Confection Connection Cake Club
Through the Years
1995-2016
Newsletter Editor
Membership Secretary
*Roster Editor/Telephone Secretary
Social Secretary
Historian
*Scholarship Secretary
Audit Committee
Nominating Chairperson
Website Editor
* As of 2016 No longer needed
Non elected volunteer postions
Officers
President
Vice President
Secretary
Treasurer
Job Descriptions as of 2015
New duty changes in 2016
President: Keep a notebook containing all items relative to the functioning of the club. Transfer all club related documents and items to newly elected President at end of term. Preside over club meetings and plan agenda. Preside over board meetings. Appoint membership secretary, newsletter editor, roster editor, telephone secretary, social secretary, club historian, scholarship secretary and audit committee. At club meetings: Introduce guests and new members. Thank those who brought snacks/drinks/newsletter/hands on project leader. New and old business. Report who will be doing what the next month: all sign up sheets and clean up. Call for hands on project leaders to start project. Oversee hands on project sign up list. Keep master copies of all club forms in separate notebook.
Board Meetings
The club has quarterly board meetings attended by all four members of the board and occasionlly other club members to discuss new items and events, business, changes and updates to the club.
Vice President: Assist President during meetings. Preside over club meeting in the absence of the President. Purchase and store refreshment supplies. Oversee snack/drink sign up lists.
Secretary: Keep a book containing club bylaws, minutes, attendance and any other items relative to the functioning of the club. Transfer all related documents to newly elected secretary at end of term. Take minutes at all club and board meetings. Keep record of attendance and guest attendance at all club meetings. Oversee all club records other than financial. Oversee any club correspondence. Keep copies of all club forms.
Treasurer: Maintain all club financial accounts and records. Transfer all financial records and club related items to newly elected Treasurer at end of term. Make financial report at club meetings quarterly. Authority to write checks and have name on bank account. Receive and record all monies for club memberships, raffles, scholarships, Christmas party dinner. Record all club expenditures. Provide audit committee with all books at October meeting. Authorized to make purchases and/or reimbursements not exceeding $50 without board approval. Anything over $50 will be presented to board for approval.
Position held for 2 consecutive years. Keep and maintain a book containing all club financial records for current year as well as the two previous years. Transfer all books and financial records to newly elected Treasurer at the end of term. Provide President with monthly financial report. At the end of each accounting year, destroy all financial records other than the two years prior and current year. Provide board members with copies of the annual financial report. Make available all the books and records to the auditing committee for annual audit at the October meeting. Audit shall be completed prior to the November club meeting.
Historian: Keep copies of all club newsletters, hand outs, demo instructions and other memorabilia. Transfer all club related documents and items to new Historian at end of term. Update historical records of new board, non elected positions and all yearly info to webmaster at end of year for club history website.
Membership Secretary: Keep notebook of membership applications and renewal forms. Transfer all club related documents to new Membership Secretary at end of term. Provide applications, club bylaws, new member info packet and roster to new members. Make name tag for new members. Oversee attendance table set up/clean up, name tags, sign in sheet, guest list. Greet all guests. Follow up with guests. Provide Roster Secretary and Newsletter Editor with list of new members and their info.
Roster Editor- Maintain and update club roster which shall contain members name, address, phone number, email and month and year membership began. Transfer all club related documents to new Roster Editor at end of term. Print or email new roster in January of each year.
Social Secretary: Plan and organize any social activity for the club. Present club with possible sites, menu and costs for annual Christmas party. Make necessary arrangements to confirm site in advance. Be in charge of sign up list for Christmas party attendance. Be in charge of cookie exchange sign up list. Make any calls and emails needed for changes or updates. Head a committee with at least two other members to help with the party. Plan and organize games, gifts, prizes, contests, etc for the Christmas party.
Telephone Secretary: Email all club members one week prior to meeting reminding them of upcoming meeting, all snack and drink volunteers, sign up lists and hands on project supplies needed. Contact club members without email by phone with all the same info as above.
Newsletter Editor: Publish monthly newsletter including writing, editing, collating, printing or copying. Send emails and hard copies out one week prior to meeting to all club members. Get project supply list from lead hands on project decorator prior to sending out newsletter. Purchase supplies as needed: paper, envelopes, ink, stamps, etc. Fill out reimbursement expense form and give to treasurer each month. Publish any amendments to bylaws.
Webmaster/Facebook: Keep all pages and information current. Update news, photos, etc monthly. Post about monthly meetings, suppy list needed for hands on projects.
Scholarship Secretary: Keep a notebook of all guidelines, applications and funds received. Oversee scholarship fund raising events. Turn in all money received to Treasurer and get receipt. Transfer all club related documents to new Scholarship Fund Secretary at end of term. Oversee a committee with at least two other members to establish guidelines as needed and provide board members with updates. Scholarships limited to $50 per person if funds are available.
Audit Committee: Keep a notebook with records of all club related documents. Audit club financial records with two other members between the October and November meetings. Transfer all club related documents to new Audit Chairperson at end of term. Obtain from Treasurer all club financial records consisting of bank statements, cancelled checks, check registers, accounting journal, accounting ledger and financial statements. Advise President of results of audit. Report results of audit at the January club meeting.
Nominations Chairperson: Position held from September to November. Solicit nominations for new board members. Report to club the nominees at October meeting. Voting to take place at the November meeting.