Town Club Board Position Descriptions

The President shall preside at all meetings of the Board and meetings of the general membership. In addition, the President shall be a member ex officio of all committees, except the Nominating Committee, and shall generally supervise all the activities of the organization. She shall check the club post office box regularly to ensure timely receipt of correspondence, and shall conduct all correspondence of the organization not otherwise assigned.

The Vice President shall act as President in case of the absence or disability of the President and she shall be nominated as President forthe subsequent term year. The Vice President may serve concurrently as a board officer or chairperson in another capacity, ideally as House Tour chairperson. In addition, she shall assist board officers and chairpersons as needed throughout the term year.

The Treasurer shall be the custodian of all funds received by, or belonging to the corporation, and shall disburse them as directed by the Board. She shall coordinate with the Membership officer in collecting dues and other payments, and with other officers and chairpersons, as needed to resolve financial issues.

The Treasurer shall perform the following tasks annually:

  • Draft a budget for club programs and events for approval by the Board;
  • Produce an annual report at the end of each fiscal year;
  • Submit documents to the corporation’s accountant for tax filing;
  • Review and renew the corporation’s insurance policies as needed

The Membership officer shall be responsible for the invitation of potential new members to the club’s traditional newcomer-social and recruitment-oriented events. She shall actively recruit new members for the club, and encourage current and past members to maintain active membership.  She shall maintain membership data in an accessible central repository and shall coordinate with the Treasurer in the collection of club dues, as well as fees for the Dinner Club program (if any).  She shall coordinate with other board members as needed to ensure exchange of accurate member information among club projects. She shall be responsible for publishing a general membership directory via current communication media before the November general meeting.  She shall provide name tags for members and guests at the club’s traditional newcomer- and recruitment-oriented events, and at events throughout the year, as appropriate.

The Secretary shall keep the minutes of all board meetings and any other meetings where such a record is deemed necessary. She shall maintain a list of the members of all committees, a record of the bylaws, amendments, meetings minutes, and an inventory of club material assets (e.g., A-frames, tent canopy), and all other records of the organization not otherwise assigned. She shall publish the monthly electronic newsletter in advance of each general membership meeting, and shall distribute notices to members regarding club business, as needed.

The Communications officer shall create and distribute the club’s communications regarding its calendar of activities. She shall be responsible for posting notice of club events throughout the community using current communication media and outlets. These include, but are not limited to the Town Club website, the Mountain Lakes Borough website and Notice Board.

The Programs officer shall be responsible for developing a slate of program ideas and soliciting same from board members and the general membership. In coordination with the Board, she shall determine a schedule of general meeting programs for the term year. Programs shall include both daytime and evening activities, with a selection of the programs open to the general public. The program slate shall be presented at the September board meeting for approval.  She shall research and coordinate logistics required to implement programs, including securing the meeting location, refreshments, hostesses, preparation, and clean-up. She shall be responsible for storage of Town Club service items used for club meetings.

The Grants officer shall coordinate the solicitation and review of requests for the corporation’s annual grant funding to community organizations; facilitate Grants Committee discussion and decision on distribution of funds; and report on the committee’s recommendations to the Board and general membership. These recommendations shall be presented to the Board for approval at the board meeting prior to disbursement, and communicated to the general membership at the Spring Luncheon. The Grants officer shall present Town Club awards given to MLHS graduating seniors at the MLHS ‘Moving Up Day’ ceremony in June, or secure an appropriate substitute to present on the club’s behalf. The Grants Committee shall consist of the Grants officer, Vice President, Treasurer, and one other at-large member of the club, ideally the person who intends to serve as Grants officer for the subsequent term year.

The Publicity officer shall seek out and coordinate publicity opportunities for club events. The Publicity officer is responsible for timely submission of information to local media outlets. In this capacity, she shall be cognizant of relevant media deadlines. She shall coordinate with board officers, chairpersons, and the graphic designer to develop publicity materials for timely distribution to media outlets.

The System Administrator shall maintain club administrative and project data and content in secure and centrally accessible electronic repositories and provide access to them for use by club officers and chairpersons, as needed.  She shall manage and document online assets (e.g., webhost, email, domain registration, email marketing, cloud storage) and ensure data integrity across those domains. She shall coordinate with the Treasurer to create e-commerce functionality for club events.

The Adopt-a-Family chairperson coordinates members’ participation in a holiday gift-giving program for disadvantaged families in the surrounding community. The chairperson shall coordinate with the agency whose clients will be served by this program to identify gift recipients and their needs. She recruits volunteers from among the club membership and the community at-large to provide gifts for recipient familes and coordinates delivery of the gifts to the recipients.

The Book Club chairperson coordinates members’ participation in a book discussion group that meets regularly during the term year. She supplies current book selection and meeting information for distribution among general membership.

The Gourmet chairperson develops theme, menus, organizes opening and closing parties, and coordinates members’ participation in a group rotating dinner club. She manages funds associated with the program.

The Graphic Designer manages the club logo, letterhead, event signage, and other print and electronic collateral and functionality. She will work with board officers and chairpersons to develop material for club events and programs.

The House Tour chairperson manages all aspects of the club’s House Tour fundraising event, including, but not limited to: soliciting tour homes, overseeing sponsorship sales, determining publicity requirements, overseeing publication of the tour guidebook, securing volunteers, managing expenses within the project budget, and reporting on project results. The event is traditionall held annually on the first Friday evening of December.

The Lakeside Jam/Garage Band Jam chairperson manages all aspects of the club’s Spring fundraising event, including, but not limited to: soliciting vendors, securing venue, determining publicity requirements, staffing, managing expenses within the project budget, and reporting on project results. The event is traditionally held annually on a Saturday evening in mid-May.

The Newcomers’ Party chairperson manages all aspects of the club’s Newcomers’ Party, including, but not limited to: identifying and inviting guests in coordination with Membership officer, securing venue, coordinating refreshments and staffing, managing expenses within the project budget, and reporting on project results. The event is traditionally held annually on a Saturday evening in early October.

The Nominating chairperson oversees the recruitment of potential board officers and chairpersons for the following term year, and coordinates the activities of the Nominating Committee. The Nominating Committee, ideally constituted no later than October of the current term year shall include one member from the previous year’s Nominating Committee, one current board member, and one member-at-large, in addition to the Nominating chairperson.

The Opening Tea chairperson manages all aspects of the club’s Opening Tea, including, but not limited to: identifying and inviting guests in coordination with Membership officer, securing venue, coordinating refreshments, managing expenses within the project budget, and reporting on project results. The event is traditionally held annually on a regular club meeting day in mid-September.

The Spring Luncheon chairperson manages all aspects of the club’s Spring Luncheon, including, but not limited to: securing venue, coordinating refreshments and staffing, managing expenses within the project budget, and reporting on project results. The event is traditionally held annually on a regular club meeting day in May or June.

The Social Media chairperson maintains the club’s presence on social media platforms, posting, tweeting, etc current club events, pre- and post-event photos and publicity, and linking to pertinent related content.

The Sunshine chairperson shall acknowledge, on behalf of the club, significant occasions in the lives of club and/or community members, coordinate members’ participation in delivery of support (e.g., meals) to people who have an acute need, and coordinate the club’s contribution to community support/service events (e.g., tricky trays, basket raffles) as deemed appropriate by the Board.