Job Descriptions for BHS Alumni Executive Committee

General Responsibilities of each committee member:

Main Goal: Plan and Prepare for the Annual BHS Alumni Banquet, held on the Saturday of Memorial Day weekend each year, in coordination with BHS Graduation Ceremonies

• Promote the Mission Statement of the Blanchester High School Alumni Association:
  “The Blanchester High School Alumni Association continues to foster lifelong connections with friends and classmates while promoting and supporting the continuing education of its graduates.”

• Attend and participate in scheduled meetings

• Support BHS alumni events and programs throughout the year

• Maintain positive communications with school officials and fellow alumni

• Prepare and assist in mailing invitations to the annual Alumni Banquet

• Help plan and participate in the program at the Alumni Banquet

• Assist in setting up the room and registration table at the Alumni Banquet

• Get at least two donations for raffle/fund raisings at the banquet

• Perform other tasks as needed or assigned by President or committee

• Performing any other task as needed or requested by President or any other officer

President:

• Schedule, plan an agenda, and lead meetings for the BHS Alumni Executive Committee

• Oversee Committee Assignments

• Communicate with committee members, School officials, and community regarding general alumni events

• Host/Emcee the Annual Banquet and lead the business meeting

Vice President/Membership:

• Oversee the transition of leadership

General

• • Preside over meetings in president’s absence

  • Oversee any committee assignments

  • Shadow president

• Be aware of ongoing projects and events and understand the role of the president in planning and executing these programs

• Communicate, monitor and manage mail address to encourage local constituents to become active in Alumni Association and try to keep current addresses

• Contract with caterer for the dinner at the Alumni Banquet

Treasurer:

• Manage bank account

• Receive and record all financial receipts, credits, and debits

• Deposit money (banquet checks, scholarship donations, other funds)

• Payment of bills in a timely manner

• Retain receipts/keep records of all checks written

• Pick up mail once a month, June through March, then twice a week from April through June.

• Prepare the annual report for each fiscal year, beginning July 1 through June 30th.

• After receiving reservations and donations, record all information, including check numbers on reservations and donations

• Total up check amounts and make deposits in a timely manner

• Send Thank You notes to those who send donations

• Reserve tables for specific classes/decade anniversaries

• Man the registration table at the banquet, to confirm reservations and assist with questions

• Notify the president of any anomalies regarding financial information

Military Liaison:  The position is volunteer but could be voted in

• To actively display military appreciation at the annual Alumni Association Dinner

• To promote and honor our Military Alumni members, honoring all present and deceased members

• To display the POW/MIA dinner table setting for one

• At the annual banquet, read the explanation of the table. The story and picture of the table set up are attacked

• To encourage all Military Alumni members to sign the book with other military signatures as a form of historical record keeping. That book should be kept with the Military Liaison.

• Be creative in the visual support of the Military

• Appreciate and support all of our classmates who have served our country in the Military. All gave some and Some gave all.

Secretary:

• Keep accurate minutes of the committee business at each meeting

• Type and distribute/email minutes of meetings to participants

• Make additions or corrections to minutes as needed

• Correspond with School Administrators and Alumni regarding Alumni Association business

• Update records/database as needed, on Google Docs.

• Assist committee in printing and mailing invitations for Alumni Banquet in spring of each year

• Post articles/notices with local newspapers regarding events or announcements

• Acknowledge acts of assistance and kindness of others through thank you notes or other appropriate communication

Historian:

• Keep updated records, with assistance from other committee members, of Alumni who are deceased

• Provide a list each year of current decedents by May 15th of each year; the list shall include any alumni who have passed away after May 15th throughout the next year.

• Collect and organize historical documents as necessary

• Prepare a “History Moment” to present at the Alumni Banquet or work in cooperation with the 50th Anniversary Class to share a special memory, no longer than 5 minutes or a short clip to print in program.