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2017 Las Madres Volunteers


This page contains information about the Las Madres Board, descriptions of what each job entails, as well as contact information for the volunteers. 

 
Many of the board positions are voting positions, but officers can choose to abstain from voting for their term. The positions that are voting for the current board are denoted by the  symbol.


Our non-profit board keeps Las Madres running and collaborates on behalf of all members to grow and improve our organization. We are 100% volunteer run and rely on our members to give back to Las Madres so that future parents can benefit from our organization just as you have. 

Would you be interested in lending your leadership or special skills and joining our board for 2017 or 2018?

Las Madres is one of the best organizations in the Bay Area for young children and families. We have been around for over 60 years relying ENTIRELY on volunteers to keep Las Madres running strong. We need to continue to thrive, and provide as much as we can for our members; and for that reason, we need YOUR help!

This page includes a list of board positions that are currently open, as well as several committees that always need more volunteers!
If you find a position you are interested in that is open, or a position that is currently filled that you would like to volunteer for in future, or assist with now, please email us at volunteers@lasmadres.org

We look forward to hearing from you!

Executive Board Positions

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Executive President
Executive President

Current Volunteer: Emily McNaughton

Email Address: LMPresident@lasmadres.org

Message:

Hello! Thank you for taking a moment to check out all our volunteer opportunities. Please take the time to sign up for one of these great roles and help us grow and improve Las Madres!

Job Description:
The Executive President is a voting member of the Executive Board of Directors who oversees the activities of the Executive Board of Directors and acts as representative of Las Madres Neighborhood Playgroups, Inc.
 
The Executive President must be familiar with the organization’s documents and have a thorough knowledge of how playgroups and clubs function. She presides at all Executive Board meetings, attends committee meetings when necessary, works with other board members, prepares agendas and reviews the ballot and annual report.
 
The Executive President is responsible for ensuring that Executive Board is fulfilling their roles and must be available and willing address various playgroup, club and executive issues as they arise. Many details may be delegated, but the Executive President has ultimate accountability.
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Executive Vice President
Executive Vice President

Current Volunteers: Elizabeth Brush & Patricia Tam

Email Address:  LMVicePresident@lasmadres.org

Job Description:

The Executive Vice President is a voting member of the Executive Board who performs the duties of the Executive President in her absence and therefore must also be familiar with the organization’s documents and how playgroups and clubs function.
 
Additionally, if the Executive President is unable to continue to fulfill her duties the Executive Vice President would take over in her place until the following election.
 
She is the sounding board for the President and can be an assistant, as needed, to all other Executive Board level positions.
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Executive Treasurer
Executive Treasurer

Current Volunteers: Suzanne Thatcher & Nikki Webber

Email Address: ExecTreasurer@lasmadres.org

Job Description:

The Executive Treasurer is a voting member of the Executive Board who has signatory authority on all Las Madres accounts, including the executive account, as well as the Club level accounts.
 
She has ultimate responsibility for the financial records of the organization and ensures that regulatory filings are completed on a timely basis.
 
She maintains the All-Treasurer Shutterfly Share site and the Quickbooks Online account.
 
The Executive Treasurer serves as the primary resource for all fundraising and sales tax questions for the organization.
 
She has responsibilities at each level of the organization.
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Executive Secretary
Executive Secretary

Current Volunteer: Claire Robinson

Email Address: ExecSecretary@lasmadres.org

Job Description:

The Executive Secretary is a voting member of the Executive Board of Directors who manages many of the administrative details of the organization including bylaw maintenance and meeting minutes, etc.
 
Per the bylaws, the Executive Secretary needs to keep a copy of the current up-to-date bylaws on the website.
 
The Executive Secretary knows who has the storage keys.

Directors at Large:

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Executive Web Master
Executive Web Master

Current Volunteer: Claire Robinson

Email Address: lmwebteam@lasmadres.org

Job Description:

The responsibilities of this job can be divided among two people but does not need to be:
 
Webmaster:
The Webmaster is a member of the executive board with voting rights.

The Webmaster maintains and updates the technical side (databases, lists, etc) of the Las Madres Neighborhood Playgroup website.


Duties include:
  • Working directly with the executive reference line coordinator to ensure contact information for the website is up to date.
  • Helping members with issues that may arise when they join (ie: wrong playgroup was joined)
  • Helping members with payment problems.
  • Overseeing the creation of Event Registrations and reporting.
  • Helping to solve any additional issues that may arise on the website.

Web Content Manager:
The Web Content Manager is a member of the executive board with voting rights.

The Web Content Manager maintains and updates the content of the Las Madres Neighborhood Playgroup website.


Duties include:
  • Staying in contact with the Executive Council and club representatives to ensure correct information. This could include:
    • The list of executive committee
    • The Board of Directors and their e-mail addresses
    • The Club directory
    • Active club information
    • Special event information
    • Community service events, etc.
  • Periodically checking links and deleting links if broken and adding new links as needed.
  • Working with the Vendor Discount lead to maintain the list of companies offering discounts to LM members.
  • Maintaining the Club News and Events by communicating with the club presidents to collect information for the pages.
  • Once an event has passed, the page will be cleaned up and made ready for the next event.
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Executive Membership Coordinator
Executive New Member Contact

Current Volunteer: Sara Siegrist

Email Address: ExecNMC@lasmadres.org and memberhelp@lasmadres.org

Job Description:

  • A voting member of the Executive Board who trains and manages all New Member Contacts (NMCs) and provides a point of contact for these volunteers.
  • Owner of the NMC Forum.
  • Answers questions raised by NMCs, and providing assistance to NMCs as required.
  • Answers all emails from "Member Help" through Club Express with correct and up to date information within a timely manner (24 hours).
  • Maintains a list of all job description changes and amendments and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook.
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Executive Big Sister
Executive Big Sister

Current Volunteer: Irina Runge

Email Address: BigSisterOfficer@lasmadres.org

Job Description:

Responsibilities:
  • A voting member of the Executive Board who provides the foundation for a new playgroup.
  • Organizes and oversees the Big Sister Committee for forming an incoming club and its playgroups. The Big Sisters are active the year that the club they sponsor is being formed. For example, the new 2014 club has Big Sisters who are active club members in the 2012 club.
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Executive Marketing Director
Executive Marketing Director

Current Volunteer: Nataliya Starostina

Email Address: marketing@lasmadres.org

Job Description:

  • Responsibilities:
    • Generates, distributes and maintains public and member material.
    • Collects historical items for executive retention.
    • Maintains a list of all job description changes and amendments and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook.
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Executive Speaker Nights Coordinator
Executive Speaker Nights Coordinator

Current Volunteers: Amber Galdieri & Jo Anne Frye

Email Address: speakernights@lasmadres.org

Job Description:

Responsibilities:

  • Oversees the program or general meeting/speaker night committee to ensure a well structured, informative and well received speaker night agenda. The goal is to have 10 Speaker Nights a year.

  • Publishes the first six months of the year’s schedule to all clubs by January 1st.

  • Maintains a list of all job description changes and amendments and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook.
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Executive Director (Trainer & Help Desk)
Executive Director (Trainer & Help Desk)

Current Volunteer: OPEN

Email Address: execdirector@lasmadres.org

Job Description

Responsibilities:
  • Training all new playgroup directors.
  • At the Big Sister training, she does the breakout session for Big Sister playgroup Directors. During the year, she trains all new playgroup directors.  
  • Responsible for answering directors email questions. She confirms with the Web Master that the new directors have been trained to update the LM website site.
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Vendor Discount & Discount Ticket Coordinator
Vendor Discount & Discount Ticket Coordinator

Current Volunteer: Theresa Opp

Email Address: lmvendordiscounts@lasmadres.org

Job Description:

Vendor Discounts Responsibilities:

  • Maintains the list of vendors that provide discounts to Las Madres members in exchange for advertising on the Las Madres website.
  • Contacts the vendors annually to make sure that the vendor information is accurate and to see if any information needs to be updated.
  • Seeks new vendors by contacting Las Members members, their businesses and companies.
  • Goes into the community to find new vendors for Las Madres members.
  • Contacts the vendors to seek donations for special events such as the annual luncheon, or club events.
  • Maintains a list of all job description changes and amendments and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook.

Discount Ticket Director Responsibilities:

  • Seeks special rates of tickets to shows, sporting events, special events, amusement parks etc. and resells or distributes them to Las Madres members, such as:
    • Great America/Gilroy Gardens
    • Broadway San Jose
    • SAP Center(formerly the HP Pavilion)
    • Cirque De Soleil
    • San Francisco Ballet:
      • The Nutcracker
    • Contacts the group ticket director at all the venues to gather information about upcoming shows and events that would be a good fit for Las Madres members.
    • Distributes tickets under the guidelines of the venue.
    • Makes sure that all contracts are upheld properly.
    • Collects payment from Las Madres members and makes sure the venue gets paid as per the contract of the venue.
    • Keeps accurate records of members that have purchased tickets.
    • Maintains a list of all job description changes and amendments and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook.
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Reference Line Coordinator
Membership & Reference Coordinator

Current Volunteer: OPEN

Email Address: contactus@lasmadres.org

Job Description:

Reference Line Responsibilities:
  • Answers all e-mails from “Contact Us” through Club Express. She also answers each question with correct and up date information within a timely manner (24 hours).
  • Maintains a list of all job description changes and amendments and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook.
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Philanthropy Coordinator
Philanthropy Coordinator

Current Volunteer: Priya Balakrishnan

Email: philanthropy@lasmadres.org

Job Description:

Responsibilities: 

  • Suggesting and coordinating different philanthropic opportunities at the Executive, Club, and Playgroup level.
  • Maintaining a database of different organizations with whom Las Madres has worked in the past.
  • Researching potential new organizations.
  • Act as a liaison between the Las Madres' group initiating a philanthropic activity and the organization with whom they have chosen to work.
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Special Events Director
Special Events Director

Current Volunteer: OPEN

Email: specialevents@lasmadres.org

Job Description:

Responsibilities:

  • Organizes special events to promote growth in Las Madres membership and /or promotes the Las Madres mission statement by engaging such activities as having a booth at a sponsored event such as a “Mommy and Me Event” or running and hosting Las Madres sponsored events such as the Las Madres Education Fair.
  • Solicits volunteer members from all levels of Las Madres to help contribute to the organization and execution of special events
  • Leverage ideas from past events including:
    • Education Fair
    • Membership Drive (previously held at Children’s Discovery Museum
    • Mommy and Me at Westgate Mall and Santana Row
    • Las Madres wide playdates
    • Las Madres wide Mom’s Night Out
  • Maintains a list of all job description changes and amendments and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook
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Social Media Coordinator
Social Media Coordinator

Current Volunteer: Leah Morris

Email: socialmedia@lasmadres.org

Job Description:


Responsibilities:

  • Managing the Las Madres Facebook page, Yelp account, Pinterest account, and any other social media Las Madres may be using. She should have access to any of the pages as an owner and, as such, monitor all content on the pages for appropriateness.

  • She also manages other users who post to Facebook, etc. She is also responsible for posting daily post(s), whether it be a fun story, antic, or fact, or information about upcoming child related events and activities. She maintains the Las Madres Facebook posting policy.

Club Positions

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Club President & Liason Job Description:
Club President & Liason Job Description:

Club President Responsibilities:


Each Club year is allowed one vote for the Executive Board, this vote is represented by the Executive Club Liaison. The Club President can act as the Executive Club Liaison at an Executive Board Meeting, and vote on behalf of her current club. It is the President’s responsibility to create a pleasant, cohesive club.
Responsibilities:
  • Works with Club volunteers to establish which club volunteers have voting rights. And, what percentage is needed to pass motions. This is decided at the first planning meeting

  • Works with the Secretary to prepare an agenda and runs the club board meetings. Ideally, the Club President and Club Vice President remain neutral on issues, do not vote, and let all members speak while keeping control of the meeting. Following, Robert’s Rules of Order will help keep meetings productive and on track

  • Ensures the secretary sends the board meeting minutes to each board member (including 23 playgroup directors) within one week of the planning meeting

  • Oversees all activities of the club to make sure objectives are being met

  • Ensures that the committees are doing their jobs and remains in contact with committee chairs

  • Ensures that all position holders receive a copy of their positions responsibilities as indicated herein. Familiarizes oneself with the same

  • Ensures that all Club board members maintain a report of activities and responsibilities to be passed on to their successor

  • Attends necessary meetings at the request of Executive President

  • Recruits volunteers for all club positions including committee members needed at the Executive level. This includes program committee volunteers (i.e. Speaker Nights, luncheon etc.)

  • Responsible for signing off on quarterly reports submitted by Club Treasurer to Executive Treasurer

  • Notifies Executive Treasurer directly should she suspect misuse or mishandling of the club’s treasury

  • Call absentee playgroup directors and board members and encourages them to come to the board meetings

  • Works with Executive President and Vice President on annual meeting details and recommends candidates for Executive Board positions

  • Notifies all playgroups and their members seeking early alumni status of their obligations including: closing of account, spending of funds and turning over files

  • Notifies Executive New Member Contact and Executive Treasurer of all playgroups intending to go alumni at the end of the current year

  • Acts as a playgroup facilitator if special needs occur at the playgroup level. Seeks executive level advice or intervention when called for

  • Collects year-­end archival information for safe keeping; all meeting minutes from the secretary and the year­-end roster from the roster coordinator. It is best if they are archived in the soft copy or electronic format

  • Be versed in Las Madres policies including alcohol policy, in Appendix O, Facebook policy, in Appendix P, Sick policy, in Appendix Q, etc.

  • Maintains a list of all job description changes and amendments, and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook.

  • OPTIONAL: Writes a “letter from the president” for club newsletter. Topics may include: interviewing board members and/or playgroup directors, a January “Get to know you” letter, thank you after parties or fundraisers, an enthusiastic call to volunteer for the next year’s board in October or November and a good­bye and thank you in December.

Club Liason Responsibilities:


  • A voting member of the Executive Board who serves as the club’s point of contact for the Executive Board of Directors and its club and represents the club at the executive level.

  • Each club year is allowed one vote at Executive Board Meetings by way of the Executive Club Liaison.

  • The Executive Club Liaison can be the represented by Club President, Club Vice President or Club Treasurer and cannot change mid-year.
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Club Vice President Job Description:
Club Vice President Job Description:
The Club Vice President assumes the duties of the President when the President is unavailable:
  • The Club Vice President is the sounding board for the President

  • Assists president with club wide events if committee chairs do not exist

  • Works with the Club President to ensure that all duties are fulfilled

  • Secures a meeting location for Club Level Board Meetings. Hospitals, community centers, schools, restaurants with private meeting rooms and libraries may provide rooms for use.

  • Please note the alcohol policy in Appendix O in the Las Madres Handbook

  • Maintains a list of all job description changes and amendments, and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook
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Club Treasurer Job Description:
Club Treasurer Job Description:
This position requires math skills, diligence, and an attention to detail. This volunteer has access to the club’s checking account, reimburses members as needed for purchases made on behalf of the club, keeps monetary records and sends required reports to the Executive Treasurer. Additional Responsibilities:
  • The Club Treasurer meets with the club board at scheduled times, providing financial information such as account balance, budget and expenses to date. Participates in setting a budget for the coming fiscal year. Las Madres fiscal year is from January to December

  • Works with Executive Treasurer to open club checking account. If already established, and not already completed by outgoing treasurer, changes authorized signatories on the account to current treasurer and the current president. A copy of the letter documenting Las Madres Neighborhood Playgroups’ 501(c)3 exemption can be obtained from the Executive Treasurer

  • Updates the checking account authorized at the end of your term

  • Pays any bills for the club board. These may include printing bills and party site rentals.

  • Approve and pay reimbursement requests for all playgroups within club

  • Deposits checks for dues and advertising.

  • Posts dues income to club and playgroups from Club express reports.

  • Keeps an accurate, detailed and updated account of all financial transactions and maintains the club checking account (including the playgroup funds within the club).

  • Informs members through the club newsletter, or e­mail, or website how money is spent and financial status. Some clubs do this quarterly

  • Fills out and turns in quarterly reports to the Executive Treasurer. These reports must carry the signature of both the playgroup treasurer and the Club President

  • Follows fundraising policies and guidelines found in the Treasurer training handbook.

  • Keeps track of use of the Las Madres non­profit number

  • Works with executive Treasurer in collecting of financial records when the club of a playgroup within the club seeks alumni status

  • Maintains a list of all job description changes and amendments, and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook
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Club 2012
   

Open Positions:

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Executive General Editor
Executive General Editor

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Newsletter, luncheon, education, marketing, 

Responsibilities:

  • Solicits and collects articles for the newsletters including:
    • Information about upcoming events.

    • Fundraiser details.

    • Calendar of general meeting/speaker nights.

    • A president’s letter.

    • Advertising

    • Members contributions like book reviews, recipes and other articles of interest.

  • Writes and compile articles from information provided by members as needed.

  • Solicits articles written by staff.

  • Edits articles for accuracy, clarity and correct grammar and punctuation.

  • Solicits advertising to help reduce the cost of the newsletter.

  • Designs newsletter to enable the readability of the newsletter including a good use of white space, graphics, and text to ensure that club members look forward to each issue.

  • Requests an outsider perspective to proof newsletter and double checks for mistakes.

  • Delivers the newsletter for printing and pick up from a printer in a timely manner.

  • Prepares newsletter for mailing with mailing label attached, leveraging the bulk rate mail if there are many members (over 200 for a specific zip code) - see Appendix D-Club Section.

  • Delivers newsletters to the post office following certain procedures for bulk rate mailing, if applicable.

  • Supplies the Club President with a year-end archive of all newsletters produced in that year either in hard copy or electronic copy.

  • Maintains a list of all job description changes and amendments and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook.
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Luncheon Organizer
Luncheon Organizer

We have one volunteer to coordinate the luncheon, but would LOVE to have a co-coordinator to help! It's a big job.


Current Volunteer: OPEN

Email: luncheon@lasmadres.org

Job Description:

Responsibilities:

  • Prepares and seeks approval for the budget for Annual Luncheon and ensures that the income and expenses are on track with the proposed budget.

  • Recruits members for the committee, to be comprised of volunteers from all years, preferably with a past luncheon experience

  • Oversees the luncheon committee to ensure a well thought out and planned “Welcome Luncheon” is being executed the beginning of the year.

  • Updates and maintains the master luncheon binder

  • Maintains a list of all job description changes and amendments and submits them to the Executive Secretary, so she can update them in the Las Madres Handbook.
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Education Fair Coordinator
Education Fair Coordinator
Responsibilities:
  • Coordinating the annual Las Madres Education Fair.
  • This includes:
    • Securing a location
    • Contacting and securing schools for the fair
    • Planning registration
    • Advertising the event
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Committees in Need of Volunteers
Committees in Need of Volunteers
All of the committees listed below are linked to the committee's email address. To contact a committee, simply click on the committee.