Job Descriptions

By Donna Cerna | May 28, 2023

1st Vice President: Luncheon and Reservations

General Description:

Responsible for scheduling, organizing, and overseeing monthly luncheons as approved by the Board.

Duties

  1. Attend all Board Meetings and luncheons as much as possible
  2. Set up a three-month rolling calendar for the year with the help and advice of the president and Board. Report progress to the board each month and assign a replacement when unable to attend luncheon.
  3. Work with restaurant staff, in advance of the luncheon, to establish a menu, costs, sufficient seating and other logistics
  4. Receive and track reservations as received through the Newcomers website, by email or phone
    Send the final attendee list to:
  • Treasurer
  • New Member Liaison
  • Decorating
  • Birthdays
  • President
  1. Submit promotional description to the Web Editor for the website. See Web Schedule below. Details to include: date; time; place; cost and any other information needed to entice participation
  2. Give a final report to the June Board Meeting to help with future planning

Skills

  1. Sound organization and planning skills
  2. Team player; works well in a collaborative environment

Time Requirements

2 to 3 hours a month

Web Schedule

May 10 deadline to promote June luncheon

Jun 10 deadline to promote July Luncheon

July 10 deadline to promote August luncheon, etc.

Second Vice President – Membership

General Description:

Track and update all pertinent data on members including name, address, phone(s), email address, where they moved from and name of spouse. Make the information available as required.

Duties

  1. Attend all Board Meetings, luncheons and Coffee Corners as much as possible
  2. Maintain membership database
  3. Mail membership renewal information to members by May 10th. Collect and submit all monies for dues to the Treasurer in a timely manner
  4. Send an updated membership roster to Email Communication person, monthly
  5. Compile, design and print master of directory
  6. Set a deadline in May for directory distribution in July. Mail the new directories
  7. Accept calls, emails, and web inquiries from potential new members and explain details of membership and mail applications as needed
  8. Respond to new members who submit applications and dues by mailing them a directory, brochure, and refer them to the By Laws on the website
  9. Create a database of members who wanted printed copies of the newsletter
  10. Provide a monthly birthday list to Web Editor, Birthday and New Member Liaison
  11. Monthly when new members join, forward name and contact information to: President, Recruitment, New Member Liaison, Email Communication, and Activities
  12. Design and update new member flyer
  13. Give a final report at the June Board Meeting to help with future planning

Skills

  1. Excellent interpersonal and communication
  2. Strong organizational and computer knowledge
  3. Team player; works well in a collaborative environment

Time Requirements

2 to 4 hours a month, with an increase in May-June during directory preparation

Activities-Games

General Description:

Assist in creating new game groups as well as working with existing groups. Keep a master substitute list for game leaders. Host two or more Game Days per year.

Duties

  1. Attend Board Meetings and Luncheons as much as possible
  2. Plan two or more Game Days per year with the help and advice of the president and the Board by the June Board Meeting
  3. Announce and recruit for upcoming activities at luncheons and coffees, have a sign-up sheet ready at all meetings
  4. Help create new game groups and add to existing groups
  5. Submit promotional description to the Web Editor for the website. See Web Schedule below Details to include:
    1. Date
    2. Time
    3. Place
    4. Cost
    5. Any other important details (for example carpooling) to entice participation
  6. Update the master substitute list when you are notified by the Membership person. Encourage game leaders to give new members priority when calling for subs
  7. Give a final report to the June Board Meeting to help with future planning

Skills

  1. Organizational and interpersonal
  2. Friendly and outgoing
  3. Team player; works well in a collaborative environment

Web Schedule

May 10 deadline to promote June/July event

Jun 10 deadline to promote July/August event

July 10 deadline to promote August/September event, etc.

Time Requirements

4 to 6 hours per activity

Auditor

General Description:

Responsible for annual review of Newcomer & Friends of Santa Clarita�s financial records to ensure accurate reporting and following accepted accounting principles. Identifies issues and makes recommendations for improvement. Provides annual audit report to the Board.

Duties

  1. Attend all Board Meeting and luncheons as much as possible
  2. Audit financial records, receipts, and other documents at the end of the outgoing President�s term to ensure validity of financial records
  3. Present annual audit report in writing to the Board and when appropriate makes recommendations for improving Treasurer�s monthly accounting and reporting process
  4. Complete any audit necessitated by change of Treasurer or as requested by the President

Skills

  1. Additional to detail
  2. Sound ability to review financial records and identify discrepancies.
  3. Communicates clearly, written and verbal
  4. Team player; works well in a collaborative environment

Time Requirements

2 to 3 hours per audit

Birthdays

General Description:

Responsible for spreading joy at the monthly luncheons by recognizing members� birthdays with a card and $5 luncheon certificate and then leading to sing Happy Birthday. If you can�t attend a luncheon, coordinate with another board member to hand out cards.

Duties

  1. Attend monthly Board Meetings and luncheons as much as possible
  2. Obtain list of birthdays each month from the Second VP – Membership. Obtain list of luncheon attendees from the First VP – Luncheons. Cross reference lists to determine birthday members attending who will receive cards. (Only members who attend the luncheon will receive the cards.)
  3. Purchase, sign and assemble birthday cards and certificates each month
  4. At the luncheon create a joyful recognition of members celebrating a birthday for that specific month. Announce each name and give them a card. Always ask if we missed someone, then lead the group to sing Happy Birthday
  5. Give a final report at the June Board Meeting to help with future planning

Skills

  1. Organization
  2. Team player; works well in a collaborative environment

Time Requirements

1 hour a month

Decorations

General Description:

Responsible for designing, setting up and breaking down luncheon table decorations.

Duties

  1. Attend all Board Meeting and luncheons as much as possible
  2. Align with Social when a luncheon theme is planned. Solicit and form a team of volunteers who wish to help with table decorations
  3. Utilize annual decoration budget to obtain decoration materials
  4. At the luncheons, set up and break down table decorations. When unable to attend a luncheon, find replacement to handle duties
  5. When desired, raffle off table decorations at monthly luncheon
  6. Give a final report at the June Board Meeting to help with future planning

Skills

  1. Decorating skills and experience with crafts
  2. Creativity is a plus!
  3. Team player; works well in a collaborative environment

Time Requirements

3 to 5 hours a month

E-mail Communication

General Description:

E-mail members the monthly reminder and in the event of special news or emergency only as directed by the president (or Executive VP).

Duties

  1. Attend Board Meetings and Luncheons as much as possible
  2. Maintain an email address list of all members (supplied by 2nd VP-Membership)
  3. Update the address list as needed (supplied by the 2nd VP-Membership)
  4. Design and edit all announcements to be sent out
  5. Give a final report to the June Board Meeting to help with future planning

Skills

  1. Organized and sound written communication
  2. Proficient on the computer
  3. Team player; works well in a collaborative environment

Time Requirements

2 hours a month

Executive Vice President

General Description:

Assist the president as requested, follow through on Board decisions.

Duties

  1. Attend and all Board Meetings, luncheons, and Coffee Corners as much as possible
  2. Preside over Board Meetings or luncheons, if the president cannot attend
  3. Be available to provide advice, mediation, and problem resolution along with president. Be the president�s confidant
  4. Begin presidential duties in March by meeting first with the budget committee and then meet with board members as desired, individually or in groups, to plan activities for the year
  5. Give a final report at the June Board Meeting to help with future planning

Skills

  1. Excellent interpersonal and communication skills are required
  2. Strong organizational and problem-solving skills
  3. Team player; works well in a collaborative environment

Time Requirements

2 to 3 hours a month

Explorers

General Description:

Responsible for scheduling, organizing, and overseeing day and overnight trips as approved by the Board.

Duties

  1. Attend all Board Meetings and luncheons as much as possible
  2. Set up a calendar of three or more events for the year with the help and advice of the president and the Board by the June Board Meeting. Coordinate with Social calendar
  3. Submit promotional description to the Web Editor for the website and Facebook page See Web Schedule below. Details to include:
    1. Date
    2. Time
    3. Place
    4. Cost
    5. Any other important details (for example carpooling) to entice participation
  4. Promote upcoming trips at the luncheons. Provide sign-up sheets and answer any member questions. When unable to attend a luncheon, identify a committee member to handle the duties
  5. Give a final report to the June Board Meeting to help with future planning

Skills

  1. Sound written and verbal communications skills
  2. Outgoing and friendly demeanor
  3. Team player; works well in a collaborative environment

Web Schedule

May 10 deadline to promote June/July event

Jun 10 deadline to promote July/August event

July 10 deadline to promote August/September event, etc.

Time Requirements

2 to 3 hours a month, more during overnight trips

Historian

General Description:

Responsible for creating a photo album for the outgoing president by take multiple pictures of Board and Newcomers members during luncheons and special events.

Duties

  1. Attend all Board Meetings and luncheons as much as possible
  2. Attend luncheons and special events to capture a variety of photos to be complied into a yearlong memory book
  3. Identify a substitute photographer when unable to attend a luncheon or scheduled event
  4. Compile photos into a memory book. Present memory book to outgoing president at yearly installation of new Board Members and president
  5. Give a final report at the June Board Meeting to help with future planning

Skills

  1. Enjoys taking photos
  2. Ability to create a photo album with text using online photo book publishers
  3. Team player; works well in a collaborative environment

Time Requirements

2 to 3 hours a month

Hostess

General Description:

Responsible as a team of hostesses to greet and seat members at luncheons. Provide special treatment to new members to make them feel welcome.

Duties

  1. Attend monthly Board Meetings and luncheons as much as possible
  2. Greet new members at luncheons and assist with filling out a name tag. For new members, a hostess places a flower sticker on the name tag indicating their first time attending a luncheon
  3. Ensure all other luncheon attendees fill out and wear a name tag
  4. Introduce new members to the New Member Liaisons who will assist with a finding a seat
  5. Give a final report to the Board to help with future planning

Skills

  1. Friendly and out-going
  2. Team player; works well in a collaborative environment

Time Requirements

1 to 2 hours a month

Web Editor

General Description:

Collect, organize, edit, and proofread articles submitted by Board Members.

Duties

  1. Attend all Board Meetings and luncheons as much as possible
  2. Remind Board Members deadline for articles is the 10th of each month and to use the template provided by Web Editor
  1. Submit web updates to webmaster by the 15th of each month
  2. Verify Webmaster has published updates between the 20th and 25th of each month
  3. Inform Email Communication chair to send out the email announcement, include luncheon information and any upcoming event, by the 25th of each month
  4. Assist Webmaster with annual updates in design, theme, etc. in June when a new president takes office
  5. Ensure website has current information as needed
  6. Give a final report to the Board to help with future planning

Skills

  1. Excellent computer, email, communication, writing, and proofreading
  2. Team player; works well in a collaborative environment

Website Schedule

10th of each month deadline for chairs to submit article

20th of each month deadline to submit to webmaster

25th of each month website updates are published

25th of each month instruct Email Communications Chair to send monthly reminder, include luncheon or other event promotion

Time Requirements

4 to 8 hours a month with extra hours for the June annual updates

Luncheon Programs

General Description:

Responsible for scheduling and organizing speakers for luncheons as approved by the Board.

Duties

  1. Attend all Board Meetings and luncheons as much as possible
  2. Set up a three-month rolling calendar for the year with the help and advice of the president and Board
  3. Select restaurants according to space available so we do not intrude on other patrons
  4. Work VP of Luncheons to verify venue approves use of our speaker system
  5. Select restaurants according to space available.
  6. Submit promotional description to the Web Editor for the website. See Web Schedule below. Include a short bio of the speaker and other information needed to entice participation
  7. Give a final report to the June Board Meeting to help with future planning

Skills

  1. Sound organization and planning skills
  2. Team player; works well in a collaborative environment

Time Requirements

2 to 3 hours a month

Web Schedule

May 10 deadline to promote June luncheon

Jun 10 deadline to promote July Luncheon

July 10 deadline to promote August luncheon, etc.

New Member Liaison

General Description:

Responsible for contacting new members to make them feel welcome and to inform them about the club.

Duties

  1. Attend and all Board Meetings, luncheons, and Coffee Corners as much as possible
  2. Upon receiving a monthly new member listed from the 2nd Vice President of Membership, contact new members as soon as possible and invite them to the luncheon and Coffee Corner
  3. Greet new members at luncheons using the list of attendees from First VP. Seat them at your table and introduce them to other members
  4. Give a final report at the June Board Meeting to help with future planning

Skills

  1. Friendly and out-going
  2. Team player; works well in a collaborative environment

Time Requirements

2 to 3 hours a month

Opportunity Drawing

General Description:

Responsible for luncheon raffle ticket drawings. Encourages donation of raffle gifts.

Duties

  1. Attend all Board Meetings and luncheons as much as possible
  2. Organize prizes and set up raffle before each luncheon
  3. Generate interest in raffle and sell tickets
  4. Distribute raffle prizes as follows: Count the funds collected. Half is given to

the treasurer, the other half is divided into three envelopes

  1. Conduct raffle and award three cash prizes to the first three winners. A $20.00 gift card is awarded to the 4th winner. All other gifts are distributed last.
  2. When desired, raffle off table decorations
  3. Give a final report at the June Board Meeting to help with future planning

Skills

  1. Friendly and out-going
  2. Team Player; works well in a collaborative environment

Time Requirements

2 hours a month

Parliamentarian

General Description:

The Parliamentarian shall be responsible for maintaining and updating the Newcomers Bylaws, and make the current version available for publication on our website.

Duties

  1. Attend all Board Meeting and luncheons as much as possible
  2. Answer parliamentary procedure questions and provide advice before making a ruling
  3. Organize a committee to review the current bylaws and recommend needed changes to be approved by the Board when required

Skills

  1. Knowledgeable and experience with�Robert�s Rules of Order
  2. Team player; works well in a collaborative environment

Time Requirements

1 hour a month or more when revisions are required

President

General Description:

The president shall be an ex-officio member of all standing and special committees. The president shall preside over all Board and general meetings (luncheons) and other duties as usually pertain to the office of President. The president shall oversee all committee chairpersons to insure they are fulfilling their duties. The president may not serve two (2) consecutive terms.

Duties

  1. Attend and preside over all Board Meetings and luncheons. Attend Coffee Corners and all club events as much as possible
  2. Follow the Annual Schedule of the President
  3. Provide a President�s Message to the web editor by the 10th of each month
  4. Encourage all board members to attend Board Meetings so they may submit reports of their activities to the Board
  5. Ensure all members follow the By Laws and Guidelines as provided
  6. Be available to provide advice, mediation and problem resolution as required by members
  7. Develop the annual budget with the Treasurer after the March elections
  8. Ensure guests and new members are recognized at luncheons and made to feel welcome
  9. Chair the Nominating and Installation Committees
  10. Update job descriptions and make folders for next year�s Board
  11. Plan the June Potluck for incoming/outgoing board, and Holiday Potluck for Board Members

Skills

  1. Excellent interpersonal and communication
  2. Strong organizational and problem solving
  3. Team player; works well in a collaborative environment

Time Requirements

8 to 10 hours a month

Publicity

General Description:

Responsible for creating a positive and engaging reputation for Newcomers & Friends of Santa Clarita through timely news releases to local publications and social media sites.

Duties

  1. Attend all Board Meetings and luncheons as much as possible
  2. Plan three months in advance, media releases for local publications based upon the Newcomers calendar of events
  3. Arrange for photos to be taken at major events and obtain permission from members to release photos that include their picture
  4. Maintains an up-to-date list of all media contacts
  5. Give a final report at the June Board Meeting to help with future planning

Skills

  1. Sound written and verbal communication
  2. Well organized
  3. Team player; works well in a collaborative environment

Time Requirements

1 to 2 hours per month

Recruitment

General Description:

Schedule and organize monthly New Member Coffees (Coffee Corner) to encourage growth in membership, including assistance at luncheons to welcome new members.

Duties

  1. Attend Board Meetings, Luncheons, and Coffee Corners as much as possible
  2. Set up a calendar for the year with help and advice of the Board. If you are unable to addend coordinate with another board member to attend in your place
  3. At the Coffee Corner greet potential new members and provide them with an application
  4. Be available to advise and consult with potential new members and direct them to the right person who can answer questions
  5. Give a final report at the June Board Meeting to help with future planning

Skills

  1. Friendly and outgoing
  2. Team player; works well in a collaborative environment

Time Requirements

3 to 4 hours a month

Secretary

General Description:

Take notes at each Board Meeting and keep record of all minutes for the year.

Duties

  1. Attend all Board Meetings and Luncheons as much as possible
  2. Take notes at each Board Meeting and retain for two years
  3. Circulate a sign-in sheet for members in attendance at each Board Meeting
  4. Read the minutes at the beginning of each Board Meeting, making corrections if needed
  5. Email a copy of the minutes to the president within seven days of the Board Meeting
  6. Take minutes at the Election Meeting during the March luncheon
  7. Email a copy of the latest approved minutes to the Web Editor
  8. Give a final report to the June Board Meeting to help with future planning

Skills

  1. Good listening and typing
  2. Excellent interpersonal skills
  3. Team player; works well in a collaborative environment

Time Requirements

3 to 4 hours a month

Special Note

You may pause the meeting as needed so you may catch up with your note taking

Social Events

General Description:

Responsible for scheduling, organizing, and overseeing social events as approved by the Board.

Duties

  1. Attend monthly Board Meetings and luncheons as much as possible
  2. Set up a calendar of 3 or more events for the year with the help and advice of the president and the Board by the June Board Meeting. Coordinate with Explorers calendar
  3. Enlist volunteers as needed to be accomplish all necessary tasks for set up and breakdown
  4. Report progress to the Board each month or email the president the report if you are unable to attend
  5. Submit promotional description to the Web Editor for the website and Facebook page. See Web Schedule below. Details to include:
    1. Date
    2. Time
    3. Place
    4. Cost
    5. Any other important details (for example carpooling) to entice participation
  6. Give a final report to the Board to help with future planning

Skills

  1. Sound written and verbal communications skills
  2. Outgoing and friendly demeanor
  3. Team player; works well in a collaborative environment

Web Schedule

May 10 deadline to promote June/July event

Jun 10 deadline to promote July/August event

July 10 deadline to promote August/September event, etc.

Time Requirements

2 to 3 hours a month

Sunshine

General Description:

Mail cards acknowledging illnesses, bereavements, or special events on behalf of Newcomers & Friends.

Duties

  1. Attend all Board Meetings and Luncheons as much as possible
  2. Receive reports of illness, loss, special events, etc. and send appropriate cards
  3. Respect the privacy of members
  4. Give a final report to the June Board Meeting to help with future planning

Skills

  1. Sound written communication
  2. Legible handwriting
  3. Team player; works well in a collaborative environment

Time Requirements

1 to 2 hours a month

Special Note

You will be provided a budget for cards and postage.

Telephone

General Description:

Arrange for contacting members in the event of special news or emergency.

Duties

  1. Attend Board Meetings and Luncheons as much as possible
  2. Maintain a copy of the membership roster of members who don�t have email
  3. Develop a �phone tree� to reach out to all members who don�t have email during a crisis or as directed by the president
  4. Give a final report to the June Board Meeting to help with future planning

Skills

  1. Be a good communicator
  2. Team player; works well in a collaborative environment

Time Requirements

Infrequent

Treasurer

General Description:

Keep record of all financial transactions for Newcomer�s and Friends.

Duties

  1. Attend all Board Meetings and luncheons as much as possible
  2. Chair the Annual Budget Meeting in April and submit the proposed budget for approval at the May Board Meeting
  3. Provide a monthly report detailing income and expenses at each Board Meeting
  4. Reconcile bank statements monthly. Retain records for two years
  5. Make deposits in a timely manner and keep a record of checks/cash received
  6. Collect monies at all luncheons as members arrive at the venue. Pay the venue at the end of the luncheon via club check or debit card
  7. Reimburse members for expenses as allowed by the budget and keep track of invoices for each expense
  8. Keep track of individual Board Members� budgets and notify them if nearing their limit
  9. Prepare records and schedule an audit prior to the June Board Meeting
  10. Give a final report to the June Board Meeting to help with future planning

Skills

  1. Understanding of budget and finance
  2. Able to track budget and create reports
  3. Team player; works well in a collaborative environment

Time Requirements

4-5 hours a month

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