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Paradise Republican Women’s Club Executive Committee and Committee Chair Operating Handbook

Effective January 2024

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Executive Committee Members:

  1. President: 

  2. 1st Vice President (Programs/Guest Speakers)

  3. 2nd Vice President (Membership)

  4. 3rd Vice President (Ways and Means, plus fundraising)

  5. 4th Vice President (Committee Chair Coordinator)

  6. Secretary

  7. Treasurer

 

Committees:

**Every Executive Committee can select some or all the committees as part of community outreach. Every committee should have a “chair.” Committee members and the number of committee members should be determined by the Executive Committee.

 

Armed Services & Americanism

  1. Chair

  2. Committee member  

  3. Committee member 

 

Caring for America 

  1. Chair

  2. Committee member

  3. Committee member

 

Club Achievement Awards

  1. Chair

  2. Committee member

 

Club Communications 

  1. Chair

  2. Committee member

 

Events 

  1. Chair

  2. Committee member

  3. Committee member

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Legislative and Political Education  

  1. Chair

  2. Committee member

  3. Committee member

 

Literacy & Education 

  1. Chair

  2. Committee member

  3. Committee member  

 

Martha Kimberly Award 

  1. Chair

  2. Committee member

  3. Committee member  

 

Registration  

  1. Chair

  2. Committee member

  3. Committee member

 

Sergeant at Arms

  1. Chair

  2. Committee member

  3. Committee member

 

Social Media  

  1. Chair

  2. Committee member

 

Venue 

  1. Chair

  2. Committee member

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Volunteer Coordinator.

  1. Chair

  2. Committee member

 

Website

  1. Chair

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Executive Committee Members and Committee Duties:

**Please note: Executive Committee Meeting Attendance:  

  1. Must attend all monthly scheduled Executive Committee meetings that take place online or in person, however, an Executive Committee member may be excused from a scheduled Executive Committee meeting by the President with a 10-day notice.

  2. All Executive Committee members must attend a minimum of eight (8) Executive Committee meetings in a non-election year (when the club does not meet in July or August), and a minimum of ten (10) Executive Committees in an election year (when the club meets all 12-months of the year). Not adhering to these guidelines could result in replacement.

 

President: 

  1. Preside over all club meetings, Executive Committee meetings, general meetings, and any “Special” meetings.

  2. Schedule Executive Committee meetings and any “Special” meetings and notify Executive Committee members within 2 weeks of the date and time.

  3. Email meeting login information to Executive Committee members within 4 days of the scheduled meeting.

  4. Work directly with the Martha Kimberly Chair.

  5. Work directly with the Club Achievement Awards Chair.

  6. Be listed on the club’s bank account as a signer should the Treasurer be unavailable.

  7. Ensure Executive Committee members and Committee Chairs have what they need to be successful.

  8. Attend the AzFRW meetings and provide the Executive Committee and club membership with a recap of all meetings.

  9. Select Delegates to attend the AzFRW Convention (during a convention year).

  10. If possible, attend the NFRW Convention.

  11. Appoint a ‘Full” member to any open or vacated Executive Committee position prior to a Club election year.

  12. Must reply to the Recording Secretary within 48 hours when requested topics to discuss at an Executive Committee meeting.

  13. Must reply to all Executive Committee members and club members within 3 days of receipt of an email. Exceptions: vacation or illness.

  14. Be open and available to all members.


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1st Vice President (Program/Guest Speakers): 

  1. Plan and schedule guest speakers for each monthly general meeting.

  2. Schedule guest speakers at least two months in advance.

  3. Be the main source of communication with guest speakers.

  4. Get guest speaker headshot and bio within 14-days of general meeting, then forward onto the Website Chair and Social Media Chair for posting.

  5. Communicate with the Executive Committee about confirmed guest speakers and ideas for potential speakers.

  6. Share with the Executive Committees items the guest speaker will need (mic, table, etc.).

  7. Notify Registration Chair, Treasurer and President about the number of comp’d’ breakfasts for guest speakers.

  8. Greet guest speakers at meetings and ensure they have what they need.

  9. Take over management of the club meetings after handoff from the President.

  10. Preside over the general meeting should the President be unavailable.

  11. Must reply to the Recording Secretary within 48 hours when requested topics to discuss at an Executive Committee meeting.

  12. All club-related documents will be stored on the club’s Google Drive.

 


 

2nd Vice President (Membership)

  1. Receive and process new and renewal membership applications. This includes reviewing applications and following through on any missing information and sending a welcome/thank you email to new and renewal members.

  2. Provide the President with the name and contact information of new members monthly.

  3. Record new and renewal application information in Google Docs and Constant Contact.

  4. Maintain Full and Associate Membership Rosters and contact individuals who have not renewed.

  5. Maintain a list of previous members who have not renewed and follow up with an email.

  6. Prepare and provide new member packets and distribute them at general meetings. This includes a welcome and introduction.

  7. Notify the Volunteer Chair the names of members and the committees they are interested in being a part of.

  8. Work closely with the Treasurer to verify Square and check payments received coincide with applications received. Follow through on any discrepancies.

  9. Talk with visitors and share membership information with them.

  10. Update membership contact information.

  11. Scout membership for potential Executive Committee and Chair members.

  12. Must reply to the Recording Secretary within 48 hours when requested topics to discuss at an Executive Committee meeting.


 

3rd Vice President (Ways and Means plus Fundraising): 

  1. Create and manage a monthly club “opportunity drawing” (raffle): such as Queen of Hearts, 50/50 or a “Silent Auction” item.

  2. Must operate by IRS laws that all raffles need to be labeled “opportunity drawing” to not be considered gambling.

  3. Must operate by IRS laws, that an “opportunity drawing” cannot exceed $600, otherwise the recipient will be responsible to pay taxes.

  4. Work with the Events Chair to create two fundraising events outside of the monthly “opportunity drawing”. The annual Holiday party can be a fundraiser.

  5. Submit all monies raised to the Treasurer.

  6. Must reply to the Recording Secretary within 48 hours when requested topics to discuss at an Executive Committee meeting.


 

4th Vice President (Committee Chair Coordinator):  

  1. Work closely with all committee chairs to discuss ideas and oversee all projects.

  2. Provide the Executive Committee with updates on current and proposed projects and ideas discussed with all committee chairs.

  3. Be the source of contact of all committee chairs.

  4. Send a birthday card to the club members (birthday list and mailing addresses will be provided). Funds will be provided to purchase cards and stamps.  

  5. Send a "Get Well" or "Sympathy" card to club members. Funds will be provided to purchase cards and stamps.  

  6. Must reply to the Recording Secretary within 48 hours when requested topics to discuss at an Executive Committee meeting.

 


Secretary: 

Must be available to record minutes at all meetings, including “special” meetings or another member of the Executive Committee recording the minutes in your place.

 

Preparing for Executive Committee meeting:

  1. Within 15 days of a scheduled Executive Committee meeting email all Executive Committee members asking for a list of topics they want added to the meeting agenda. 

  2. All Executive Committee members must reply to the recording secretary’s email with topics to be added to the agenda within 5 days as only items on the agenda will be discussed.

  3. Upon receipt of topics to be discussed, create an Executive Committee agenda and email to the Executive Committee within 48 hours of the scheduled meeting.

 

 

Recording Executive Committee Minutes: 

  1. Note date, who was in attendance, start and end time of meeting, if meeting took place online or in person and topics of discussion. 

  2. Draft Executive Committee minutes and email the first draft to the Executive Committee members within 15 days after the meeting for review and correction. 

  3. Executive Committee members must email back any corrections within 5 days.

  4. Final Executive Committee minutes must be emailed to the Executive Committee members within 7 days after any minute corrections.

 

General Meeting and Special Minutes: 

  1. Note date, start, and end time of the general meeting, topics discussed and general overview of meeting. 

  2. Draft General Meeting minutes and email the first draft to the Executive Committee members within 15 days after meeting for review and correction. 

  3. Executive Committee members must email back any corrections within 5 days.

  4. Final general meeting minutes must be emailed to the Executive Committee members within 7 days after any minute corrections.

 

 

 

Treasurer:

  1. Track all income and expenditures.

  2. Write checks and pay club bills.

  3. Collect registration payments from Square and PayPal and transfer them to the club bank account.

  4. Reconcile checkbook monthly.

  5. Collect membership dues from Square and transfer them to the club bank account. 

  6. Notify 2nd Vice President of new members.

  7. Submit all AzFRW, NFRW and Achievement Awards payments in a timely manner.

  8. Place order for purchased member PRWC name tags.

  9. Pay venue at the conclusion of the meetings.

  10. Work with the President to make the annual club budget and send it to the Executive Committee for final approval.

  11. Process in person payments at meetings/events via Square app.

 

 

Committees:

 

Armed Services & Americanism: 

  1. The Chair will develop projects that support the Armed Forces and Americanism.

  2. All proposed projects will be presented to the 4th Vice President, who will in turn present to the Executive Committee for consideration during Executive Committee meetings.

  3. Upon approval of a proposed project by the Executive Committee, the Chair will plan and manage the project with their committee members.

  4. Keep a spreadsheet of all donations and associated volunteer hours. These hours will be added to our club Achievement Awards.

  5. Lead the Pledge of Allegiance at each club meeting and event.

 

Caring for America:

  1. The Chair will select up to 3 charities for the PRWC membership to vote on in January 2024 as the 1 (one) charity PRWC will support in 2024. The charity selected needs to be one that every club member can actively participate in, such as donating clothing, baby toys, etc.

  2. All proposed projects will be presented to the 4th Vice President, who will in turn present to the Executive Committee for consideration during Executive Committee meetings.

  3. Upon approval of a proposed charity by the Executive Committee, the Chair will plan and manage the project with their committee members.

  4. Keep a spreadsheet of all donations and associated volunteer hours. These hours will be added to our club Achievement Awards.

 

Club Achievement Awards:

  1. Review the AzFRW (Arizona Federation of Republican Women) and NFRW (National Federation of Republican Women) Achievement Awards tally forms and keep the President current on items the club needs to complete to get achievement award points.

  2. Work with the club President to complete the AzFRW and NFRW Achievement Award electronic forms.

  3. Keep track of member volunteer hours, which include club meeting attendance and volunteer hours a club member spends promoting a Republican campaign, political activity, attendance at a conservative event and hours involved in local city and town issues.

  4. If the club does not have a Literacy and Education Chair, the Club Achievement Chair will be responsible for selecting a book from the Mamie Eisenhower NFRW book list and select a place or person to donate the book to. This is an item of the club Achievement Awards form.

 

Club Communications:

  1. Work closely with the Executive Committee to create a monthly club newsletter via Constant contact with provided information from the President.

  2. Create a draft newsletter and send it to the President for review prior to sending out to membership.

  3. Upon approval of the draft newsletter, send out the monthly club newsletter 3 times prior to a scheduled general meeting. (2-weeks before meeting, 1-week before meeting and final reminder 3-days before meeting)

  4. Add, update, or delete contact information.

  5. Send newsletters to contact lists (members, associate members, political contacts, and contacts that receive our newsletter).

  6. Manage club’s public relations, including media (TV)and print (newspapers)


Events:

  1. The Chair will suggest fundraising ideas and events, including the club’s annual December holiday party.

  2. All proposed projects will be presented to the 4th Vice President, who will in turn present to the Executive Committee for consideration during Executive Committee meetings.

  3. Upon approval of a proposed project by the Executive Committee, the Chair will plan and manage the project with their committee members.

  4. Create flyers of fundraising events and provide to President for approval and printing,

  5. Keep a spreadsheet of all donations and associated volunteer hours. These hours will be added to our club Achievement Awards.

 

Legislative and Political Education:

  1. The main person who will keep the club members current on legislative issues. 

  2. Provide information to club members on legislature contact information and how to access the RTS system (Right to Speak)

  3. Keep the 1st Vice President informed as to potential legislative related speakers.

 

Literacy and Education:

  1. The Chair will develop projects that support Literacy and Education.

  2. All proposed projects will be presented to the 4th Vice President, who will in turn present to the Executive Committee for consideration during Executive Committee meetings.

  3. Upon approval of a proposed project by the Executive Committee, the Chair will plan and manage the project with their committee members.

  4. Keep a spreadsheet of all donations and associated volunteer hours. These hours will be added to our club Achievement Awards.

  5. Annually select a book from the NFRW Mamie Eisenhower list of approved books for donation to a selected organization. 

 

Martha Kimberly Award:

  1. Work directly with the President to create an Annual Martha Kimberly Award, such as an essay contest or club member of the year to receive the 2024 Martha Kimberly Award and together determine the award, such as a plaque or monetary award.

 

Registration: 

  1. Access club’s Square account and update breakfast registration Google Doc sheet.

  2. Notify the President & ‘Venue Chair the number of registered attendees 2 days before the scheduled meeting date or event.

  3. Set up the registration table at each club meeting or event, sign in registered attendees, and distribute name tags.

  4. Assist as needed during the meeting or event.

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Sergeant at Arms:

  1. Maintain order at the club meetings. 

 

Social Media:

  1. Post relevant club information and updates to the club social media sites. 

 

Venue:

  1. If a change of venue is required, visit potential locations, and provide information to the Executive Committee for review.

  2. Negotiate contracts.

  3. Liaison between venue and club.

  4. Work with the PRWC venue location to ensure all club needs are met before and during club meetings and events.

  5. Set up patriotic decorations on each table at club meetings and events.

  6. Assist with meeting set up and tear down.

  7. Make table name cards for guest speakers.

  8. Assist speakers with table set up.

  9. Greet guest speaker(s).

 

Volunteer Coordinator:

  1. Recruit club members to fill vacant club committee chairs and committee members.

  2. Provide a monthly update to the Executive Committee on the number of members contacted to volunteer for committees, reasons why it they decline and ideas on ways to instill interest in volunteering.

 

Website:

  1. Work closely with the Executive Committee to determine what will be posted on the website.

  2. Update website monthly or as needed per the President.



 

Additional short-term committees:

 

Bylaws: Annually review the club’s bylaws and suggest to the Executive Committee any changes, updates, revisions, or additions.

 

Campaigns: Create a list of club members that can support Republican candidates running for office by making phone calls, writing postcards and other campaign duties.

 

Chaplain/Beneficiary: Say a prayer/invocation at the start of every club meeting. 

**If we do not have a club chaplain, we can designate this task to someone who is open to saying the prayer/invocation.

 

Financial Review: Annually work with the Treasurer and review the clubs’ financial records and books.

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