Education, Fellowship & Service with Austin Aggie Moms
Officer Positions and Duties
President
Preside at, call and set meetings
Perform all the duties of the office (this includes: Federation reports, attending Federation meetings, District meetings, calling Board meetings, reserving locations for events
Support all committees/chairpersons (this will include asking for board reports and filling in when needed)
Facilitate the transfer of officer and standing committee procedure books to the incoming board members
Appoint the chairmen of the standing committees
Attend each meeting
Vice President at Large (Past President)
Fill any vacancy until said vacancy is filled
Serve as Chairman of the Nominating Committee
Assist President as needed
Attend each meeting
President Elect
Become familiar with the activities pertaining to the President’s duties
Share primary responsibilities with the President as requested (help with Howdy Social and all events)
Attend all meetings
Plan/assist with special projects (small fundraisers, extra socials as needed
Serve as Co-Chair of the Singing Cadet Concert and oversee The Reveille Raffle
Attend each meeting
Attend a monthly planning meeting with the President and President Elect
1st VP Membership
Create a membership form and collect dues from new and returning members
Compile a roster of all members and communicate this to Officers in a timely manner
Participate in recruiting new members through e-mail communication and outreach
Keep records of all payments and work with Treasurer for accurate record keeping of all payments made through the membership form
Attend each meeting
2nd VP Programs
Coordinate with President to plan speakers for each meeting
Host and introduce guest speakers at club meetings
Invite and host TAMU reps for the Singing Cadets Concert Reception/Info Fair for High School Students
Invite and host TAMU reps for the new student Howdy event
Attend each meeting
3rd VP Socials
Plan with President and appropriate committee members all club social events: Christmas party, past Presidents dinner/lunch/tea, Howdy Social, graduation and scholarship celebrations, End of Year party, new mom event and others that maybe planned
Plan and coordinate other social gatherings for our club monthly (Paint with A Twist, luncheons, social dinners, etc.)
Attend each meeting
4th VP Fundraising
Co-Chair the Singing Cadet Concert with the President Elect
Recruit for committees and oversee and manage the Singing Cadet Concert
Singing Cadet Concert includes:
Work with Treasurer on any money needs
Coordinate venue including tables/chairs and A/V setup
Coordinate with TAMU’s Singing Cadets organization
Coordinate and oversee setup, cookie/water sign-up
Manage selling of concert and raffle tickets (including EventBrite with Treasurer)
Manage selling and delivery of raffle and entrance tickets at every meeting,
Manage volunteers through Volunteer Coordinator, including sign-up, training, check-in, oversight
Make program or find someone else to do so
Find printer or donation of printing
Serve as a ‘clearinghouse’ and ‘idea generator’ for information regarding fundraising
Implement fundraisers or organize committees to implement fundraisers
Attend each meeting
5th VP Jewelry and Merchandise
Track and order inventory of the jewelry/items as well as reporting and turning in all monies within one week of an event.
Sell jewelry/items via annual Federation Boutique event and handle online sales, meetings, coach’s night, game watching parties and other venues
Attend each meeting
Recording 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.
Attend each meeting
Treasurer
Receive and disburse all monies (the President will fill in as needed)
Keep an itemized account of those monies as directed by the President
Make monthly and yearly reports, both to the Board and to the President, as requested
Disburse money only with a check request form or bill to be paid
Send tax receipts to all “in-kind” sponsors and assist with in-kind donors, if needed
Keep records in QuickBooks and record notebooks of monthly reconciliation of bank statements, deposits and checks received, all forms received, receipts for reimbursements, checks written and forms as well as PayPal and Eventbrite payments (plan on an hour or two per week during September-January as this is the greatest demand for incoming checks and reimbursements due to membership and Singing Cadets)
Pay all bills as requested by President (this will included but is not limited to Insurance, meeting locations, printing, approved reimbursements, Goody Bags, past president’s tea, socials, Federation membership payment, etc.)
Keep track of raffle monies set aside for Corps Boots and Senior Ring Money and who the recipients are in your books
Keep track of savings account.
Take care of all financial aspects of the Singing Cadet Concert (starting banks, training to volunteers that handle money, forms, collections and accounting)
Work with membership on monies in and collaborate records
Attend each meeting
Corresponding Secretary
Take charge of the correspondence and invitations (meetings, socials, etc) as directed by the President (this will usually be with Eventbrite)
Send birthday cards to students and other notes to members or students, as appropriate (we are currently using Jib Jab)
Write Thank You notes as requested (all representatives for Howdy event, speakers and Singing Cadet Representatives)
Attend each meeting
Parliamentarian
Advise the Club of parliamentary procedure guided by the Bylaws and Robert’s Rules of Order, as needed
Preside at Officer and Board meetings
Attend each meeting
Historian
Keep record of Club activities (photos, flyers, written documentation)
Send event photos to the webmaster within 5 days of an event
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 used by Board Members
Standing Committees and Duties
Scholarship Committee/Chairperson
Provide the General Membership and public with scholarship information, application and deadlines
Coordinate with webmaster to post on Austin Texas A&M University Mothers’ Club website the “Merit Scholarship Application” during the first week 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
Make recommendations to the Board at the May 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
Attend each meeting
Hospitality Committee/Chairperson
Plan and arrange for food and drink at meetings and social gatherings (New Mom Event, Howdy Social, Christmas Party, Graduation and Scholarship party etc.)
Work with VP Social on planning and arranging for decorations and food at events as needed
Organize and oversee selling of cookies and waters at Singing Cadets Concert.
Attend each meeting.
Singing Cadet Chair
Make venue arrangements, be liaison with Singing Cadets, Concert Ticket Sales, Group Sales
Attend each meeting
Goody Bag Committee/Chairperson
Receive orders from members for Goody Bags two times a year to be delivered to College Station right before finals of each semester
Plan Goody Bags based on member and student feedback and based on the budget approved by the Board and the price charged to members
Procure the items, coordinate the assembly and set up the delivery of the Goody Bags by volunteer moms at the MSC in College Station as directed by the University
Attend each meeting
Fish Mom Mentors
Meet with our Fish Moms for 30 minutes prior to regular meetings
Foster community and friendship between the Fish Moms and encourage them to be active involved members and future leaders of our Club
Work with President, Hospitality and Social Programs Chairs to organize the August event that answers questions to new moms
Attend each meeting
Philanthropy Committee/Chairperson
Work with President on opportunities for the club to give back and provide selfless service
Coordinate service activities, with President’s guidance and approval, at least two times per year for members to participate in (examples: Big Event, Collecting for our Veterans)
Attend each meeting
Assistant Treasurer
Step into Treasurer role, if needed and elected
Assist the current Treasurer to provide consistency and guidance in the handling of the Club treasury
Assistant Jewelry and Merchandise Chair
Step into 4th VP position, if needed and elected
Assist the current 4th VP of Jewelry to provide consistency and guidance in the handling of Club jewelry inventory, ordering, recording sales and reconciling cash and credit card sales
Audit Chairperson
Review practices and procedures of treasury and provide additional oversight
Website Chairperson
Maintain our Club website to provide current information
Work with the Federation Information Officer on any improvements or changes that may be made to the website
Attend each meeting
Nominating Committee
Serve as the VP at-Large (Chairperson) with two committee members appointed in February to handle the nominating of next year’s board
Name Tag/Shirt Chairperson
Responsible for the orders and delivery of name tags and shirts for club members
Ring of Honor Chairperson
Organize at least two events for the Ring of Honor members
Organize a past presidents gathering and serve as the liaison to the past presidents on behalf of the Austin Aggie Mothers’ Club
Create an oral history of the Past Presidents, sharing all information with the President