Recording Secretary:
Two-year elected term Member: Board of Directors and Executive Committee
Responsibilities:
• Records the Minutes from AAUW Branch Board meetings and the April Annual Business Meeting. Asks for Board member input on draft of minutes and incorporates changes. Electronically distributes the final version of said minutes in a timely manner for Board approval at the next Board meeting.
• Transfers all permanent records as detailed in “AAUW Prescott Records Retention Schedule” to the Archives Committee by June 30.
Membership Co-Vice President
2-year elected term; 2 Co-VP’s will serve staggered terms
Members, Board of Directors and Executive Committee
RESPONSIBILITIES: (SHARED)
• Assist in the recruitment of new members. Seek new ways to recruit members, including emailing information to prospective members.
• Process new members. When new members have joined, enter information into electronic spreadsheet.
• Maintain Membership records and database. Includes sending information to appropriate individuals and committees for their records maintenance/information.
• Provide greeter presence and information at General Meetings. Inform new members of events as appropriate. Facilitate membership renewals.
Communications Chair
2-year appointed term
Member: Board of Directors
Responsibilities:
• Coordinates Branch communications as submitted to the web page and the newsletter.
• Facilitates Communications Team meetings, including cross-training of technical skills.
• Coordinates a committee of AAUW Prescott team members who will contribute to web and newsletter content assuring timely and dependable information.
•Coordinate and manage the delivery of audio visual presentations at General Meetings using provided equipment.
• Recruits technical and editorial support from Branch members
Treasurer
Two-Year Elected Term
Member: Board of Directors
RESPONSIBILITIES
• Receive dues for Branch, State, and National membership and maintain membership spreadsheet list.
• Notify Branch Membership VPs when new member checks are received and Submit member information and dues to National using the National membership services database. and keep copies. Access the National membership database online to submit changes of address
• Coordinate/verify membership with National and State AAUW as needed. Coordinate/verify membership list with Branch Membership VPs and President-Elect (who coordinates the interest groups) as needed.
• Receive or co-ordinate with YCF on special Branch project funds generated by the Branch for special activities.
• Deposit receipts of cash or checks in appropriate Branch banking account. Pay bills in a timely fashion
• Reconcile bank statements monthly.
• Certificate of Deposit or Savings Account – Maintain records of any funds deposited in a CD or savings account.
• Treasurer’s Report: Prepare and present the treasurer’s report to the Board members at each Board meeting, pointing out any unusual/important expenditures or activities.
• Be aware of relevant federal and state charitable tax issues and legal liabilities
• Budget: Take the lead in preparing the annual Branch budget
• Insurance: Annually, liability and Directors’ and Officers’ (D&O) insurance premiums are due.
• Tax Form – Preparation of the annual 990-N tax form should be coordinated with AAUW National.
• The Treasurer will perform other duties of a financial nature as requested by the Board or President.
Historian / Archivist
1-year appointed term
Reporting to President
Responsibilities:
• Organizes, categorizes, prepares and transfers business, social, and historical materials and records for storage at Sharlot Hall Archives and Library in digital form. These materials will include documents and other paper records, newspaper articles, photo records, electronic records, and/or any other records or information regarding Branch business or events taking place during the year.
• Considers the following Branch proceedings for inclusion in the archives:
o Advocacy Committee group events and functions
o Scholarship Committee fundraising efforts and Scholarship awardees;
o Thumb Sketch newsletter publications;
o Special Branch Programs or projects (i.e. Centennial project; State Convention; etc.)
o Board meeting materials and limited financial records
Directory Co-Chairs
2-year appointed terms
Member: Board of Directors
RESPONSIBILITIES:
• Create a directory once a year with contact information for the Prescott AAUW membership. This file should contain information about the Branch’s programs, projects, and interest groups. Management of the publication and printing is the responsibility of one of the Co-Chairs. Publication to be available at the October genera meeting each year.
• Distribute and maintain updated directory information monthly or as needed. This is the responsibility of the other Co-Chair.
Public Relations
2-yr. appointed term
Member, Board of Directors
Responsibilities:
• Generate as much publicity as possible for the Branch to accomplish these goals:
• Encourage guests to attend
• Raise our profile in the community as a significant contributing organization to the betterment of the lives and education of women and girls
Publicize all general meetings and special events to outside media. Publicize fundraising events both to the Branch and to outside audiences.
Create and supervise an AAUW Speakers Bureau. Contact groups who may be looking for a speaker.
Program Co-Vice Presidents
2-year elected term; 2 Co-VP’s will serve staggered terms
Members, Board of Directors and Executive Committee
Each Co-VP will have one vote at board meetings
Responsibilities:
• Plan and coordinate seven programs for the general meetings for September, October, November, January, February, April and May. Finalize as many of the programs as possible prior to August 1st for publication in the directory.
• Coordinate with the meeting location representative the availability of the facility. Communicate with Communication Team regarding the need for A-V equipment and the schedule.
• Secure location, enter into contract and coordinate with facility’s banquet manager for December Holiday Brunch. Arrange for entertainment. Coordinate with President and Scholarship Chair on the fundraising portion of the event..
• Submit program information (short article, photo of guest speaker) to be posted on the web page 5-6 weeks prior to the meeting. Submit article/photo about upcoming program to Thumb Sketch editor by deadline established by Communications Team.
Corresponding Secretary
2-year elected term
Member: Board of Directors and Executive Committee
Responsibilities:
• Send Get Well, Sympathy, Thinking of You, and Thank You cards to members and speakers.
• Take minutes for Recording Secretary in her absence.
• Keeps a log of correspondence and submits a monthly report to the board.
Parliamentarian
2 year appointed term
Non-Voting Member, Board of Directors
Responsibilities:
• Advises board members and presiding officers on parliamentary procedures. Has a strong understanding of Roberts Rules of Order.
• Handles procedural questions or problems that come up during a meeting, which might include maintaining order
• Assists with the coordination of motions and resolutions and with election and voting procedures.
• Maintains and updates the bylaws and policies of the branch as well as updates/maintains branch job descriptions.
Scholarship Chair(s)
2-year appointed term
Member: Board of Directors (one vote)
Responsibilities:
• The Scholarship Chair is responsible for all fundraising activities and subsequent financial reports supporting both the AAUW Centennial Scholarship Fund and the Mary Alice Moulton Childcare Assistance Fund.
• Establish and chair a committee to create a 2-year strategic plan for fundraising events to raise monies for the Mary Alice Moulton Childcare Assistance Fund, the AAUW Centennial Scholarship while working closely with the Treasurer regarding the Fund Statements.
• Report the results of the fundraisers to the board in March and to the membership at the annual business meeting.
• Throughout the year she will encourage donations by members
Hospitality Chair(s)
2-year appointed term (1 or 2 people)
Member: Board of Directors (one vote)
Responsibilities:
• Co-ordinates refreshments (including water) offered at AAUW General Meetings by members
• Prepare, decorate and clean up the serving area before and after meetings
• Provide décor for the table, disposable napkins, paper plates, spoons, and forks. Maintain inventory of said supplies. Keep records of purchases submitting receipts for reimbursement promptly.
• Coordinate with the President the notification of the members responsible for refreshments for each General Meeting.
Representative to YRMC Council of Electors
2-year appointed term
Member: Board of Directors
Responsibilities:
• Be an active participant on the Yavapai Regional Medical Center (YRMC) Council of Electors, the body that recruits and interviews candidates and then selects from those candidates the persons to serve on the YRMC Board of Directors.
Council of Electors:
The Goal of the YRMC Council of Electors: To select experienced, qualified persons to serve as members of the YRMC Board of Directors.
To fulfill the requirements of membership on the YRMC Council of Electors:
• Attend at least 2 of the 3 required meetings (usually more are needed)
• Review resumes and participate in interviews of candidates
• Participate in the selection of members of the YRMC Board of Directors