Duties of the Officers

The duties of our officers are as follows:

President

• Call Board Meetings as needed.
• In early spring discuss dates for the Rose Picnic with Linda Gilbert, Dr. Hulbert's Administrative Assistant, and make a reservation with TH park service. Pass site and date information to the VP. Dr. Hulbert will pick the cost of the picnic, any park service bills should be sent to Linda Gilbert.
• With the Board, finalize the membership form to be sent to members and prospective members.
• Write letter to be sent to women who are new to Rose (new between August and December). Letter should be sent with a membership form, officer list and any other information deemed appropriate.
• With the Board, decide on the programs for the year.
• Present questions and feedback from the members to the Board. Provide follow-up to members.
• Work with Publicity Chair to develop the newsletters.
• Inform Linda Gilbert of the required no. of Faculty/Staff Directories. Pick up directories from her office for distribution. (Note: Emeritus, retired and former personnel receive directories from Rose. All other members should receive a copy for use at home.)
• Ensure that the VP is making regular follow-up calls to the chairs of interest groups and functions.
• Send thank-you notes to chairs, speakers, Dr. Hulbert and others.
• Get a list from Kim Miller/Linda Gilbert of employees/spouses that come midyear to do second mailing inviting them to join the club.
• Oversee the nominating committee. New officer installation usually occurs at the May Luncheon. Ask someone to purchase roses for the new and old officers at the installation.

Vice-President

• Find a chairperson for each committee and Interest Group.
• Provide the Board with the names of the chairs of each Interest Group and committee.
• Keep in contact with each Interest Group and committee chair. Have them tell you of their activities. Pass this information on to the Board and provide it to the Publicity Chair for the newsletter.
• Contact prospective speakers for club functions.
• Assist all chairs, when necessary, in coordinating functions.
• Request lists of names of new faculty and staff from Linda Gilbert, Dr. Hulbert's Administrative Assistant, and from Kim Miller for the Picnic and Welcome Coffee. (Don't forget ROTC people) Pass the names of any women and their contact info on to the coffee and picnic chairs.
• Contact the Blood Drive Cookie Callers before each blood drive and supply them with a list of bakers to call.
• Get the Christmas Party Wrappers volunteer list from the Secretary and give it to Kim Miller. Assist her with any calling of volunteers that needs to be done.
• Lead the club in the absence of the President.

Secretary

• Maintain the membership roster.
• Prepare club membership form to be mailed in August.
    o Update form
    o Get campus wide mailing labels from Linda Gilbert
• When the forms are returned:
    o Record the information into the database
    o Assign members to committees and interest groups
    o Send the checks on to the Treasurer
    o Send the stamps to the Publicity Chair.
• Give a list of committee volunteers to the VP.
• Give a list of Interest Group participants to each chair.
• Prepare labels for mailings.
• Print out database lists as requested.
• Purchase mailing labels as needed.
• Update committee and Interest Group lists, and send copy to the chairs.
• Lead the club in the absence of the President and Vice-President.

Treasurer

• Make sure the Treasurer from the previous year closes the books so you can begin a new club year.
• Keep a record of all club transactions.
• Write a financial report for each Board Meeting and at the end of the club year.
• Maintain an adequate balance in the account.
• Deposit membership payments.
• Reimburse members for expenses.
    o Members must submit a RECEIPT for a reimbursement
    o When in doubt, get approval from the President or Vice-President.
    o Send RECEIPTS and necessary information to the Rose-Hulman Business Office.
• Pay club expenses when invoices are received.
    o Send bills and necessary information to Rose-Hulman Business Office.
• Inform the Board of any projected excess funds before the May meeting.
• Close the books at the end of the year and pass all materials to the new Treasurer.
• Prepare a final financial statement for the record.
• Lead in the absence of the President, Vice-President, and the Secretary.

Publicity Chairperson

• Send list of club meeting and function dates to Mr. Dale Long for inclusion in the campus calendar. Keep him informed of club activities throughout the year.
• Prepare newsletters.
    o Newsletters should go out the first week of:
      • August
      • October
      • December
      • February
      • April
    o The Rose-Hulman Print Shop can print, fold, and staple
    o The Secretary can supply the mailing labels
  
• When requested, assist the chairs with flyers for their meetings or other functions. Lead the club in the absence of the President, Vice-President, Secretary, and the Treasurer.