Mount Holyoke Club of Boston Board Position Descriptions 2008-2009

Note: Currently all of our positions on the Board of Directors are filled.  We'll be holding elections for board positions in late spring 2009.  If you're interested in a board position, please contact our nominating committee chair at volunteer@mhcboston.org.  The club is always looking for more help, ideas and enthusiasm, so if you're interested in volunteering for events or hosting a special activity, please contact the current presidents at president@mhcboston.org.  Thank you for your support and interest in the Mount Holyoke Club of Boston.

President/Co-Presidents

• Provide leadership of the club and act as liaison among club members, Alumnae Association, and College.
• Preside over monthly board meetings.
• Keep current with Alumnae Association activities, policies, and bylaws, and College activities and news.
• File annually Club Authorization, Summary of Meetings and Activities, and the Slate of Officers forms.

Past President/Nominating Chair

• Support/stand in for president as needed.
• Lead nominating efforts to identify candidates for open board positions.

Events Chair/Co-Chairs

• Responsible for planning and implementation of events and activities.
• Oversee committee responsible for developing annual plan of diverse events, planning events (e.g. space, refreshments, speakers), and hosting events.
• Works with Communications/Marketing Chair and Webmaster to promote events to membership.
• Maintain event records and provide a year-end summary of events and attendance.
• Oversee and help recruit up to six Events Committee Members/Event Planners and serve as resource to them.

Event Planner 

• Serve on Events Committee by helping to plan and implement a wide range of events and activities for club members. Take the lead on organizing at least one event annually, including:
  • Logistics: space, refreshments, and/or speaker.
  • Manage the RSVP and payment process.
  • Lead hospitality at event to ensure attendees are greeted.
  • Submit budget to board for approval in advance; submit invoices to treasurer
  • Provide summary of event and expenses at the end of event

Young Alumnae Chair

• Represent alumnae who graduated in last ten years on Board of Directors and Events Committee.
• Plan events specifically for young alumnae.

Membership Chair

• Generate new dues-paying memberships and renewals.
• Enter membership forms and payments into database.
• Ensure that member benefits (e.g. directory) are delivered. Brainstorm new benefits.
• Work with Webmaster to update Membership section of web site.
• Staff table at major events (e.g. annual meeting, Vespers) to recruit new members.
• Receive quarterly address change reports from Alumnae Association. Send welcome/membership email to new residents.
• If new dues-paying members don't appear on listserv of Boston area residents from Alumnae Association, get them coded to receive Boston club communications.
• Forward checks to treasurer in timely manner; notify fundraising chair of gifts received.
• Direct/encourage alumnae to report address changes to Alumnae Association.

Webmaster

• Oversee club web site and e-communications to members.
• Maintain and update web site, especially Events page.
• Coordinate emails to membership.
• Collect information from board members and format for distribution.
• Oversee PayPal account

Marketing/Communications Chair

Position may be split into print and electronic communications. Oversee production of one or two print newsletters annually and all electronic announcements to membership.

• Collect and edit content from board members and other sources to present news and activities in engaging manner
• Submit email announcements to webmaster.
• Layout and produce newsletter, working with Alumnae Association's assistant director of clubs.

Treasurer

• Receive all club money, including dues, gifts and receipts from fundraising projects, and maintains appropriate bank accounts in the name of the club.
• Pay all bills after approval by the president or the executive committee.
• Keep an accurate record of all financial transactions.
• Prepare reports for each monthly board meeting
• File an annual financial report (Form D) to the Alumnae Association as soon as possible after June 30.

*Secretary

• Keep a permanent record of minutes of all club and executive committee meetings.
• Update meeting minutes on board-only section of Web site.
• Send out meeting minutes to board members within a week after each meeting.
• Notify board members of monthly meetings and collects RSVPs.
• Collect agenda items in preparation for monthly meetings and send out final agenda to board members.

Fundraising Chair

• Lead the Club's efforts to raise funds for its operating budget through sale of products/merchandise, sponsorships, and/or events.
• Maintains records of funds raised and provide this information to the Treasurer.
• Oversee fundraising activies such as events, products/merchandise
• Solicit sponsorship
• Write and send thank-you notes to anyone who makes a gift (in addition to membership dues) to the club.