Petaluma Mothers' Club

2008-2009

(Please note that all are volunteer positions)

Board Positions:

Board members are required to attend monthly board meetings (held the 1st Wednesday of each month), or attempt to find a replacement among the non-Board members.

PRESIDENT:
POSITION FILLED by Chrissy Minick
(Recommended, but not required, that this position be filled by someone with previous PMC volunteer experience.)

• Point of contact for club members and community
• Run monthly board meetings
• Include old business and new business and map out time frame for meeting
• Send agendas so that board members receive them at least two days prior to meeting
• Set agendas for the board meeting
• Obtain minutes from secretary, to be proofed for approval at meeting
• MC monthly general meetings
• Submit President's Desk article for monthly newsletter
• Ensure accuracy of the President's website page(s) and contact information within the website. Send website content and/or updates to the webmaster monthly.
• Mediate problems within the club and maintain confidentiality
• Follow up on staff performance and reassign tasks as needed
• Delegate/select back-up for all board and non-board positions as needed
• Act as secondary signatory for bank account
• Responsible for all aspects of the annual “Magnolia Award” that is presented to a member at the Spring Tea.
• At conclusion of term, oversee transition of board members and remain available as advisor to new Board, if so requested

VICE PRESIDENT:
POSITION FILLED by Veronica Blaustein

• Support and back-up for President
• Coordinate and mail annual member survey
• Receive completed surveys, compile results and report to board
• Attend monthly board meetings
• Attend monthly general meetings
• Coordinate child care for general meetings when applicable
• Support President in delegating/selecting back-up for all board and non-board positions as needed
• Assist the event coordinators in maintaining the storage unit, which includes inventory

SECRETARY:
POSITION FILLED by Nikki Doble

• Send correspondence as directed by the Board
• Record detailed board meeting minutes
• Forward minutes to the Webmaster for posting within two weeks
• If unable to attend board meetings, make arrangements for another member to take minutes.
• Assist President in maintaining PMC Bylaws, including job descriptions and arrange for Board/membership voting process when needed.
• Communicate any reassignments of duties to board and/or club as needed
• Maintain supply of letterhead, brochures, membership applications, flyers and other office supplies
• Maintain and distribute to board and club, as appropriate, a PMC events calendar for the year
• Archive files of board meeting minutes

TREASURER:
POSITION FILLED by Ruth Thompson Mann

• Maintain payables and receivables
• Coordinate with volunteers responsible for membership dues, newsletter ads, eScrip, raffle and all other income-generating activities to assure accurate collection
• Maintain balanced checkbook, make bank deposits, and write checks as needed
• File and preserve all receipts, bank statements and cancelled checks
• Maintain insurance for club events
• Coordinate Tax Filing
• Develop full year budget with input from the Board
• Distribute monthly Treasurer's Report to the Board
• Report actuals to budget comparisons as requested by the Board
• Report cash totals at all board meetings and give a copy of the balance sheet to the secretary so that she can include this in the monthly recording of the board meeting minutes, to include actuals to budget comparisons
• Handle changeover for incoming treasurer (e.g. signature cards, account information, etc.)
• Any irregularity regarding club monies shall be brought to the attention of the President as soon as possible

NEW MEMBER COORDINATOR (Part of the Welcome Team):
POSITION FILLED by Julie Lannert
(Part of the Welcome Team)

• Answer phone inquiries on PMC voice mail and forward to appropriate persons as necessary, 2 times weekly at a minimum (adjust outgoing voicemail message to address urgent member concerns to another number)
• Mail out membership application packets, including volunteer forms, to interested moms. Receive incoming applications from Postmaster or special events
• Make welcome phone calls to new members and mail out new member packets as soon as possible (within one week of receiving completed application)
• Invite new members to upcoming new member functions (tea, etc.), general meetings and club events
• Submit new member information to the newsletter
• Place membership applications in storage unit at the end of each term

COMMUNITY LIAISON:
POSITION FILLED by ***POSITION OPEN***
(Part of the Community Involvement Team)
(Strongly recommended that this position to be shared by two people, which will ensure automatic back-up)

• Optional: Write monthly “Serving the Community” piece for newsletter
• Optional: Write “Storytimes” for newsletter
• Identify community events for PMC participation and coordinate those events (Butter and Eggs Parade, CPR class, Kid Power, car seat check-up, preschool fair at FEC Family Fun day, ACS Relay for Life). Submit neccessary info to the newsletter and the Webmaster for announcements.
• Communicate to membership any community volunteer and donation opportunities.
• Communicate with Publicity to arrange for press releases about PMC participation.
• Support FEC (Family Education Center), PACT (Parents and Communities Together) and other community groups.

SERVICE PROJECT COORDINATOR(S):
POSITIONS FILLED by ***POSITION OPEN***
(Part of the Community Involvement Team)
(Recommended to be a shared role)

• Organize at least 3-4 service projects per year to benefit groups in the community or abroad. (These groups should be focused on children, mothers, or families)
• Write occasional newsletter articles about volunteer opportunities in the community.
• Maintain list of volunteer opportunities on the PMC Web site.
• Serve as a contact for members who would like to see the group participate in specific projects for organizations or individuals in need.
• Communicate to PMC membership (and general community, as appropriate), via newsletter and online contact, etc. about the service projects.
• Provide announcements and/or updates to webmaster, publicity and newsletter when needed.
• Assist Community Liaison(s) with ACS Relay for Life or any other community events if needed.

NEWSLETTER EDITOR:
POSITION FILLED by **OPEN POSITION**
(Strongly recommended that this position be shared by two people, which will ensure automatic back-up)

• Recruit newsletter team, including volunteers for layout, business ads, events calendar and mail prep.
• Set themes for the year.
• Set time line of receipt of content, transmission of edited content to layout, first proof, transmission of final proof to printer, and printed newsletters to bulk mail.
• Communicate with contributors and printer
• Research, collect and organize content for each issue
• Edit all contributions
• Write editorial and features as needed
• Attend board meetings
• Transmit content to layout volunteer
• Edit drafts and okay final proof at printer
• Back-up all newsletter volunteer positions
• Ensure accuracy of the Newsletter’s website page(s) and contact information within the website. Send website content and/or updates to the Webmaster monthly.

WEBMASTER:
POSITION FILLED by Kelly Smith

• Update Board Member Changes annually and as needed
• Update contact information annually and as needed
• Assists Secretary in making monthly Board Minutes and Annual Planning Minutes available online.
• Post the monthly President's Notes
• Update the Calendar of Events monthly and as needed
• Post General Meeting information monthly on front page and calendar of events.
• Post Newsletter monthly
• Update book club information monthly in Mom's Groups, Bookclub page, and calendar of events.
• Update Playgroup information monthly
• Post Articles and Recipes monthly
• Work with the Board to determine content for front page on monthly basis.
• Respond to webmaster email as needed
• Make updates and changes to PMC website as needed
• Renew subscription with web host
• Renew URL name (www.petalumamothersclub.org)
• Work with entire Board to make the website an accurate, available tool for members.

PROGRAM COORDINATOR:
POSITION FILLED by Michelle Donnelly and Sheri Chlebowski
(Strongly recommended that this position to be shared by two or more people)

• Plan themes for the coming year's general meetings; publicize to club members the years schedule.
• Recruit guest speakers and negotiate speaking fee when necessary
• Introduce speakers at meetings
• Follow up with written thank you to guest speakers
• Submit monthly to newsletter and to the webmaster, the general meeting announcement describing the topic.
• Post announcemnt via email list about general meeting topic a week prior to general meetings.
• In charge of donations and prizes for raffle
• Write meeting recap for newsletter

PUBLICITY:
POSITION FILLED by Kerri Peterson

• Monthly press releases to Press Democrat and Argus-Courier newspapers regarding general meetings and club events
• Work with Community Liaison and event committee chairs to be sure that all events involving PMC members are covered in press releases
• Submit PMC events in event calendars on various websites
• Production (update when needed) and distribution of club flyers and brochures to various locations throughout town
• Present to monthly birthing class regarding the benefits of joining the PMC
• Explore new ways to increase club membership (new and renewing)
• Research and evaluate for recommendations to Board local family publications for advertising options

EVENT COORDINATOR
POSITION FILLED by Christina Wallace, Angie McCall, and Christie Brindmore
(Strongly recommended that this position to be shared by three or four people, this position may be broken up into team leads or "Carnival Event Coordinator" and "Egg Hung Coordinator," etc...)

• Responsible for all club events from inception to completion, including follow-up thank you letters
• Oversee (delegate to) individual event coordinators for (events may vary year to year):
• Fall Carnival
• Pumpkin Patch
• Egg Hunt
• Spring Tea
• Ice Cream Social
• Spaghetti Feed
• Be responsible for the storage and written inventory of all extra party materials
• Plan and book sites for important events with adequate lead time
• Handle all insurance issues for special events, coordinate with Treasurer
• Take suggestions from members regarding ideas for new events and improvements for ongoing events
• When possible, solicit sponsors, goods, or services, from local businesses to offset the cost of events
• Submit necessary info to:
• The PMC newsletter team by the deadline required for all newsletter publications
• Webmaster and Publicity for announcements
• Prepare summaries of financials and overall reviews of each event for the Board at their next meeting
• Communicate with the Board keeping them informed of anything pertinent.

PLAYGROUP COORDINATOR:
POSITION FILLED by Corrina Lozanov

• Receive calls or emails from members and New Member Coordinator and connect member's possible matching groups.
• Maintain current play group roster; contact play group leaders as needed with news and updates.
• Make follow-up calls and/or emails to see if member is pleased with placement.
• Maintain “Open Play Groups,” “Informal Play Groups,” pieces for newsletter
• Maintain “Closed Play Groups” with contacts
• Optional: submit “Play Group Picks” articles for newsletter
• Arrange for Indoor Playground use at the Redwood Empire Gymnastics; communicate to membership about its availability.
• Act as contact person for Kindergym at Redwood Empire Gymnastics
• Serve as main communicator to play groups as needed to recruit volunteers, gather feedback, publicize events, etc.
• Provide announcements and/or updates to webmaster, publicity and newsletter when needed.

FUNDRAISING COORDINATOR:
POSITION FILLED by ***POSITION OPEN***
(Recommended to be a shared role)

• Act as contact person for any outside vendors offering fundraising opportunities for the PMC; evaluate opportunities and report to the President and/or Board for consideration
• Work with PMC officers to establish fundraising goals based on club needs
• Develop new ideas to supplement current fundraising efforts
• Submit necessary info to the newsletter and webmaster of upcoming fundraisers. Communicate to PMC membership (and general community, as appropriate), via newsletter, online contact, and etc., the products, or events for sale.
• Work with the Event Coordinator for events that involve raising funds for the club

CHARITY FUNDRAISING COORDINATOR:
POSITION FILLED by Margaret Scott

• Responsible for arranging fundraisers for charities outside the club (Hosting Families for the Holidays, raising money for homeless shelters, food banks, etc)
• Communicate to PMC membership (and general community, as appropriate), via newsletter and online contact, etc. about the fundraisers
• Assist Community Liaison(s) with ACS Relay for Life or any other community events if applicable

Non-Board Positions:

MEET-N-GREET:
POSITION FILLED by Kim Lupsha, Meaghan Williams, Kristi Burton, Keeli Kahmoson, Christy Howard and Sally McCarthy
(Part of the Welcome Team)
(Recommended to be a shared role)

• Coordinate new member functions: invitations, reminder phone calls or email, etc.
• Submit announcements for newsletter, upcoming dates of new member functions (tea, etc.) with contact information

WELCOME SOCIALS:
POSITION FILLED by Christa Rieger, Corrina Lozanov

• Coordinate new member functions: invitations, reminder phone calls or emails, etc.
• Submit announcements for newsletter, upcoming dates of new member functions (teas, etc.) with contact information

POSTMASTER:
POSITION FILLED by Sara Blankenship

• Retrieve mail from post office box twice a week and distribute to PMC volunteers in a timely fashion
• Deliver completed volunteer forms to Volunteer Coordinator
• Deliver various checks and bills to Treasurer
• Email new member application information to: President, Vice President, Treasurer, New Member Coordinator, New Member Social Coordinator, Volunteer Coordinator, Database Guru and Playgroup Coordinator
• Deliver membership applications to New Member Coordinator
• Email renewal names to President, Vice President, Volunteer Coordinator, Database Guru, Treasurer and Renewal Coordinator
• Deliver renewal applications to Database Guru
• Deliver hard copy ads and business ad payments to newsletter business ads person
• Deliver events-related mail (silent auction items, etc.) to Events Coordinator(s)
• Deliver surveys to Vice President
• Deliver all Resource Guide questionnaires to Resource Guide Coordinator
• Deliver all other non-urgent mail to President

DATABASE GURU:
POSITION FILLED by Amy Kenner

• Maintain membership database
• Update with new member information, renewal information, and ongoing demographic changes (address, phone number, etc.)
• Print mailing labels for monthly newsletter and deliver to newsletter printing delivery person; also provide such labels for ad hoc mailings.
• Report number of new members and total members monthly to Treasurer to be included in Treasurer’s Report.
• Report number of renewal members to Treasurer annually to be included in Treasurer’s Report.
• Print member lists for board and other key volunteers as requested.
• Report past due renewal information to Renewals Coordinator for follow-up
• Verify member’s names and emails for acceptance to Yahoo Message Board online list. Delete those with expired memberships.

RENEWAL COORDINATOR:
POSITION FILLED by Jenny Christensen

• Coordinate annual membership renewal process.
• Mail our renewal packets in mid-July for renewal by September 1st (packet includes cover letter, new membership renewal form, volunteer form, return envelope).
• Coordinate with Database Guru to identify renewal status of members.
• Implement follow-up mailing to members who have not renewed by mid-September.

VOLUNTEER COORDINATOR:
POSITION FILLED by Jamie Woldemar

• Prepare/update volunteer sign-up form, with Board approval
• Receive incoming volunteer forms from Postmaster
• Pass volunteer information on to appropriate members for follow-up
• Maintain a general “I’m willing to do anything” list of members to use a needed

CLUB SCRAPBOOK (formerly Historian):
POSITION FILLED by Sheri Chlebowski

• Compile photos and press clippings into organized scrapbooks.
• Maintain archive files of newsletters.
• Display scrapbooks at general meetings and events, as deemed appropriate

CLUB PHOTOGRAPHER:
POSITION FILLED by Sheri Chlebowski, Molli Beatty, Heidi Rhymes, Annika Leet, Wendy Kelly, Lisa Baird, and Angie Mc Call

(This can be a shared role)

• Ensure photos are taken at all major PMC events or where several members volunteer for community functions. If photographer can’t be at an event, he/she is responsible for finding a volunteer to take photos. Photographer can use volunteers and pictures from other members in the event where photographer can’t be there.
• Email photos or have photos on disk for club scrapbook, newsletter editors and/or webmaster

MEALS IN A PINCH:
POSITION FILLED by Wendy Kelly

• Recruit team of volunteers to cook meals.
• Establish lines of communication with club members to connect with those in need.
• Delegate meal preparation and delivery for members in need.
• Submit thank you announcements to newsletter editors for publication.
• Submit newsletter article quarterly.

MOM CONNECT:
POSITION FILLED by Rachel Back and Kimi Colaizzi

• Maintain Moms Connect page (Desperately Seeking) in the PMC newsletter with the special interest group list and contact names.
• Coordinate “Moms Night Out” monthly gathering.
• Publish information in newsletter and online for Desperately Seeking and Moms Night Out functions. Newsletter Editor(s), Events Calendar and Webmaster should receive this info monthly.

eSCRIP COORDINATOR:
POSITION FILLED by Christa Rieger

• Serve as main contact to eSCRIP
• Promote eSCRIP to membership to increase subscribers through quarterly newsletter articles, Yahoo message board, PMC website and general meeting announcements.
• Keep membership informed of new eSCRIP merchants.
• Work with eSCRIP and local merchants, where possible, to get key merchants to sign up.
• Report to Treasurer monthly on total subscribers and dollars contributed to PMC.
• In charge of collection box for old cell phones and ink cartridges at general meetings.

RESOURCE GUIDE:
POSITION FILLED by Becky Schuerman-Choi

• Coordinate volunteers to update the resource guide information annually.
• Approve additions and updates to the resource guide throughout the term and submit to the Webmaster for the PMC web site. Services/business listings must be related to children or pre/post natal women’s issues, and may be any member-owned business (including their spouse/partner).
• Arrange for printing for any member requesting it without web access.
• If necessary, update flyer and forward to the New Member Coordinator for distribution to new members.
• Arrange for communication to general club membership of any substantial changes or updates to online guide.

FIELDTRIP COORDINATORS:
POSITION FILLED by Melodese Mahoney and Marianne Ridddle
(Recommended to be shared by 2 or 3 volunteers)

• Plan and attend monthly fieldtrips (airport, firehouse, beach, zoo, farms, pumpkin patch and etc.) for PMC members and the kids
• Send in a description to the PMC newsletter, webmaster and Events Calendar

PROFESSIONAL ASSOCIATION LIAISON:
POSITION FILLED by Jemetha Clark Cosgrove

• Keep track of all events at the Chamber of Commerce and involve the PMC
• Attend Petaluma Chamber of Commerce “Business After Hours” meetings and Ribbon Cutting Events for reaching out to the local business community, recruiting new members, finding guest speakers for General Meetings and selling advertising for newsletter.

Newsletter Team Positions:

BUSINESS ADS:
POSITION FILLED by Victoria Skinner

• Contacts new potential advertisers and sells ads
• Communicate billing status to Treasurer
• Make sure advertiser gets on mailing list (newsletter) for months that ads run.

EVENT CALENDAR:
POSITION FILLED by Shawn Rohwedder

• Creates Calendar (in commonly used software) for coming month showing community and club events for newsletter
• Emails before deadline to newsletter editors description pending

LAYOUT:
POSITION FILLED by **OPEN POSITION**

• Receives electronic content files from newsletter editors each month and fits into template
• Insures ads for the month are included in the issue
• Adds appropriate clip art to issue
• Submits to editors for review and editing (usually two drafts)

MAILING PREP:
POSITION FILLED by Deanne Jean

• Receives mailing labels and newsletters
• Affixes mailing labels to newsletters
• Places inserts inside when appropriate (not every month)
• Tapes newsletters closed, per post office regulations
• Sorts by zip code and bundles and puts in trays or boxes
• Fills out summary form for bulk mail
• Delivers to main post office (North McDowell) within 3 days of receiving newsletters.