Petaluma Mothers' Club

The name of the club shall be the Petaluma Mothers' Club.

LOGO

PURPOSE

The Petaluma Mothers' Club exists to provide support, information, education, friendship and community to families from pregnancy to age 5.

DEFINITION OF CLUB

We are a member-led support group for families of children from pregnancy to age 5. Every member will be encouraged to volunteer, participate, and share their ideas and talents. The club does not discriminate and is a not-for-profit organization.

REQUIREMENTS

Members must:

• Have child(ren), be currently expecting, or be a caregiver of children.
• Pay dues on time. (SEE DUES SECTION)
• Give a minimum of two hours of service to the club during the year.

GENERAL COURTESIES AND GUIDELINES

• General meetings are intended for the parents' interaction.
• Please do not attend playgroup or functions when you or your child(ren) are ill.
• If you are unable to attend a function you have committed to, please inform the President or appropriate person.
• Help encourage your child(ren) to pick up when playgroup and social events are over.
• Members are encouraged to assist in setup and cleanup at all club functions.
• A membership roster listing members name, address and phone number is available for board and committee use only; never for commercial use! A general membership roster with names and phone numbers of members is available to members for club use only.
• Ideas for club functions or services are to be presented to the Board for discussion and approval.
• All materials must be approved by the Board before being distributed to the general membership.

DECISION MAKING

• Decisions for the club are reached by the Board through consensus. The Board will exhaust all means in pursuit of a consensus; however; if the Board cannot reach a consensus, a decision will be reached by two-thirds vote of all Board members. Such a Board vote could be subject to a referendum by all club members. A simple majority of members in attendance (half of club members plus one) will be required to rule in favor of the referendum.
• All members wishing to influence decisions for the club should attend board meetings.
• Ideas, suggestions and comments regarding the club are always welcomed and should be directed to the appropriate board member to be brought before the Board.
• Should a decision be necessary between board meetings, the President will contact the Vice President and at least five other rotating board members (not the same five board members each time) for a consensus.

MEETINGS

• The general meeting shall be held on the fourth Wednesday of each month from 6:30 p.m. to 8:30 p.m.
• Monthly Board meetings shall be set for one year by the current board (on a Tuesday, Wednesday, or Thursday). Board meetings will be announced in each newsletter. Board meetings are open to all members of the club. If a club member needs agenda time, the President or Vice President must be called prior to the board meeting so time can be allotted to them.

DUES

• Dues are $30 per calendar year, payable by September 1. For members joining after September, dues will be pro-rated. Dues may be paid either by cash or check. Checks are to be made payable to the Petaluma Mothers' Club.
• Dues must be current in order for a member to participate in any club function.
• Any member whose dues are over two months delinquent shall be dropped from the membership roster.
• Any changes in dues shall be decided by the club at a pre-announced

PURPOSE OF THE BOARD

The purpose of the Board shall be to direct the everyday business of the club, implement club goals with guidance and input from the general membership, and oversee all facets of the club. The Board has the right to exercise final approval of programs and events and is charged with ensuring that committee decisions and club activities are in keeping with the purpose and policies of the club.

DUTIES OF BOARD MEMBERS

• All board members are expected to uphold the integrity of the club.
• All board members are expected to attend monthly board meetings during their one-year term. If unable to attend, please recruit a member from your committee to attend. Please notify the President who will be attending in your place prior to the meeting.
• Each board member is to inform the President of pertinent activities and agenda items prior to the next board meeting.
• Each board member is to promptly provide written information regarding their area of responsibility to the newsletter coordinator/staff and other interested parties as requested.
• Each board member is responsible for taking notes/updating their binder for the next upcoming board

JOINT BOARD MEETING

The outgoing and incoming board shall meet jointly in June to set the July agenda.

DESCRIPTION OF BOARD MEMBERS

PRESIDENT
(Recommended, but not required, that this position be filled by someone with previous PMC volunteer experience.)

• Point of contact for club members and community
• Run monthly board meetings
• Include old business and new business and map out time frame for meeting
• Send agendas so that board members receive them at least two days prior to meeting
• Set agendas for the board meeting
• Obtain minutes from secretary, to be proofed for approval at meeting
• MC monthly general meetings
• Submit President's Desk article for monthly newsletter
• Ensure accuracy of the President's website page(s) and contact information within the website. Send website content and/or updates to the webmaster monthly.
• Mediate problems within the club and maintain confidentiality
• Follow up on staff performance and reassign tasks as needed
• Delegate/select back-up for all board and non-board positions as needed
• Act as secondary signatory for bank account
• Responsible for all aspects of the annual “Magnolia Award” that is presented to a member at the Spring Tea.
• At conclusion of term, oversee transition of board members and remain available as advisor to new Board, if so requested

VICE PRESIDENT

• Support and back-up for President
• Coordinate and mail annual member survey
• Receive completed surveys, compile results and report to board
• Attend monthly board meetings
• Attend monthly general meetings
• Coordinate child care for general meetings when applicable
• Support President in delegating/selecting back-up for all board and non-board positions as needed
• Assist the event coordinators in maintaining the storage unit, which includes inventory.

SECRETARY

• Send correspondence as directed by the Board
• Record detailed board meeting minutes
• Forward minutes to the Webmaster for posting within two weeks
• If unable to attend board meetings, make arrangements for another member to take minutes.
• Assist President in maintaining PMC Bylaws, including job descriptions and arrange for Board/membership voting process when needed.
• Communicate any reassignments of duties to board and/or club as needed
• Maintain supply of letterhead, brochures, membership applications, flyers and other office supplies
• Maintain and distribute to board and club, as appropriate, a PMC events calendar for the year
• Archive files of board meeting minutes

TREASURER

• Maintain payables and receivables
• Coordinate with volunteers responsible for membership dues, newsletter ads, eScrip, raffle and all other income-generating activities to assure accurate collection
• Maintain balanced checkbook, make bank deposits, and write checks as needed
• File and preserve all receipts, bank statements and cancelled checks
• Maintain insurance for club events
• Coordinate Tax Filing
• Develop full year budget with input from the Board
• Distribute monthly Treasurer’s Report to the Board
• Report actuals to budget comparisons as requested by the Board
• Report cash totals at all board meetings and give a copy of the balance sheet to the secretary so that she can include this in the monthly recording of the board meeting minutes, to include actuals to budget comparisons
• Handle changeover for incoming treasurer (e.g. signature cards, account information, etc.)
• Any irregularity regarding club monies shall be brought to the attention of the President as soon as possible

NEW MEMBER COORDINATOR
(Part of the Welcome Team)

• Answer phone inquiries on PMC voice mail and forward to appropriate persons as necessary, 2 times weekly at a minimum (adjust outgoing voicemail message to address urgent member concerns to another number)
• Mail out membership application packets, including volunteer forms, to interested moms. Receive incoming applications from Postmaster or special events
• Make welcome phone calls to new members and mail out new member packets as soon as possible (within one week of receiving completed application)
• Invite new members to upcoming new member functions (tea, etc.), general meetings and club events
• Submit new member information to the newsletter
• Place membership applications in storage unit at the end of each term

COMMUNITY LIAISON
(Part of the Community Involvement Team)
(Strongly recommended that this position be shared by two people, which will ensure automatic back-up.)

• Optional: Write monthly “Serving the Community” piece for newsletter
• Optional: Write “Storytimes” for newsletter
• Identify community events for PMC participation and coordinate those events (Butter and Eggs Parade, CPR class, Kid Power, car seat check-up, preschool fair at FEC Family Fun day, ACS Relay for Life). Submit neccessary info to the newsletter and the Webmaster for announcements.
• Communicate to membership any community volunteer and donation opportunities.
• Communicate with Publicity to arrange for press releases about PMC participation.
• Support FEC (Family Education Center), PACT (Parents and Communities Together) and other community groups.

SERVICE PROJECT COORDINATOR
(Part of the Community Involvement Team)
(Recommended to be a shared role)

• Organize at least 3-4 service projects per year to benefit groups in the community or abroad. (These groups should be focused on children, mothers, or families)
• Write occasional newsletter articles about volunteer opportunities in the community.
• Maintain list of volunteer opportunities on the PMC Web site.
• Serve as a contact for members who would like to see the group participate in specific projects for organizations or individuals in need.
• Communicate to PMC membership (and general community, as appropriate), via newsletter and online contact, etc. about the service projects.
• Provide announcements and/or updates to webmaster, publicity and newsletter when needed.
• Assist Community Liaison(s) with ACS Relay for Life or any other community events if needed.

NEWSLETTER EDITOR
(Strongly recommended that this position be shared by two people, which will ensure automatic back-up.)

• Recruit newsletter team, including volunteers for layout, business ads, events calendar and mail prep.
• Set themes for the year.
• Set time line of receipt of content, transmission of edited content to layout, first proof, transmission of final proof to printer, and printed newsletters to bulk mail.
• Communicate with contributors and printer
• Research, collect and organize content for each issue
• Edit all contributions
• Write editorial and features as needed
• Attend board meetings
• Transmit content to layout volunteer
• Edit drafts and okay final proof at printer
• Back-up all newsletter volunteer positions
• Ensure accuracy of the Newsletter’s website page(s) and contact information within the website. Send website content and/or updates to the Webmaster monthly.

WEBMASTER

• Update Board Member Changes annually and as needed
• Update contact information annually and as needed
• Assists Secretary in making monthly Board Minutes and Annual Planning Minutes available online.
• Post the monthly President's Notes
• Update the Calendar of Events monthly and as needed
• Post General Meeting information monthly on front page and calendar of events.
• Post Newsletter monthly
• Update book club information monthly in Mom’s Groups, Bookclub page, and calendar of events.
• Update Playgroup information monthly
• Post Articles and Recipes monthly
• Work with the Board to determine content for front page on monthly basis.
• Respond to webmaster email as needed
• Make updates and changes to PMC website as needed
• Renew subscription with web host
• Renew URL name www.petalumamothersclub.org
• Work with entire Board to make the website an accurate, available tool for members.

PROGRAM COORDINATOR(S)
(Strongly recommended that this position to be shared by two or more people)

• Plan themes for the coming year’s general meetings. Publicize to club members the years schedule.
• Recruit guest speakers and negotiate speaking fee when necessary
• Introduce speakers at meetings
• Follow up with written thank you to guest speakers
• Submit monthly to newsletter and to the webmaster, the general meeting announcement describing the topic.
• Post announcemnt via email list about general meeting topic a week prior to general meetings.
• In charge of donations and prizes for raffle
• Write meeting recap for newsletter

PUBLICITY

• Monthly press releases to Press Democrat and Argus-Courier newspapers regarding general meetings and club events
• Work with Community Liaison and event committee chairs to be sure that all events involving PMC members are covered in press releases
• Submit PMC events in event calendars on various websites
• Production (update when needed) and distribution of club flyers and brochures to various locations throughout town
• Present to monthly birthing class regarding the benefits of joining the PMC
• Explore new ways to increase club membership (new and renewing)
• Research and evaluate for recommendations to Board local family publications for advertising options

EVENT COORDINATOR
(Stronly recommended that this position to be shared by three or four people, this position may be broken up into team leads or "Carnival Event Coordinator" and "Egg Hunt Coordinator," etc...)

• Responsible for all club events from inception to completion, including follow-up thank you letters
• Oversee (delegate to) individual event coordinators for (events may vary year to year):
• Fall Carnival
• Pumpkin Patch
• Egg Hunt
• Spring Tea
• Ice Cream Social
• Spaghetti Feed
• Be responsible for the storage and written inventory of all extra party materials
• Plan and book sites for important events with adequate lead time
• Handle all insurance issues for special events, coordinate with Treasurer
• Take suggestions from members regarding ideas for new events and improvements for ongoing events
• When possible, solicit sponsors, goods, or services, from local businesses to offset the cost of events
• Submit necessary info to:
• The PMC newsletter team by the deadline required for all newsletter publications
• Webmaster and Publicity for announcements
• Prepare summaries of financials and overall reviews of each event for the Board at their next meeting
• Communicate with the Board keeping them informed of anything pertinent.

PLAYGROUP COORDINATOR

• Receive calls or emails from members and New Member Coordinator and connect member’s possible matching groups.
• Maintain current play group roster; contact play group leaders as needed with news and updates.
• Make follow-up calls and/or emails to see if member is pleased with placement.
• Maintain “Open Play Groups,” “Informal Play Groups,” pieces for newsletter
• Maintain “Closed Play Groups” with contacts
• Optional: submit “Play Group Picks” articles for newsletter
• Arrange for Indoor Playground use at the Redwood Empire Gymnastics; communicate to membership about its availability.
• Act as contact person for Kindergym at Redwood Empire Gymnastics
• Serve as main communicator to play groups as needed to recruit volunteers, gather feedback, publicize events, etc.
• Provide announcements and/or updates to webmaster, publicity and newsletter when needed.

FUNDRAISING COORDINATOR
(Recommended to be a shared role)

• Act as contact person for any outside vendors offering fundraising opportunities for the PMC; evaluate opportunities and report to the President and/or Board for consideration
• Work with PMC officers to establish fundraising goals based on club needs
• Develop new ideas to supplement current fundraising efforts
• Submit necessary info to the newsletter and webmaster of upcoming fundraisers. Communicate to PMC membership (and general community, as appropriate), via newsletter, online contact, and etc., the products, or events for sale.
• Work with the Event Coordinator for events that involve raising funds for the club

NON-BOARD POSITIONS

MEET-N-GREET
(Part of the Welcome Team) (Recommended to be a shared role)

• Organize sign-in sheet, name tags and membership applications at general meetings
• Greet and introduce new members at general meetings
• Maintain announcement board at general meetings
• Count and sign off raffle money to Program Coordinators
• Responsible for setting up the Meet-n-Greet table at major PMC events, including volunteers.

WELCOME SOCIALS
(formerly "WELCOME TEA")
(Part of the Welcome Team)

• Coordinate new member functions: invitations, reminder phone calls or email, etc.
• Submit announcements for newsletter, upcoming dates of new member functions (tea, etc.) with contact information

POSTMASTER

• Retrieve mail from post office box twice a week and distribute to PMC volunteers in a timely fashion
• Deliver completed volunteer forms to Volunteer Coordinator
• Deliver various checks and bills to Treasurer
• Email new member application information to: President, Vice President, Treasurer, New Member Coordinator, New Member Social Coordinator, Volunteer Coordinator, Database Guru and Playgroup Coordinator
• Deliver membership applications to New Member Coordinator
• Email renewal names to President, Vice President, Volunteer Coordinator, Database Guru, Treasurer and Renewal Coordinator
• Deliver renewal applications to Database Guru
• Deliver hard copy ads and business ad payments to newsletter business ads person
• Deliver events-related mail (silent auction items, etc.) to Events Coordinator(s)
• Deliver surveys to Vice President
• Deliver all Resource Guide questionnaires to Resource Guide Coordinator
• Deliver all other non-urgent mail to President

DATABASE GURU

• Maintain membership database
• Update with new member information, renewal information, and ongoing demographic changes (address, phone number, etc.)
• Print mailing labels for monthly newsletter and deliver to newsletter printing delivery person; also provide such labels for ad hoc mailings.
• Report number of new members and total members monthly to Treasurer to be included in Treasurer’s Report.
• Report number of renewal members to Treasurer annually to be included in Treasurer’s Report.
• Print member lists for board and other key volunteers as requested.
• Report past due renewal information to Renewals Coordinator for follow-up
• Verify member’s names and emails for acceptance to Yahoo Message Board online list. Delete those with expired memberships.

RENEWAL COORDINATOR

• Coordinate annual membership renewal process.
• Mail our renewal packets in mid-July for renewal by September 1st (packet includes cover letter, new membership renewal form, volunteer form, return envelope).
• Coordinate with Database Guru to identify renewal status of members.
• Implement follow-up mailing to members who have not renewed by mid-September.

VOLUNTEER COORDINATOR

• Prepare/update volunteer sign-up form, with Board approval
• Receive incoming volunteer forms from Postmaster
• Pass volunteer information on to appropriate members for follow-up
• Maintain a general “I’m willing to do anything” list of members to use a needed

CLUB SCRAPBOOK (formerly "HISTORIAN")

• Compile photos and press clippings into organized scrapbooks.
• Maintain archive files of newsletters.
• Display scrapbooks at general meetings and events, as deemed appropriate.

CLUB PHOTOGRAPHER
(This can be a shared role)

• Ensure photos are taken at all major PMC events or where several members volunteer for community functions. If photographer can’t be at an event, he/she is responsible for finding a volunteer to take photos. Photographer can use volunteers and pictures from other members in the event where photographer can't be there.
• Email photos or have photos on disk for club scrapbook, newsletter editors and/or webmaster

MEALS IN-A-PINCH

• Recruit team of volunteers to cook meals.
• Establish lines of communication with club members to connect with those in need.
• Delegate meal preparation and delivery for members in need.
• Submit thank you announcements to newsletter editors for publication.
• Submit newsletter article quarterly.

MOM CONNECT (formerly "Desperately Seeking")

• Maintain Moms Connect page (Desperately Seeking) in the PMC newsletter with the special interest group list and contact names.
• Coordinate “Moms Night Out” monthly gathering.
• Publish information in newsletter and online for Desperately Seeking and Moms Night Out functions. Newsletter Editor(s), Events Calendar and Webmaster should receive this info monthly.

eSCRIP COORDINATOR

• Serve as main contact to eSCRIP
• Promote eSCRIP to membership to increase subscribers through quarterly newsletter articles, Yahoo message board, PMC website and general meeting announcements.
• Keep membership informed of new eSCRIP merchants.
• Work with eSCRIP and local merchants, where possible, to get key merchants to sign up.
• Report to Treasurer monthly on total subscribers and dollars contributed to PMC.
• In charge of collection box for old cell phones and ink cartridges at general meetings.

RESOURCE GUIDE

• Coordinate volunteers to update the resource guide information annually.
• Approve additions and updates to the resource guide throughout the term and submit to the Webmaster for the PMC web site. Services/business listings must be related to children or pre/post natal women's issues, and may be any member-owned business (including their spouse/partner).
• Arrange for printing for any member requesting it without web access.
• If necessary, update flyer and forward to the New Member Coordinator for distribution to new members.
• Arrange for communication to general club membership of any substantial changes or updates to online guide.

FIELDTRIP COORDINATOR(S)
(Recommended to be shared by 2 or 3 volunteers)

• Plan and attend monthly fieldtrips (airport, firehouse, beach, zoo, farms, pumpkin patch and etc.) for PMC members and the kids
• Send in a description to the PMC newsletter, webmaster and Events Calendar

PROFESSIONAL ASSOCIATION LIAISON

• Keep track of all events at the Chamber of Commerce and involve the PMC
• Attend Petaluma Chamber of Commerce “Business After Hours” meetings and Ribbon Cutting Events for reaching out to the local business community, recruiting new members, finding guest speakers for General Meetings and selling advertising for newsletter.

NEWSLETTER TEAM POSITIONS

BUSINESS ADS

• Contacts new potential advertisers and sells ads
• Communicate billing status to Treasurer
• Make sure advertiser gets on mailing list (newsletter) for months that ads run.

EVENTS CALENDAR

• Creates Calendar (in commonly used software) for coming month showing community and club events for newsletter
• Emails before deadline to newsletter editors description pending

LAYOUT

• Receives electronic content files from newsletter editors each month and fits into template
• Insures ads for the month are included in the issue
• Adds appropriate clip art to issue
• Submits to editors for review and editing (usually two drafts)

MAILING PREP

• Receives mailing labels and newsletters
• Affixes mailing labels to newsletters
• Places inserts inside when appropriate (not every month)
• Tapes newsletters closed, per post office regulations
• Sorts by zip code and bundles and puts in trays or boxes
• Fills out summary form for bulk mail
• Delivers to main post office (North McDowell) within 3 days of receiving newsletters.

TERM OF OFFICE

• All board members shall serve a term of 12 months commencing in July.
• At the end of each term, all positions shall be opened, even if the current position holder desires a second term.
• Any officer who cannot complete their term is requested to contact the President or Vice President 30 days prior to resigning (when possible).

METHOD OF SELECTION

• All board positions shall be filled on a volunteer basis and shall be filled on a first come first served basis. Persons wishing to fill a position should volunteer to the President or the Vice President. If no one volunteers, the Board may approach a member to accept the duty.
• Each upcoming vacant position will be announced in the newsletter for two months prior to the June general meeting.

OTHER NON-BOARD POSITIONS

• May be created by the Board at will.

AMENDMENT PROCEDURE
These by-laws may be amended by the affirmative vote of two¬ thirds of the members present at a general meeting by written ballot. Any member wishing to amend these by-laws will follow this procedure:

• Present a written proposal of amendment at a board meeting at least 45 days prior to the general meeting at which the vote will be taken.
• The proposed amendment or sufficient summary (with instructions on how to obtain the detailed amendments, either by hard copy or via email), will be printed in the newsletter one month prior to the general meeting at which the vote is taken.
• Members must be present to vote at a general meeting. At the discretion of the Board, a written ballot by mail may be used.