly calendar insert for the newsletter that lists all Club activities. Confirm all dates of monthly events are accurate, and ensure that there aren’t any conflicting Club events
The newsletter is produced in MS Publisher. (You get the Club's copy if you don't already have it.)
Coordinate with printer
There can be a significant time commitment with this position, but it is a great way to interact with other board and Club members, as well as outside people. It’s also a good way to stay connected with everything that’s going on in the Club
Outings
Attend monthly board meetings
Coordinate a monthly outing for members &/or families
Be responsible for all money & reimbursements related to event
Make announcement of event via newsletter submission &/or group message board
PJ Party
Attend monthly board meetings
Locate facility to host event
Research & coordinate children’s entertainer
Provide milk and cookies
Coordinate with volunteer coordinator
Attend monthly board meetings
Place Club members, who wish to be involved, in an age appropriate playgroup for their children
Keep a record of existing individual playgroups, their representatives, and their meeting times and places
Mediate and help resolve any playgroup problems among members. Be available to playgroup members that may have comments concerns or problems
Assist new groups with suggestions for meeting places and ground rules (i.e., sick kids stay home)
Organize park play dates
Preschool Fair (every other year, odd years)
Attend monthly board meetings
Locate facility to host event
Contact local preschools announcing event
Maintain list of preschools attending and contact information
Coordinate speaker from each participating school
Develop evening program
Organize refreshments
Coordinate with volunteer coordinator
Publicity
Attend monthly board meetings
Generate community interest & enthusiasm for the club & club happenings
Publicize events with press releases & flyers to local newspaper & venues
Place ads & listings on Craig list as appropriate
Conduct direct mail campaign to child friendly community resources to boost awareness of club & its services
Rummage Sale
Attend monthly board meetings
Organize committee and oversee all facets of the rummage sale, including:
publicity
setting ground rules
organizing donations
coordinating volunteers to run sale
cleaning up
donating unsold items
calculating and distributing earnings
Rummage Sale Bake Sale
Attend monthly board meetings
Coordinate with volunteers to provide baked goods at Rummage Sale
Coordinate with volunteers to man the bake sale tables
Coordinate donation of leftover baked goods
Secretary
Pre-requisite: Must have served on the board for a minimum of one year prior to assuming office
Attend monthly board meetings
Keep a record of minutes of the monthly board meetings
Present the minutes, in writing, to the board
If unable to attend board meetings, make arrangements for another member to take minutes.
Serve on Executive Committee
Speaker Presentation
Attend monthly board meeting
Research & select board approved topic related to family, health &/or child development
Coordinate speaker
Locate facility to host event
Organize refreshments
Special Interest Groups
Attend monthly board meetings
Keep track of the contact person(s) for each Special Interest Group
Contact the appropriate person when a new member is interested in a group
Provide a monthly listing for the newsletter of each group, including the contact name and phone number
Encourage group contacts to submit information about their group
Whenever possible, proactively encourage new groups to form
Treasurer
Pre-requisite: Must have served on the board for a minimum of one year prior to assuming office
Attend monthly board meetings
Deposit and record all funds for the Club
Be chief custodian of all funds, keeping an accurate record of all money received and paid out. All payments disbursed must be by check
File and preserve all receipts, bank statements and canceled checks
Treasurer must be able to prepare monthly bank reconciliation
Attend special meetings, when necessary (i.e., fundraisers, parties, social events, etc.) where members need to pay money to the Club or where money is received
Handle changeover for incoming Treasurer (i.e., signature cards, account information, etc.)
Any irregularity regarding Club money shall be brought to the attention of the Director as soon as possible
Serve on the Executive Committee
Present an accounting to a two-member board auditing committee once a year
Serve as cash custodian for the annual Rummage Sale and carry out all financial duties required by the Rummage Sale
Volunteer Coordinator
Attend monthly board meetings
As events approach, work with associated board member to obtain volunteers to assist with event
Make announcement of volunteers needed via group message board
Contact members who haven’t fulfilled their volunteer hours via phone or e-mail
Maintain database of volunteers & hours completed at each event; forward to database management
Welcoming
Attend monthly board meetings
Welcome new members into the Club by calling them and going over Club information. Explain the various Club activities and resources available to Club members
Assemble Welcoming Packet that is sent to new members
Attend meetings and social events to greet new members at the door
Organize informal coffee socials, park meetings, etc. For example, send out an email inviting new members to meet at the park on a certain day to meet other new members
Organize Welcoming Luncheon for all new members twice a year