Collin County Aggie Moms
All Board/Committee
Position Descriptions

 

President

  • presides at monthly board meetings and monthly general meetings
  • coordinates with VP’s to support VP’s and committees with what they need
  • attends and represents club at Federation Meetings, three times a year
  • prepare president elect for their presidency year
  • becomes the President-at-Large and assists the next year's president
  • appoints Parliamentarian and other special committees as necessary
  • Parliamentarian: advises Board on parliamentary procedures using Roberts Rules of Order

President-Elect

  • assists the President in all things and prepares for the next year as president
  • presides in the absence of the President
  • begins planning in the spring for their presidency year
  • attend Federation Meetings with president, three times a year
  • nominates a Howdy Party Committee to begin planning for summer Howdy Party and New Moms Welcome Event

Vice President-At-Large (last year’s President)

  • shall function in an advisory capacity and fill Board vacancies as needed

Secretary

  • keeps official minutes of all meeting (general and board)

Treasurer

  • receives, holds, and disburses all monies
  • collect all monies for deposit after each event
  • keeps all records of paid receipts, Deposit Requests, and Check Requests
  • files all tax forms (sales tax and IRS-Form 990)
  • reports financial statement at each monthly board meeting and general meeting
  • Treasurer’s Assistant is recommended

Historian

  • keeps digital and hard copy records of the Club and its activities
  • takes pictures and provide select photos for communications to use in all forms of communication
  • provides annual documentation of club events to Texas A&M University using Federation guidelines for Archives at Cushing Library

Parliamentarian

  • advise the organization with regard to questions on parliamentary procedures following Robert’s Rules of Order Newly Revised when they are not in conflict with the Collin County A&M Mothers’ Club By Laws
  • review Bylaws each year and ensure they are not in conflict with 501(c)3 guidelines
  • serve as the resource person for drafting and amending of club bylaws and making recommendations for suggested bylaws modifications

Scholarships Committee

  • creates, sends, and markets applications to all local high schools and all club communication outlets
  • establishes selection process and organizes selection committee
  • notifies recipients and university of scholarship winners
  • works with Programs for the May General meeting with recognition of all scholarship winners
  • completes Scholarship Donation form to be sent to Federation by May 31
  • provides information of all recipients to Texas A&M Office of Financial Aide

1st VP Membership

  • responsible for maintaining membership – organizing, record keeping and reaching out for membership purposes
  • coordinates with Committee Chairs of Membership Team for support and report updates to President

Membership Team includes:

    • Membership Assistant:  assist VP in membership recruitment and at monthly meetings
    • Name Badges: orders and distributes magnetic nametags ordered by members
    • Aggie Angels: a mentorship program to help new moms meet other members, get involved in our club, and have someone to help them navigate all things Aggie; very beneficial for moms with their first college student and those who may not be familiar with Aggieland, a unique place
    • Graduate Recognition: gather graduate biographies and recognize graduates of our members in the January, May, and September General Meetings and in Newsletters
    • Ring of Honor: Moms who no longer have students in school, plans ROH activities to help support friendships and to support the club

2nd VP Projects

  • responsible for oversight of all fund-raising projects and coordinating efforts of these activities
  • coordinates with Committee Chairs of Projects Team for support and provide updates to the President

Project Team includes:

    • Boutique: selecting items, selling, maintaining Boutique inventory, online store (if used) and attend Parents Weekend for Aggie Mom Boutique; items should be tailored to unique Aggie gear
    • Goodie Bags: goodie bags are distributed twice a year, just before the fall and spring finals; delivery/pick-up is at the MSC; a one-day trip to take and deliver with volunteer moms; this is a great opportunity to meet fellow momsOrnaments: organizes club members to make our home made ornaments, to include online sales and at meetings; these are cross-stitched personalized ornaments that we have been selling for years
    • Pecans: advertise and collect orders, place order from vendor, pick up pecans from vendor, coordinate bagging and distribution day before Thanksgiving; this is our largest fundraiser
    • Poinsettias: advertise and collect orders, place order from vendor, arrange for delivery from vendor, coordinate distribution day late November/early December; Aggie grown
    • Spring Fundraiser: coordinating our Spring Fundraiser (in the past has been Golf Tournament, dinner & auction, chili cookoff, etc)
    • Raffle: solicit and organize items for our raffles (up to 4 per year) with the biggest package for raffle during Parents Weekend for Aggie Moms Boutique. Marketing the raffles and selling tickets.
    • Rewards: keep members up to date on all passive reward programs; ex: North Texas Giving Day, dining out for profits on receipts, etc.
    • Sponsorships:  solicit monetary donations or goods in-exchange for sponsorship of events or programs. 

3rd VP Socials/Hospitality

  • secure refreshments for general meetings, and special events such as Howdy Party, New Moms Welcome, and other hostess duties.

Socials Team includes:

    • Socials Assistant: assist Socials VP with set-up and volunteers
    • Aggie Moms Connecting: organizes small-group activities of a social/fun nature to promote friendships
    • Big Event: organizes community service project in March to benefit our local Collin County community, in accordance with the original intent of The Big Event

4th VP Programs

  • secure speakers/organizes program of activities secures speakers and organizes program of activites for general meetings
  • act as hostess to guest speaker
  • responsible for distributing Program publicity to other committees

5th VP Communications

  • responsible for maintaining cohesive message from the Executive Board, through all communication media
  • work closely with the President on communication frequency, relevancy, and current

Communications Team includes:

    • Webmaster: maintains our website ensuring it remains relevant and current, bi-weekly update to keep it looking fresh
    • Newsletter: publishes monthly newsletter, member update & special edition emails, via Membership Software
    • Social Media: (Facebook, Twitter, Instagram, LinkedIn) someone with daily contact on social media to post about all committee actions and maintain cohesive messaging from Board