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Descriptions of Board Positions

 

        

 

president

Official representative

  • Ensure strength and smooth operation of the IWC

  • Ensure compliance with legal/tax laws and bylaws
  • Set IWC and board position goals/vision for the year
  • Lead all board meetings
  • General oversight of all IWC plans, activities, contracts, goals, and communications
  • Coordinate board communications (WhatsApp group/contact sheets)
  • Ensure annual ACTA update and changes to bank account access (Spring, after elections)
  • Oversee financial planning and procedures, working with Treasurer
  • Set office hours; manage office rental agreement and assists/infrastructure of the IWC (office and storage bodega are both within Union Church)
  • Create relationships and raise general profile of the IWC
  • Appoint Bazaar Manager
  • Appoint American Benevolent Society Board representative 
  • Engage key community leaders and partners:
    • Union Church (Barry and Gerri McLeod)
    • ABS (Barbara Franco)


secretary

Organization of the IWC

  • Update and/or create critical board documents
  • Update key information for all board members: assets, locations (office/storage), office hour procedures etc.
  • Manage the board business of the IWC
  • Create and archive board minutes
  • Archiving; holds and takes incoming Club calls (on our cell)
  • Maintain calendar of key actions for organization/board: ACTA renewal, board meetings, board elections, tax submissions, etc.
  • Help the board run as efficiently and effectively as possible
  • Set up board meetings and assist with agendas
  • Coordinate with Union Church regarding office space, hours, etc.
  • If possible, assist with Spanish translations/conversations (w/proper background and realistic time frame)



Treasurer

Custodian of the funds & Creator of the budget

  • Maintain financial procedures
  • Create a detailed, accurate budget with function line items
  • Assess funds for short and long-term needs/cash on hand goals
  • Create a financial procedures manual for board and charitable partners, as well as guidelines for petty cash
  • Manage tax regularization and forward plan
  • Oversee accountant (and third party auditor) and all annual/monthly tax filings
  • Execute reimbursements and payments
  • Make accessing funds easier


    events

    Coordinate all events, activities, and clubs

    • Assess member needs/wants for activities, events and experiences, ensuring diversity to meet needs of range of members
    • Create a variety of activities to engage current members and attract new members to the  organization
    • Respond and address members requests for special events
    • Plan and execute ongoing monthly events
    • Ensure quality and adequacy of events
    • Coordinate with Communications regarding promotion of all events
    • Manage the events calendar
    • Communicate with Charities, Operations, Sponsorship, and clubs to ensure adequate activities flow on calendar


      charities

      Community service connection

      • Assess and clarify charitable relationships
      • Ensure all charity partners understand and follow the IWC's financial guidelines for donations/contributions
      • Create an overall plan for partnerships: identify partners, outline needs, budgets, and timing (no promises, but goals)
      • Distribute funds to charities following finance guidelines
      • Ensure variety, sustainability, and transparency of charitable partnerships
      • Elevate awareness of/participation in charity activities
      • Create various types of volunteer involvement
      • Communicate all opportunities on calendar, social media, and newsletter
      • Look for opportunities to talk about our charitable partners with members and tell stories of our impact
      • Increase member connection and add value to their membership experience
      • Fundraising for charity partners
      • Plan a calendar of key events to raise funds or goods for partners throughout the year
      • Accept and coordinate donations throughout the year
      • Expand our charitable impact
      • Assign liaisons for each of our partnered charities


      membership

      Grow and maintain member base

      • Recruit new members through active searching of new avenues to introduce the club and creating points of contact
      • Participate in welcome coffees, lunches, and walks for our new members
      • Assist and be open to any questions new members may have in settling in
      • Maintain and update IWC member database
      • Manage the membership function on the website
      • Encourage a higher percentage of long term members
      • Approve and welcome new members on social media
      • Remove members that have lapsed on social media
      • Check gmail and allocate members dues
      • Ensure a positive initial experience with the IWC and a continuing a rewarding experience with the IWC
      • Prepare and organize name badges for General Meetings

      communications

      Maintain social media and advertising

      • Drive communications to members/broader community
      • Leverage social media to communicate all events
      • Cross post on other pages for wider public circulation
      • Work with Membership to coordinate outreach and communications targets
      • Manage the monthly newsletter
      • Increase awareness and knowledge of organization and our activities
      • Maintain the website
      • Manage a small committee to update our Mexico City Life pages on the website
      • Work with sponsorship to create advertisements and promote our sponsors on social media
      • Coordinate with events to create promotional material for our events


      sponsorship

      Community connection to local businesses

      • Create the IWC sponsorship package yearly
      • Find ways to give more value to our sponsors
      • Recruits companies to join our club
      • Increase the numbers of sponsors
      • Maintain a current list of sponsors for coordination with Events, Communications, and Operations
      • Function as the sponsors' main point of contact for the IWC


      operations

      Plan and execute events for all members

      • Plan and execute general member gatherings

      • Select dates of all-member gatherings for the year (usually 4 total: 2 in the Fall, 2 in the Spring)
      • Update format/agenda for meetings to add more value to member interactions, increase engagement, and involve sponsors
      • Choose locations, highlight charitable and event activities, introduce new vendors/themes
      • Ensure general meeting themes/activities complement the Events calendar (and when applicable, the Bazaar)
      • Consider a joint survey to clarify what members want out of meetings, events, and membership perks
      • Identify new vendors for holiday retail and Bazaar opportunities/outreach
      • Build and Maintain an Operations committee


      comms@iwcmexicocity.org

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