Detailed procedures

• Create agenda for the Board Meeting and email to board members one week prior to meeting to obtain input
• Create agenda for the General Meeting and email to board with finalized board meeting agenda
• Preside at the Board Meeting
• Preside at the General Meeting
• Have Board approve minutes from previous board meeting
• Review the General Meeting Agenda at the prior Board Meeting
• Send welcome emails to new members

Note: the appointed officers, special appointments, and committees are published in the Redbook, so they need to be appointed prior to, and approved at, the In and Out meeting.

• Early June (or end of May), plan Installation Ceremony working with Outgoing President
• Select an installer
• Select a theme and logo; provide picture, theme, logo, and President’s message to Redbook editor
• Determine location of board meetings (currently use a room for a nominal fee at Good Shepherd Church)
• Schedule board meetings for the next fiscal year (September through June)
• With Hospitality chairs, meet with venue representatives to decide the venue, menus, and cost for the General Meeting. The president makes the final decision on the venue and signs the contract.
• Appoint Bulletin (Gazette) Editor, Parliamentarian, Webmaster, Member News, Yearbook (Redbook) Editor, Student Liaison, Procedures Manager, Thought for the Day/Inspiration, Historian (optional), Health & Fitness (optional), Legislation, and Financial Advisor (optional)
• Remind hospitality to appoint 2 to 4 members to be Greeters with her at the General Meeting
• Appoint members to Scholarship Awards committee
• With the Outgoing President, schedule an In and Out Meeting for near the end of June
• Create agenda for the In and Out Meeting. All timelines and procedures for board and appointed positions are turned over to incoming board/appointees at the In and Out Meeting
• Outgoing President presides at the Out part of the meeting; Incoming President presides at the In part of the meeting. The minutes for the May meeting are approved by the outgoing Board.
• Create a list or spreadsheet of board positions and appointments for easy access to information
• Obtain approval of all appointed positions and the Scholarship Committee
• Obtain approval of budget for next year
• Obtain approval of the General Meeting site, cost, and schedule
• Obtain approval of the board meeting site and schedule
• Visit RWC-approved charities to make in-person donations

• Sign contract for venue for General Meeting
• Attend Orange District Summer Conference (could be in August)
• Obtain copy of previous year’s motions from recording secretary
• Present remaining checks (with outgoing President) to various charities
• Meet with program chair to review General Meeting programs
• Schedule workshop for August (usually by mid-August, determine site of meeting)
• Contact chairs of standing committees (Fundraising, Membership, Bylaws, and Scholarships) for names of members serving on committees to put in Redbook
• Provide Orange District, CFWC, and GFWC information to the Redbook Editor
• Note: Dean should provide the names of Section Chairs and Section Meeting information

• Attend Orange District Summer Conference (could be in July)
• Create agenda for Board Workshop
• Have Board approve programs for General Meetings; these are published in the Redbook
• Provide lunch for Board Members (meeting is usually 10 to 2 at the latest; in the past, we have purchased box lunches from Panera)
• Review Redbook updates
• Contact the RWC Los Al Student of the Month Liaison and determine schedule for presenting awards

• Obtain Board approval of June incoming meeting minutes
• Obtain Board approval of all identified fundraisers (HHT, GT, any other known ones)
• Meet with Los Alamitos High School counselor to determine schedule for Scholarship Award selection. Provide her with name of Treasurer to obtain HOBY award checks
• Hold a meeting of the Scholarship Award committee to review application, etc.
• Send scholarship award applications to the school counselor
• Attend OD Council Meeting and pick up information located on table in file box. Distribute info as necessary to board and at the general meeting.
• Have the board appoint 5 members, including alternates, to the nominating committee
• Have two more positions for the Nominating Committee be selected at September General Meeting
• Ensure Parliamentarian announces at the General Meeting that nominations for board positions are open

• Federal tax returns due October 15th
• Have article published in Sun and News Enterprise on scholarship award applications
• Attend OD Report Writing Workshop at least once to familiarize yourself with what is required for the report

• New member dues are due to Orange District by December 1st
• Check on scholarship award applications earlier
• Attend OD Council Meeting and pick up info
• Designate someone to represent the RWC in selecting and awarding the Youth Center Night Among the Stars winners next spring. The Center usually asks for our representative’s name in the fall

• President receives copy of report on projects and hours sent to Orange District
• President receives Home Tour preliminary results

• President receives Home Tour results
• Depending on the Los Al Awards Ceremony schedule, obtain scholarship award applications by end of January or beginning of February at the latest
• Attend OD Council Meeting (reports due)
• OD may need names of members with longevity in club (Dean should send this in)

• Have corresponding secretary mail invitations to all living past Presidents who are still RWC members for the March meeting as RWC guests. Validate there is a table reserved for them and they are included in the lunch count
• Have the Nominating committee request nominations at General Meeting
• Have parliamentarian present Bylaw changes to the board (or in March)
• Attend Golden West College Awards ceremony to deliver former Woman’s Club of Huntington Beach endowed nursing scholarship (optional)

• Parliamentarian announces slate of officers for next year at the General Meeting and sends to Gazette Editor for publication in April Gazette
• Honor the Past Presidents at the General Meeting (may be moved to May or June due to club business)
• Parliamentarian presents bylaw changes to board
• Attend Arbor Day festivities at Rossmoor Park or designate an attendee (contact Rossmoor Community Services District, 562-430-3707)
• Attend OD Council Meeting and pick up info
• Ensure we are represented at the Youth Center Night Among the Stars selection panel

• Ensure Data Banks and Club dues to Orange District are completed by the 1st
• Attend awards ceremony at Los Al (if scheduled this month) with one or two other board members
• Attend OD Convention (need number of members who have died during the year; Dean should send this in)

• Attend awards ceremony at Los Al (if scheduled this month) with one or two other board members
• Order token gifts for outgoing board members
• Start working on installation ceremony (goodbye to outgoing board, hello to incoming board)

• Attend Orange District summer workshop (may be in August)
• Meet with Section Chairs to ensure reporting and financial requirements are understood

• Provide updated information for Redbook regarding Section Chairs, Standing Committees, OD and CFWC meetings and Conventions, and GFWC Community Service Programs to Redbook editor
• Attend RWC summer workshop held by the President (if there is one)
• Notify members of upcoming Orange District Council meeting and obtain names of attendees

• Attend Orange District council meeting
• Distribute information from OD Council meeting to board and members
• Distribute electronic copy of report form to each section chair, HHT, GT, and other areas needing to document projects and activities for report to OD due the beginning of January. The reports document activities during the calendar year (January 1 through December 31).

• Attend Orange District narrative report writing workshop (may be held in November)
• Provide copies of The Redbook to OD as requested
• Notify members of upcoming Orange District Council meeting and obtain names of attendees

• Attend Orange District council meeting
• Distribute information from OD Council meeting to board and members

• Gather narrative reports from section leads, HHT Officer, GT Officer, and any special projects or fundraisers
• Prepare the annual report due to OD of volunteer hours, cash donations, in-kind donations, and scholarships awarded during the calendar year (January 1 through December 31)
• Notify members of upcoming Orange District Council meeting and obtain names of attendees
• Review narrative reports for clarity and grammar

• Early January, provide copies of the narrative and statistical reports to the OD First Vice President and RWC President
• Attend Orange District council meeting
• Distribute information from OD Council meeting to board and members

• Notify members of upcoming Orange District Council meeting and obtain names of attendees
• Attend Orange District council meeting
• Distribute information from OD Council meeting to board and members
• Notify members of upcoming Orange District Convention and obtain list of attendees

• Attend Orange District Convention
• Provide number of members who have passed during the year to OD prior to convention

• Provide copies of the narrative and statistical reports to RWC Recording Secretary. These should be bound with the RWC fiscal year-end minutes.

• During the fiscal year, request proposed changes to the Bylaws at the Board and General Meetings
• Receive potential changes from the Board and other RWC members
• Maintain the Bylaws (Articles, Policies and Procedures, Standing Rules) in the official online repository. (This file is passed to the new parliamentarian at the end of the fiscal year.)
• Schedule Bylaw Committee meetings (can be scheduled as early as possible depending on number and complexity of changes, but definitely in either December or January for the first meeting)
• Schedule a training and orientation meeting (working with the President and Fourth Vice President, Membership) for new members to familiarize them with the Bylaws, which consist of the Articles, Policies and Procedures, and Standing Rules. This presentation can be formal or more casual.

• With the Board, select 4 to 5 members for the Nominating Committee. Committee members should have been in the club for at least one year, preferably longer
• Request that the Nominating Committee set up a meeting for September or October (no later than October 31st)

• Prepare the Nominating Committee Procedures Manual for the current year. It should include:
  • Nominating Committee Timeline and the duties section from the Bylaws Policies and Procedures
  • Position Descriptions
  • A copy of the General Membership list
  • List of years served continually on the Board of Directors
  • Member questionnaires and information from the Membership Chair
• Schedule the first meeting of the Nominating Committee (in September or October)
• Ensure that each member of the Nominating Committee has a current copy of the Redbook
• Provide instruction to the Committee, answer questions, and instruct the committee members that all matters discussed during the selection process are to be held in the strictest confidence
• Leave the meeting. (The committee will select a chair to conduct the rest of the meeting.)
• Forward list of Board Members’ time in service to Nominating Committee Chair

• By March or April, the Bylaw Committee shall have reviewed all Bylaws, which consist of the Articles, Policies and Procedures, and Standing Rules
• Present all proposed changes to the Board for review and approval, preferably at the Board meeting prior to the March General Meeting
• Send those Bylaw changes requiring membership vote (refer to Bylaws, but basically those that affect membership financially or add requirements for membership) to the Gazette Editor
• Prepare and count the ballots for election of officers

• All proposed Bylaw changes that affect the members’ financial obligations (such as dues) or the members’ rights as to voting or dissolution must be approved by both the Board and the general membership.
• This notice of change must be published in the Gazette at least 10 days prior to the General Meeting in which the Bylaws will be voted on. In addition, if a vote by the General Membership is required, a 2/3 vote of those present is required for approval.

• Board appoints 3 members and 2 alternates from the board/membership to the Nominating Committee. The Parliamentarian provides the board with which members of the previous committee have served 2 years.
• At the September General meeting, Parliamentarian reports that the nomination process has begun and requests two members from the general membership to serve on the Nominating Committee.
• The Parliamentarian asks members who are interested in volunteering for a Board position to submit a questionnaire expressing their willingness and qualifications. Copies of the form are provided at the meeting or by e-blast.
• Nominating Committee members must be active RWC members for at least 2 years, preferably with prior experience as Board members or Committee chairs.
• Committee members serve on the committee for 2 years in staggered overlapping terms.
• The Parliamentarian schedules and attends the first meeting of the Nominating Committee. This should be done as early as possible (preferably soon after the General Meeting) but no later than October 10th. At this meeting, the Parliamentarian provides the following:
  • Nominating Committee timeline/procedure
  • Position descriptions (from Redbook and position timelines)
  • Copy of the General membership list, which includes designation of emeritus members, members who are not in good standing, and members who do not have more than a year in the club
  • List of Board members with their time served on the board, highlighting those who have been on the board 6 or more years. Other members should be sought for these positions.
  • Parliamentarian Book containing information about the members, obtained from the Membership Chair. This book is returned to the Membership Chair upon completion of the Nominating Committee duties.
• Provide guidance on the process and selection of candidates, reiterate that all positions on the Board are open for new candidates, answer questions, and ensure the members understand the process.
• Instruct the Committee that all matters discussed during the selection process are to be held in the strictest confidence and not shared with any member or Board member.
• After completion of these duties, the Parliamentarian leaves the meeting.
• The members of the Committee elect a chair.
• The Nominating Committee Chair sends descriptions of the board positions to the Gazette editor for publication in the next issue, including a statement that position timelines are stored on the RWC website.

• When developing their list, the Committee reviews the list of Board Members’ time in position and/or queries current Board members, except those that are at the six-year maximum, to determine if any wish to serve in the current or another position again. This does not preclude the Committee from identifying additional qualified candidates or individuals who may be qualified in the near future.
• Working with the Position Descriptions, the Committee makes a list of what they consider minimum qualifications for each position. All candidates should have a working knowledge of the use of computers (either PCs or Macs), email addresses that are accessed every day, and organizational and communication skills.
• Then, with the General Membership List and possibly the Membership Application forms, identify members who may be qualified for specific positions. This list of potential nominees should include members wanting to remain on the Board as well as other qualified members.
• Each candidate must be a member in good standing and have no less than 1 year of active membership in the Club. Candidates will have shown regular attendance at General Meetings and events; have a working knowledge of the Club’s structure, goals and bylaws; demonstrated a willingness to serve and collaborate; have good management skills; and have the ability to communicate effectively with members.
• If the Committee has questions about a present Board member’s competency and/or effectiveness, they may consult the President or Dean or anyone else on the Board. (Note: The Committee should not be limited in where they may obtain information about Board members.)
• Interview all potential candidates, including present Board members, either in person or by phone. Ensure the candidate is aware of the duties of the office and any special skills needed.
• If it is difficult to fill a position, explore having co-officers to share the position. Also, consider having the new officer be mentored by the prior board member. (Note: the prior board member is a mentor and is NOT in the board position.)
• Periodic updates from the Nominating Committee Chair or her delegate regarding progress on identifying appropriate candidates for each position are provided to the Board. The Committee may also solicit assistance from the Board in identifying additional qualified candidates for positions.
• After reviewing all candidates, including existing Board members, the Committee will determine which candidates are most suitable for the slate. If some positions have not been filled, the Nominating Committee Chair may query the Board members for possible candidates.
• If a Committee member is unable to attend committee meetings or vote, one of the alternates shall fill in. If a member of the Committee has been nominated for a position, she must recuse herself during the discussion and the vote.
• The Committee Chair is responsible for informing those not selected for the slate.
• The Nominating Committee Chair or her delegate provides the proposed slate to the Board of Directors no later than 15 days prior to the March Board meeting, even if some positions have not been filled. Within 5 days of receiving the slate, the Board should review it. If the Board questions the validity of a nomination, it is referred back to the Nominating Committee for consideration. The Nominating Committee will consider the input from the Board and then present the proposed slate at the March Board meeting. (The Board does not select the replacement, and the nominating committee may keep their candidate for the position.) Enough time has to be built into this process to give the Committee adequate time to address any recommended changes in time for the slate to be presented at the March General Meeting.
• If a position cannot be filled, the President may appoint someone (with Board approval) from the membership to temporarily fill this position. If the appointment becomes permanent, it must be approved by the general membership.

• The Nominating Committee Chair presents the slate of officers to the Club at the March General Meeting. She informs members that elections will be at the April meeting and they will have an opportunity to nominate prior to or at the April meeting. Anyone nominated must have agreed to the position and meet the same qualifications as others nominated for the position. These qualifications can be obtained from the Nominating Committee Chair.
• The Nominating Committee Chair then closes the nomination process and thanks her committee members.
• The Nominating Committee Chair sends the proposed slate of officers to the Gazette Editor in time to be printed in the April Gazette.

• The President conducts the election process at the April General Meeting.
• A week before the April General Meeting, the Nominating Committee Chair sends out the proposed slate of officers in an e-blast.
• The President goes through each Board position, identifying any other nominations received prior to the meeting and asking if there are any nominations from the floor. (Example: “Hazel Morgan has been nominated for the office of President. Are there any further nominations from the floor for President?” If none, “Hazel Morgan is nominated for President.”)
• Nominations received prior to or accepted at the General Meeting are added to the proposed slate of officers.
• It is recommended that the election be done by written ballot prepared by the Parliamentarian. If there are multiple members nominated for the same office, the election must be done by ballot. Ballots are prepared prior to the meeting and contain the proposed candidates and, for each office, room to write in another candidate. These ballots are distributed to the members, then collected and counted by the Parliamentarian and members selected by her. The results are provided to the President, who will announce the members of the new Board.
• If there are no nominations from the floor, the President may choose an alternate method rather than a ballot, though this is not recommended. She can ask for a motion and second to accept the proposed slate of officers. The motion is voted on by the membership, either by a show of hands or by voice (yes, no, abstain). The President then says, “Motion granted and a new Board has been elected to take office starting July 1st.”
• The Nominating Committee Chair sends the incoming Board of Directors to the Gazette Editor and the Redbook Editor.
• The Nominating Committee Chair provides the latest online copy of the Nominating Committee Timeline to the Procedures Manager and the Parliamentarian. She also returns the Parliamentarian Book to the Parliamentarian.

• Maintain the schedule and information about speakers/programs at the general meetings in the Program Book or an online file
• List any prospective speakers in the front of the Program Book/file

• Review possible candidates (prior years’ appearances, information listed at front of Program Book/file, references and ideas from members)
• Interview candidates, obtain cost and other information. (Be aware of the budget for programs; it includes the cost of lunch for the speakers.)
• Suggest programs at In and Out Meeting to the new board

• Create a tentative schedule of the candidates
• Contact candidates and book date. (You may need to juggle the schedule depending on availability of candidate.)

• Obtain board approval of programs at the August summer board workshop or via email
• Provide program schedule to Redbook Editor by mid-August (see format in Redbook)

• Send a letter to each speaker confirming date, location, time, and contact information

• Prior to the deadline for the Gazette (Friday after the General Meeting of the month before the speaker program date), obtain in-kind needs and notify Gazette editor
• Write a brief explanation of the program, encouraging people to sign up to come to the meeting

• Contact speaker and confirm the date, time, and location
• Obtain the following information (use contract form):
  • Number of guests (guests are paid for depending on budget; if no charge by the speaker, then all guests are paid for)
  • Choice of entrée for each if staying for lunch
  • Any equipment needed
  • Any special room set-up if needed
  • Time of arrival
  • Any in-kind donations wanted
• Fill out contract form and have them sign (can sign at meeting)
• Notify registrar of attendees and entrées requested
• Notify Hospitality of any logistics requirements
• Prepare thank you note to give to speaker at the General Meeting
• Arrive at General Meeting early, ensure logistic requirements are met, and greet speakers
• Provide treasurer with contract in time for a check to be written prior to the meeting

The Membership Director is responsible for recruitment, welcoming, integrating, and retaining members, and for supporting the long-term strength and sustainability of the Club.

This role serves as a primary ambassador for the Club and plays a key role in shaping the members’ experience from first inquiry through active involvement. In addition to being warm and welcoming, it is important that one presents a professional appearance when recruiting new members.

The Membership Director is responsible for raising concerns (such as membership retention, board member sharing information, etc.), not solving them alone.

• Friendly, engaging, personable
• Strong communication and listening skills
• Organized with strong follow-through
• Tactful and diplomatic
• Comfortable working collaboratively with diverse personalities
• Forward-thinking while respectful of club traditions
• Strong knowledge of the workings of RWC and its Bylaws
• Computer literacy (i.e., email, electronic documents, and virtual meeting platforms)

• Attendance at Board meetings
• Attendance at General Meetings to install new members and new member events
• Interviewing new applicants each month; ongoing follow-up and coordination throughout the year through various outreach functions

• Serves as the first point of contact for prospective members; follows up with prospects
• Coordinates new member orientation and onboarding
• Collaborates with Mentorship Chair to assure mentoring of new members is happening
• At General Meetings, installs new members
• Observes if members are attending meetings (if new members, notify Mentorship Chair; if other members, notify Member News to follow through with them)
• Tracks new member engagement and follows up as needed with Mentorship Chair

• Master Membership Book
• Sample of New Member Kit, which includes a copy of the “Message from the President” letter, the “Overview and Quick Guide” booklet, General Federation of Women’s Clubs information, the Duty folder, and various miscellaneous information
• Parliamentarian copy of Member Applications for Nominations Committee

• Potential members reach us through several avenues: through other members; through the website; Facebook; the Holiday Home Tour and/or the Garden Tour; and articles that appear in local press.
• Regularly check the RWC website and RWC Facebook page for people interested in the club and contact them. Obtain both her email and cell phone number.
• Receive names and contact information of prospective members who have called the RWC phone number from the Corresponding Secretary.
• Arrange a personal meeting with the prospective new member. Location for the meeting is determined by the member and Membership Director (e.g., Peet’s Coffee Shop in Rossmoor Center, prospective new member’s home). The meeting generally lasts about an hour.
• After contact with a prospective member, make sure to get a cell phone number and her email at the minimum. Before each meeting, email her a copy of the RWC application form to be filled out before the meeting and a copy of the most recent RWC Gazette newsletter so she can acquaint herself with some of the activities of the club. Also, remind her to bring the filled-out application form and suggest she bring a check, in case she chooses to join at that meeting.
• Every new prospective member gets the red portfolio that has a “Welcome” letter from the President, an application if she has not already received one, an “RWC Overview and Quick Reference Guide” that explains important information about the Club, information about Orange District, and a postcard that has RWC information for them. This should be reviewed every year in case this information needs to be updated. The information in the portfolio contains quick reference resources regarding functions of our sections, charities, fundraisers, etc. Go over each section with them. Don’t forget to mention that RWC does not meet in July and August.
• Invite her to be either a paying guest at a General Meeting (explain our policy of “a reservation made is a reservation paid”) or to join now. If the prospective member has not filled out the application sent to her via email, have her fill out an application. (Strongly encourage her to include information about herself. Not only will it help as an icebreaker, but skills may be discovered that are useful for RWC.)
• If she decides to join, review the information with her on the application, including what she wishes the name badge to say. Some request a nickname. Confirm all the spelling, if not completely clear. Later, order the badge from our engraver. Dues are payable by check when she joins. (Currently, dues are $50 plus a one-time payment of $15 for the club badge, for a total of $65. If joining in January, February or March, the dues are prorated to $25 plus $15 for the badge, for a total of $40. Be sure to explain that during the membership drive, generally starting in February, they will be asked to renew their membership, which will start again in September. Explain the dues cover membership in RWC, Orange District, CFWC, and GFWC, with no extra charge for these organizations.)
• Take a headshot photo for the Redbook and Gazette (give her final approval of the photo), or if she prefers, have her send you a JPEG or digital photo via text or email, which you may need to crop. Once she has joined, follow up to make certain she is receiving the Gazette.
• If she has completed the application and provided a check for membership and her badge, give her a Redbook so she has an opportunity to review it prior to attending a General Meeting. Ensure the application has enough info for you to create a short biography (or have her send you one). Verify that the application is completely filled out, a picture is available, the check is correct, and enough information for a bio is available. Provide her with the membership card for the GFWC.

• Original application goes into the Master Membership Book, with a copy of the check.
• One copy of the application and the original check are delivered to the Financial Dues Secretary.
• One copy goes into the Parliamentarian Book that you keep but is loaned to the Parliamentarian and Nominating Committee each year during nominations. Certain information is redacted before it goes into the book:
  • Black out the year of birth.
  • Do not include any copies of cancelled checks or other sensitive information.
• After the Nominations are completed, the Committee must return the book to the Membership Director. This is required. This sensitive information is not to be shared with anyone who is not on the Nominating Committee.

• Instead of sending a copy of the application form to the Board, appointed positions, and section heads involved, make a separate page to send them. Include a small picture of the new member, all personal information as it is listed in the Redbook, and the bio that was sent to you or you created.
• Send a copy to the entire Board, including positions where there is a co-chair; a copy to the Gazette Editor, the Parliamentarian, Member News, Redbook Editors, Webmaster, the Mentorship Chair, and any chairs of sections they were interested in. The President and the section chairs should each send a welcome email to the new member. Section chairs should invite her to the next meeting.

• Cypress Engraving, cypengrave@earthlink.net, 11418 Knott Street, Garden Grove, 92841, and Jagdeep Singh (714-892-7200) is our contact.
• Send him an email with how many badges are needed and the correct spelling of each name. You will be responsible for picking them up and will have to bring cash. They do not accept checks or credit cards. Make sure you get a paid receipt and turn this in to the Treasurer to be reimbursed. The engraver knows the badges are printed in Times New Roman font 24/18, but you should put this information on the request to ensure no misunderstandings. It typically takes about a week to create, and they will let you know when it is ready for pick-up.
• When ordering a replacement badge for an existing member, the member should give you the $15 in advance for the new badge.
• Badge specifications to include with each order: regular 2 x 3 inch size, red background with white writing, rounded corners, CFWC logo, and magnetic backing.

• The Membership Director serves as a liaison with the Mentorship Chair to remain informed of general new-member onboarding and engagement, while allowing the mentoring program to operate independently.
• The Membership Director appoints the Mentorship Chair. Members of the Mentorship Committee are then selected by the Mentorship Chair. Members of the committee should include volunteers from the Board and from the General Membership.
• After the Membership Director has notified the Mentorship Chair of a new member, the Mentorship Chair assigns a mentor from the Mentorship Committee. Mentoring typically covers the new member’s first year, although participation is voluntary and a new member may decline mentoring.
• Prior to each General Meeting, the Registrar provides the Membership Chair and the Mentorship Chair with a registration list on Thursday or Friday before the meeting. If new members have not signed up, the Mentorship Chair then notifies the assigned mentor to reach out to them.
• The mentor should greet her assigned new member at the General Meeting and introduce her to other members. The mentor also ensures the new member is familiar with signing up for the General Meeting, receiving the Gazette, and participating in Sections. She checks to see if the new member has any questions.
• If patterns emerge indicating that a new member is missing consecutive meetings, the Membership Director and Mentorship Chair work together to determine the reason and if there is a situation that needs to be addressed, possibly by the President.

• Reserve a table where she will sit with you and maybe a friend. This can be done by a request to the Registrar, to Hospitality, or to the President to have a “Reserved for New Members” sign put on a table, generally in front near the podium so the president can sit at the table and be close to the podium. New members may sit there for the first year if there is room.
• Make her first reservation when she is installed and call the Registrar with her meal choice, unless she wants to make her own reservation by following the instructions in the Gazette. Let her know that for future meetings, she will need to make reservations following instructions in the monthly Gazette. (Be sure to let her know “a reservation made is a reservation paid.”)
• Advise her beforehand that she will be saying a few words about herself and reciting the pledge on the back of the Redbook. (Bring a copy of the Pledge for her use.)
• Let her know she must go to the Registrar’s table to sign in and give the Registrar her check, and then a Greeter should escort her to the New Member table to meet up with the Membership Director and the President.
• If there is time, escort her around the venue and introduce her to our existing members.
• If new members are to be installed, the Membership Director will be called to the podium. She introduces the new member and asks her to give a 2 to 3 minute bio. The new member will read the pledge on the back of the Redbook (or a copy from the Membership Officer) and agree to it. Welcome her and hand her the name badge if it is available prior to the General Meeting.
• Sometimes, as a small gift, we give her about 5 generic business cards for RWC and several of the postcards that have a QR code that takes people to our website for more information about the club. We tell them that they are now “official” Ambassadors of RWC and should feel free to give these out whenever they can. For additional copies, they should see the Membership Director.
• Encourage members to introduce themselves and welcome the New Member!
• During the next couple of months, check to see if new members have any concerns or questions and are receiving Gazettes and e-blasts. Also check with the Mentorship Chair.

• Once a year, the Membership Director, President, and Parliamentarian, along with membership and bylaw committee members, will provide a training session to new members on the bylaws and other pertinent information about the club. This can be a formal presentation or an informal discussion. Other areas may be discussed to help with an understanding of the club, its operation, and its objectives. This meeting can also be used to address questions or concerns the new members have.

• Obtain any information on people who indicated an interest in RWC from the HHT Chair.

• Obtain any information on people who indicated an interest in RWC from the GT Chair.

• Attend meeting with the Hospitality Officer, President, and venue manager to plan room, menus, themes, price, and any other needs for the RWC General Meetings.
• Receive a signed copy of the venue contract.
• Contact treasurer for any form or the method she wants you to use in order to reimburse your expenses.

• Pass the Sign-Up Worksheet at the board meeting to obtain board members’ attendance and preference. The President does not pay for lunch. All other board members do.
• Also at the board meeting, obtain number of students and their guests from the Student Liaison. Students do not pay for lunch; guests of students do pay. Liaison needs to remind the student and guests they have to pay by check.
• Obtain information on any guests being brought by board members. These guests pay (or the member bringing guests pays). Members must tell paying guests that payment is by check only.
• Obtain program guests from Program Chair and how many lunches are being paid by the club and how many lunches the guests will pay. Program chair must tell paying guests payment is by check only.
• Obtain information from the board on tables needing to be reserved (students, etc.).

• Reservations can be made through the Sunday before the meeting. No cancellations after Sunday evening. Payment of lunch is required after Sunday.
• Take the reservation requests from members by email or text.
• Reply to text and email messages.
• Check off names on the Master Attendance List in the Reg or Veg column, whichever applies.
• Provide the registration list to the Membership Chair and the Mentorship Chair by the Thursday or Friday prior to the General Meeting.

• Call in number of attendees to The Grand (can leave message) at 562-426-0555 with tally of regular or vegetarian meals.
• Notify Hospitality Chair(s) with the numbers.
• Notify Treasurer with the numbers.

• Fill out Guest List for Recording Secretary.
• Fill out Guest List for President.
• Bring worksheet with attendees and meal preference to the meeting.
• Make up Guest Badges.
• Make up “Veggie” meal tickets for members getting veggie meals.
• Set up registrar table including extra pens, veggie tickets, guest badges, etc.

• Check off attendees and collect the checks (no cash).
• Put checks in alphabetical order for easier counting.
• Balance the checks with the number of attendees.
• Give checks to Treasurer.
• Provide copy of the Lunch Order Worksheet to Membership Officer.
• Notify Treasurer of members who reserved and did not attend.

• Venue for RWC General Meetings is decided by the RWC incoming president based on input from hospitality.
• Incoming hospitality chair contacts the venue events manager to arrange a meeting with Hospitality, Registrar, and RWC incoming president to plan room, menus, themes, price, and any other needs for RWC General Meetings. (Note: each month should be reviewed carefully to ensure special needs from the year before are removed.) Provide an extra copy to the Gazette Editor.
• President signs the contract.
• A copy of the contract is kept by the President, Registrar, Hospitality, and the Gazette Editor.

• Contact various flower shops or stores to see if they will donate materials. Provide them with a letter and donation form for their tax information.
• May receive donations from other sources.
• Trader Joe’s (there are two in Long Beach) will sometimes provide complimentary flowers.
• Form Hospitality Committee (includes Greeters) and provide member names to Redbook Editor.

• Attend RWC board meeting the week before the General Meeting and notify president if unable to attend.
• For each meeting, ask for a volunteer from the membership to be a greeter for that month.
• Arrive early before General Meeting to check room set-up.
• Obtain centerpieces (either bought, donated, or created by hospitality).
• Provide receipts for expenses to Treasurer.
• Wearing Hospitality and name badges, arrive at General Meeting at least 45 minutes early to ensure the room is set up correctly. Ensure there are two long tables on the side for auction items (including sign stating use of table). Ensure there are two long tables in back for items brought to meeting and sign-up sheets.
• Reserve a table for students if there is a student of the month award (this information is obtained at the RWC board meeting).
• Reserve a table for new members if there are any (this information is obtained at the RWC board meeting).
• Make sure microphone is working and U.S. flag is on display for the Pledge of Allegiance.
• Put centerpieces on the tables.
• Prepare an envelope for each table for the donations for the centerpieces.
• Greet people (with help from Hospitality Committee) at entrance and direct guests and members to tables.
• During the meeting, ensure members or guests arriving late have a place to sit and direct them to tables.
• Collect centerpiece envelopes, count the money, complete form from treasurer and give to treasurer.
• Collect Bethune cans, count the money, complete form from treasurer and give to treasurer.
• Collect any leftover centerpiece decorations (can give them away) and the reservation signs on auction table, student table, and new member table.

• At the General meeting, remind members to send you information about any event affecting a member.
• Extend condolences to members upon the death of a member or family member, and congratulations on the birth of children and grandchildren.
• Send appropriate greeting cards to members.
• Inform club members of hospitalization and/or illness of a member (with the authorization of the member).
• Visit members when appropriate.
• Announce member news at Board and General Meetings (with the authorization of the member).
• Prepare an article for publication in the Gazette which includes the list of the next month’s birthdays and any other member news (with the authorization of the member). (Note: the July birthdays are listed in the June Gazette and the August birthdays are listed in the September Gazette.)
• Contact members by phone who do not have access to electronic communications to inform them of crucial club news.
• Review lists of members not attending General Meetings and contact them to inquire about the reasons for their non-attendance (e.g., illness, needing transportation, etc.) and provide information to the President and Fourth Vice President, Membership.
• At the General Meeting, announce the members who have birthdays that month. (Note: those who have July birthdays are announced in June; those who have August birthdays are announced in September.)
• Put a raffle ticket at each table place setting (if raffle is still held).
• Draw winning raffle tickets near end of meeting (if raffle is still held).
• Draw winning number for table decoration (if there are any) near end of meeting.

• Record all motions passed at Board and General Club meetings. It is not necessary to document the detailed discussions, only the motion, who made it, who seconded it, and the status.
• Record and retain minutes of both Board and General meetings for a permanent record. It is not necessary to document detailed discussions.
• Provide a draft email copy of the Board meeting minutes within seven days to all Board members. Board minutes shall be approved by all voting members of the Board of Directors at the next meeting.
• Provide a draft copy of the General meeting minutes for approval to three selected members who were in attendance at the General Meeting. Minutes should contain the names of students awarded scholarships, the program and names of program personnel, any decisions made at the meeting, and if any other awards were given. Other information, such as information from section leads, is not necessary. The April meeting is the Club’s official meeting to meet 501(c)(3) legal commitments and should include treasury information. The final General Meeting minutes are then sent to all Board members via e-blast from the Corresponding Secretary.
• Keep a running copy of all motions in a separate list.

• Provide all motions from previous year to the Incoming President at the June In and Out meeting.
• Receive copies of the annual narrative and statistical reports that were sent to OD (may be delivered either in January or in June to you by the First Vice President, Dean). These should be bound with the June end of fiscal year minutes of the board.
• The motions made during the year, the OD reports, and all the Board Meeting minutes for that year should be bound together and placed in storage.
• The General Meeting minutes for that year should also be bound separately and placed in storage.

• Pick up mail from Los Alamitos Post Office Box 357, review mail, log significant correspondence (including telephonic and electronic), determine who the recipient is, and distribute to that person (e.g., all correspondence from the State Equity Board goes to the Treasurer; program information to the Second Vice President, Programs). Discard junk mail.
• If the Corresponding Secretary is on vacation and cannot pick up the mail from the P.O. Box, she needs to have someone else on the board check the mailbox until her return. The treasurer has a key to the mailbox, or the corresponding secretary can lend her key to another board member.

• E-blasts can be requested by any member and may be requested during July and August.
• Review e-blast for appropriateness. If not sure of appropriateness, contact President.
• Correct any spelling or grammar errors, and validate phone numbers and email addresses in the e-blast memo. Enter subject in Subject line.
• Send e-blast to all members in a timely manner: use BCC, type RWC, and the contact list will appear.
• Maintain list of all members’ emails and update member email list with email addresses of new members. The members’ email addresses should be kept in a folder in Google Contacts labelled RWC. Membership Chair should send you this info as she receives it. Financial Dues Secretary should notify you of members that are not renewing. Member News should notify you of members that have died. To update contact info, click on Google apps and go to Contacts. Verify email addresses with the ones in the Redbook in September.
• For those few who do not have emails, there is no need to notify them by phone.

• Review any letters from companies to determine if they should be read at the General Meeting.
• Significant or interesting letters from students should be selected for reading at the General Meeting.

• Direct calls from the Club Phone (562-810-7139) to the appropriate person. The President also receives this on her phone.
• Maintain Google Voice (see separate procedure) when there is a change in the President and/or Corresponding Secretary positions.

• Review tri-fold information, update with changes, and print new tri-folds. Give some to the Membership Chair.
• Responsible for maintaining the logo and letterhead. Letters from RWC should have the letterhead and logo at the top.
• Write all thank you notes except for the thank you notes for the HHT and GT.
• Provide the HHT and GT officers and Financial Dues Secretary with RWC envelopes.

• Compose invite (from the President) to the past presidents who are still members to attend the March meeting as guests, and have the president review the letter. This may be moved to May per the President.
• Either obtain the President’s signature or her permission for electronic signature, and send out invitations.

• Turn over key to new Corresponding Secretary at the In and Out Meeting. Turn over procedure and review it with the new Corresponding Secretary at the In and Out Meeting.

• Basic knowledge of accounting/bookkeeping and/or previous experience as a treasurer of an organization
• Proficient in the use of Excel
• Knowledge of financial/accounting/bookkeeping software (currently QuickBooks)
• Good organizational skills
• Proficient in the use of online and internet tools
• Detail oriented
• Preferably knowledge of Square and Zelle (can be taught)

Twenty to forty hours per month depending on the month. HHT and GT months are at the higher range.

• Receive all monies belonging to the Club and deposit in the current checking account.
• Coordinate with the Corresponding Secretary to receive all correspondence relating to the Treasurer’s responsibilities. RWC has an Informed Delivery account.
• Pay all requests for payment upon receipt.
• Input all checks, deposits and any interest earned in the QuickBooks program based on established budget categories for both RWC and RWC Potpourri. Also, look for and enter any Zelle, ACH or Square transactions.
• Create a Monthly Register Report and/or P&L vs Budget report in QuickBooks, and send it to the Budget and Finance position to review and to make sure the two agree with the budget categories and all accounts balance. Also give a thumb drive with the monthly QuickBooks backup to the Budget and Finance officer.
• Reconcile the checking account and all other accounts to the bank statement in QuickBooks.
• Prepare a Monthly Treasurer’s Report. This will be presented for approval to the Board of Directors and a copy sent to the Gazette Editor no later than the Friday after the General Meeting.
• Keep a copy of the Monthly Register Report, Monthly Treasurer’s Report, bank account statements, bank reconciliations and Balance Sheet in a binder which includes July through June monthly reports.
• Pay the bill for the Small Space Storage, which is due on the first of each month. Small Space Storage emails a bill to the Treasurer by the 15th of the previous month. Contact them to change contact information as needed.
• A day prior to the General Meeting, receive the number of lunch reservations from the Registrar. Prepare a check for cash for that number times $6.00, which will be the tip given to the supervising server, who will also furnish the invoice for the lunch charges.
• Obtain a copy of the Treasurer’s Report from Potpourri and enter all transactions into QuickBooks. Potpourri has its own chart of accounts and checking account.

• Pick up completed tax returns at CPA. CPA will submit 990-EZ and CA Form 199 (e-file).
• Complete Form RRF-1 (Annual Registration Renewal Fee) and include a $50 check and a complete copy of 990-EZ (less Section B) to the Department of Justice. (Appendix 3)
• Calculate sales tax due to the CDTFA and submit return and check. (Appendix 4)
• Update Farmers and Merchants signature cards (add new and delete the old signers).
• Enter new budget information into QuickBooks and have Budget and Finance proof it.

• Pay Certificate of Liability Insurance, due September 1st. (Appendix 5)

• Pay Directors and Liability Insurance, due November 1st. (Appendix 5)

• HOBY Seminar Support Response Form due. LAHS counselor will email candidates.

• After the Holiday Home Tour, prepare Raffle Report NRP-2 (January through December, current year). Due February 1st. (Appendix 4)
• Complete Raffle Registration CT-NRP-1 (January through December, next year). (Appendix 4)

• Every other year, in even-numbered years, prepare a Statement of Information report, which is due to the California Secretary of State. The report is required of all nonprofit groups.
• The report can be completed online, printed, and then signed by an authorized officer. A $30 fee is required. Mail the report using return receipt requested mail. The report is due April 30. (Appendix 7)

• Work with incoming and outgoing officers to develop next year’s budget.
• Serve as a member of the Budget and Finance committee and the Redbook committee.
• Prior to the date for planning the next fiscal year’s budget, have the excess funds report, the annual donations report, and the QuickBooks account activity available to aid in the budget planning. (Appendix 8)
• Determine any excess monies from the budget, GT and HHT, which will be used for the additional donations this year. (Appendix 8)
• Obtain new luncheon rate from The Grand for the upcoming year and then calculate options for member luncheon cost. Present options at the Budget meeting and then present to the Board for approval. (Appendix 13)

• Close the Club’s books as of June 30 and prepare year-end reports. No bills will be paid after that and charged to that fiscal year.
• Create a QuickBooks itemized category list for the fiscal year. This information will be used to create the financial statement for the upcoming Redbook.
• Prepare all information needed for the tax returns and deliver to Above & Beyond Tax Services (Alma Castro). Make sure reports are on a cash basis. Pick up returns when completed.
• Pay all budgeted charitable and education payments before June 30 of each year. Create an Excel spreadsheet listing our charities, budgeted amount, any excess funds added, amount of check, check number and date. (Appendix 9)
• Prepare by June 30 a fiscal year report for the First Vice President, Dean listing all charitable and educational disbursements made during the year. (Appendix 9)
• Prepare a summary of our financial year (donations to education and community, income from GT and HHT, etc.) and present at the General Meeting, including 1958 to current year totals.
• Prepare detailed, current year-end recaps: one for the Garden Tour (GT) and one for the Holiday Home Tour (HHT). (Appendix 11)
• Register for a California Department of Tax and Fee Administration seminar for nonprofits annually to ensure RWC follows all state and federal regulatory requirements. See cdtfa.ca.gov/tax-education/attend-class for a list of online seminars. (Appendix 4)

Important: all clubs must file every year. RWC will lose nonprofit status if filing Federal or State forms is skipped for 3 years. RWC is on a fiscal year that ends June 30; Above and Beyond Tax Services completes and files our returns each year after RWC supplies the requested paperwork. (Appendix 12)

• Federal taxes, filed each year by our tax preparer: Form 990-N (e-postcard) if gross income is under $50,000; Form 990-EZ Schedule A if gross income is over $50,000. (Appendix 12)
• State of California, filed each year by our tax preparer: Form 199 (e-card) if gross income is under $25,000; Form 199 if gross income is over $25,000. (Appendix 12)
• Form RRF-1: renewal of 501(c)(3) nonprofit status to the Attorney General must be submitted every year. The fee is based on gross income. Be sure to include a complete copy of 990-EZ with the return. (Appendix 3)
• CA sales tax: report and pay sales tax on any items sold during the year (information on file), including the General Meeting silent auction, HHT and GT craft booths, and Potpourri auctions. (Appendix 4)
• CT-NRP-1: the first step to hold a legitimate raffle is the raffle registration, which takes place before the year in which you plan to have the raffles (January through December, next year). (Appendix 6)
• CT-NRP-2: this report takes place after the end of the year in which all your raffles took place. It reports results only, and no money is submitted. (Appendix 6)
• Statement of Information: submitted to the CA Secretary of State every even-numbered year. The report may be submitted online, and the fee is $30.00. (Appendix 7)

• Must be proficient in Excel and use of the internet.

• Collect the check and information about any new member from the Membership Officer during this time period. Record the information in a spreadsheet. For new members, you will receive copies of the new member Membership Application form from the Membership Chairman along with the person’s check for their dues.
• Collect dues from any late-paying member and record them in a spreadsheet.
• Send the checks and a receipt with check information to the Treasurer. Keep a copy of the receipt for yourself.

• Collect dues from any late-paying member and record them in a spreadsheet.
• Collect the check and information about any new members from the Membership Officer during this time period. Record the information in a spreadsheet. For new members, you will receive copies of the new member Membership Application form from the Membership Chairman along with the person’s check for their dues.
• Record all names on the spreadsheet and amount received. The check should be attached to the Membership Application.
• Record name, date of check, check number, and amount of check. This will serve as a receipt for the Treasurer and a copy for your records.
• Before the 15th of each month (with the exception of December), fill out the Orange District Remittance Form with the names and addresses of late-paying and new members (or attach an additional typed sheet if necessary). Obtain a check from the treasurer for Orange District for the amount specified on the OD Remittance Form.
• Keep a copy of the form, addresses, and the check. Mail the original to the Orange District Financial Secretary. It is due on or before the 15th of each month from September through November. The Orange District does not accept any checks after the 1st of December.

• Collect the check and information about any new members from the Membership Officer during this time period. Record the information in a spreadsheet. For new members, you will receive copies of the new member Membership Application form from the Membership Chairman along with the person’s check for their dues.

• Collect the check and information about any new members from the Membership Officer during this time period. Record the information in a spreadsheet. For new members, you will receive copies of the new member Membership Application form from the Membership Chairman along with the person’s check for their dues.
• Send a membership renewal article to the Gazette Editor stating that in February you will begin accepting membership dues for the next year, with all the pertinent information on where to send the checks. This will be put in the February Gazette. Email the notice no later than the first Friday after the General Meeting. Currently, the dues are $50 per year.
• In addition, ask the Editor to prepare return address labels for you. You will be preparing envelopes for the membership to be stuffed into the February Gazette and have dues checks sent to you. You will also need address labels for letters to be sent to the members who still have their Gazette mailed to them. Stuff the envelopes (and enclose return envelopes to be sent to you), and mail them out so they will be received when the February Gazette is received by the other members, if possible.

• Prepare a new spreadsheet for the new fiscal year.
• Start collecting dues at the February General Meeting. Record the payments on the spreadsheet. Total the checks to make sure the spreadsheet and check totals balance. Collect an additional $20 for those members receiving a hard copy of the Gazette. (Obtain list from Gazette Editor.)
• Prepare a receipt for the checks, keep a copy of the receipt for yourself, and give a copy of the receipt and the checks to the Treasurer for deposit.
• Resubmit membership article to Gazette Editor for the March Gazette.
• Please note in the article that there is a $5 late fee for renewals after April 15. An e-blast can be sent through the Corresponding Secretary about renewing, which will go to all members with email.

• Collect dues at the March General Meeting. Record the payments on the spreadsheet. Total the checks to make sure the spreadsheet and check totals balance. Collect an additional $20 for those members receiving a hard copy of the Gazette.
• Prepare a receipt for the checks, keep a copy of the receipt for yourself, and give a copy of the receipt and the checks to the Treasurer for deposit.
• Start calling, emailing, messaging, and perhaps sending a reminder letter to members who have not renewed yet.
• Have the Corresponding Secretary send an e-blast about renewing. Resubmit membership article for the April Gazette with a note in the article that there is a $5 late fee for renewals after April 15.

• Collect dues at the April General Meeting. Record the payments on the spreadsheet. Total the checks to make sure the spreadsheet and check totals balance. Collect an additional $20 for those members receiving a hard copy of the Gazette.
• Prepare a receipt for the checks, keep a copy of the receipt for yourself, and give a copy of the receipt and the checks to the Treasurer for deposit.
• Contact members who have not yet renewed. Deadline is April 15.
• Submit late renewal article to the Gazette Editor for the May Gazette for late payers.

• Using information from the spreadsheet, prepare (typed) the Orange District Information Data Form to identify the number of renewed and new members. Obtain this form from the RWC President, the First Vice President, Dean, or the CFWC website (cfwcorangedistrict.com). Include a membership roster with names and addresses. Highlight the new member names. Also include a list of non-renewing and deceased members.
• Obtain a check from the Treasurer payable to CFWC-Orange District. Make one copy of the form, one copy of the check, and one copy of the membership address list. Mail these (by April 26th at the latest) to the Orange District Financial Secretary (address on the form) to be received on or before May 1st.
• Keep a copy of everything, including the check to CFWC-OD.

• Collect any late dues and record on the spreadsheet. Collect an additional $20 for those members receiving a hard copy of the Gazette.
• Provide checks to Treasurer with receipt.
• Call or email any members if still outstanding.
• Prepare an Orange District Remittance Form if needed; attach check and make a copy to keep.

• Collect any dues and record in a spreadsheet. Collect an additional $20 for those members receiving a hard copy of the Gazette.
• Fill out and send Orange District Remittance Form for any new or late-paying members. Send the check, made out by the Treasurer and payable to CFWC-Orange District, along with a roster of the names and addresses.
• At the end of June, send a list of all members who did not renew to the President, Gazette Editor, Redbook Editor, Corresponding Secretary, and Registrar.

From January through March, dues are prorated 50% of regular dues for new members only.

• Update QuickBooks with input from the treasurer’s register report.
• Validate categories are correct and totals match the treasurer’s report. Resolve any discrepancies.
• With treasurer, create new categories as necessary.
• Notify treasurer if there are any discrepancies and resolve any issues.
• Collaborate with treasurer to ensure line items in the treasurer’s register and the budget match.
• Validate that the accounting rule of Revenue Recognition is followed. Revenue from fundraisers (such as sale of HHT tickets or ads in the HHT ticket booklets) must be recorded in a revenue account, as it is considered “earned” revenue. Expenses incurred for fundraisers must be recorded in an expense account. Recording expenses in a revenue account (or revenue in an expense account) would distort the actual revenue or expense amount.

• Print budget report for the board meeting. (Make sure you print this before you enter any transactions for the next month.) Make a copy for the Board Meeting and for the General Meeting. The Recording Secretary must keep a copy of the file with the minutes. Report on the progress of the budget to the Board. The budget report presented at the board meeting is usually completed by the end of the month. However, there are times when the board meeting is prior to the last day of the month. In that case, a preliminary report is presented to the Board, with a final copy provided to the Recording Secretary when the month is completed.
• Ensure that any expense greater than $200 is approved by the Board.
• Ensure any new fundraisers are presented by the fundraising chair and approved prior to the fundraiser.
• Notify members responsible for an expense budget line item if they are close to their budget amount or have exceeded the budget.
• Ensure members understand they cannot spend any money on any item that is not in the budget without prior Board approval.
• Ensure that all four accounts (General, Savings, CD, and Potpourri) are updated with transactions. The CD account interest is updated every week by the bank, but only at the end of the month for the budget report. The treasurer provides the total interest for the month, but verify this against the F&M Bank statement. The interest on the savings account is posted quarterly by the bank. The treasurer will provide this info quarterly but, again, validate.

• Validate all charities we give to in our current budget by checking their website or calling, and modify the Budget-List of Addresses for RWC Community Service Donations (Exhibit #1) with any updated information.
• Provide a copy to the treasurer so she has the most recent address for mailing checks or other correspondence to our charities.
• For charities to whom we give donation checks, send them a letter containing the cover letter for that organization (Exhibit #2) (use letters from previous year as examples) and the Request for Information form (Exhibit #3). Modify the cover letter and form to contain your contact information. You can have the letters sent to the RWC mailbox or to your home address. Request information by a specific date (such as May 1st). Keep a copy (preferably online) for your records and for use the next year.
• For charities to whom we give only in-kind donations (currently JFTB, Bethune, and Lydia House), send them an In-Kind Donation Form (Exhibit #4).

• As responses are received from the charities, update the RWC Community Service Charity Responses Excel spreadsheet (Exhibit #5) with request info and in-kind donation requests, and the Budget-List of Addresses for RWC Community Service Donations (Exhibit #1) with changed contact/address information.

• Early May, schedule the Budget & Finance Committee meeting. (It needs to be at least 3 days after the Garden Tour so most of the income/expenses from GT are in the budget report, and in time before the presentation to the Board. It is usually scheduled the Wednesday, Thursday, or Friday after the GT.) Committee members are both current and new Board members holding the following positions: Dean, Program Chair, Fundraising Chairs, Financial Secretary, Treasurer, and Financial Advisor (if one). The President is also invited, as she is invited to all committee meetings. Purposes of the meeting are to develop the budget for the next fiscal year and to determine distribution of the excess funds (as of that meeting).
• Prior to the B&F meeting, prepare the RWC Community Service Charity Responses Excel spreadsheet (Exhibit #5) using the prior year’s spreadsheet.
• Print copies of the current Budget Report from the Excel spreadsheet (Exhibit #6), the RWC Community Service Charity Responses spreadsheet (Exhibit #5), and the Profit and Loss Budget vs Actual Report (Exhibit #7) from QuickBooks showing the income and expenses for both GT and HHT for each attendee. Determine the amount of excess funds to be distributed.
• At the meeting, using the current Budget Report (Exhibit #6), obtain the projected income for the Garden Tour and the Holiday Home Tour from the GT and HHT chairs and document this on the budget report at the top line item for the GT and HHT incomes. All other detailed income items for GT and HHT are left at a budget of zero.
• Using the current Budget Report (Exhibit #6), calculate the expenses for the GT and HHT by taking 15% of the proposed income for each. Write this at the top line item for the GT and HHT expenses. All other detailed expense line items for the GT and HHT are left at budget limits of zero.
• Using the current Budget Report (Exhibit #6), review each budgeted income line item (except for GT and HHT fundraisers) and determine the amount to be budgeted for the next year. Use the actuals from the current year as a guideline. Write this amount next to the line item. Delete any line items not valid for the next fiscal year. Add any new line items that have been approved prior to this budget meeting and determine the amount to be budgeted.
• Using the current Budget Report (Exhibit #6), review each budgeted expense line item (except for GT and HHT fundraisers) and determine the amount to be budgeted for the next year. Use the actuals from the current year as a guideline. Write this amount next to the line item. Delete any line items not valid for the next fiscal year. Add any new line items that have been approved prior to this budget meeting and determine the amount to be budgeted. Note: we have a balanced budget, so the expenses budgeted must equal the income budgeted. Adjust the expenses as necessary so the total expenses are equal to the total income.
• After the budget for the next fiscal year is determined, determine the distribution of excess funds, if any. Determine the excess funds by using the Excess Funds Calculation Excel spreadsheet. This sheet uses information from the budget report to calculate the net between actual and budgeted amounts for the fundraisers. Remember to check if our General Income covers our Operating Expenses. If not, deduct the overage of expenses from the Excess Funds.
• Using this amount, assign the excess funds to RWC charities as determined by the members of the committee. Document the results on the RWC Community Service Charity Responses spreadsheet (Exhibit #5). Notify members responsible for in-kind donations of the amount they have to spend. All money for in-kind donations must be spent and receipts recorded by the treasurer by June 30. (Nina Millar purchases backpacks for JFTB back-to-school.)
• Prepare the new budget in QuickBooks using the information from the meeting. (Exhibit #8)

• Present the distribution of excess funds for the Board’s approval at the June current board meeting. Print copies of the RWC Community Service Charity Responses spreadsheet (Exhibit #5) for current board members. This document must be updated during June with the progress of the payments to the charities, purchase of in-kind donations, and additional excess funds.
• Review distribution with the outgoing board and make any recommended changes. Obtain board approval.
• Print copies of the next fiscal year proposed budget for members of the new board. The new Budget & Finance Officer presents this to the new board for their approval.
• New B&F Officer presents the new fiscal year budget to the members at the September General Meeting.

• Request input from members on possible fundraisers.
• Contact merchants (such as restaurants, wine shops, etc.) to see if they would participate in a fundraiser for RWC.
• Responsible for (or obtain someone to run) the silent auction at RWC General Meetings.
• Work with members who are willing to head a fundraiser (such as a wine tasting at her house).
• Submit all fundraiser requests to the RWC Board for approval.

• In July, form the HHT committee.
• Name chairs for various activities (e.g., raffle baskets, docent assignments for houses, sponsors, etc.).
• Begin looking for homes.
• Find and reserve a location (Tea Room) to be used for the raffle baskets, cookies, etc.
• Reserve dates for banners on Signature walls at RCSD office.
• Reserve date for large banner at Laurel Park at Los Alamitos Park & Recreation Office.
• Confirm Home Tour meeting dates.
• Begin selling sponsor ads.
• Begin ticket and flyer design.
• Begin contacting merchants to sell HHT tickets.
• Meet with Publicity to plan advertising.
• Recruit student volunteers.
• Submit application for raffles.
• Submit insurance forms.
• Secure entertainment (if applicable) for Tea Room.

• Finalize sponsors’ ads. (September is the deadline for ads.)
• Confirm homes.
• Complete home write-up and home picture for ticket.
• Confirm ticket design and proof ticket 2nd week of the month.
• Send ticket layout to printer the 4th week of the month.
• Contact LAUSD to run digital flyer in their school newsletter and on marquees.
• Begin collection of items for raffle baskets.
• Obtain volunteer docents for homes (need to know who cannot attend).

• Provide Save the Date flyers to realtors for distribution.
• Distribute tickets to members at the October general meeting.
• Distribute tickets, flyers, and store window signs to merchants during the last week of October.
• Continue collecting raffle basket items.
• Purchase booties for the HHT homes.
• Request wine bottles for Wine Pull.
• Confirm member volunteer docents for homes.
• Presale raffle basket tickets to RWC members at the RWC October General Meeting.

• Decorate Rossmoor Library display case if it is available.
• Hang banner at Laurel Park.
• Hang banners per RCSD dates.
• Hang banners at schools.
• Place featured home signs in front of selected homes.
• Complete sponsor board.
• Distribute flyers at Orange District meeting and to surrounding clubs.
• Confirm student volunteers and member volunteers.
• Finalize Tea Room needs.
• Confirm volunteers for directional sign placement on the day of the tour.
• Confirm volunteer for flutter flag placement on the day of the tour.
• Confirm homeowners have a table and chairs; if not, RWC will supply them.
• Presale raffle basket tickets at the November RWC General Meeting.
• Confirm volunteers to sell raffle tickets/HHT tickets at the Tea Room.
• Complete raffle baskets and raffle basket signage.
• Distribute member schedule for homes to members and confirm attendance.
• Prepare cash boxes and obtain booties and tablecloths for homes. (Responsibility of HHT Hostess Chair.)
• Train cashiers in use of the Square app.
• Organize wines for Wine Pull.
• Post flyers with QR codes in as many stores as possible.
• Verify gift card amounts.

• Set up Tea Room Saturday 5 to 8 p.m.
• Deliver cash boxes to featured homes.
• Deliver gifts to homeowners.
• Deliver booties to homeowners.

• Put flutter flags at homes.
• Put directional signs out.
• Put photo-op items in front of Flags with Flair.
• Complete set-up at Tea Room at 9:00 a.m.
• Open Tea Room for ticket sales only at 10:30 a.m.
• Open Tea Room at 11 a.m.; close Tea Room at 4:30 p.m.
• Clean up Tea Room from 4:30 to 6:00 p.m.

• Find homes for the Garden Tour in May by asking friends and neighbors in Rossmoor and Los Alamitos, looking at possible houses in the area, and asking the owners. The goal is 5 houses.
• Coordinate with the HHT Officer to ensure houses are not duplicated.

• Have sign-up sheet for Garden Tour Committee at RWC General Meeting.
• Reserve meeting room at Good Shepherd Church.
• Near the end of the month, chair the first Garden Tour Committee meeting to select what each Committee member is to do.

• Apply for permits:
  • Rush Park from RCSD
  • Banners for signature wall from RCSD
  • Banner for Laurel Park from Los Al Recreation Department
  • Banners for Rossmoor, Lee, and Weaver from Los Al School District

• Hold at least one Garden Tour Committee meeting each month.

• At the beginning of February, begin obtaining sponsors, finalizing the homes, and deciding the location of the Marketplace. Begin designing tickets.
• Have hostess sign-up sheet for Garden Tour homes at February RWC General Meeting.
• Continue to obtain hostess sign-ups by contacting members.
• Start collecting items for raffle baskets and/or wine pull.
• Week 4: have Public Relations send info to RHA for ad about Garden Tour with pictures.

• Week 1: contact homeowners and, with Public Relations Officer, visit each home to get a write-up for each home, pictures for publicity, and the layout of the garden for the flow, etc.
• Week 1: contact merchants and ask if they are willing to sell tickets.
• Week 2: make flyers and take flyers to garden centers and businesses.
• Week 2: have Public Relations Officer send Save the Date info to local newspapers.
• Week 3: finalize tickets and have them printed (currently Melissa Mitchell; see contact file for details).
• Week 3 or 4: begin selling tickets.
• Pull banners from storage and clean off. Update QR code.
• Start putting up banners.
• Last week: distribute tickets to members (5 tickets) and merchants.

• Continue to sell tickets throughout the month.
• Put up banners.
• Write thank you notes to sponsors and deliver with tickets.
• Finalize hostess schedule.
• Verify permits and extra insurance (if necessary) are confirmed.
• Create and send out a progress scale so RWC members know how sales are going.
• Start creating materials for the marketplace and homes.
• Contact homeowners about the preview day. Drop off their tickets.
• Conduct a workshop for the booths (e.g., plant booth, craft booth) of items for sale at the marketplace.
• Make gifts for the homeowners at the workshop or purchase gifts.

• Finalize all materials for the tour.
• Take items out of storage that need to be used for the tour.
• House signs: check to see if they need to be spray painted; set up at each house.
• Directional signs: deliver to Emily Knell.
• Tablecloths and aprons: check to ensure they are clean.
• Head hostess bags with money boxes: prepare them with money and tickets.
• Flutter flags: take from storage the day of the event and put at each home.
• Have e-blast for volunteers to help with directional signs sent out by Corresponding Secretary.
• Email reminder to hostesses.
• Conduct a meeting of the head hostesses.
• After the tour, send out a letter and invoice to each member who did not sell tickets. Obtain the names from the committee in charge of ticket sales.
• Attend the Budget and Finance meeting to aid in preparing the budget for the next fiscal year using details from the current year.

• Responsible for delivering the articles and news copy to other publications, keeping track of deadlines, and developing and interacting with the newspapers and community newsletter resources such as the Event-News Enterprise, Sun, and Our Rossmoor Connections (RHA). (Note: e-blasts are part of the Corresponding Secretary’s duties, not the Public Relations Chair’s. Flyers to be sent to members are approved by the President, then sent to the Corresponding Secretary.)
• Responsible for publicity for the Holiday Home Tour, Garden Tour, other fundraisers, happenings at the meetings (such as programs and student scholarships) and other events such as backpack delivery. If the Public Relations Officer is not in attendance, she should find someone to take the pictures. Members in charge of the event should send info about the event to the Public Relations Chair.
• For visits to a charity, the Public Relations Officer should provide info in the article about the charity as well as photos (must be via a digital camera or high-quality smartphone).
• Receive all pictures and descriptions of club events from members attending the event if the Public Relations Officer is not in attendance.
• Send a preview copy of the event/fundraiser article and photos to the President and the RWC member responsible for the fundraiser or event before publication.
• Coordinate with the RWC Webmaster and social media manager (such as Facebook) to ensure that pertinent information is included on the website, Facebook, and other social media.
• Send Student of the Month information to Our Rossmoor Connections and Rossmoor Living.
• Serve as a member of the HHT and GT committees to strategize campaigns and have access to all pertinent information.

• As soon as possible after the RWC monthly meeting, send updates to the Sun and Event-News Enterprise calendar listings for the next month’s meeting. If anything newsworthy happens at the meeting, such as Students of the Month being honored, new Board members being installed, or RWC giving a donation to a charity, send photos and a news release to the Sun, Event-News Enterprise, and Patch. Also send Student of the Month information to Rossmoor Connections (RHA online newsletter).
• Send meeting information, event information, and any other noteworthy or changed information to the Webmaster and social media manager.

• Send articles to newspapers and social media on the Board of Directors for the next fiscal year.
• Verify deadlines to get Holiday Home Tour information in the Our Rossmoor Connections online newsletter and the Rossmoor Living and Seal Beach Living magazines.

• Send news releases and photos to the local press about our search for homes, vendors, and/or advertisers for the HHT.

• Send the Sun and Event-News Enterprise calendar listings for the September general meeting; also send them news releases and photos about the new club year starting.
• Check with the editor of Rossmoor Living and Seal Beach Living magazines to verify the deadline for HHT articles.

• If budget permits, discuss possible ad buys for the Holiday Home Tour with the HHT Committee.
• Submit articles about the HHT to Rossmoor Living and Seal Beach Living magazines by the deadline date for their November issues.
• Consult with the President about publicizing the student scholarship applications deadline.

• If the budget allows, purchase ads to run in October or early November and the week before the HHT in the Sun and Event-News Enterprise.
• Send news release to local press saying tickets are available for purchase for the HHT.
• Send calendar items about the HHT to the local press and request the social media manager post it on Nextdoor Rossmoor.
• Provide information to Webmaster to update the RWC website with details about the HHT and to include a Square button.
• Send Holiday Home Tour information to the OC District publicity chair for inclusion in the October/November newsletter and the Call/Peal.
• Provide information to the person responsible for the Facebook page to update it as needed.

• Early in November, send more news releases and photos about the HHT to the local press.
• Send press releases to the Sunday Orange County section of the Los Angeles Times and the Orange County Register.

• Do press releases thanking HHT event sponsors and advertisers.
• Request the Webmaster remove the Square button, update HHT info, and thank sponsors and advertisers on the RWC website.

• Send Garden Tour calendar listing to the Los Angeles Times Saturday section for inclusion in the garden tour roundup, which normally runs sometime in February or March.
• Verify deadlines to get Garden Tour information in the print version of Seal Beach Living and Rossmoor Living magazines.

• If budgeted, discuss possible ad buys for the Garden Tour with the Garden Tour Committee.
• Send Garden Tour information to the OC District publicity chair for inclusion in the April/May newsletter and the Call/Peal.
• Send GT information to Rossmoor Living and Seal Beach Living magazines for their April or May edition.

• If the budget allows, schedule ad buys for the Garden Tour. (Typically, the Garden Tour flyer is used as the ad copy. Ads in the Sun and Event-News Enterprise may be purchased to run at the end of April and the week before the Garden Tour.)
• Request the social media manager put a calendar listing about the Garden Tour on the Nextdoor Rossmoor website.
• Request the social media manager add a Garden Tour Save the Date to the RWC Facebook page.
• Provide information to Webmaster to update the RWC website with details about the GT and to include a Square button.

• Send Save the Dates and/or calendar listings for the Garden Tour to the local press.
• Send articles and photos about the Garden Tour to the local press and the Sunday Orange County section of the Los Angeles Times and the Orange County Register.

• Send final articles and photos about the Garden Tour to the local press no later than the second week in May.
• Verify that final ads are scheduled.
• Send more Garden Tour information to the social media manager and, with Garden Tour chair permission, buy a “boost” to send it to people in the surrounding areas.
• Request the social media manager put another notification about the Garden Tour on Nextdoor Rossmoor.
• After the Garden Tour, distribute press releases to the local media thanking our event sponsors and advertisers.
• Request the Webmaster remove the Square button, update GT info, and thank sponsors and advertisers on the RWC website.

• Maintain the RWC website by posting articles, pictures, RWC event information, and other information pertinent to, and of interest to, RWC members.
• Form the website committee and serve as chair.
• Investigate and recommend website software.
• Maintain the RWC Facebook page by posting articles, pictures, RWC event information, and other information pertinent to, and of interest to, RWC members.

• Coordinate with the Public Relations Officer for posting Holiday Home Tour news information on the website and other social media.
• Work with the chair of the HHT to update information such as when tickets go on sale, adding PayPal buttons through which attendees can purchase tickets, and adding a Square button.
• After the HHT, post “Thank You” notes to advertisers, merchants and homeowners.

• Coordinate with the Public Relations Officer for posting Garden Tour news information on the website and other social media.
• Work with the chair of the GT to update information such as when tickets go on sale, adding PayPal buttons through which attendees can purchase tickets, and adding a Square button.
• After the GT, post “Thank You” notes to advertisers, merchants and homeowners.

• At the end of June or early July, meet with the newly appointed webmaster to transfer passwords for the website and Facebook page.

• Receive copy of the signed venue contract from Hospitality.
• Request 2 or 3 people to be proofreaders for the Gazette, at least one for grammar and another to verify accuracy of content.

• Obtain information for the Gazette from chairs and members by end of day Friday after the General Meeting.
• Compile the Gazette and send it to proofreaders in time to implement corrections and distribute prior to the first of the month.
• Compile, print, and distribute the monthly newsletter (Gazette) via U.S. Postal Service to those members without email.
• Compile and distribute the monthly newsletter (Gazette) via email to remaining members.
• Maintain a digital archive as well as hard copies of each issue.

Duties demand approximately eight hours each month.

• Send e-blast to all members requesting they review information in the Redbook and forward changes to the Redbook Membership Editor.
• Send e-blast to all Board Members, Section Heads, and Committee Chairs requesting information regarding their committees. The President should also send information regarding the Board of Directors and appointed positions.
• All changes and new information should be emailed to the Redbook Editor no later than July 31st.
• Begin edits to Redbook.
• In addition, send emails to the following members requesting updated information:
  • President: President’s message, theme, updated picture, appointed positions, special appointments, Scholarship Committee
  • Dean: Federation information, Orange District Convention/special events dates and locations, names of Section Chairs
  • Programs: General Meeting dates and name of the monthly program
  • Fundraising: committee members
  • Membership: committee members, most recent new members prior to August 15 of the RWC fiscal year. As new members join during the current RWC year, the Membership Chair sends new member information to the Redbook Membership Editor. Any new members joining after August 15th cannot be included in the Membership Directory of the new Redbook.
  • Financial Dues Secretary: RWC membership count and current list of paid members, the basis for the start of Redbook membership information
  • Budget and Finance: budget for the upcoming year, Budget & Finance Committee members
  • Treasurer: financial statement for the past year
  • Hospitality: committee members
  • Parliamentarian: the finalized Bylaws (Articles, Policies and Procedures, Standing Rules), Bylaw Committee members
  • Section chairs: section information (i.e., chair, reservation, place, time, week), Community Service Programs, Special Projects
• In July, set proofreading meeting date with Committee members.

• Receive Redbook membership document to merge with the rest of the Redbook.
• Edit Redbook with all received information.
• Email updated Redbook to committee members prior to their proofreading meeting.
• Hold proofreading meeting with Committee members.

• Take edited publication to the printers around September 1. (Currently Short Run Printing LTD, 3128 West Thomas Road, Suite 20, Phoenix AZ 85017.)
• Have committee members review proof from the printer. This will give the printers and Redbook editor enough time to have the Redbook ready for distribution at the October general meeting.
• Have member address labels printed. Place on the front of the Redbook for easier distribution.
• Send article to the Gazette Editor stating that Redbooks will be ready for pick-up at the October general meeting. (Include a statement that if the member cannot attend, she needs to make arrangements to have someone else pick up her Redbook.)

• Distribute, either by mail or hand delivery, any Redbook which hasn’t been picked up. Volunteers may be requested to deliver the Redbooks.
• Extra Redbooks are split between the Membership Chair and Redbook Editor.

• Form committee (chaired by President, 2 board members, 1 past president, club’s student liaison and one member-at-large).
• Provide committee names to Redbook Editor.

• The President will act as the coordinator between the committee and the LAHS College and Career Center liaison unless the tasks are delegated.
• Contact the LAHS School Counseling Office to obtain the date of the LAHS Awards Ceremony and to provide RWC contact information.
• Review the scholarship application forms and the distribution timeline in order to make any necessary changes.
• Create or update evaluation criteria.

• Deliver application forms to Los Alamitos High School.
• Have Public Relations publish an article in local papers that the scholarship process has begun.

• Collect applications from students.
• Evaluate and select award winners based on criteria.
• Add student names to Application Master List.
• Check the applications for completeness, including references and transcripts. Applications that do not have all the information are rejected. Write “rejected” on the front page of the application and on the master list with the reason for rejection.
• Schedule a meeting of the committee to go over the review process once more.
• Give all scholarship applications and documents to the first reviewer.
• After review, the first reviewer passes to the next reviewer and so on until all applications are reviewed by each reviewer. This process may be done simultaneously, with the applications split between the reviewers to expedite the process. Each reviewer enters her results on her Judges Ranking Sheet, which she keeps. She may also use the Single Judge Analysis Sheet to aid in ranking the students.
• As each reviewer finishes, she sends her rankings to the committee member designated to log scores on a master list.
• Schedule a meeting of all the reviewers for final review and to select recipients of the awards.
• The committee member designated to put together the master list of scores presents it to the committee at the meeting.
• From the Judges Ranking Worksheet, compare rankings by committee members.
• Based on the analysis and rankings of the students’ need and excellence, the committee decides on the scholarship recipients.

• Provide LAHS liaison with list of scholarship recipients.
• Provide LAHS liaison with checks and a congratulatory letter, signed by the President, for each recipient.

• Present awards (either by the President or a delegate).

• The students are honored every other month starting in September. Two students are honored, one for each month. The months that the students receive the RWC award are September, November, January, March, and May. These months are flexible according to the schedule for the recipient. Due to graduation activities, awards may be given in April instead of May.
• At the beginning of the school year (August), contact the school faculty contact for the student of the month. The school chooses the student recipients to be honored and gives us their names, the month they are to be honored, and the student’s email address and home address. The school contact may differ from year to year.
• Contact the students 2 weeks prior to the general meeting to find out how many guests will be attending and what their and their guests’ meal choices are. Remind the students to send a short biography highlighting accomplishments, goals, activities, and interests. This will be placed in the local paper and in the Gazette, and shared by them at the meeting. Also, remind them to bring the News Release form signed by their parents.
• Contact the students’ parents by mail, reminding them that the students will be our paid guests for lunch but the guests of the students will need to purchase their lunch with a check for the lunch amount made out to RWC. Also remind the parents of the time the students need to be at the venue and that the students need to bring the release form.
• At the beginning of the General Meeting, have the President sign the letter, certificate, and check.
• At the General Meeting, introduce the students. The students give their brief bio, introduce their guests, and thank them.
• Each student recipient then receives a form letter congratulating them, a certificate in a folder, and a check with the designated amount.
• After receiving the awards, have the students’ pictures taken.