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                  Idyllwild Garden Club
      
Discovering the Joy of Mountain Gardening

                    Partially Supported Through the Generosity of the              
            Idyllwild Community Fund and the Pine Cove Water District



HomeClub Job Descriptions
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MEMBERSHIP CHAIRPERSON 

 

Position Summary:

 

Manage the membership function to successfully retain members and achieve an increase in club membership. Guide the activities of the volunteers to assist in membership promotion, recruitment and outreach.

 

Responsible To:

 

The members of the club

The Club President

 

Responsibilities:

  • Update a monthly list of new members and enter the new members into the club member database. 
  • Maintain current and updated contact information for all current members. Follow-up with club members to complete each member’s personal profile for website with Vice President, Communications.
  • Respond to requests for information about membership through telephone calls, personal contacts, email and correspondence.  Notify each applicant in writing or email of membership status.
  • Coordinate renewal efforts at year-end to maintain membership roles and memberships. Automatic renewal emails will be sent out via our website. Website chair will assist in providing any follow-up required.
  • Maintain and develop membership/promotional materials:  applications, informational brochures, flyers etc. with assistance of Vice President, Communications and Publicity Chair.
  • Provide club applications and club brochures for all monthly meetings and at club events.
  • Plan prospective member events and activities including an annual membership event/meeting in March.
  • Participate in the development and implementation of strategic short-term and long-term planning for the club.
  • Serve as a member of the club Governing Board and attend its’ regular monthly meetings. 
  • Represent the club in the Idyllwild community.
  • Complete other assignments as requested by the President or the Governing Board.

 

Requirements:

  • Must have reliable email skills
  • Possess good organizational skills

 

 

PROGRAM EDUCATION CHAIRPERSON

 

 

Position Summary:

 

Oversee the needs of the program year, selecting topics and speakers and other educational venues for both monthly programs and certain community-wide club events/fundraisers that will be of broad interest to club/community members.

Responsible To:

The club President

The members of the club

The club Governing Board

 

Responsibilities:

  • Lead the coordination to select topics and speakers/field trips for monthly programs in order to provide information on topics of broad interest to club members.
  • Coordinate efforts with other club Board members to best serve the membership.
  • Act as liaison between the speaker and Hospitality Chair for room set-up requirement and audio-visual needs
  • Identifies and secures speakers and maintains contact with speakers prior to engagement.
  • Provides program details to the club Vice President, Communications for publication in newsletter and website.
  • Develops and sends informational article on program/speaker’s presentation to club’s Publicity Chair or VP for Communications for promotional purposes at least two weeks prior to each general meeting or special event.
  • Introduces speakers at monthly meetings, using pre-obtained bios.
  • Manages the program evaluation process by follow-up and feedback from the membership.
  • Sends a thank you letter to the speaker with compiled evaluation results the day following the board meetings.
  • Manages the development and distribution of the speaker promotional materials/flyers for general club meetings and special events/fundraisers that involve a speaker/educational component.
  • Participates in the development and implementation of short-term and long-term strategic planning for the club with other Governing Board members.
  • Serve as a member of the club Governing Board and attend its’ regular monthly meetings. 
  • Represent the club in the Idyllwild community.
  • Complete other assignments as requested by the President or the Governing Board.

 

Requirements:

  • Must have reliable email skills
  • Possess good organizational skills
  • Possess an ability and interest in surveying and providing educational opportunities to club and community members

 

 

WEBSITE JUNIOR CHAIR

 

Position Summary:

 

Maintain the chapter website with a goal to provide a top quality resource to members. 

 

Responsible To:

             The members of the club

The club Vice President for Communications

 

Responsibilities:

  • Procure and maintain a third party web server and domain name registration. 
  • Edit web pages, post reports/agenda/minutes/files, create new links, post club and gardening resource information as needed to keep web site current.
  • Respond to member questions and problems regarding web site.
  • Test and monitor web site to ensure stability and functionality.
  • Communicate with the club VP for Communications to make sure all information on the web site is current and accurate.
  •         Update website with upcoming club meeting and event details as requested.
  • Create, as needed, web-based response forms for surveys, etc.
  • Provide input to the VP for Communications for the development of short-term and long-term strategic planning for the club.
  • In consultation with the club VP for Communications, approves or denies any requests to add links or other content to the website.
  • Conducts regular hands-on reviews of the website to identify and implement improvements.
  • Completes special website related or one-time only projects as needed.

 

Requirements:

  •        Basic familiarity with websites, email communications, Microsoft word. Possess good writing and communication skills.  The club VP for Communications will provide training for this position to the qualified volunteer member.

 

SECRETARY

 

Position Summary:

This position holds membership on the club’s Governing Board.  The officer will keep an accurate record/minutes of the proceedings of both the Governing Board and the regular membership meetings, and shall conduct all correspondence designated by the Governing Board.

 

Responsible To

The members of the club

The Club President

 

Responsibilities:

  • Prepare all records/minutes which will include date, meeting site, time of convening, officer presiding, members present at board meetings (last name only is needed), recording secretary's report (see minutes below), Treasurer's report (note balance in checking and savings accounts and overall total), motions, by who made and seconded, actions taken and tally of votes, those reporting and/or presenting at meetings and summery of their report or presentation.
  • Minutes of the Governing Board meeting are sent to board members and do not need to be read at the following board meeting unless there are corrections to be noted.
  •  Recommendations and approved motions made at the Governing Board meeting are read at the next regular membership meeting. Action by the membership is taken at this time if necessary.
  • Minutes of the previous regular membership meeting are sent to the website and general membership via email, posted at the information/sales table at the general meeting and do not need to be read at the regular meeting unless there are corrections to be noted.
  • The financial report by the treasurer is read, the president asks if there are any questions and then the report is filed as part of the minutes by the secretary.
  • Minutes should not include (1) the subject matter of discussions except to note, when appropriate, that discussion occurred (2) names of members voting against a proposal, unless member requests her dissent be noted and (3) extraneous matters, such as decorations or food served. It is not necessary to use "Respectfully submitted", just sign your name.
  • Use given names when signing minutes; both president and secretary sign minutes.
  • Email three copies of all minutes: one each for the president, treasurer and secretary's file.
  • Prepare correspondence, cards and letters as required by the Governing Board and keep a record of all sent during the club year, including this information as an attachment in your annual report.
  • Receive annual reports from all committee chairmen and keep on file.
  • Upon election of a successor, promptly turn over the secretary’s job description folder, and all helpful material. Dispose of all outdated material.
  • Participate in the development and implementation of strategic short-term and long-term planning for the club.
  • Serve as a member of the club Governing Board and attend its’ regular monthly meetings. 
  • Represent the club in the Idyllwild community.
  • Complete other assignments as requested by the President or the Governing Board.

 

Requirements:

  • Must have reliable writing and email skills
  • Possess good organizational skills

 

 

 

PUBLICITY JUNIOR CHAIR

 

Position Summary:

This individual is responsible for initiating, designing, writing and publishing all club promotional and publicity materials. He/she shall use every opportunity to promote the club through media news releases and feature articles, speaking engagements, and the development/use of handouts/flyers for club sponsored community events and fundraisers.

 

Responsible To

The members of the club

The Club Second Vice President, Communications

 

Responsibilities:

All responsibilities below are divided between or shared with the club’s Vice President for Communications by prior arrangement:

  • Coordinate with the club VP of Communications to market and create flyers, banners, e-mails, and other pieces of advertisement for all club projects and events.
  • Respond with assistance to the event chair of a particular program or fundraiser when contacted   with the specific details to be to be advertised or promoted and communicate the needs to the VP, Communications.
  • Develop a schedule for the location/placement of flyers, release of feature articles and press releases well in advance of the event in coordination with the particular event chair and the VP for Communications.
  • Assist the VP for Communications in designing and preparing flyers and other advertising materials, and writing press releases and feature articles.
  • Attend and be engaged in all club event-planning meetings as the primary person who will be publicizing the event to both members and non-members. To this end, attempt to know the event details and be prepared to answer essential questions.
  • Take pictures at all club events/functions and write up the news of the event for publication.
  • Share photos with community communication channels – website, newsletter, newspaper.
  • Maintain and update bi-yearly a list of media sources:  television, radio stations, magazines, newspapers, and other publications.
  •  Media sources should be kept in computer data like Microsoft Word or Excel.
  • Maintain list of deadlines for submitting to individual media; for example, bi-monthly, every three weeks or monthly.
  • In addition, an email Contacts Directory is maintained for sending periodic announcements. These files must be updated whenever there are changes.
  • Assist the club VP, Communications in participating in the development and implementation of strategic short-term and long-term planning for the club.
  • Serve as an at large member of the club Governing Board and attend its’ regular monthly meetings. 
  • Represent the club in the Idyllwild community.
  • Complete other assignments as requested by the Vice President, Communications or the Governing Board.

 

Requirements:

  • Should possess have reliable writing, computer and email skills
  • Possess good organizational and public speaking skills
  • Possess graphic design, layout and artistic aptitudes
  • Own and possess the ability to use a digital camera and familiarity with computer photo software