Friday, October 12, 2018

What do the Board Members do?

The Duties of the Chairperson

1.      Meeting Facilitator
a.      Create agenda
b.      Preside at board meetings
c.       Communicate Board decisions to membership
2.      Oversee Committees
a.      Strategic planning of all committees
b.      Ensure that all activities meet the Association guidelines
3.      Community Relations
a.      As the primary public figure, the chair represents the Association
b.      Must be comfortable networking with other organizations
4.      Internal Mediation
a.      Resolve issues arising within the Association
b.      Find common ground to solve difficulties
5.      Blogspot Posting
a.      Regular posting of “Notes From the Chair”, “Wine Tips” and “Recipes” to update membership on events, tastings, and other news concerning the Chapter
6.      Relay communications from AWS National to appropriate parties
a.      Include communications from RVP

The Duties of the Vice Chairperson
1.      Wine Procurement
a.      Obtain list of required wines from speaker
b.      Purchase and store wines until the meeting
c.       Bring to meetings ready to pour (e.g. cooled whites)

2.      Manage wine-related items (bottle openers, pourers, blind-tasting bags, etc.)
a.      Clean after use
b.      Store
c.       Bring to meetings

3.      Wine Pouring
a.      Determine the correct number of bottles to open based on attendance
b.      Determine size of pours based on attendance, number of bottles available and number of wines being tasted
c.       Pour wines in correct order, as specified by speaker
4.       ‘Manage’ leftover wine
a.      Drink it up! Open bottles are yours to take home and enjoy!
b.      Keep the unopened bottles that didn’t sell for future use as auction items for fund raising.

The Duties of the Secretary
1.      Take notes during meetings/tastings
2.      Present report during meetings/tasting re: minutes; business matters
3.      Report findings of National Tasting Project in a timely manner to the National Office.

The Duties of the Treasurer
4.      Keep records of monthly revenues and expenditures
5.      Present report during business meetings re: income, expenditures, and balance
6.      Maintain checking account
a.             Make deposits
b.                        Write checks
c.              Track balance & verify with bank statements
7.      Pay all bills in a timely manner (< 1 month from date of receipt)
a.             Reimbursement of purchases for monthly
b.                        Payment of rental fees and permits
c.              Catering for special events
d.                        Speaker fees/gifts
e.              AWS Education Fund

The Duties of the Program Chair

1.      Plan and coordinate the 8 events per year
a.      6 regular meetings, including National Tasting and 2 special events
                                                              i.      Nationality dinner (May or October) and Holiday dinner (January)
2.      Advise Vice Chair of wines to be procured and served
3.      Choose a presenter for each event
a.      Checklist for presentations
4.      Choose hosts for each meeting
a.      Advise hosts of wines being served, number of attendees
b.      Provide input for table decorations and other sundries
5.      Provide wine costs to Chapter Chair three weeks prior to tasting

The Duties of the Membership Director
1.      Maintain list of current members
2.      Maintain record of guests and guests that become members
3.      Send a welcome email explaining the use of the website and how to enroll for email updates
4.      Prepare name badges for monthly meetings
5.      Present report during business meetings re: membership levels & new members
6.      Cross-check lists of national and chapter members to ensure all Pittsburgh chapter members have also paid national dues (for insurance purposes)
The Duties of the Procurement Director
1.      Procure and maintain ample supply of wine glasses for tastings
a.      Manage distribution of wine glasses and carry bags to members
b.      Provide spare wineglasses for tastings
c.       Keep record of glasses out for cleaning or on loan
2.       Maintain supply of serving items, plates, napkins, table covers for tables