Member Positions

Member Positions

***Budgeted Position: Amount of budget, if applicable, for each event will be given to the event chairman at the Kick-off Meeting.  This also indicates a $30 position for dues. 

Volunteering is an integral part of NWHE and family dues reflect this value. For positions that require less than 10 hours of volunteering for our group, membership dues are $45 per family for the year. For positions requiring more than 10 hours but less than 25 hours, membership dues are $30 per family for the year. For positions requiring over 25 hours for the year, dues are waived for that family for the program year.

NWCC stands for Northwest Community Church.  For ALL reservations at NWCC, please coordinate with the Steering Committee Secretary.

Single Date Event Positions:

Bike Rodeo Chairman***

Bicycle aptitude “rodeo” put on by NWHE in conjunction with SAPD.  This annual event is held in the parking lot of NWCC. The date for this event is in early April. The Bike Rodeo Chairman will contact the Student Services Officer (in September) to schedule him/her for the scheduled date, will coordinate with the secretary to secure NWHE and will send out information and reminders to the group via email and the group’s calendar.  The chairman will also create the sign-in sheet for the event and will organize the Bike Rodeo Committee (according to the officer’s instruction), sign up Rodeo Riders, coordinate extra helpers/runners for the event, buy ribbons/medals/trophies and refreshments (drinks and snack), and clean up. For the 2023-2024 school year this event will take place on April 19, 2024.

Bike Rodeo Committee (6 positions)

Under the instruction and direction of the Bike Rodeo Chairman, a committee member might be asked to help set up the event area with other committee members and the officer, assist with running the event and clean up, and possibly help with errands associated with snack and prize purchases.  The Bike Rodeo Committee members are all expected to attend the bike rodeo 1.5 hours prior to its start time.  If you cannot attend the event, you are expected to find a replacement volunteer as the bike rodeo must have six volunteers in addition to the chair for it to run.  For the 2023-2024 school year this event will take place on April 19, 2024.

 

Christmas Party Chairman (CPC)***

  •  The CPC will be responsible for the planning and execution of our annual Christmas Party. Note that the CPC and the committee helpers must attend (except for sickness or emergencies).  The CPC is the lead and can delegate as needed to the committee.
  • Steering will book the venue.  You are responsible for contacting the NWHE secretary to verify booking and to contact the NWHE treasurer to arrange payment and to get the budget.  You must call the location at least a month in advance to verify that we are booked and that we have paid.
  • Once the venue is booked, add the party to the NWHE calendar, make a sign-up sheet in Google sheets, and email the group with all the details!  It is recommended to send a reminder 2 weeks prior, 1 week prior, and then the day before the event.  It is important to remind all attendees that all our events are to be nut free.  
  • The CPC and committee will plan and execute any snacks/cake/cupcakes/treats wanted for the event.  Please note that everything must be nut-free!  No homemade goods!  You cannot bring any food with nuts, even if not sharing with the group.  Please contact the Treasurer for the budget.  
  • You are responsible for taking the sign up roster and making group assignments before the party.  
  • Decorations must be pre-approved by the Treasurer.  
  • It is important that the CPC and all committee members attend this event.  It is also important to delegate tasks ahead of time for the event, and to arrive 15/20 minutes early.  Also plan on staying 10/15 minutes after to clean up.  The date is December 12, 2022.
  • For any questions or concerns please contact the NWHE secretary at secretary.nwhe@gmail.com  

Christmas Party Committee (4 positions)

Assist the Christmas Party Chair with any/all preparations for the Christmas party. Must be available to come to the party.

End of year BBQ/Pool Chairman***

  • The Chairman, along with committee helpers, will be responsible for organizing and executing our end-of-the-year BBQ and pool party.  Date will be given by steering but typically is held at the end of May.
  • The NWHE secretary will secure a location at least 2 months in advance.  Please check with the Secretary to verify the pool venue has been booked, and check with the Treasurer to verify payment was made.
  • Call the venue to verify that we are booked and paid.  Once that is verified (at least a month in advance), the Chairman will need to add the event to the NWHE calendar, make a sign-up sheet, and email the group.  Please include a reminder that this is a nut free event.
  • The Chairman will also need to organize the BBQ.  NWHE provides the hot dogs and buns but the chairman is responsible for buying and bringing them to the BBQ.  Please contact the Treasurer for the budget for you to go and buy enough hotdogs and buns for everyone that signs up.  On the sign-up sheet and email, you need to ask attendees to sign up to bring sides, condiments, plates, desserts, utensils, etc.  Please stress that all items MUST be nut free!  
  • The Chairman needs to assign tasks to committee members as appropriate.  The Chairman and committee are responsible for either cooking or gathering volunteers for cooking.  
  • The Chairman and committee are required to attend the event (except for sickness or emergency).  Please arrive 15/20 minutes early and plan on staying 15/20 minutes after to clean up.  
  • For any questions or concerns please contact the NWHE secretary at secretary.nwhe@gmail.com 

End of year BBQ/Pool Committee (4 positions)

Assist the chairman in events pertaining to the BBQ. This may including gathering supplies, advertising the event, ensuring all items at the event are nut/peanut free and possibly cooking at the BBQ.

Field Day Chairman***

Responsible for organizing a field day for the group. This includes deciding on a location, field day games for this event, and making sure all supplies are purchased and brought to the Field Day. You will coordinate with the Treasurer concerning your budget and reimbursement.

You must be available to come to this event on Tuesday, March 26th.  Additionally, you will add the field day information to the calendar, send an email advertising the event to the group and create a signup sheet on the google documents page prior to February 26th.  (This field day should be geared for elementary, middle and high school aged students).  Finally, you will delegate responsibilities for this event to your committee and communicate with them regularly.

Field Day Committee Member (4 positions)

Assist the chairman in events pertaining to field day. This may include gathering supplies, helping in field games, and communicating to NWHE as a whole. You must be available to come to this event on Tuesday, March 26th.

Field Trip Committee (9 positions)

Each Field Trip Committee member will organize 1 field trip for the group, as directed by the Field Trip coordinator. This includes confirming the date and venue with the Field Trip Coordinator, making the reservation at the designated venue, communicating all of the information about the field trip with the group via the e-loop, setting up a signup sheet on the member website, adding the event to the website calendar, and communicating with the Field Trip Coordinator and NWHE Treasurer regarding how money will be collected from members for the payment of field trips and how the venue will be paid. The committee member can ask the Field Trip Coordinator for guidance as needed on how to send group communications and update the website. Most field trip reservations should be made at least 2 months in advance (some sooner depending on availability of the venue). The Field Trip Committee member is responsible for attending the field trip that they were designated to plan & reserve in order to assist members and help the trip to run smoothly.

Harvest Party Chairman (HPC)***

  •  The HPC, along with a committee helper, will be responsible for the planning and execution of our annual Harvest Party. Please note that this is not a Halloween party so no “spooky” or Halloween themed décor and no costumes will be allowed. For the 2023-2024 school year this event will take place on October 30, 2023.
  • The secretary will book the venue for this party, but you will be responsible for contacting the venue at least a month in advance to verify that we are booked for the date indicated. 
  • Once you verify the venue is booked, add the party to the NWHE calendar, make a sign-up sheet in Google sheets, and email the group with all the details!  It is recommended to send a reminder 2 weeks prior, 1 week prior, and then the day before the event.  It is important to remind all attendees that costumes aren’t allowed and that all our events are to be nut free.  
  • Any decorations must be pre-approved before purchase.
  • It is important that the HPC and all committee members attend this event.  It is also important to delegate tasks ahead of time for the event, and to arrive 10/15 minutes early.  Also plan on staying 10/15 minutes after to clean up.
  • For any questions or concerns please contact the NWHE secretary. 

Harvest Party Committee (3 positions)

Assist the chairman with setting and cleaning up as well as facilitating the event. For the 2023-2024 school year this event will take place on October 30, 2023.

Kindergarten Graduation Chairperson***

The Kindergarten Graduation Chair will plan, organize, and host a graduation party in May for any families interested in attending a kindergarten graduation.  This position would be good for a person who is organized, detail oriented, and who enjoys hosting parties. 

Kindergarten Graduation Committee (2 positions)

Assist the Kindergarten Graduation Chair in planning and hosting the graduation party.  Duties may include advertising and emailing the group, set up and clean up for the event, supplies purchase at the direction from the chair for which you will be reimbursed, etc. 

Mom’s Night Out Fellowship Committee Member

This committee will plan Mom’s Night Out (MNO) events.  If applicable, you will coordinate with the group’s treasurer to purchase needed supplies prior to the event to get your budget approved.  You will also set-up, lead, and clean-up at your assigned Mom’s Night Out. (This means you need to attend the event you set up).  When scheduling your events, please look at the group’s calendar on the members’ website to ensure that you are not scheduling the MNO the same day as a field trip, tween/teen night, etc.  Events will be more successful if there aren’t conflicts or at the end of a busy group week.

You are responsible for emailing MNO event information to the group at least three weeks before the event takes place.  Additionally, you will add this information to the calendar and create a signup sheet on the google documents page.  (The MNO Fellowship Chairman can assist with any questions on the logistics for publicizing your event.  There are also tutorials on the members’ website under the Miscellaneous tab > Website Tutorials).

MNO can include a potluck at the church (please coordinate with the Steering Secretary for church reservations) or at a member’s house, a get together at a local restaurant or coffee shop, a time at an escape room, you can tag on to an event happening for the public at a local museum (art, Witte, etc), a board game night at Dragon’s Lair, a fun trip to Clay Casa, etc – the sky’s the limit.  These events can occur on the weekend (day or night) or weeknight.

  • (1) September MNO Committee Member – will plan one MNO during the month of September
  • (1) November MNO Committee Member – will plan one MNO during the month of October
  • (1) January MNO Committee Member – will plan one MNO during the month of January
  • (1) March Volunteer Committee Member – will plan one MNO during the month of March
  • (1) May Volunteer Committee Member – will plan one MNO during the month of May 

School Picture Coordinator***

Responsibilities include securing a photographer and setting a schedule for the pictures to be taken in either October or November. Coordinator then publishes on the email loop the place, date and schedule and then manages the communications with the loop. Coordinator will also add this event to the calendar and create a sign-up sheet.  (Please see the Secretary or Website Coordinator for more information).  Coordinator is required to be there the day of the pictures and help with the flow of the people and to make sure that the photographer has what he/she needs.  Additionally, if the coordinator has photography experience (either professionally or as a hobby) he/she may elect to take pictures instead of making arrangements with a photographer.  If the coordinator goes this route he/she may offer free digital or printed photographs, but may not charge the group for his/her services.

T-shirt Coordinator*** We will not be ordering T-shirts for the ’23-’24 school year.

This position involves placing and managing a t-shirt order for the group.  The coordinator will communicate with outside vendors as well as with the group at large via the e-mail loop and will manage subsequent communications. He/she will also add the information for ordering to the sign-up sheet.  Additionally:

  • Prior to contacting the group, the coordinator must have approval from either the secretary or chair for the t-shirt design and associated cost.  
  • The coordinator will coordinate with the treasurer to verify payments prior to ordering.
  • Orders should be placed by the first week of October.

Valentine’s Party Chairman (VPC)***

  • The VPC, along with his/her committee helpers, will be responsible for the planning and execution of our annual Valentine’s party. For the 2023-2024 school year this event will take place on February 12, 2024.
  • The NWHE Secretary will book the venue.  Please contact the venue at least a month in advance to verify that we are booked for the date indicated.
  • Once you verify that the venue is booked, add the party to the NWHE calendar, make a sign-up sheet in Google sheets, and email the group with all the details.  It is recommended to send a reminder 2 weeks prior, 1 week prior, and then the day before the event.  The sign-up sheet needs to include children’s ages (this is for sorting the kids into groups for Valentine giving).  The VPC must stress, each and every time, that all Valentines must be nut free!  This is very important as we have members with severe nut allergies.
  • The VPC will need to make sure they divide the kids into separate groups for Valentines. You can do this by age, grade, or however else you would like.  Try to make the groups 12 kids or smaller if possible.  It is recommended that you do this ahead of time, and make clear signs for each group.  This makes it easier when parents arrive to put their child’s box in the right spot.  
  • The VPC and committee helper must attend and need to arrive 15/20 minutes early to set up signs/décor and prep for everyone’s arrival.  Each parent needs to be asked, when they arrive, if the Valentine’s treats they brought are nut free.  All items with nuts must be returned to their vehicle immediately.  If their treats are nut free, please help guide them where to set up the valentine boxes. 
  • At this party we have a table set up for kids to decorate and eat a Rice Krispy treat.  The VPC is responsible for buying and bringing pre-packaged Rice Krispie treats, frosting, and any candy decorations.  Please note that no homemade items are allowed.  Please contact the NWHE Treasurer for the budget.  
  • VPC and committee need to plan on staying 15 minutes after the event to clean up. For any questions or concerns please contact the NWHE secretary.

Valentine’s Party Committee (2 positions)

Assist the chairman with preparation of, set up and running of Valentine’s exchange and activities, etc., and clean up for this event.  For the 2023-2024 school year this event will take place on February 12, 2024.

Volunteer Committee Member 

A committee member will plan one volunteer opportunity for the group. You will send out information for the volunteer opportunity to the group, add your event to the calendar on the website and create a signup sheet on the google documents page.  (The Volunteer Committee Chairman can assist with any questions on the logistics for publicizing your event.  There are also tutorials on the members’ website under the Miscellaneous tab > Website Tutorials). 

Volunteer events can include going to the San Antonio Food Bank, an Operation Christmas Child packing party, assisting at a local park, supporting the Ronald McDonald House, going to a nursing home, helping wrap gifts for Elf Louise or New Beginnings Children’s Home, etc.  When scheduling your events, please look at the group’s calendar on the members’ website  to ensure that you are not scheduling your event the same day as a field trip, park day, etc. You are expected to attend any event that you set up.

  • (1) October Volunteer Committee Member – will plan one volunteer event during the month of October
  • (1) December Volunteer Committee Member – will plan one volunteer event during the month of December
  • (1) February Volunteer Committee Member – will plan one volunteer event during the month of February
  • (1) April Volunteer Committee Member – will plan one volunteer event during the month of April

Multi Event Positions:

Marketing Coordinator***: Responsible for getting information out about the group to the public. Examples would be posting info about our group on social media, listing our group on various homeschooling websites, contacting local churches to share information about our group via flyer or email. The main role of this position is to get the word out about our group in hopes of attracting other homeschooling families.  Additionally, the coordinator creates a flyer with information about our annual orientation/information night and shares this not only with the public, but with our group’s email loop so that other members may share the information.  This position reports to the New Member Coordinator

Middle and High School Fellowship Committee***

Members will support the chairman by helping to come up with activities, monitor behavior, make sure all snacks present are nut/peanut free and help facilitate the events. This is a regular commitment. 

(3) Committee Members Group A – You must be available the second Friday of September (9/8/23), November (11/10/23), January (1/12/24), and March (3/8/24) from 6:15-9pm.

(3) Committee Members Group B – You must be available the second Friday of October (10/13/23), December (12/8/23), February (2/9/24), and April (4/12/24) from 6:15-9pm.

Mom’s Night Out Fellowship Chairman***

This position will maintain contact with the MNO committee members to make sure that events are scheduled, communicated and publicized to the group.  You will also assist any members that need help adding their MNO information to the members’ website.  (The Secretary, Web Chairman or another Steering member can assist in training you how to do the technology aspects of your job). Finally, you will ensure that MNO events are not scheduled at the same time as tween/teen events or the same day as any listed field trip or event.

Park Day Chairman ***

The Park Day Chairman is responsible for overseeing the committee to ensure that there are two park days every month (September through May) that are planned and communicated to the NWHE group via the e-loop and added to the calendar on the group website. There will be park days planned for the 1st Friday and 3rd Tuesday of every month. The PD Chairman will assign committee members to dates that they are in charge of planning and communicating about the park day. She will attempt to assess the desires/needs of the NWHE members and use this information in planning the years’ schedule and helping the committee to plan opportunities for a variety of locations. She will communicate with the committee regarding weather considerations, including planning winter park days in the afternoons and park days that are in months with hot weather in the mornings. The PD Chairman will be responsible for checking in with each committee member throughout the year to ensure that park days have been planned, that the committee member will be attending the park day, and to assist with any questions they may have regarding communicating information to the group.

Park Day Committee (4) ***

A Park Day Committee member is responsible to plan park days throughout the school year as delegated by the Park Day Chairperson. This includes selecting a park and communicating to the group via the e-loop the time, date and address of the park as well as any other helpful information, as well as adding the information to the calendar on the group site. The Park Day Committee Chairperson can guide committee members as needed on how to send group communications and update the website. Park days are to be planned for the first Friday and 3rd Tuesday of every month. The committee member will consider the weather in planning park days so that winter park days are scheduled in the afternoons and park days that are in months with hot weather are in the mornings. The Park Day Committee member must attend each of the park days that they are in charge of planning in order to help ensure that it runs smoothly and be there to welcome other members who attend. The Park Day Committee member should stay at the park for at least the first 45 minutes to welcome any members that arrive since park days may have late arrivals. 

  • 1 Park Day Committee Position: 1st Friday 9/1, 11/3, 1/5, 3/1, 5/3
  • 1 Park Day Committee Position: 1st Friday 10/6, 12/1, 2/2, 4/5
  • 1 Park Day Committee Position: 3rd Tuesday 9/19, 11/14, 1/16, 3/19, 5/21
  • 1 Park Day Committee Position: 3rd Tuesday 10/17, 12/19, 2/20, 4/16

Prayer Advocate

Regularly pray for our group, its members and families, at least weekly.  Pray for protection and traveling mercies for any NWHE event and all requests as they become known.  Email the group once a month to ask if anyone has prayer needs. Follow up with those asking for prayer via email or telephone.

Volunteer Committee Chairman***

This position will maintain contact with the Volunteer Committee (VC) members to make sure that events are scheduled, communicated and publicized to the group.  You will also assist any VC members that need help adding their volunteer information to the members’ website.  (The Secretary, Web Chairman or another Steering member can assist in training you how to do the technology aspects of your job). Finally, you will ensure that volunteer events are not scheduled at the same time as field trips, park days, or other events.

Secretary Assistant Duties***

The Assistant Secretary will assist the secretary in mass communication to the group.  The Assistant Secretary is an organized person who can continually check the NWHE calendar, the NWHE email loop, and the NWHE Facebook page.

The Assistant Secretary’s duties include the following:

Monthly:

  • On the first of the month, the assistant secretary will compose an email that includes a list of events for the month as well as one group policy reminder. The group policy reminder can be pulled from the group’s policies.  The assistant secretary should select one policy point to keep NWHE policies in mind; for example, the assistant secretary could copy and paste the nut free policy.  Another month, the assistant secretary could remind members how to pay for events via Paypal. 
  • The list of events should include the event time, location, date, and a link to the sign up sheet and/or contact information for the event host. For example:
    • Park Play Day.  Amazing Park.  Sept. 15 at 10:00.  Contact Jenny Awesome for more details (jenny.awesome@gmail.com).
    • Guadelupe River Field Trip.  Sept. 24 at 10:00.  Contact Susan Amazing for more details (susan.amazing@gmail.com).  Sign up on the sign up sheet.
  • As needed:

NWHE has a Facebook group that is a supplement to the official communication done via email.  The assistant secretary should obtain admin privileges to the group early in the year, and should maintain the Facebook group.  This includes:

  • Managing join requests to the group.  Check with the registrar to see that the person requesting to join is a paying member of the group.
  • Posting relevant information from the group email to the Facebook page.  For example, posting the monthly digest to the wall and pinning it to the announcements.

Summer Recruiter *** 

The recruiter hosts 3-4 events during the summer by either hosting a park day, game board day or other type of get together. (This volunteer commitment would be honored during the summer of 2023).  These events would be communicated with the group via the email loop and would also be shared on social media and with area churches.  The recruiter provides a sign-in sheet at these events and passes along the information to those that attended to the New Member Coordinator.  The recruiter should also ask the Marketing Coordinator for a flyer advertising the New Member Orientation in August.

Steering Committee Positions

All Steering Committee Members are expected to attend periodic Steering Committee Meetings and participate in the Steering Committee GroupMe thread. The steering committee positions are filled by voting among existing SC members. The duties of the Steering Committee Members will include but are not limited to the following:

Chairperson: The Chair will conduct any necessary public relations duties and act as liaison between NWHE and NWCC.  The Chairperson will be responsible for calling steering committee meetings when needed (usually 3-4 per year) and conduct the meeting; asking for items to be discussed from other SC members.  The chairman makes sure all committees are prepared for their particular event, and also conducts both registration/orientation meetings each year.

Registrar: The Registrar will ensure that all required paperwork for new and returning members is completed.  He/she will work in tandem with the Treasurer to collect dues and assign jobs to each member and ensure that the members understand their duty.  He/she will compile a list of job responsibilities and give each event coordinator a list of the names of their helpers and give a master list to each member of NWHE at the first general meeting.  As new members join throughout the year, the Registrar will have their names and information given to the e-loop.  They will also be directed to the New Member Coordinator. Further duties include creating and maintaining a membership roster.  The Registrar may have one or more assistants, as is deemed necessary, to delegate any of the above responsibilities.

 Communications/Web Chair: The Communications Chair will moderate and/or own the e-loop.  The Communications Chair will oversee all messages that are sent out and have discretion to limit or edit when the need arises.  The e-loop will not be used for political or professional advertising and will pertain to home school related opportunities or topics.   The chair will also update the NWHE website when needed (opening and closing online registration, updating field trip locations, member business information, etc.)  Communications Chairperson may have one or more assistants, as deemed necessary, to carry out any of the above responsibilities.

Field Trip Coordinator

The Field Trip Coordinator will be the contact point for all NWHE field trips.  There should be at least one NWHE field trip planned each month from September through May. The FT Coordinator will oversee a committee who will be responsible for each individual field trip and report back to the Steering Committee the schedule of field trips and events.  The FT Coordinator will be responsible for checking in with each committee member throughout the year to ensure that trips have been reserved and assist with any questions they may have regarding planning and communicating information about the field trip. 

Yearly duties:

  • Attend Steering Committee meetings (typically quarterly)
  • With the assistance of the Steering Committee, select field trips for the school year, about one per month.
  • April/May: the FT Coordinator will solicit feedback from the group.  She will email the group to gather information for the following year’s planning.  (What field trips did the group enjoy?  What was a miss?  What would the group like to see in the upcoming year?)

Monthly duties:

  • Check in with committee members well in advance of field trips to ensure that members are aware of upcoming volunteer responsibilities.  The FT Coordinator will communicate with each committee member regarding what month’s field trip they are assigned to plan and what venue is scheduled for that month.  
  • She will attempt to assess the desires/needs of the NWHE members and use this information in planning the years’ schedule, including scheduling field trips on varying weekdays (i.e. not all Fridays, Tuesdays etc.) and checking the group calendar to ensure that the date does not conflict with other scheduled events. 
  • She will ensure that all field trips are posted to the group sign up sheet and have been communicated to the group at large.

As needed:

  • The FT Coordinator will communicate with the NWHE treasurer as needed regarding appropriately collecting money from members for the payment of field trips and making payment to the venue.

Middle and High School Fellowship (Steering Committee) 

Fellowship will center around all tweens and teens 11-18 year old seniors getting to know each other through fellowship and activities that will encourage this age group to make friends and support each other in Christian endeavors, attitude and character. 

This is a monthly commitment. You are responsible for signing the key out of the church office on the second Friday of the month and returning it that Sunday. You must be available the second Friday of each month from 6:15-9pm to unlock the building and ensure that the church is cleaned (all chairs put back, tables wiped down, floor swept or vacuumed, etc) before turning off the lights and locking the building.  

Other duties include:

– contacting your committee members beforehand to confirm attendance (you need at least two other adults coming to volunteer)

– provide a sign in/out sheet for parents as all tweens and teens must be signed in and out from this drop-off event

– either planning each month’s activities from September through April or delegating to your committee members to assist in this endeavor 

– coordinate with the other members of the Steering Committee for the end-of-the-year party for the tween/teen group in May

– each month ensuring that a sign-up sheet for tween/teen night is on the spreadsheet and that an email has been sent out to the teen email list during the first week of the month. (This task can be delegated to a member on your committee, but it your job to check that this has been completed).

– verifying that all snacks present are peanut/nut free as both our group and the church do not allow snacks that contain either.  (No handmade goodies are allowed at these events and packages must not state that they were made in a facility processing nuts or peanuts)

– attending periodic Steering Committee Meetings and participating in the Steering Committee GroupMe thread 

New Member Coordinator (NMC)***: 

This position is great for someone who enjoys talking with new people, answering questions, and helping new members feel a part of NWHE.  This steering member also oversees the marketing and summer recruiter positions.  He/she must attend the annual New Member Orientation in August and lead getting to know you/icebreaker type games. The position holder should coordinate with the treasurer for his/her budget for these activities.

Other duties include:

  • Making labels/cards with your contact information to put in the folder we give to the new members at the orientation meeting.  
  • Coordinate with the summer recruiter to share information about our group with any visitors.  
  • Follow up with new members within a week of their joining NWHE.  See if they have any questions on how to login to the website, access the group calendar, sign-up sheets or email loop. (It is very important for the New Member Coordinator to make sure all new members are connected to the e-loop, this is our primary source of communication for the group).
  • By the end of October, the New Member Coordinator should either host an event for the new members or should follow-up via text, phone call or email to see if the new members are plugged in to the group and/or have any questions.  This is especially important for those members that have not attended any events yet.  As new members may join NWHE at any time in the year, the NMC may need to do this again in February/March. Coordinate with the treasurer for your budget for these activities.
  • Attending periodic Steering Committee Meetings and participating in the Steering Committee and NWHE Registration GroupMe threads.   

Secretary

The Secretary will record minutes at each Steering Committee meeting.  He/she will email a copy to the Steering Committee members and print one copy for NWHE records.  He/she will provide administrative support to the Steering Committee (i.e., meeting facility request, making copies, etc.).  The Secretary will help manage committee chairs by providing monthly reminders of duties.  

  • Yearly
    • Neatly organize previous year’s minutes, correspondence, and directory into a folder or notebook.  Label the notebook.  (Procure a box for yearly records?)  (May)
    • Work with the Chairperson and the Registrar to compile a member directory (July/August/September)
  • Monthly
    • Manage meeting minutes for each Steering Committee Meeting
      • Compile minutes for each Steering Committee Meeting.  Minutes should include: location, date, members present, and a clear narrative of business discussed, votes taken, a record of the votes, etc.  
      • Print minutes for a permanent record for NWHE
      • Email minutes to all members of the Steering Committee
    • Help manage committee chairs
      • Check the NWHE schedule of events and provide reminders to relevant chairpersons.  Phone or email the chairperson to remind him or her of their upcoming responsibilities
  • Special duties as needed: make reservations for events and field trips requested by the chairperson (reservation power is only through Steering Chair or secretary)

Treasurer’s Duties

The Treasurer will keep a detailed account of all income and expenditures of NWHE and prepare a written report for each regular Steering Committee meeting.  Additionally, he/she is responsible for preparing a budget before the first general meeting of NWHE for the upcoming academic year, to submit the proposed budget to the Steering Committee for approval and upon approval, give each steering committee member a copy.  The Treasurer will notify committee chairmen of the amount of money available for a particular event and provide instructions on proper procedure for submitting receipts for reimbursement.  Any unbudgeted items must be submitted to the Steering Committee for approval.  The treasurer will write a receipt for all check or cash transactions.  The treasurer will also complete listed yearly, monthly, and weekly duties.

  • Yearly
    • File a tax statement (speak with previous treasurer and with the Steering Chair for relevant details on where to file) (January)
    • Prepare a budget report for final Steering Committee meeting that shows all expenditures and incomes for the previous year (May) 
    • Prepare a proposed budget for next year (May)
    • Consolidate previous year’s bank statements and receipts into one neat unit.  Put bank statements and PayPal statements in order in a labeled folder.  Put receipts in envelope, inside the folder.  Label all with the relevant year.  This should be completed before handing off treasurer’s duties to the new treasurer. (June/July/August)
    • If needed, meet with the new treasurer to transfer ownership of accounts, and change passwords.  (June/July/August)
    • Prepare blank yearly spreadsheet in Google docs for next fiscal year (June/July/August)
  • Monthly 
    • Print NWHE’s bank statements and put them in treasurer’s binder in statements tab
    • Print a copy of same dates transactions from Paypal and put them in treasurer’s binder behind the bank statement
  • Biweekly
    • Update general spreadsheet with income as well as expenditures, put receipts in envelopes for the month
  • As needed 
    • Check PayPal for payments for committee chairs and field trip committees
    • Create reports about field trips and events.  A document that lists payments received and expenditures for major events (anything beyond a free park day or get together)
    • Write checks or process PayPal reimbursements