FUN Mothers’ Club Leadership Position Descriptions

Updated September 2023

ALL BOARD MEMBERS MUST

• Ensure implementation and abiding of the FUN Mother’s Club by-laws, code of conduct and community guidelines.

• Maintaining a budget and tracking expenditures/transactions

• Attend and participate in Monthly Board Meetings by providing updates and feedback.

• Find and train a replacement for next term

LEADERSHIP TEAM

Co-Presidents/ President

Oversee all facets of the Club. Be the main representative of and spokesperson for the Club to outside groups. Mediate and resolve conflicts within the Board and the Club. Keep general membership informed of decisions and updates regarding the Board and Club, ex: listing board meetings in the newsletter and on Wild Apricot. Draft initial budget with the Treasurer, review it monthly and consult on all updates.  Act as second signatory(ies) for the Club bank account at Bank of America. Prepare agenda and chair the monthly Board meetings, and edit/approve the minutes. Attend General meetings and make announcements of upcoming events. Recruits members for vacant Board positions. Hold all board members accountable for their commitments and support them  as needed. Oversee the formation and modification of any Club documentation (e.g. bylaws, policies, forms). Coordinate with and assist Treasurer with filing of yearly IRS/State tax documents. Organize and administer mid-year club evaluation, report results back to membership via newsletter with actions planned. Maintain compilation of important information that transfers with each term. As Wild Apricot Administrator: approve applicants for membership, update the membership fees in the system, help Moderator to verify information posted is accurate and follows by-laws, ensure events are promoted, etc. Organize and execute Board social(s). Write a monthly newsletter article from the President and support Editor in proofing newsletter. At end of term, act as advisor to incoming board.

Vice President

Train for the office of President to allow for continuity of leadership. Assist and support the President in carrying out her duties or takes on some of those duties as the President and Vice President mutually agree. Facilitate and preside over board or general meetings in the absence of the President.

Maintain the info@funmothersclub.org email account. Respond to all email inquiries from potential new members, advertisers, etc. Pass on contact info to appropriate board member. Upon contact with potential new members, discuss the functions, activities, and benefits of the club. Email relevant information to interested potential members. Be available to answer questions by phone or email from new members who have just signed up (contact info will be included in Big Tent welcome email).

President and Vice President will be responsible for hosting the October Year End Member Appreciation Social: Choose location, plan for dinner, post events as needed for the October Year End Dinner. 

Treasurer

Assist President to formulate initial budget. Receive all funds for the club. Act as primary signatory for the bank account. Be chief custodian of funds, keeping an accurate record of all monies received and paid out (i.e.: member reimbursements and bills due). Coordinate with and assist the President and Vice President with filing of yearly IRS/State tax documents. File and preserve all receipts, bank statements and cancelled checks. Collect and record dues. Attend Board Meetings to update the board on financial status of the club. Prepare an updated monthly budget for board and post in the Wild Apricot Board folder. Prepare financial report for newsletter as needed/requested. Report any irregularities regarding Club funds to the President as soon as possible. Visit PO Box on regular basis to retrieve mail, distribute to appropriate board member. Follow up with members or potential member’s payment issues. Communicate with board members re: payments, contracts received and line item budget updates.

Secretary 

Record and write up the minutes from all board meetings. Send minutes to the President for review, then post in Board Subgroup folder on the google drive and send out announcement to board. Organize voting forms preparation, distribution, collection and tabulation of results for any club wide votes.

COMMUNICATIONS TEAM

Community Outreach Coordinator

Maintains a presence in the community. Provides opportunities for FUNMC to give back to the community. Creates and maintains partnerships with other organizations.  Provide updates to the Board and the rest of our Members about resources available to parents. Collect contributions from Club members, often at FUN Mothers’ Club events, for a local family-oriented charity. Deliver donations to the designated non-profit organization. Research and coordinate participation in charitable events that our members may be interested in, such as Super Hero Heart Run. Connect interested Club members with volunteer opportunities (one-time and ongoing volunteer events). Provide Community Outreach Updates to let members know of upcoming community events, volunteer opportunities, and ways to give back.

Social and Web Marketing Coordinator

Leads social media presence. Follows and updates FUNMC Online Code of Conduct.  Updates and maintains FUNMC website. Moderate all member-generated content in line with the moderation policy for each community (Facebook, Whatsapp, and Instagram).  Moderator will notify those who violate these guidelines. Generate, edit, publish and share content when appropriate (invites, pictures, video or HTML) to promote club activities.  Maintain and optimize FUNMC pages within Facebook and Twitter to increase visibility of the club.

Member Communications and Engagement Coordinator 

Briefs FUNMC members on updates and decisions made by the Board. Engages and surveys members and makes recommendations for changes and improvements to the function of the FUNMC based on research. Liaison between the Board and the FUNMC Members. 

Club Promotions and Membership Coordinator 

Act as Club Representative to all sponsorship and donations. Builds and maintains relationships and network with the FUNMC community. Heads and acquires sponsorships and donations.  Leads membership drives. Maintains an up to date list of donations and works with the Board to distribute donations and sponsorships to FUNMC Members and the community.  Establish and maintain a good relationship with current advertisers to ensure a high satisfaction level. Submit ads to the Newsletter Layout. Maintain records with list of advertisers, all current signed contracts, current rates and current specs. Follow up with advertisers as their contract expires to arrange for a new contract, if applicable. Request on time payments and assist Treasurer in reconciling as needed. Follow up with inquiries and contact potential clients with pricing and samples.

EVENTS TEAM

Member Only Events Coordinator 

Responsible for the planning and coordination of FUNMC events (specifically Mom Only Events e.g: May Pampering). Creates a calendar of such events for the year. Posts and emails invitations on the FUN Mother’s Club website. Communicate with other committee members and involve them in the planning  process as assistants/ co-leaders/ leaders of events. 

Manage all aspects of the May Pampering Event including, but not limited to: recruiting volunteers to plan and execute May Pampering Event before the event. Coordinate volunteers and assign responsibilities. Find venue for May Event. Compose and send via mail or email, letters of solicitation for donations and services of pampering such as hair, massage, waxings, reflexology (as desired), food, decorations, and door prizes. Coordinate with treasurer for monies and reimbursements for necessary materials. Stay within designated budget. Promote event on social platforms.

Family Events Coordinator(s) 

Responsible for the planning and coordination of FUNMC events (specifically family friendly events). Creates a calendar of such events for the year. Posts and emails invitations on the FUN Mother’s Club website. Communicate with other committee members and involve them in the planning  process as assistants/ co-leaders/ leaders of events.  

Monthly Social Coordinator(s)

Responsible for the planning and coordination of FUNMC events (specifically social events and opportunities, may include coffee socials and Mom Night Out, new member welcome, etc). Creates a calendar of such events for the year. Posts and emails invitations on the FUN Mother’s Club website. Communicate with other committee members and involve them in the planning  process as assistants/ co-leaders/ leaders of events.  

Preschool and Enrichment Fair (PSEF) Chair

Responsible for the planning and coordination of FUNMC Preschool and Enrichment Fair, yearly fundraiser. Creating, maintaining, and delegating tasks to the PSEF committee.  Adjusting task timeline to meet deadlines. Make modifications to the event to best benefit FUNMC and the Community attendees. Planning may begin in the previous fiscal year, otherwise, in October, plan and secure a sponsored venue and confirm the details of the venue for the fair. In November, prepare and invite a list of preschools to participate in the fair. Get sponsorships for the fair. Send out invitation letter to preschools. In December, send out reminder and collect payment. Promote and advertise the fair on Wild Apricot and FUNMC newsletter & other social media (Facebook, Instagram). Prepare and distribute Fair Flyers to public. In January, do more advertisements & more promotions. Liaise with sponsored venue the arrangement of the tables/chairs for the fair, the participant list, organize entertainments for the fair. In February, focus on details of the event; coordinate volunteers to set up and cleanup the event. Gather volunteers to help with registration, flow of the traffic, food/beverage sales, & after event cleanup.