If you have any ideas or questions regarding Village Club, please contact a board member:
BOARD MEMBER JOB DESCRIPTIONS
General Responsibilities of all Board Members
- To carry out the policies of The Village Club.
- To attend all meetings and functions of the Club whenever possible.
- To notify the President and meeting hostess if unable to attend a Board meeting. Also notify the President of any extended absences so responsibilities will be handled during your absence.
- Provide Newsletter Board Member with timely write-ups pertaining to your position by the Newsletter Deadline.
- To keep a detailed job report during the term of position. This job report is handed over to the incoming Board member.
- Participate/Help with float construction in LCA 4th of July Parade.
President
- Oversees all Club activities and acts as representative of the Club to the public.
- Sets agenda, presides over Board meetings and determines which issues go to vote.
- Attends Mayor's Council of Presidents meetings.
- Writes the President's Message for the monthly Club newsletter.
- Sets the hostess schedule for Board meetings.
- Hosts the May (or June) Old Board/New Board Luncheon.
- Appoints the Nominating Committee to set up the new Board for the following year.
- Coordinates attendance at School District 103 Fall Open House and Curriculum Nights.
- As incoming President, is responsible for the 4th of July parade float.
- Serves on Executive Board.
Vice President (2 people)
- Plans functions from August to following May. This includes making arrangements for the meeting places, speakers and entertainment while keep in the President informed of all details for events planned.
- Writes thank-you notes and arrange for payment and gifts as needed for functions.
- In absence of the President, perform presidential duties and responsibilities.
- Serves on Executive Board.
Secretary
- Records minutes of all general Board and Executive Board meetings. Types and e-mails them for distribution within 1 week of the Board Meeting.
- Handles correspondence for the Board as needed and maintains file copies of correspondence written by other Board members as deemed necessary.
- Serves on Executive Board.
Treasurer
- Receives all dues and fees from the membership chair for the Club and makes deposits in a timely fashion.
- Maintains accurate records regarding all financial transactions of the Club.
- Pays all reasonable, pre-approved bills submitted in writing and satisfactorily documented, which are within existing budgetary parameters.
- Reports the Club's financial condition at each Board meeting. A written financial report should be distributed to all Board members every 2-3 months.
- Obtains necessary bank signature cards and signatures of self and the President.
- Outgoing Treasurer, together with incoming Treasurer, prepares a proposed budget for subsequent year.
- Presents annual budget in September.
- Serves on the Executive Board.
Membership
- Record dues received in binder.
- Maintains and updates the membership/new resident database for the Club, obtaining new resident names from the list provided to the President by the Village Hall.
- After recording dues received, gives all checks/monies to Treasurer.
- Works the membership table at the Kickoff Coffee, including collecting dues and updating membership status.
- Contact members active in Club activities whose dues have not been paid by November; advise them that they have 45 days to pay or be dropped from the Club permanently.
- Keep track of prospective member trial subscriptions to determine whether they joined the Club or should be dropped from the list.
- Organizes and hosts New Resident Coffees twice per year, if needed.
Philanthropy (2 People)
- Responsible for surveying membership to determine majority interests and opinions regarding philanthropy options.
- Consolidate survey information and determine top philanthropies to be voted on by members.
- Serve as Liaison between Board and selected philanthropy
- Create signage displaying goals and details about philanthropy for Kickoff Coffee
- Work with Vice President's and hospitality to determine best opportunities to raise revenue for charity (i.e. raffle at fall luncheon, winter open house and other events if applicable)
- Plan and coordinate a philanthropy specific event to raise money for charity (coordinate schedule with VP's, food, beverage, location, invitations, raffle items, etc.)
- Provide updates for the newsletter to inform members of money raised for charity and recognize donors.
Hospitality (2 People)
- Houses all hospitality inventory.
- Makes all name tags as needed for various functions.
- Sets up greeting table at functions to distribute nametags and greet those attending.
- Provides food and beverages at functions, i.e., Kickoff Coffee, Newcomer Coffees and most of the monthly events.
- Purchases gifts for Board members on behalf of the Board (i.e., baby gifts).
- Plans and organizes all aspects of the kick-off coffee and Holiday Open House. Recruit other board members as needed.
Publicity
- Prepares detailed press releases regarding Club events for various media channels (i.e. Village of Lincolnshire Newsletter, cable TV, Pioneer Press.)
- Maintains, updates and posts Club signage.
- Reserve kiosk sign from the Village.
- Prepare Kick-off Coffee insert to be included in the Village newsletter.
- Photograph all Village Club events and post on website.
- Send photos to Newsletter Board Member for inclusion in the newsletter.
Activities
- Locates Chairpeople to head each individual activity.
- Coordinate with activity chairs and hospitality chairs to organize kick off coffee.
- Communicates regularly with the Activity Chairpeople regularly to see how the activities are progressing throughout the year. Solicit ideas for new activities and/or ways to improve current activities.
- Write or oversee the writing of a highlight of one activity for each newsletter.
- Writes "Member Spotlight" for newsletter to highlight a member each month..
Newsletter
- Collects items for the newsletter from Activity Chairpeople and Board members by the 15th of each month.
- Organizes information into the newsletter format using MS Word
- Sends final newsletter electronically to the printer who sends hard copies to the Distribution Board Member.
- Send final newsletter electronically to the Website Board Member before the 25th of the month.
Distribution
- Assemble approximately 50 newsletters with labels for mailing.
- Print labels for approximately 50 newsletters as well as invitations for New Resident Coffees (if applicable) and Holiday Open House parties.
- Take the newsletters to the post office for mailing. Keep updated on bulk rate procedures.
- Provide Village Hall with extra copies of newsletter to send out to new residents.
- Attend monthly board meetings and include any pertinent information on newsletter distribution
- After Kickoff Coffee - upload new members and any changes to existing members to the database in order to perform e-mailings through the website.
- Send out e-mail reminder to previous year's membership about Kickoff Coffee in September, and to members throughout the year on other special events. President or other appropriate Board Member to provide verbiage for e-mail specifics on event.
- Send out reminders to members through database e-mails for major events. Again, board members to provide their own write-ups and e-mail should go out within 24-48 hours of receiving the information. Reminders occur approximately 8-10 times a year.
- Send out monthly e-mailed version of the newsletter to all who requested it from August to May.
Website
- Update the website with all new and pertinent information provided by the Board for the calendar year including: names of new board members, newsletter contact, and philanthropy selection.
- Make sure that the hosting and domain registrations are all current.
- On the website, update all e-mail links to Village Board members.
- Delete all outdated information on the website from special events to new upcoming events etc.
- Attend monthly board meeting and include any pertinent information on the website.
- Confirm the list of Upcoming Events listed on the webpage.
- Confirm that reservation forms for special events are available on website.
- Update any PR information to our webpage- links to Pioneer Press articles, highlights of special events, and photos. Coordinate with Publicity Chairperson.
- Make any changes as needed to the website as required throughout the month.
Advisor (Past President)
- Serves as an ex-oficio member of the Board.
- Provides assistance and advice to the President.
