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The IWA
Board
There are 14 Board
positions in the IWA. The first five positions comprise the
Executive Board and are held by individuals. The remaining
positions and responsibilities can be shared by one or two people.
A description of each position, as taken from the IWA Constitution, and
details of the person currently holding office are shown below:
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PRESIDENT - Leigh Pratt |
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All decisions have to follow the IWA policies and
procedures.
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Preside at all General Meetings and Board Meetings.
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Makes a welcoming speech at all New Member Coffee
Mornings.
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Submits a schedule of dates for all General Meetings,
Board Meetings and New Member Coffee Mornings to the Board annually.
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Makes a presentation at General Meetings to all
members who are leaving the IWA Penang, as notified by Hospitality.
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Monitors all the activities and affairs of the IWA
Penang.
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Maintains a calendar of upcoming events to ensure
that IWA Penang activities do not conflict with each other or with
major community activities.
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Is signatory on all official correspondence of the
IWA Penang.
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President on behalf of the Board is responsible for the e-mails to
membership, or appoints a nominee.
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Issues Certificates of Appreciation to individuals or
organizations that have made an outstanding contribution to the IWA
Penang.
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Serves as ex-officio member of next year’s Board (all
committees).
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Arrange and act as Chairwoman of the monthly
Editorial meeting with Vice President and Editor of Expressions.
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Keeps close contact with Community Services.
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Coordinates the recruitment and management of
students, together with the Community Services Chair.
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Selects a Chairwoman for the Nominating and Election
Committee, and helps solicit volunteers for the committee.
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Reviews financial statements with Treasurer once a
month.
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Prepares a monthly article for Expressions.
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Appoints delegates to represent the IWA Penang at the
annual Asia Pacific Women's Club Conference.
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Acts as a liaison between the IWA Penang and relevant
Embassies in Malaysia and other organizations.
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Creates, implements, maintains and reviews IWA Penang
policy with the Board annually.
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Represents the IWA Penang at local and community
functions when necessary.
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Writes an annual report summarizing the
organization's activities for the year.
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Prepares the Annual Report, which includes all Board
members Annual Reports to present at the AGM and has copies made
available.
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For all outgoing/departing Board members, you must
arrange a handover meeting to the New Board Member prior to the
Board meeting following the Annual General Meeting.
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FIRST
VICE PRESIDENT - vacant |
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All decisions have to follow the IWA policies and
procedures.
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In the absence of the President,
performs the duties and exercises the powers of the President.
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Attends all General Meetings, Board Meetings and New
Member Coffee Mornings.
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Arranges for a substitute when on leave.
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Submits a list of proposed speakers and activities
for the monthly General Meeting in advance to the Board.
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Selects the venue and organizes the speaker or
activity for the monthly meetings as agreed with the Board.
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Coordinates with the Board members the number of
working tables needed at each General Meeting.
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Coordinates after the meeting with the treasurer the
venue bill.
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Ensures the Suggestion Box is present at every
General Meeting and presents any suggestions at the next Board
Meeting for discussion and response.
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Introduces the guest speaker or activity at each
General Meeting.
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Writes thank you letters to speakers.
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Attend monthly Editorial meeting with President and
Editor of Expressions.
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Prepares a monthly article for Expressions.
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Coordinates the annual Spring Brunch, Summer Potluck
and Christmas Function.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board Member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities for
the year, to be submitted to the President by December 31.
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SECOND
VICE PRESIDENT
- to be appointed by Board |
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All decisions have to follow the IWA policies and
procedures.
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A general Board member, appointed by the Executive
Board, holds this position.
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In the absence of both the President and First Vice
President, performs the duties and exercises the powers of the
President.
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Attends all General Meetings, Board Meetings and New
Members Coffee Mornings. Arranges for a substitute when on leave.
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Writes an annual report summarizing activities for
the year, to be submitted to the President by December 31.
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SECRETARY -
Roslyn Turner |
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All decisions have to follow the IWA policies and
procedures.
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In the absence of the President, the First Vice
President and the
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Second Vice President, performs the duties and exercises the powers
of the President.
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Attends all General Meetings, Board Meetings and New
Member Coffee Mornings.
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Arranges for a substitute when on leave.
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Handles all general correspondence on behalf of IWA
Penang, and any other correspondence needed on behalf of the Board
of IWA.
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Deals with “IWA Press Releases” in the absence of the
Publicity Chairperson.
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Records the minutes at all General Meetings and posts
a copy on the IWA Office noticeboard.
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Minutes of Annual General Meeting must be published
in Expressions.
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Records the minutes at all Board Meetings and
distributes to all Board Members.
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Handles the voting procedure for any constitutional
amendments.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board Member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities for
the year, to be submitted to the President by December 31.
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TREASURER - vacant |
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All decisions have to follow the IWA policies and
procedures.
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In the absence of the President, the First Vice
President, the Second Vice President and the Secretary, performs the
duties and exercises the powers of the President.
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Attends all General Meetings, Board Meetings and New
Member Coffee Mornings.
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Arranges for a substitute when on leave.
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Handles all collections and disbursements of IWA
Penang funds.
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Collects entrance money and sign-up monies at General
Meetings and approves the bill with the vice-president after the
General Meeting.
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Maintains a current signature card with the bank.
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Handles all banking activity including deposits,
withdrawals and Fixed Deposit account management.
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Reconciles monthly bank statements.
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Arranges for cash floats to be available for Board
Members at General Meetings and other functions.
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Prepares monthly financial statements for review with
the President.
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Prepares a detailed financial analysis of all major
Fund Raising, Entertainment and other events.
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Presents current cash balances at all Board Meetings.
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Appoints an auditor, with Board approval, by December
l, to review and approve the Annual Accounts. Annual accounts must
be finalized by January 20th.
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Prepares audited financial statements to be
distributed to all members at the AGM.
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Handles the submissions of the Annual Report to the
Registrar of Societies following the Annual General Meeting.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board Member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities for
the year, to be submitted to the President by January 21.
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COMMUNITY
SERVICES - Annu Takhar |
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All decisions have to follow the IWA policies and
procedures.
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Attends all General Meetings, Board Meetings and New
Member Coffee Mornings.
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Arranges for a substitute when on leave.
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Acts as a liaison between the IWA Penang and local
charitable organizations.
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Investigates requests for donations.
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Makes recommendations and requests to the Board for
donations to support the charities.
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Arranges charity tours as required to introduce the
work of the committee to new members and other interested persons.
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Coordinates the needs of the charities with IWA
Penang members' donations of recycled items.
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Initiates projects and training sessions, sympathetic
to local requirements, as and when appropriate.
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Coordinates the recruitment and management of future
students, together with the President.
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Follows up on charities and the donations they have received from
IWA Penang.
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Writes a monthly article for Expressions
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Maintains an information file on the charities
supported by IWA Penang.
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Act as a liaison in the community representing IWA
Penang.
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Monitor changes in the charities.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board Member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities for
the year, to be submitted to the President by December 31.
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ENTERTAINMENT
- vacant |
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All decisions have to follow the IWA policies and
procedures.
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Attends all General Meetings, Board Meetings and New
Member Coffee Mornings.
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Arranges for a substitute when on leave.
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Organises regular social activities, which are of
interest to members, their spouses and families.
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Organises the Annual Ball.
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Liaison with Fundraising to coordinate donation
requests and activities.
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Keeps a reference file of all contacts used
throughout the year such as facilities, caterers, sound systems,
local bands, etc.
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Keeps information on the need for licenses for
various types of events.
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Submits a detailed accounting of all activities to
the Treasurer immediately after each event.
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Prepares a monthly article for Expressions.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board Member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities
for the year, to be submitted to the President by December 31.
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FUND
RAISING
- Soraya Gilmour |
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All decisions have to follow the IWA policies and
procedures.
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Attends all General Meetings, Board Meetings and New
Member Coffee Mornings.
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Arranges for a substitute when on leave.
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Works with President and Treasurer at the beginning of each year to
set goals for funds to be raised to help cover the organisation's
annual overhead expenses for presentation to the Board.
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Organises regular events and activities of interest
to the membership and the general public with the specific goal of
raising funds to support IWA Penang charities and various operating
requirements and needs.
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Liaison with Entertainment to coordinate donation
requests and activities.
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Solicits donations and sponsorships from local
companies.
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Maintains a reference file of all donations,
contributions and/or sponsorships received.
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Organises the annual Christmas Bazaar.
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Submits a detailed accounting of all activities to
the Treasurer immediately after each event.
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Maintains a reference file of all suppliers, vendors,
locations, etc. used throughout the year.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board Member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities
for the year, to be submitted to the President by December 31.
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HOSPITALITY
- Dianne Sidebottom |
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All decisions have to follow the IWA policies and
procedures.
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Attends all General Meetings, Board Meetings and New
Members Coffee Mornings.
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Arranges for a substitute when on leave.
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Organises and invites all New Members to attend a New
Member Coffee Morning. Dates and venues approved by the Board.
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Gives a welcoming gift to all new members. Have
farewell gifts available at General Meetings for departing members.
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Sends a card to each member on her birthday.
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Acknowledges important events in a member's life such
as birth of a child, hospitalisation and deaths with flowers or
other appropriate gift.
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Responsible for the sale of Penang Pointers at all
General Meetings.
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Works closely with Membership.
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Submits to the Expressions editor details of the
forthcoming New Members Coffee morning.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board Member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities for
the year, to be submitted to the President by December 31.
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MEMBERSHIP
- Chiko Nakazato |
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All decisions have to follow the IWA policies and
procedures.
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Attends all General Meetings, Board Meetings, New
Members Coffee Mornings.
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Arranges for a substitute when on leave.
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Processes application forms for new and renewal
members in a database in the IWA computer at the IWA office.
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Processes a database in the IWA computer at the IWA
office for the advertisers.
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Issues Membership Cards and receipts to all new and
renewing members.
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Issues an IWA Penang handbook to all new members.
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Supplies permanent nametags to all members.
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Updates the telephone directory and makes it
available for the Office Manager.
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Updates the address directory and makes it available
for all members to collect at the General Meeting or at the IWA
office twice a year.
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Prepares a list of new members to be printed in
Expressions and to be given to Hospitality.
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Prepares monthly birthday list to be given to
Hospitality and Expressions.
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Prepares monthly a renewal list to be published in
Expressions
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Prepares monthly address labels of general membership
to be given to the office manager.
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Prepares monthly address labels of members with
birthdays to be given to hospitality.
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Prepares monthly address labels of advertisers to be
given to the Office Manager.
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Keeps necessary stock of name tags, handbooks,
membership cards and reorders when necessary.
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Updates on a regular base the handbook information.
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Keeps track of associate members, verifies their
eligibility and maintains a waiting list when necessary.
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Presents list of new members both ordinary and
associate to be approved at each Board Meeting.
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Presents membership status at each Board Meeting.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities for
the year, to be submitted to the President by December 31.
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EDITOR
OF EXPRESSIONS
- Judith Ellidge |
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All decisions have to follow the IWA policies and procedures.
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Attends all General Meetings, Board Meetings and New Members coffee
mornings.
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Arranges for a substitute when on leave.
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Appoints a committee to compile the magazine.
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Attends monthly editorial meeting with President and Vice President.
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Makes recommendations to the Board if current deadlines need to be
changes for the forthcoming year.
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Agree with Board any increase or decrease in quantity of magazine to
be printed.
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Liaison closely with Advertising Chairperson.
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Receives and edits (within reason) items to be printed in the
magazine.
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Chooses the format, layout and content of the magazine.
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Attends major IWA Penang functions or appoints someone to attend to
write an article on the event to be included in a future magazine.
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Organizes the printing of the magazine.
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Prepares the monthly Activities calendar.
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Coordinates distribution of the magazine.
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Arrange monthly updates to Website
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Keeps track of complimentary copies and overseas mailings.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities for the year, to be
submitted to the President by December 31.
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ADVERTISING - Sandie Lenton |
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All decisions have to follow the IWA polices and
procedures.
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Attends all General Meetings, Board Meetings and New
Members Coffee Mornings.
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Arranges for a substitute when on leave.
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Liaison closely with Editor of Expressions and Treasurer.
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Solicits advertising for Expressions with an aim of
maintaining and improving its profitability.
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Solicits retailers, hotels, restaurants and service
providers to give discounts to IWA members and pass to Editor to
up-date “Privileges of IWA membership” monthly article in
Expressions.
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To liaisons with Entertainment and Fundraising
Chairpersons, to be aware of sponsorship requirements.
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Agrees any changes to advertising rates with
Executive Board.
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Writes letters and attach order forms to current
advertisers to renew their contracts, two months prior to
completion.
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Keeps a file of order forms signed by Companies.
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Sends copy of order form to Treasurer to issue
invoice.
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To liaison with Treasurer on follow up of outstanding
invoices.
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Coordinates magazine inserts, and passes the flyers
to the Editor.
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All advertisers get a complementary copy of
Expressions.
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Prepares monthly advertising schedule for
Expressions; give to Editor by 6th of each month.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities
for the year, to be submitted to the President by December 31.
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TOURS
& CLASSES - vacant |
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All decisions have to follow the IWA policies and
procedures.
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Attends all General Meetings, Board Meetings and New
Member Coffee Mornings.
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Arranges for a substitute when on leave.
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Organises regular tours, classes and activities of
interest to the general membership.
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Prepares a monthly article for Expressions.
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Submits a detailed accounting of all activities to
the Treasurer immediately after each event.
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Maintains a reference file of teachers, venues,
suppliers and other useful information.
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For all outgoing/departing Board members, you must
arrange a handover meeting to New Board member prior to the Board
meeting following the Annual General Meeting.
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Writes an annual report summarizing activities for
the year, to be submitted to the President by December 31.
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EX-OFFICIO
- to be advised |
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This
position is held
by the previous President
for a period of one year. If that person is absent or unavailable to
fill this position, a Member of a previous Board may be appointed by
the current Board to act for or replace her. |
Last Update:
21-07-2010
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