The Newcomers Club, Inc.
Third Edition- June 2004
table of contents
ORGANIZATION OF THE NEWCOMERS CLUB.... 3
EXECUTIVE BOARD OVERALL RESPONSIBILITIES........ 4
GUIDELINES FOR EXECUTIVE BOARD POSITIONS 6
I.. PRESIDENT... 6
II. FIRST VICE PRESIDENT... 7
III.. SECOND VICE PRESIDENT... 8
IV. THIRD VICE PRESIDENT... 8
V. CORRESPONDING SECRETARY.. 9
VI. MEMBERSHIP 10
VII. PUBLICATIONS.... 13
VIII. RECORDING SECRETARY 13
IX.. TREASURER 14
GENERAL BOARD OVERALL RESONSIBILITIES...... 16
GUIDELINES FOR GENERAL BOARD POSITIONS................... 18
A). ADVERTISING......... 18
B) ARTS, CRAFTS & GARDENING 18
C) BOOK TALK 18
D) COME & PLAY......... 18
E) COUPLES ACTIVITIES 19
F).. DAYTIME GOURMET.... 19
G) EDUCATION FORUM......... 19
H) EDITOR......... 20
I).. FELLOWSHIP......... 20
J). FUNDRAISING ASSISTANTS 20
K) HELPING HANDS......... 21
L) HOSPITALITY......... 21
M) LAYOUT...... 21
N) MAILERS....... 22
O) MENS ACTIVITIES 22
P) MOMS & TOTS......... 22
Q) MOMS OF MULTIPLES.. 22
R) MOVIE & DESSERT...... 23
S) NEWCOMERS NETWORK... 23
T) SIP N’ CHAT 23
U) SPECIAL EVENTS......... 23
V) WAYS & MEANS......... 24
Two Boards run the Newcomers Club: the Executive and General Boards. The Executive Board oversees all Club activities, addresses any issues and enforces the Club Constitution. The President serves as the leader of the Executive Board so that all Executive Board members report directly to the President. In the Presidents absence, the First Vice President is in charge of the Club and the Executive Board.
The General Board is divided into Umbrella Groups comprised of specified Committees. The Committee Chairs within each Umbrella Group report to their designated Executive Board member, known as the Umbrella Group Chair. In this way, each General Board member has a direct report to the Executive Board and each Executive Board member reports directly to the President. Umbrella Group Chairs will contact their respective Committees regularly to provide an update on Club business and a reminder of upcoming meetings. Committee Chairs should always keep Umbrella Group Chairs informed of Committee progress, questions or issues. Below is the list of Umbrella Groups:
A) Umbrella Group Chair: President
Ø Committees:
· Executive Board
B) Umbrella Group Chair: First Vice President
Ø Committees:
· Couples Activities
· Men’s Activities
· Special Events
C) Umbrella Group Chair: Second Vice President
Ø Committees:
· Come & Play
· Moms & Tots
· Moms of Multiples
D) Umbrella Group Chair: Third Vice President
Ø Committees:
· Fundraising Assistants
· Helping Hands
E) Umbrella Group Chair: Corresponding Secretary
Ø Committees:
· Arts, Crafts & Gardening
· Daytime Gourmet
· Education Forum
F) Umbrella Group Chair: Membership
Ø Committees:
· Hospitality
· Newcomers Network
G) Umbrella Group Chair: Publications
Ø Committees:
· Advertising
· Editor
· Layout
· Mailers
· Web Site
H) Umbrella Group Chair: Recording Secretary
Ø Committees:
· Book Talk
· Movie & Dessert
· Sip N’ Chat
I) Umbrella Group Chair: Treasurer
Ø Committees:
· Fellowship
· Ways & Means
Each Executive Board member should enthusiastically uphold the purpose and spirit of The Newcomers Club, which is to extend a friendly and neighboring welcome to all Newcomers members as well as perspective members.
· All Board members should be familiar with the Club’s constitution and Handbook
· Each Executive Board member shall serve in her position for one year (June to June). She may choose to serve in another Executive or General Board position the following year if her membership status is not alumni and if she notifies the First Vice President by January 1st (in advance of the following year’s Board placement).
· Attend all Executive Board meetings as well as all General Board meetings.
· Make your best effort to attend several General Board Committee events per month to show support for the Club.
· Maintain the confidentiality of all Executive Board meetings and discussions.
· Oversee and provide assistance to all committees in her Umbrella Group.
· Ensure that all committees within her Umbrella Group are not over budget or that they break even in planning events and activities.
· Participate in all charitable endeavors supported by Newcomers within the community.
· Report to the President on a regular basis regarding the status of all events in her areas of responsibilities as well as in her Umbrella Groups, and bring forth issues as they arise from Umbrella Groups. This includes the planning stages, outcome of events past, financial positions, etc.
· Oversee and remind each member of her Umbrella Group about monthly newsletter deadlines, Board meetings and important announcements. She may decide on a predetermined delegate or point of contact for each committee.
· Ensure that committees in her Umbrella Group follow babysitting guidelines, including communicating with the Second Vice President, when necessary for their scheduled events, collecting payment for babysitting services and collecting fees for no-shows.
· Discuss ideas with the other members of the Executive Board about programs and/or events to solicit input and suggestions. She should also bring forth issues that require input from Executive Board members as they arise.
· Seek assistance and guidance from fellow Board members when appropriate. It is also in her best interest to address issues that affect the Club constitution or stated goals of the Club to her fellow members and the President.
· Act as an extra helper as needed to any Executive Board members in planning and executing events as the Executive Board and/or President requests.
· Assist the Third Vice President in soliciting local businesses to donate items for Newcomers annual Lucky Name Luncheon Chance Auction. If you are very uncomfortable with having to make solicitations, you may contact the Third Vice President for an alternate assignment.
· Newcomers is a non-profit organization with limited finances that are closely monitored. It is important to break even on all activities. The following steps must be taken before expenditures are committed: (1) prepare a Budget for total cost (food, beverage, paper products, entertainment, rentals, staff, etc.); (2) estimate the minimum number of people that need to attend to cover the cost of the event (always be conservative and budget with a worse case scenario), and calculate a cost per person; (3) present the budget to the Executive Board for approval well in advance of the event and prior to announcing it in the newsletter so make sure you build in extra time for this process; (4) once the budget is approved, you may request a check for payment of large expenses (e.g., catering, deposits) prior to the date of or on the day of the event by presenting the Treasurer with a detailed invoice; and (5) only the President or Treasurer can sign a contract on the Club’s behalf .
· Whenever possible, obtain donations to defray expenses. By keeping the cost of the event down, you will draw more participation from the general membership. Board members can also make donations to an event.
· For large parties (50+ attendees) that are held at Club members’ homes, remember to budget for cleaning the first floor of the hosts’ home. Generally $75 should cover this expense. In addition, a flower arrangement should be sent to the hosts on the day of the event (approximate cost $50) as a thank you from the Club. This must also be included in the budget.
· If you incur expenses on the Club’s behalf for an approved event, you are reimbursed by the Treasurer through the following steps: (1) submit a completed Expense Form with all detailed receipts and payments received from attendees within two weeks after the event; and (2) the original budget must also be submitted along with the expense form. Budget shortfalls must be presented to the Executive Board before reimbursement from Club funds can be considered. The Treasurer will send you a reimbursement check via mail within two weeks.
· Newcomers cancellation policy states that no refunds will be given within 48 hours of an event so members need to cancel at least three days prior to the event to receive a refund. The President may only grant exceptions to this policy. The purpose of this policy is to ensure that Club expenditures are not unfairly utilized to pay for members who decide not to show up last minute for an event. In general, a headcount is finalized and guaranteed for scheduled events for breakeven purposes and also in cases where Newcomers is required to guarantee a minimum headcount to hold an event at a particular location. As necessary, please include this in your newsletter article submissions and advertisements.
· Each Board member is responsible for completing a Year End Report using the Year End Form, which is printed in the Newcomers Board Handbook. The Year End Report provides a summary of the past year’s activities and is passed on to your successor. In addition to the completed Year End Form, the Report should include an organized folder or notebook along with records of the position from the past year. You should include copies of all of your monthly newsletter columns and newsletter event ads. It is suggested that you keep any relevant information on a disk to pass on to your successor. As necessary, you should make yourself available to your successor to answer questions or to complete turnover.
· Meet with successor to discuss important information and details for turnover.
In addition to Executive and General Board meetings, each Executive Board member should attend the following important events, which are considered critical milestones during The Newcomers Club Season:
· The President’s Luncheon (this event signifies the departure of the outgoing Board and the induction of the new Board; additionally, the fundraising check is also presented to the Charity at this luncheon)
· All Executive Board meetings with the first meeting in June and last one in May
· All General Board meetings with the first meeting in July and last one in May
· Welcoming Events in September and February
· Fall, Winter and Summer Special Events parties
· All major Fundraising events – Children’s Halloween Party (October), Lucky Name Luncheon (March), etc.
· General Board Holiday Party in December
A) Description of Position:
· Chief Executive Officer of the organization
· Responsible for overseeing all aspects of The Newcomers Club, Inc.
· Represents Newcomers Club to the general public, press, etc.
B) Umbrella Group:
· All Board members with Executive Board as immediate contacts
C) Responsibilities:
· May delegate additional duties or relieve duties from any area of responsibility, as she sees fit.
· May seek advice from the Executive Board, as she deems necessary.
· Plan all aspects of General and Executive Board meetings including preparing agendas, running meetings, organizing votes when necessary, scheduling speakers and accepting topics for discussion from members prior to monthly meetings.
· Run Board meetings, including keeping on track with the agenda to streamline meetings. Select items as appropriate on which to defer discussions until a future meeting agenda.
· Oversee smooth functioning of events through communication with Executive Board members and all Umbrella Groups.
· Submit monthly President’s letter to newsletter Editor.
· Review copy of monthly newsletter for final changes before it goes to print.
· Support committees by making best efforts to attend several scheduled activities per month on a rotational basis.
· Attend key Newcomers functions including President’s Luncheon, Welcoming Events, Fundraising Events and Special Events.
· Ensure proper representation of the Board is made at sanctioned functions.
· Ensure that volunteers serving on the Executive and General Board are aware of the commitment that they have made to the Club, including but not limited to the duties and responsibilities of their Board positions. If a Board member is not fulfilling their position it is up to the President to decide her fate. She will either appoint a Co-chair or an assistant to help with specific tasks.
· Address any scheduling concerns that may arise, such as overlapping or abutting events. She will serve as chief calendar control person. She may rearrange dates as she sees fit to best suit the Club.
· See that the goals of the Club are clearly defined by the Executive Board and approved by the General Board.
· Elicit progress reports from the Executive Board on plans and activities in their Umbrella Group.
· Gain consensus from the Executive Board prior to approving any major financial commitment on behalf of the Club for activities, events, etc.
· Work closely with the First Vice President in making all updates to the Club constitution, including constitutional amendments.
· Address attendees at large functions on behalf of the Board, or select appropriate delegates to do so.
· Work with the Treasurer in overseeing and ensuring the appropriate use of Club funds.
· Maintain possession of one out of three copies of Newcomers Post Office Box keys and distribute the remaining copies to the Membership Chair and Treasurer.
· Ensure smooth transition between current and incoming General and Executive Board members by organizing meetings and preparing folders containing important information for the President’s Luncheon.
D) Critical Milestones During Year of Service:
· Coordinate and preside over all Executive Board meetings, with the first one in June and last one in May
· Coordinate and preside over all General Board meetings, with the first one in July and last one in May
· Assist the Publications Chair in overseeing monthly newsletter production and distribution, with the first newsletter copy due on June 15th for the August issue and the last copy due on April 15th for the June issue
· Invite incoming Executive Board members to attend March and April Executive Board meetings
· Meet with the President-Elect to begin turnover by late April
· Plan the Executive Board dinner in May
· Present check to Charity at the President’s Luncheon in June
· Board turnover and folder preparations for President’s Luncheon starting in mid-May
A) Description of Position:
· Serve as Nominating Committee Chairperson and Parliamentarian for the Club.
· Shall be prepared to perform duties of the President in her absence or when called upon to do so.
· Assist President with additional responsibilities as needed.
B) Umbrella Group:
· Special Events, Couples Dining and Men’s Activities
C) Responsibilities
· Responsible for being familiar with the Parliamentary rules as followed by the Club under “Robert’s Rules of Order”. Please refer to the following website if you are unfamiliar with “Robert’s Rules of Order”-- http://www.robertsrules.com. She must also bring forth to the Board and the President issues that arise.
· Review and bring constitution into fold as necessary at all Executive Board meetings for voting processes and if any, conflict resolution and committee responsibility changes.
· Draft documentation if requested by President and other Executive Board members based on the Constitution. Present such documents to President and Executive Board at Executive Board meetings. Upon Executive Board approval, distribute documents to Executive and General Board members, as necessary.
· Work closely with the President in making all updates to the Club constitution, including constitutional amendments.
· Assist the President in any way the President delegates, including assisting in forming agendas for meetings, chairing meetings when the President is not present, and keeping Board meetings in order and on track.
· As head of Board Placement, she must post General Board openings and fill Board positions for the following year. When more than one person volunteers for the same position she will work with other members of the Executive Board to select the best candidate for the position.
· Advertise Board position openings in the Newsletter as necessary.
· Prepare a complete list of Board member names and contact information as positions are filled, and report progress to President on a regular basis.
· Coordinate with President on announcement of new Executive Board in the April newsletter (copy due February 15th).
· Any new member of the Club who volunteers to chair a committee must pay dues and needs to be informed of membership information. In addition, their name should be passed on to the Membership Chair.
· Provide the Corresponding Secretary with a complete list of new Board members and contact information so that she can send them an invitation to the President’s Luncheon.
· Oversee the planning and execution of Special Events for the Club in conjunction with the Special Events Committee Chairs.
· Assist President with Board turnover and folder preparations for President’s Luncheon starting in mid-May.
D) Critical Milestones During Year of Service:
· Start Nominations for Executive Board placement by late November and complete Executive Board placement by early February
· Start Nominations for General Board placement by January and complete General Board placement by May 1st.
· Board turnover and folder preparations for President’s Luncheon starting in mid-May
A) Description of Position:
· Plan all aspects of monthly luncheons and coordinate all details of babysitting for any daytime event
· Shall preside over meetings in the absence of the First Vice President and President
· Assist President with additional responsibilities as needed.
B) Umbrella Group:
· Come & Play, Moms & Tots and Moms of Multiples
C) Responsibilities
· Responsible for planning details of monthly luncheons, including locations, menus, reservations, payment from attendees and to restaurant.
· Solicit input from the President, as necessary, in planning monthly luncheon program to ensure that the location is suitable.
· Assist in all fundraising activities as requested by the Third Vice President and President.
· Handle all coordination of and reservations for babysitting as required for scheduled daytime activities. Works closely with Committee Chairs that require babysitting services for their events in scheduling the appropriate number of babysitters to accommodate the demand.
· Hire and manage the Club babysitter(s), and ensure prompt payment upon completion of her duties for each event.
· Secure a set location where babysitting services will be provided monthly, and manage the inventory of Club property on-site (e.g., VCR, videos, toys, etc.).
D) Critical Milestones During Year of Service:
· Secure Club babysitter(s) and location by August in preparation for the Club’s first events in September and all subsequent daytime events through June.
· All Fundraising events such as Lucky Name Luncheon and any other fundraising activities as requested by the Third Vice President or President.
A) Description of Position:
· Responsible for all aspects of The Newcomers Club fundraising activities.
· Assist President with additional responsibilities as needed.
B) Umbrella Group:
· Fundraising Assistants and Helping Hands
· Oversee the process to select a charity that will receive proceeds from all fundraising projects.
· Solicit and receive nominations for charities to be recipients of all fundraising proceeds.
· Present a list of nominated charitable organizations to the boards and general membership in October for discussion and a vote to determine which charitable projects shall receive funds. Particularly, will publish a ballot of nominated charities in the October newsletter.
· Collect and tally votes for nominated charities. The votes will be collected in the following ways: at the October General Board meeting, at the October monthly luncheon, by phone and by mail. The newsletter ballot will describe the voting process.
· Mail all correspondence related to the selection of charities to nominated and chosen organizations. Arranges to have a representative of the selected charities attend key events (for example, a General Board meeting, significant Fundraising Events and the May luncheon when check is presented to the charity).
· Form and oversee a committee to assist with fundraising.
· Make recommendations of fundraising projects to the Board for Club involvement.
· Plan and execute all Fundraising Events.
· Determine the appropriate location to hold Fundraising Events. The Second Vice President can assist her in this task.
· Determine, with fundraising committee input, a fundraising goal for the year and keep the members informed of fundraising progress in monthly newsletter columns.
· Can organize and conduct 50/50 raffles at luncheons and other large gatherings, or select other delegates to do so. Submit all proceeds to Treasurer afterward.
· Present all funds raised to the selected charity at a luncheon held in May.
· Responsible for other activities designated by the President.
D) Critical Milestones During Year of Service:
· Coordinate nominations for charities by the October Board meeting.
· Arrange Fundraising Events to be held during the Newcomers Club calendar year. The most popular annual event is the Lucky Name Luncheon in March. Other Examples of events include: Halloween party, Red Bank Holiday Shopping Spree and the Art Sale in May.
· Presents check to Charity at President’s Luncheon in June.
A) Description of Position:
· Write letters that bear the Club’s signature except those pertaining to finance and programs.
· Register by mail the President and membership chairperson with each of the four Borough Halls.
· Responsible for the Corporate Seal.
· Arrange and coordinate the location of the General Board and Executive Board meetings and the President’s Luncheon.
· Assist President with additional responsibilities as needed.
B) Umbrella Group:
· Arts, Crafts & Gardening, Daytime Gourmet and Education Forum
C) Responsibilities
· Coordinate and execute details related to the location, logistics, parking and food and beverages for all General Board Meetings.
· Submit a monthly newsletter article by the 15th of each month describing the date, time, location, directions and the Umbrella Group responsible for bringing snacks for monthly General Board Meetings.
· Work closely with the Hospitality committee in providing the hostess with the necessary paper products, beverages and glassware for each meeting. Way and Means may assists if needed. In addition, assist Hospitality with set up and clean up for each meeting, as necessary.
· Work with Hospitality to create nametags for all Board members and to ensure that they are brought to each meeting.
· Handle all correspondence for the Club such as thank you notes, business letters, etc.
· Notify all town halls of new Newcomers leadership and where to direct inquiries.
· Coordinate with Third Vice President for press releases on Fundraisers and Membership Chair for Welcoming Events. She must also deliver press releases to the four towns’ newsletters and local newspapers prior to publication deadlines.
· Keep current copies of yearly academic calendars for schools within the four towns.
· Responsible for writing and sending letters and checks for all end of year donations to local fire, police, first aid, libraries, etc.
· Responsible for taking notes when Recording Secretary is not present.
· Take pictures at Club functions for inclusions in newspapers and Club records as required.
· Responsible for planning the President’s Luncheon. This includes securing a location, planning a menu, ordering flowers, creating nametags, provisioning for a podium with a microphone and printing and sending invitations to all outgoing and incoming Board Members a month in advance.
· Responsible for coordinating and purchasing outgoing and incoming Executive Board gifts and gifts for Outstanding General Board Committee members to be presented at President’s Luncheon.
D) Critical Milestones During Year of Service:
· Collect all school calendars in August.
· Notify the Borough Halls in the four towns of Newcomers leadership (President, Membership and Corresponding Secretary names and phone numbers) in August.
· Schedule General Board meeting hostesses for each month of year in September.
· Monthly newsletter articles providing details on General Board Meetings due the 15th of each month.
· Press releases are to be completed for Welcoming Events in September and February and Fundraising events open to the public (Lucky Name Luncheon and Art Show in the Spring).
· For the purposes of public relations, press releases (e.g., in Two River Times) are to be completed for major Club events such as the Children’s Halloween Party (October), Events (September and February), Lucky Name Luncheon (March), Art Show (May), check presentation to Charity at May Luncheon and President’s Luncheon in June.
· Correspondence for all end of year donations to town fire, police, libraries, first aid and others to be completed in May.
A) Description of Position:
· Responsible for all aspects of The Newcomers Club membership and acts as liaison to the four towns of Rumson, Fair Haven, Shrewsbury and Little Sliver when contacting new residents concerning the Club
· Shall act as records chairperson and be responsible for keeping membership data up to date. This master copy of the membership file shall remain in her possession. Other members of the Board may reference the file, but it may not be removed.
· Assists President with additional responsibilities as needed.
B) Umbrella Group:
· Hospitality, Newcomers Network and Directory
C) Responsibilities
· Appoint Committee to personally contact prospective members and inform them of the purposes and activities of the Club. This committee will coordinate with local real estate agencies to provide new residents with a letter introducing the Club. The Membership Chair will coordinate with the President in drafting the introduction letter.
· Responsible for obtaining names and addresses of new homeowners in the four towns of Rumson, Fair Haven, Shrewsbury and Little Sliver, and creating a mailing list.
· Oversee Membership Directory to be distributed to all members in good standing. A supplement shall be published after the second Welcoming Event. Be sure to include member e-mail addresses and update Board of Directors (past 4 Presidents). The Membership Directory is for Club members only and should not be distributed to anyone outside the Club (e.g., other non-profit organizations, businesses, etc.).
· Update the membership list and forward membership dues to the Treasurer as new members join.
· Responsible for checking and answering The Newcomers Club phone voice mailbox regularly (once per week), returning phone calls from prospective members promptly and also forwarding messages to other Board members when appropriate.
· Responsible for checking the Newcomers P.O. Box regularly (once per week) and forwarding the mail to the Treasurer and President as well as other Board members when appropriate.
· Provide one designated member of the Mailing Committee with mailing labels of current members for the monthly newsletter, and provide the Editor with the number of newsletters needed for monthly printing and distribution to members.
· Coordinate with newsletter Mailers in sending out cover letters and copies of newsletter to prospective members.
· Encourage general membership to promptly notify the Membership Chair and/or Welcoming Committee of any new residents.
· Create, print and mail invitations for Welcoming Events to all prospective and new members (twice a year).
· Work closely with the Hospitality Committee in welcoming and attracting new and prospective members in the Club.
· Make available from time to time a copy of updated membership list to committees to ensure that all attendees are active members (prospective members may attend three events prior to joining Club and paying dues).
· Manage all aspects of the Welcoming Events including location, parking, refreshments, nametags, staffing, Committee posters, informing General Board members of time/ location and creating handout for attendees to familiarize with event. The Hospitality Committee assists Membership Chair in planning and execution of these Welcoming Events.
· Responsible for creating press releases to Welcoming Events. Coordinate with Corresponding Secretary to get press release to town newsletters and local newspapers by deadline date.
D) Critical Milestones During Year of Service:
· Start collecting dues at first Executive (in June) and General Board meetings (in July).
· Start planning September Welcoming Event in June.