Executive Board, Positions and Duties
| President | ● Preside at, call and set meetings ● Perform all the duties of the office including: filing Federation reports, attending Federation and district meetings, calling board meetings, reserving locations for events, leader/speaker at socials, attending Texas A&M invited events, etc. ● Support/work with all committees/chairpersons (this will include asking for board reports and filling in when needed) ● Facilitate the transfer of officer and standing committee procedure meetings and job responsibilities to the incoming board members ● Appoint the chairwoman of each of the standing committees for the President’s Council members |
| VP-at-Large (Past President) | ● Fill any vacancy until it is filled, as able ● Serve on the Scholarship Committee ● Serve as chair of the Nominating Committee ● Serve as chair of Ambassadors ● Serve as the Parliamentarian, assisting with bylaw amendments/revisions/adherence, ensuring quorum for voting and advising on Robert’s Rules of Order, as needed ● Assist President as needed |
| President-Elect | ● Become familiar with the activities pertaining to the President’s duties ● Share responsibilities with the President as requested (help with Howdy Social and all events) ● Plan/assist with special projects as requested by the President ● Collaborate with the President and VP of Membership on recruitment of members ● Work with 4th VP Fundraising when help is needed ● Purchase club gift for outgoing president |
| 1st VP Membership | ● Shall create or update the membership form and collect dues from new and returning members ● Participate in recruiting new members through e-mail communication and outreach ● Complete necessary forms for Federation as they pertain to active and Ring of Honor members of our club ● Shall keep records of all payments and work with the treasurer for accurate record keeping of all payments made through the membership form |
| 2nd VP Programs | ● Coordinate with President to plan speakers for each meeting ● Host and introduce guest speakers at club meetings ● Invite and host TAMU representatives for the Singing Cadets Concert reception Invite and host TAMU representatives for the Howdy Social ● Work closely with VP Socials and Hospitality Chair if a significant event is added to the calendar |
| 3rd VP Socials | ● Plan with the President (and committee members) all club social events: Christmas Party, Howdy Social, Aggie Mom 101 ● Assist with graduation and scholarship celebration, new mom events and other events that may be planned during the year ● Plan and coordinate other social gatherings for our club monthly or as often as the board decides ● Help with the Singing Cadet Concert by making cookie/water sign up and oversee cookie and water donations and these volunteers at the concert (including collecting donations for these items) ● Work closely with VP Programs and Hospitality Chair if a significant event is added to the calendar |
| 4th VP Fundraising | ● Help in managing and bringing ideas for raffles and other fundraisers to the board ● Oversee raffle ticket sales with Raffle Chair and VP Jewelry & Merchandise ● Supervise and oversee committees pertaining to the Singing Cadets Concert, including Singing Cadet Chair and Silent Auction ● Help the Singing Cadet chair and Silent Auction Chair with troubleshooting any issues the day of the concert ● This job requires the VP to be a ‘clearinghouse’ for information regarding fundraising |
| 5th VP Jewelry & Merchandise | ● Track and order inventory of the jewelry and merchandise as well as reporting and turning in of all monies within one week of an event ● Sell jewelry and merchandise via mini Boutique at Aggie Mom Camp, Family Weekend Boutique, online sales, two meetings (September and November), Singing Cadets, Howdy Social and Aggie Mom 101 ● Provide Square Site Admin (SSA) with photos, pricing and descriptions of new items to be sold, also include weight so square can calculate cost for shipping ● Provide SSA with any items that are discontinued. If limited inventory, provide quantity to her so she can input the number of remaining items so we don't oversell |
| 6th VP Ring of Honor | ● Serve as the liaison for the Austin Aggie Moms Club and Ring of Honor members ● Work with the VP of Membership to create or update the Ring of Honor membership form ● Recruit Ring of Honor members ● Plan and coordinate at least four social events for Ring of Honor members per fiscal year |
| Secretary | ● Record the proceedings of all the club and board meetings ● Submit written minutes to the President within seven days after the meetings ● Correct any reports following each board meeting, as needed ● Collect graduate information each semester; provide information to treasurer for submission to the AFS ● Sell graduation signs ● Create graduate slides for December and May meetings, provide to President for May meeting ● Send birthday cards to students and other notes to members or students as appropriate ● Write thank you notes as requested (all representatives for Howdy event, speakers and Singing Cadet Representatives) ● Write condolence cards or other cards as directed by the President |
| Treasurer | ● Receive and disburse all monies (the President will fill in as needed) ● Make monthly and yearly financial reports, both to the board and to the president as requested ● Keep records in QuickBooks and hard-copy notebooks of monthly reconciliation of bank statements, deposits and checks received, all forms received, receipts for reimbursements, checks written and all electronic transactions ● Keep track of raffle monies set aside for Senior Ring raffle and who the recipients are in your books ● Keep track of savings accounts, ensuring funds owed for ring raffle winners are in this account ● Take care of all financial aspects of club events ● Work with membership on monies in and collaborate records ● File reports with Federation as directed ● Pay quarterly sales tax and IRS Form 990 |
President’s Council, Committees and Descriptions
Appointed by President
| Ambassador | ● Ambassadors work under the direction of the VP-at-Large ● Opportunity for Aggie Moms who have an interest in volunteering and serving in ways that promote the goodwill of the Austin Aggie Moms ● Work alongside the executive board and appointed committees and may be called on to volunteer during different events or on an as needed basis ● This is the face of Austin Aggie Moms, the welcome committee, the let’s get everyone where they need to be and meeting one another committee and maybe a special project committee that needs happy Aggie Mom faces |
| Assistant Jewelry Chair | ● Willing to step into VP Jewelry & Merchandise position ● Assist the current VP of Jewelry & Merchandise to provide consistency and guidance in the handling of club inventory, ordering, recording sales and reconciling cash and credit card sales |
| Assistant Membership Chair | ● Provide assistance to VP Membership as requested ● Responsible for compiling, placing and distributing name tag orders ● Order name tags from an approved printer (Awards & More is currently being used) ● Pick up orders or have them shipped, work with treasurer for payment |
| Assistant Treasurer | ● Willing to step into Treasurer role ● Assist the current Treasurer to provide consistency and guidance in the handling of the club treasury |
| Audit Chair | ● Review practices and procedures of treasury and provide additional oversight (2 other members will be on this committee) |
| Fish Mom Committee | ● Meet with our Fish Moms for 30 minutes prior to regular meetings to educate them on different topics, including resources for College Station and Galveston students ● Foster community and friendship between the Fish Moms and encourage them to be actively involved members and future leaders of our club ● Prepare and present content for Aggie Mom 101 event in coordination with the President, including resources for College Station and Galveston students |
| Historian | ● Keep record of club activities (photos, flyers, written documentation) ● Ensure pictures are taken at each meeting and event and put in Google drive ● Work with the Federation Historian to participate in Federation history records ● Work with the Cushing Library to preserve club history previously contained in hard copy notebooks and currently contained on the shared Google Drive |
| Hospitality Chair | ● Plan and arrange for food and drink at monthly meetings and social events (Howdy Social, Singing Cadets, Aggie Mom 101) ● Track spending for the hospitality team to stay within budget ● Plan and arrange decorations at events, as needed ● Work with VP Socials & VP Programs to coordinate duties if a significant event is added to the calendar ● Volunteer to work cookies and waters at Singing Cadets Concert, if able |
| Nominating Committee | ● Consists of the VP at-Large (Chairperson) and two committee members (asked by VP at Large but may not be President or President Elect) ● Provide a full slate of officers to present to the membership for election |
| Philanthropy Chair | ● Work with President on opportunities for the club to give back and provide selfless service ● Coordinate service activities at least two times per year for members to participate in (Big Event, 12th Can or other approved organizations) |
| Raffle Chair | ● Provide input to the Executive Board who will determine raffles and dates to be held ● Coordinate with VP Fundraising on all aspects of the raffle including the creation of graphics and promotional content for each raffle ● Provide Social Media Chair with graphics and content using editorial calendar ● Reconcile weekly ticket sales in Cheddar Up and send email to purchasers ● Provide the President with drawing slips for the actual drawing |
| Scholarship Chair | ● Led by the VP-at-Large, as long as they do not have an eligible student (in this case, the President should appoint a committee) ● Provide the general membership and public with scholarship information, application and deadlines ● Edit and post on the Austin Aggie Moms website the scholarship application no later than the end of February ● Collect student applications, check eligibility, review content and rank applicants to receive merit scholarships based on the criteria set forth and approved by the board ● Get budget for scholarships from President and Treasurer ● Make recommendations to the board at the April meeting for approval of dollar amounts to be awarded based on the budget ● Safeguard student applications and related correspondence for a period of two years |
| Silent Auction Chair | ● Meet with President and VP Fundraising to decide on raffle basket themes and silent auction items to target for the auction and raffle ● Share themes with general membership so they can begin to ask and purchase, setting up a signup ● Gather a committee to begin to reach out to businesses that would donate items for the auction ● Work with the board to decide on an auction platform to be used ● Put auction baskets together and set beginning bid prices for each ● Set up day before as much as possible ● Ensure a protocol for check out procedures the day of the event |
| Singing Cadet Chair | ● Work to secure a venue in conjunction with the VP Fundraising to make sure the contract denotes all items needed (tables and chairs for all areas, room for cadets, media system, set up time etc.) ● Work with the Singing Cadet office to secure a date ● Set up Cheddar Up for ticket sales, selling tickets at meetings, through membership form and emails to school counselors and choral departments ● Coordinate on all expenses and budget items with VP Fundraising and Treasurer ● Look for sponsor(s) willing to provide meals for cadets on the day of the concert, BBQ or Chick-fil-A. ● Work with VP Fundraising & entire board to secure sponsorships for concert ● Create a sign up to get volunteers for set up and day of event volunteers, excluding food from hospitality ● Work closely with the silent auction chair to ensure day of concert needs are met ● Create a powerpoint and get it to the venue ● Update program and get it printed (possible sponsorship) ● Greet the Singing Cadets when they arrive the day of the concert ● Work with the VP Fundraising to troubleshoot anything the day of the concert |
| Social Media Chair | ● Focus on monitoring social media accounts ● Advertise all events of the club on social media platforms ● Work with event chairs (Raffle/ Silent Auction/ Singing Cadets/ VP Programs / Socials) to determine how advertising should be handled ● Keep our club relevant and visible |
| Square Site Administrator | ● Create and update items available for purchase on Square as requested ● Ensure shipping rates are accurate ● Archive items that are no longer available ● Update the square website to highlight current items being promoted, may be new, seasonal or fundraising items. Inactivate sales tax for tax free days and reactivate after tax free days |
| Webmaster | ● Maintain our club website as needed to provide current information ● Work with the President and Federation Information Officer on any improvements or changes that may be made to the website |
