Foster City Mothers' Club
Regulations

Meeting Schedule

Duties of Officers - General

• For specific terms of office, see the by-laws.
• Each board member needs to attend the board meeting on the last Wednesday of each month at 7:00pm.
• Each board member is to submit a write-up for the monthly newsletter, which may include thank-yous. As needed, each officer may send appropriate thank you notes instead.
• Each board member is to inform the President of pertinent activities and agenda items prior to the board meeting.
• Each board member is to keep a notebook including: agendas, minute's, by-laws, regulations and all other information pertinent to their respective positions, to be passed along to their successor.

Officer Positions - President (10 hours a month)

• Welcome new members at general meetings.
• Preside over board meetings.
• Announce upcoming club events at general meetings.
• Set agendas for board meetings.
• Oversee all facets of the club.
• Edit the newsletter.
• Act as club spokesperson and community liaison.
• Mediate problems within the club.
• Recruit members to fill any open board positions.
• Act as second signatory for the bank account.
• Be available as an advisor to the next board.

Officer Positions - Vice-President(s) (5-7 hours a month)

• Maintain Database and submit labels for newsletter - coordinate with newsletter/treasurer.
• Send database changes to Website Editor and Yahoo Group moderator.
• Send out email announcement to the entire club.
• Send out email reminder for general body meeting about a week before the event-content could be taken from newsletter.
• Plan annual retreat.
• Fill-in for absences of the President during Board Meetings and other pertinent meetings.

Advertising & Publicity (1 - 2 hours per month not including roster time)

• Email and write to businesses to offer advertising space.
• Obtain advertising for Newsletter.
• Monitor status (current/expired,etc) of all advertising
• Submit Advertising details, on a monthly basis, to the Newsletter Editor
• Monitor advertising rates being charged and make recommendations when deemed necessary.
• Organize advertising of FCMC to the community.

Community Event Coordinator (Hours depend on the Month and the Event)

• Organizes the Arts & Wine Festival (June).
• Coordinates the Community Bike Ride (Sept) and Halloween Festival (Oct).
• Solicits volunteers for all three events.
• Obtains budgets for all events.
• Oversees and coordinates all the events from start to finish.
• Submit necessary announcements for events to Newsletter Editor, as well as, a summary of the event with thank yous for all volunteers in a subsequent issue.
• Organizes volunteer appreciation luncheon (late Jan or early Feb) for all volunteers.

Babysitting Co-op Chairperson (1 - 2 hours per month depending on new co-op members)

• Obtain the bylaws for the Co-op and maintain binder of members adequately.
• Make sure all babysitting co-op members are members of the fcmc and current with their dues.
• Notify board of any major changes or requests from the group.

General Meeting Coordinator (2 hours a month)

• Plan and coordinate meeting topics (7 to 9 meetings)
• Obtain speakers for general meetings and make all necessary arrangements. This includes confirming speaker attendance, sending directions, arranging for equipment/copies, etc.
• Coordinate room arrangements with Community Center.
• Write Advertisement for Newsletter, Website, and FCMC email.
• Confirm food arrangements with Playgroup Coordinator.
• Plan these events 3 months in advance.
• Provide a thank you to the speaker and a gift/certificate, if appropriate.
• Obtain budget approval for all speaker and social events.
• Plan and coordinate social functions for General Meetings (3 to 4 meetings)
• Mothers' Day Event
• Ice Cream Social
• Holiday Social
• Valentine's Social (optional)
• Coordinate Babysitting for General Meetings
• Ensure Babysitters are doing their job
• Be responsible for Toy Bag
• Be point person for Community Center
• Submit room plans for upcoming year.

Resource Coordinator (1 - 2 hours per month)

• Maintain and Update FCMC resource library and binders.
• Bring pertinent resource material to general body meetings so that members may review or borrow.
• Be aware of items we may need or want to add to the collection.
• Follow-up on resource related questions that members may have and distribute information appropriately and adequately.
• Plan and coordinate Preschool night
• Invite Preschools (approximately 20)
• Compile Preschool information and produce a handout for attendees
• Confirm attendance of Preschools
• Coordinate tables

New Members Coordinator (3 - 5 hours per month)

• Check FCMC voice mail & email regularly and respond to messages appropriately.
• Respond to messages and emails appropriately.
• Lead New Mom's meeting at 7:00pm prior to the Monthly General Body Meeting.
• Update and maintain membership packets to be given to potential new members.
• Follow-up with potential new members regarding membership.
• Notify new members about the New Mom's Tea.
• Follow up with potential members following the Foster City Arts and Wine Festival

Newsletter Editor (Hours depend on staff size)

• Send out a monthly newsletter to be delivered the last day/beginning of the following month.
• Set newsletter deadline and send out reminders to all board members regarding who is doing what.
• Follow-up with all outstanding issues making sure we have information on New Mom's Tea, Front Page Article, Playgroups, etc.
• Determine content of other articles/ information being distributed via the newsletter.
• Submit newsletter for proof-reading to the President with atleast a 24 hour turnaround.
• Determine guidelines necessary for printing and posting.
• Obtain proper funds for mailing newsletter.
• The newsletter can range in size from 22 to 25 pages.
• Manage the post production activities. The President and Vice President will assist in recruiting volunteers to help with this task.

Outreach Coordinator (Hours depend on Month and Event)

• Plan fundraisers for the club, at least 1 every 3 months. These fundraisers will allow FCMC to continue to provide worthwhile events and activites for FCMC members at a minimal cost.
• Generate ideas for fundraisers that may be ongoing throughout the year - i.e. Escrip, etc.
• • Develop a plan and organize events to support local charities. These events can either be donation or volunteer based.

Photographer (2 hours per month)

• Keep a copy of each month's past newsletter.
• Keep a scrapbook of all club activities, photos from members, items in the press, etc.
• Provide Web site editor copies of appopriate digital photographs as needed.
• Upload photos for sharing. This will allow members to purchase photos.

Playgroup Coordinator (3 - 5 hours per month)

• Be an active member of an FCMC playgroup.
• Communicate regularly with all playgroup representatives.
• Hold playgroup representative meetings, as necessary, to be determined by coordinator (minimum of twice per year).
• Organize new playgroups as needed.
• Assist members in finding an appropriate playgroup.
• Maintain and update guidelines for starting a new playgroup.
• Submit regular updates regarding playgroups and representatives to Foster City Recreation Department. The Foster City Recreation Department needs this information to know who is allowed to book rooms for playdates.
• Ensure that all playgroup participants are active members of FCMC by obtaining playgroup rosters from playgroup representatives
• Coordinate with Vice President to ensure that all playgroup participants are active members.
• Keep track of stork events and new arrivals.
• Coordinate the In-A-Pinch service.
• Organize the monthly submission of kids birthdays to the newsletter editor by the playgroups.
• Coordinate the submission of information (new arrival information, In-A-Pinch service, and kids birthdays) to the newsletter editor on a monthly basis by the newsletter deadline. The information is gathered from the playgroup representatives.

Secretary (1 - 2 hours per month)

• Take minutes at each board meeting or assign a designated person.
• Send out a copy of the board meeting minutes to all board members and request updates. After updates have been made, send out an evite for approval
• Submit board minutes to the board plus for inclusion in the newsletter.
• Send board meeting minutes to Web Site Editor for posting on the website.

Social Coordinator (Hours depend on committee size)

• Organizes the Spring Fling, Mother's Day Tea, Summer Picnic and Holiday Party.
• Solicits volunteers to form committees for the events in #1 and has regular meeting with committee. Presents facts to the Board.
• Obtains budgets for all events to plan accordingly.
• Oversees and coordinates all the events from start to finish.
• Submit necessary announcements for events to Newsletter Editor as well as a summary of the event with thank yous for all volunteers in a subsequent issue.

Treasurer (2 - 3 hours per month)

• Responsible for all incoming and outgoing monies for the club.
• Checks FCMC mailbox regularly (at least once a week).
• Present procedure for requesting expense reimbursement/requests from board members.
• Present monthly Financial Reports to board for review prior to board meeting and send out an e-vite to vote on them. Also point out significant changes for the month from the prior month and as compared to last year.
• Have budgets readily available based on the prior year for upcoming events.

Web Site Editor (1-3 hours per month)

• Determine content of website and also obtain board approval on major changes to the website.
• Determine appropriate means for obtaining information for the website, i.e. if through another board member - coordinate efforts for obtaining that information whether it be periodically or monthly.
• Keep website current, on a monthly basis, with the information provided in the newsletter and through information provided by board members.
• Checks incoming FCMC email and routes to appropriate board members.
• Sets up user names and passwords for the Members-only section.

Committees

• Pick up newsletter copies from the printer.
• Fold the newsletters.
• Apply the stickers.
• Deliver to the post office for bulk mailing.

• Provide leadership among the playgroup.
• Maintain a roster for the playgroup and provide to members.
• See that the group is meeting regularly and that the individual needs of the group are being met.
• Keep group members informed of meeting places.
• Length of term varies per playgroup (1, 3 or 6 months). Each group member is expected to serve in turn.
• Notify playgroup coordinator of any changes in the playgroup.
• Remind playgroup members to pay dues on time.
• Serve as a contact between the board and your playgroup members.
• Notify In-A-Pinch Coordinator when you have a mom in your group who is expecting a baby.