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-Chair
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 – The annual 990-N tax form should be prepared electronically and be submitted to the IRS (usually via National).
• The Treasurer will perform other duties of a financial nature as requested by the Board or President.
Public Policy
2-year appointed position
Voting Member, Board of Directors
Responsibilities:
• Chairs the Public Policy Committee and recruits members for the Public Policy Committee
• Leads committee members in studying public policy issues of local interest related to the AAUW mission and reports those findings to Board and membership. If action is warranted, seeks Board approval of policy statement and action plan.
• Provides public policy education to members through the newsletter,and general meetings.
• Develops coalitions with organizations supporting AAUW public policy priorities and arranges for branch participation in community coalitions/events. These must be non-partisan in nature The decision to work in a coalition needs to be approved by the Board.
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. 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 Community Action group events and functions
o Public Policy Committee advocacy policies, studies, and/or positions;
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 organizations’ programs, projects, and interest groups. Management of the publication and printing is the responsibility of one of the Co-Chairs. Publication to be available September 1 of each year.
• Distribute and maintain monthly 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 our 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 the Summer Social, and 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-Chairs
2-year elected term; 2 Co-VP’s will serve staggered terms
Member, 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 Yavapai College regarding available dates for general meetings at the Community Room in the library. Find alternate locations for meetings if Community Room/Yavapai College is not available. Communicate with audio-visual 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.
• Coordination of the March neighborhood meetings. President Elect will plan the topics and prepare the discussion material for the meetings. Co-chairs will facilitate YC room assignments.
• 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.
• Collect bios from elected officers for Archives.
• Take minutes for Recording Secretary in her absence.
• Keeps a log of correspondence and submits a monthly report to the board.
Community Action Co-Chairs
2-year appointed term, serving staggered terms
Member: Board of Directors; the co-chairs will share a vote
Responsibilities:
• Oversee activities that they and the board of directors believe will represent the branch mission. New activities must be presented to, and approved by, the board of directors.
• Responsible for communication with membership through the newsletter (submit an article bi-monthly about CA activities), electronic mail, the website (update photos following activities), and announcements at monthly meetings to ensure participation by the membership at large.
• Activity-specific sub-committee chairs (e.g., Sister-to-Sister, Reality Store, Girls Rock-It, etc.) will form committees of volunteers to carry out agreed-upon action plans.
• Prepare reports requested by the branch and state presidents, and to meet with the treasurer to reconcile accounts, if necessary.
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. She also represents AAUW on the Yavapai College committee selecting recipients for the Mary Alice Moulton Childcare scholarship.
• 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 and 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 to the two scholarship funds by educating them about the scholarships and the Yavapai College Foundation. She will also encourage contributions from members to the National AAUW Funds, particularly at the Holiday Brunch through the Red Envelopes.
Hospitality Chair(s)
2-year appointed term (1 or 2 people)
Reports to Program Co-VPs
Responsibilities:
• Co-ordinates refreshments (including water) offered at AAUW General Meetings by organizing volunteers from Neighborhood Groups
• Prepare, decorate and clean up the serving area before and after meetings placing table cards with designation the Neighborhood(s) providing refreshments.
• 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.
• On the first day of each month of a General Meeting, send an email to the members in the assigned Neighborhood Group(s) asking for volunteers to provide water and food.
AAUW 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