Job Descriptions for Neptunian Woman’s Club
2022-2023

As a member of the Board of Directors of the Neptunian Woman’s Club, all Board members are expected to be a positive model for the associates, the Managers, the Board and the Club. Each Board member is expected to do the following:

• Attend at least nine board meetings
• Attend luncheons, sit with new members and other associates, and greet attendees
• Keep all Board members advised of any substantive issues that should be brought to their attention
• Keep a notebook of past and present procedures and information pertinent to such Board member’s responsibilities, to pass this information to her successor

 

Download a printable version of these Job Descriptions.

Executive Board

(*Note: Non-Board members are listed under Board member responsible for that position)

President – Jan Fleming

Past President – Sandy Savaiano

• Serves as official representative of the Club
• Creates a welcoming environment for members; encourages volunteering
• Presides at all Board meetings in compliance with the Bylaws
• Prepares the agenda for Board meetings and luncheons
• Maintains an aura of neutrality and refrains from making motions
• Oversees compliance of all Board positions and responsibilities
• Responsible for ensuring that the Board of Directors are aware of and fulfill their governance responsibilities, and that they comply with applicable laws and Bylaws
• Handles the day-to-day concerns of the Club; delegates issues to responsible VPs or directors
• Appoints the Nominating Committee

Corresponding Secretary – Mary Essman

• Picks up mail from PO Box as needed at, least once a week, and in a timely manner puts it in appropriate club house boxes
• Sends out any cards — get well, condolence, thank you, etc. — as directed by the Board
• Maintains and responds to Neptunian Gmail account

Purchasing Manager – Annamarie Ellington

• Purchases all supplies for the clubhouse
• Works with Directors of Hospitality and Rentals, and VP of Asset Management to determine supplies, furniture and equipment needs
• Maintains adequate supply of items for bathrooms and office supplies

Vice President of Philanthropy – Susan Howard

• Acts as the primary liaison with community organizations
• Presents worthy projects to the Board and associates
• Presents to the Board a written overview of the planned scholarships, projects and events including a chairwoman for each, at the October Board meeting. Each committee member or Chair is to encourage associates’ involvement
• Makes monthly status reports on projects to the Board outlining future and past projects, expenses, in-kind donations, and scholarships
• Keeps an in-kind record of estimated value for each project
• Deposits any monies received with the Financial Administrator; prepares written requests for Treasurer’s disbursements
• Keeps within a set budget and accounts for all expenditures
• Responsible for the Art and Photography student event; appoints a chairwoman
• Serves on the Scholarships Committee after appointing a Scholarships Chairwoman
• Vets Programs/Speaker proposed programs

Art Show – Heather de Roos

• Seven-month (September-March) project of planning and coordinating annual Manhattan Beach student art/photography show
• Selects and oversees art show committees: Selecting of artwork, cataloging, judging, setup and display, awards event, hospitality and teardown
• Sets art show budget with VP of Fundraising and coordinates dates needed in the clubhouse
• Keeps within set budget and maintains a record of all expenses
• Maintains an art show notebook of procedures and information to give to successor

Programs/Speakers Manager – OPEN

• Develops programs of interest to the Club; seeks to inform as well as entertain
• Informs all speakers that our guidelines are that “No speakers may sell their goods, and the content of the speech cannot be political or religious”
• Develops list of program speakers and schedule to be approved by VP of Philanthropy and presented to Board members for review at August board meeting; seeks final approval at September Board meeting.
• Works with Hospitality and Membership to honor long-time members (20 years?) at one luncheon
• Works with Hospitality and Membership on one evening meeting (replacing a luncheon)
• Prior to scheduled meeting, confirms attendance of speaker(s) and arranges for substitute speaker(s), if necessary

Santa Float – Patricia Blakemore

• Coordinates the with Kiwanis Club of Manhattan Beach the date of participation, around mid-November
• Requests volunteer elves at the November or December luncheon.
• Acquires the float costumes from the NWC storage and distributes them to the volunteers prior to float night.
• Coordinates the elves and timing for the day of the event
• Requests payment from the Treasurer to Kiwanis for the cost of the candy canes and Santa.

Vice President of Membership – Lorri Kampfner

• Gives a status report at each Board meeting
• Keeps within a set budget and accounts for all expenditure
• Works with Programs and Hospitality to honor long-time members (20 years) at one luncheon
• Manages new member development, which includes the following:
  • Contacts information is updated monthly to maintain an informative roster for marketing to. 
  • Introduces new members to the Club at the luncheon
    Provides potential new members with application and Volunteer Commitment form
  • Orders badges for new members
  • Holds new member event 2 times a year (creates committee to assist)
  • Keeps additional Directories on hand for new members
  • Keeps within a set budget and accounts for all expenditures

Vice President of Fundraising – Elaine Trotter

• Responsible for all Philanthropy fundraising events
• Supervises the Corporate Sponsor Manager
• In August, presents to the Board a tentative yearlong plan of fundraising projects and events for Board approval.
• In October, provides more details, along with projected ‘big event’ plans and estimated expenses and proceeds.
• Gives a status report of all projects to the Board at each Board meeting
• Provides a written fact sheet (key points) to the Board of upcoming events for use in newsletter, website, publicity and Neptunian’s community outreach
• Coordinates and manages projects, keeps within a set budget, accounts for all expenditures, and has knowledge of all income.
• Oversees/directs the purchasing of anything needed for these events
• May not enter into any contract greater than $500 on behalf of the NWC without prior consent of the Event budget by the Board
• Maintains a policy/goal that no event be planned in which expenses exceed 30% of total revenue
• Gives a full written report to the Board at the end of each Event outlining attendance, revenue and income.
• Actualizes revenue and net proceeds with Financial Administrator and Treasurer prior to meeting
• Appoints chairwomen for each fundraising event (i.e., Gala Holiday Wrap, Hometown Fair, Fashion Show, The Pointe); all chairwomen must seek VP approval for expenses in advance; same day expenses must be turned in within 72urs. Each chairwoman is to encourage membership assistance and attendance.
• Manages protocol for community donation solicitation; supervises all VP and Director solicitations; specifically consults with VP of Asset Management on building donation solicitations or fundraisers
• Seeks board concurrence for major campaign efforts
• Suggests advertising for key events and motivates members to volunteer

Fundraiser – Elaine Trotter

• Plan, coordinate, and manage fashion show and fashion show facilitators.
• Selects and oversees fashion show committee chairwomen
• Committees needed-Decorations, Live Auction, Marketing, Raffle, Runway Shoe, Silent Auction, Sponsors, Ticketing and Seating, and Volunteers
• Set fashion show budget with VP of Fundraising.  Keeps within budget and maintains a record of all income and expenses.
• Coordinates with and keeps VP of Fundraising informed of fashion show plans
• Maintains a fashion show notebook of procedures and information to give to successor.

Treasurer – OPEN

• Familiar with and executes duties as described in the Bylaws
• Responsible for all monetary disbursements of the Club
• Keeps track of finances and enters budget, disbursements and deposits (from Financial Administrator) into accounting program (Quicken or Quick Books)
• Runs Quicken special reports for board members and answers questions as needed
• Reconciles bank statements
• At each monthly Board meeting, presents financial information from the previous month or months
• Gives a year-end report in June to the Board
• Chairs the Budget Committee and presents a proposed yearly budget to the Board for approval
• Keeps within a set budget and accounts for all expenditures
• Updates Board on CD renewals
• Signs checks after ensuring that all check requests are approved by appropriate board member and are within budget
• Pays utility, phone bills and insurance, and looks for significant variances
• Keeps file of all check requests, bank statements and relevant documentation
• Prepares 1099’s, sales tax and Y/E books for accountant, who does the state and federal taxes

Financial Administrator – Kathleen van Behren

• Gives two reports – Income by Category and Income by Receipts – at each monthly Board meeting as a detailed statement of all income since last statement
• Receives all incoming monies, gives a receipt and then deposits the money into the appropriate Club bank account
• Keeps accurate books and accounts
• Always uses two secondary money counters at luncheons and special events
• Gives an annual report in June to the Board
• Keeps within a set budget and accounts for all expenditures
• Manages membership renewals and database, which includes the following:
  • In May, sends a reminder to all unpaid members that dues must be paid by August 1 to be included in the directory; follows up with reminders until late fall.
  • Maintains and updates membership list, including associate/honorary members;
  • Maintains mailing list and emails list to the President, VP of Membership and the Hospitality Director each time it’s updated
  • Provides correct membership information monthly to Directory/Newsletter Editor/ Web & Digital Media Manager, as needed.  Updates Board monthly

Recording Secretary – Kathleen Dobbins

• Prepares minutes of each Board meeting and keep them in corporate minute book
• Presents minutes at the subsequent Board meeting for approval
• Have minutes available for members to read at the luncheon
• Looks back through the minutes for any information the President may need to put on the agenda (e.g., tabled issues)
• Maintains the Bylaws and provides copies of signed amended versions to the attorney. Maintains the originals in a binder to be retained in the club’s main file cabinet (currently in the basement)
• Includes the latest Policies and Procedures, (including Conflicts of Interests signed forms) and the Job Descriptions, as provided by the Parliamentarian, in the same separate binder as Bylaw. filing and storing all documents in an organized fashion for any major purchases – Example:  Thorough binder of everything we purchased for the building renovation.; They would work with functional program managers to develop.

Historian –

• Filing, storing and organizing all documents of major purchases
• Example: Compile a Renovation Binder of all merchandise/items
  purchased. Collaborate with VP Asset Management and
  other individuals involved in this effort.
• File a copy of each monthly Newsletter
• File any publicity (newspaper/press articles)
• File copy of all internally produced advertising/promotional materials
  (fashion show posters, programs, open house invite, etc.
• Keep a monthly listing of all major NWC events including (open house,
• Fashion show, wine event, fundraiser, gift wrap, etc. summary is enough
• Take point for documentation of yearly programs and ideas.
• Organize an area within clubhouse to store files
  ****Where applicable create digital library for documents, videos, photography.

Director of Marketing – Patricia Blakemore

• Directs all aspects of media and social communications by supervising the managers and editors responsible for getting information about the Neptunians into the community.
• Attends the Board meetings to provide updates and obtain information for Media Relations, Web, Social Media and Marketing Managers and Newsletter Editor.
• Newsletter and Directory:

• • Corresponds with the Board, Managers, and Interest Group leaders each month to compile information and photos that are informative and relevant to NWC associates.
  • Provides to all members a monthly newsletter and an annual Directory
  • Keeps within a set budget and accounts for all expenditures
    Sends Newsletter to membership via email
  • Maintains the mailing list roster
  • Works with VP Membership to produce the Directory
  • Responsible for getting information about the Neptunians into print, broadcast, and online media
  • Makes a list of publications to target
  • Makes a list of Neptunian activities that should be covered by the press
  • Writes press releases and calendar items and submits them to appropriate press outlets
  • Encourages members of the press to cover major Neptunian events
  • Looks for new avenues of publicity for the Neptunian activities
  • Keeps Board members apprised of material that has been publicized
  • Creates press clips book of coverage
  • Keeps a record of publications and reports on them to the Board twice a year

Newsletter – Denise Rick Directory – Mary Essman Web Master – Outside Consultant

• Manages Club website (content, images, functioning links, calendars, etc.) keeping it professional
• Coordinates with all Board members and committee chairs for suitable content
• Manages Board-specific professionalized emails
• Works closely with the VP of Fundraising and the VP of Philanthropies to prepare site for special events, promotes special events via site, works with Treasurer and Financial Secretary to manage online ticket sales for special events, generates reports for event manager and financial officers regarding event online sales
• Manages annual update of Board images on site.
• Organizes photo shoot
• Works with Membership VP regarding online application process as well as online payment of annual dues

Social Media Manager – Teresa White

• Develops content for social media to increase awareness of NWC fundraising events, scholarships and community contributions
• Enhances visibility of Club functions and women volunteers
• Creates and manages Club-specific social media including Facebook, Instagram, etc., ensuring that we are represented within current social media trends

Photographer –

• Oversees and manages the photography requirements of all Club activities
• Chronicles and distributes for use in newsletters, social media, website, publicity, etc.
• Maintains chronological files for future use

Directors of Hospitality – Maria Zebrowski

• Directs and supervises all aspects of the monthly luncheons
• Contracts the caterer and determines the menu for the monthly luncheon.
• Provides costs/pricing estimates and briefs the Board on issues as required.
• Updates the Reservations Committee and Newsletter Editor about monthly menus
• Works with the Reservations Committee on luncheon headcount
• Organizes the staffing of monthly luncheons (hostesses/set-up/cleanup)
  Hostesses serve food at the monthly luncheon. Setting up involves arranging tableware, silverware and table linens and organizing the coffee/tea station. Cleaning up involves bussing tables and gathering table linens to be cleaned and returned to the Clubhouse in a timely manner.  
• Informs the Purchasing Manager of needed supplies when they are low.
• Obtains Board approval for supplies purchases >$500 (such as tablecloths, cloth napkins silverware and serve ware.)

Reservations – Carla Petroff

• Make a Meeting Timeline Sheet with deadlines and when final count is due. Make a list of all pre-paid Lunch accounts.
• Email invitations and a follow up to the membership each month. Complete RSVP’S for attendance, seating and catering. Coordinate with Membership Chair and Financial Administrator as emails change and new members join or others deleted. Create Check in Sheets.
• Create Holiday Meeting Wait List
• Staff 2 ladies each at reception desk and the door to collect checks. Keep $100.00 in small bills for change and cash back at front desk. Collect and count funds to give to Financial Administrator and complete Financial form summary. 
• Reconcile luncheon list and collect from no shows

Director of Rentals – Michelle Erickson and Barbara Dietsch

• Enters into routine rental agreements (one- or two-day events) that do not conflict with monthly and annual Neptunian events; otherwise obtains Board approval for major contracts
• Checks the Web and answering machine daily and returns calls in a timely manner
• Shows the Clubhouse to all prospective renters; creates a committee to assist showings and event supervision
• Has all renters sign Neptunian rental agreement and Hold Harmless statement; enforces such agreements
• Follows the Boards rental price schedules
• Collects security deposit, cleaning fee, and copy of insurance as prescribed in the contract
• Forwards contract info and all checks to Financial Administrator; Arranges for Clubhouse to be cleaned before and after each event;
• Attends to all trash due to renting of Clubhouse
• Inspects the Clubhouse before and after each event; informs Treasurer of the amount of the security deposit to be returned to appropriate party
  Informs Asset Management of any needed repairs to the Clubhouse each month or as soon as noticed if urgent
• Keeps all rental agreements in a binder available for Board members to inspect; provides the binder to successive directors
• Notifies the Board of all rental violations or problems
• Informs the Purchasing Manager of items needed for the clubhouse

Parliamentarian – Irene Cotter

• Familiar with Roberts Rules of Order, parliamentary procedure and the Bylaws and Policies and Procedures of the NWC
• Ensures the proposed actions of the Board and managers follow the Bylaws, policies and procedures, conflict of interest and job descriptions. Seeks legal advice regarding violation of or any city, state, or federal laws, articles of incorporation
• Presides over the Bylaws Committee for purposes of change or amendment
• Maintains the Bylaws; provides updated versions to Recording Secretary for retention and distribution to attorney
• Maintains the Conflict of Interest and Policy and Procedure documents
• Maintains the Job Descriptions document
• Maintains the Nominating Committee procedures document
• Attends the first Nominating Committee meeting to provide instructions in procedure, and is available to the Committee if it has questions

Director at Large – Jo-Ann Conlin

• Will represent the interests and voice of the Club’s Associates
• Act as Liaison between the Board and Club
• DAL will conduct projects to further the goals of the organization
• DAL will interact with Associates to identify various topics and issues
• DAL will reach out to the Community as “Ambassador” of goodwill