PRESIDENT - Leigh Pratt

• All decisions have to follow the IWA policies and procedures.

• Preside at all General Meetings and Board Meetings.

• Makes a welcoming speech at all New Member Coffee Mornings. 

• Submits a schedule of dates for all General Meetings, Board Meetings and New Member Coffee Mornings to the Board annually.

• Makes a presentation at General Meetings to all members who are leaving the IWA Penang, as notified by Hospitality.

• Monitors all the activities and affairs of the IWA Penang.

• Maintains a calendar of upcoming events to ensure that IWA Penang activities do not conflict with each other or with major community activities.

• Is signatory on all official correspondence of the IWA Penang.

• President on behalf of the Board is responsible for the e-mails to membership, or appoints a nominee.

• Issues Certificates of Appreciation to individuals or organizations that have made an outstanding contribution to the IWA Penang.

• Serves as ex-officio member of next year’s Board (all committees).

• Arrange and act as Chairwoman of the monthly Editorial meeting with Vice President and Editor of Expressions.

• Keeps close contact with Community Services.

• Coordinates the recruitment and management of students, together with the Community Services Chair.

• Selects a Chairwoman for the Nominating and Election Committee, and helps solicit volunteers for the committee.

• Reviews financial statements with Treasurer once a month.

• Prepares a monthly article for Expressions.

• Appoints delegates to represent the IWA Penang at the annual Asia Pacific Women's Club Conference.

• Acts as a liaison between the IWA Penang and relevant Embassies in Malaysia and other organizations.

• Creates, implements, maintains and reviews IWA Penang policy with the Board annually.

• Represents the IWA Penang at local and community functions when necessary.

• Writes an annual report summarizing the organization's activities for the year.

• Prepares the Annual Report, which includes all Board members Annual Reports to present at the AGM and has copies made available.

• 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.

FIRST VICE PRESIDENT - vacant

• All decisions have to follow the IWA policies and procedures.

• In the absence of the President, performs the duties and exercises the powers of the President.

• Attends all General Meetings, Board Meetings and New Member Coffee Mornings.

• Arranges for a substitute when on leave.

• Submits a list of proposed speakers and activities for the monthly General Meeting in advance to the Board.

• Selects the venue and organizes the speaker or activity for the monthly meetings as agreed with the Board.

• Coordinates with the Board members the number of working tables needed at each General Meeting.

• Coordinates after the meeting with the treasurer the venue bill.

• Ensures the Suggestion Box is present at every General Meeting and presents any suggestions at the next Board Meeting for discussion and response.

• Introduces the guest speaker or activity at each General Meeting.

• Writes thank you letters to speakers.

• Attend monthly Editorial meeting with President and Editor of Expressions.

• Prepares a monthly article for Expressions.

• Coordinates the annual Spring Brunch, Summer Potluck and Christmas Function.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

SECOND VICE PRESIDENT - to be appointed by Board

• All decisions have to follow the IWA policies and procedures.

• A general Board member, appointed by the Executive Board, holds this position.

• In the absence of both the President and First Vice President, performs the duties and exercises the powers of the President.

• Attends all General Meetings, Board Meetings and New Members Coffee Mornings. Arranges for a substitute when on leave.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

SECRETARY - Roslyn Turner

• All decisions have to follow the IWA policies and procedures.

• In the absence of the President, the First Vice President and the

• Second Vice President, performs the duties and exercises the powers of the President.

• Attends all General Meetings, Board Meetings and New Member Coffee Mornings.

• Arranges for a substitute when on leave.

• Handles all general correspondence on behalf of IWA Penang, and any other correspondence needed on behalf of the Board of IWA.

• Deals with “IWA Press Releases” in the absence of the Publicity Chairperson.

• Records the minutes at all General Meetings and posts a copy on the IWA Office noticeboard.

• Minutes of Annual General Meeting must be published in Expressions.

• Records the minutes at all Board Meetings and distributes to all Board Members.

• Handles the voting procedure for any constitutional amendments.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

TREASURER - vacant

• All decisions have to follow the IWA policies and procedures.

• 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.

• Attends all General Meetings, Board Meetings and New Member Coffee Mornings.

• Arranges for a substitute when on leave.

• Handles all collections and disbursements of IWA Penang funds.

• Collects entrance money and sign-up monies at General Meetings and approves the bill with the vice-president after the General Meeting.

• Maintains a current signature card with the bank.

• Handles all banking activity including deposits, withdrawals and Fixed Deposit account management.

• Reconciles monthly bank statements.

• Arranges for cash floats to be available for Board Members at General Meetings and other functions.

• Prepares monthly financial statements for review with the President.

• Prepares a detailed financial analysis of all major Fund Raising, Entertainment and other events.

• Presents current cash balances at all Board Meetings.

• Appoints an auditor, with Board approval, by December l, to review and approve the Annual Accounts. Annual accounts must be finalized by January 20^th.

• Prepares audited financial statements to be distributed to all members at the AGM.

• Handles the submissions of the Annual Report to the Registrar of Societies following the Annual General Meeting.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by January 21.

COMMUNITY SERVICES - Annu Takhar

• All decisions have to follow the IWA policies and procedures.

• Attends all General Meetings, Board Meetings and New Member Coffee Mornings.

• Arranges for a substitute when on leave.

• Acts as a liaison between the IWA Penang and local charitable organizations.

• Investigates requests for donations.

• Makes recommendations and requests to the Board for donations to support the charities.

• Arranges charity tours as required to introduce the work of the committee to new members and other interested persons.

• Coordinates the needs of the charities with IWA Penang members' donations of recycled items.

• Initiates projects and training sessions, sympathetic to local requirements, as and when appropriate.

• Coordinates the recruitment and management of future students, together with the President.

• Follows up on charities and the donations they have received from IWA Penang.

• Writes a monthly article for Expressions

• Maintains an information file on the charities supported by IWA Penang. 

• Act as a liaison in the community representing IWA Penang.

• Monitor changes in the charities.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

ENTERTAINMENT - vacant

• All decisions have to follow the IWA policies and procedures.

• Attends all General Meetings, Board Meetings and New Member Coffee Mornings.

• Arranges for a substitute when on leave.

• Organises regular social activities, which are of interest to members, their spouses and families.

• Organises the Annual Ball.

• Liaison with Fundraising to coordinate donation requests and activities.

• Keeps a reference file of all contacts used throughout the year such as facilities, caterers, sound systems, local bands, etc.

• Keeps information on the need for licenses for various types of events.

• Submits a detailed accounting of all activities to the Treasurer immediately after each event.

• Prepares a monthly article for Expressions.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

FUND RAISING - Soraya Gilmour

• All decisions have to follow the IWA policies and procedures.

• Attends all General Meetings, Board Meetings and New Member Coffee Mornings.

• Arranges for a substitute when on leave.

• 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.

• 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.

• Liaison with Entertainment to coordinate donation requests and activities.

• Solicits donations and sponsorships from local companies.

• Maintains a reference file of all donations, contributions and/or sponsorships received.

• Organises the annual Christmas Bazaar.

• Submits a detailed accounting of all activities to the Treasurer immediately after each event.

• Maintains a reference file of all suppliers, vendors, locations, etc. used throughout the year.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

HOSPITALITY - Dianne Sidebottom

• All decisions have to follow the IWA policies and procedures.

• Attends all General Meetings, Board Meetings and New Members Coffee Mornings.

• Arranges for a substitute when on leave.

• Organises and invites all New Members to attend a New Member Coffee Morning. Dates and venues approved by the Board.

• Gives a welcoming gift to all new members. Have farewell gifts available at General Meetings for departing members.

• Sends a card to each member on her birthday.

• Acknowledges important events in a member's life such as birth of a child, hospitalisation and deaths with flowers or other appropriate gift.

• Responsible for the sale of Penang Pointers at all General Meetings.

• Works closely with Membership.

• Submits to the Expressions editor details of the forthcoming New Members Coffee morning.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

MEMBERSHIP - Chiko Nakazato

• All decisions have to follow the IWA policies and procedures.

• Attends all General Meetings, Board Meetings, New Members Coffee Mornings.

• Arranges for a substitute when on leave.

• Processes application forms for new and renewal members in a database in the IWA computer at the IWA office.

• Processes a database in the IWA computer at the IWA office for the advertisers.

• Issues Membership Cards and receipts to all new and renewing members.

• Issues an IWA Penang handbook to all new members.

• Supplies permanent nametags to all members.

• Updates the telephone directory and makes it available for the Office Manager.

• 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.

• Prepares a list of new members to be printed in Expressions and to be given to Hospitality.

• Prepares monthly birthday list to be given to Hospitality and Expressions.

• Prepares monthly a renewal list to be published in Expressions

• Prepares monthly address labels of general membership to be given to the office manager.

• Prepares monthly address labels of members with birthdays to be given to hospitality.

• Prepares monthly address labels of advertisers to be given to the Office Manager.

• Keeps necessary stock of name tags, handbooks, membership cards and reorders when necessary.

• Updates on a regular base the handbook information.

• Keeps track of associate members, verifies their eligibility and maintains a waiting list when necessary.

• Presents list of new members both ordinary and associate to be approved at each Board Meeting.

• Presents membership status at each Board Meeting.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

EDITOR OF EXPRESSIONS - Judith Ellidge

• All decisions have to follow the IWA policies and procedures.

• Attends all General Meetings, Board Meetings and New Members coffee mornings.

• Arranges for a substitute when on leave.

• Appoints a committee to compile the magazine.

• Attends monthly editorial meeting with President and Vice President.

• Makes recommendations to the Board if current deadlines need to be changes for the forthcoming year.

• Agree with Board any increase or decrease in quantity of magazine to be printed.

• Liaison closely with Advertising Chairperson.

• Receives and edits (within reason) items to be printed in the magazine.

• Chooses the format, layout and content of the magazine.

• Attends major IWA Penang functions or appoints someone to attend to write an article on the event to be included in a future magazine.

• Organizes the printing of the magazine.

• Prepares the monthly Activities calendar.

• Coordinates distribution of the magazine.

• Arrange monthly updates to Website

• Keeps track of complimentary copies and overseas mailings.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

ADVERTISING - Sandie Lenton

• All decisions have to follow the IWA polices and procedures.

• Attends all General Meetings, Board Meetings and New Members Coffee Mornings.

• Arranges for a substitute when on leave.

• Liaison closely with Editor of Expressions and Treasurer.

• Solicits advertising for Expressions with an aim of maintaining and improving its profitability.

• 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.

• To liaisons with Entertainment and Fundraising Chairpersons, to be aware of sponsorship requirements.

• Agrees any changes to advertising rates with Executive Board.

• Writes letters and attach order forms to current advertisers to renew their contracts, two months prior to completion.

• Keeps a file of order forms signed by Companies.

• Sends copy of order form to Treasurer to issue invoice.

• To liaison with Treasurer on follow up of outstanding invoices.

• Coordinates magazine inserts, and passes the flyers to the Editor.

• All advertisers get a complementary copy of Expressions.

• Prepares monthly advertising schedule for Expressions; give to Editor by 6^th of each month.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

TOURS & CLASSES - vacant

• All decisions have to follow the IWA policies and procedures.

• Attends all General Meetings, Board Meetings and New Member Coffee Mornings.

• Arranges for a substitute when on leave.

• Organises regular tours, classes and activities of interest to the general membership.

• Prepares a monthly article for Expressions.

• Submits a detailed accounting of all activities to the Treasurer immediately after each event.

• Maintains a reference file of teachers, venues, suppliers and other useful information.

• 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.

• Writes an annual report summarizing activities for the year, to be submitted to the President by December 31.

EX-OFFICIO - to be advised

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.