Board Positions

The Newcomers & Neighbors of Short Hills & Millburn relies upon its membership to generously volunteer some time each month to keeping the club going and growing. Volunteering for the club in a big or small role is a great way to meet people and to give back to a club that has been serving the community for almost 40 years.  If you would like to get involved, please send an e-mail to info@newcomersneighbors.org.

 

Below are short descriptions of some volunteer positions. You can also volunteer by starting up your own activities under the Newcomers umbrella as we always welcome new ideas. 

 

Co-Presidents:  Preside over Board Meetings, represent the Club at functions, attend New Member Events, sign checks in the absence of the Treasurer and execute By-Laws.  Distribute meeting minutes from the prior meeting with an e-mail invitation to the upcoming Board Meeting.  Prepare and distribute agenda prior to each Board Meeting. Write the monthly Presidents’ Message and edit the monthly newsletter and postcard.  Reviews procedures and guidelines, collates documents and maintains archives.

 

Treasurer:  Maintains Club checking account and prepares monthly written financial statements.  Proactively manages accounts payables (e.g., insurance, virtual phone, expense reimbursements) and accounts receivables.  Submits the annual tax filing and maintains and coordinates with the VP of Membership and Social committees for online payments via the club PayPal account. All financial statements are given to the Secretary and Co-Presidents, preferably by e-mail prior to each Board Meeting.  At the Board Meeting the Treasurer should summarize the past month’s report and identify activities that are not self-funding, as well as activities that have made a profit. Also helps determine committee budgets at the start of the fiscal year. 

 

Secretary:  Takes notes at board meetings, types minutes and emails a draft of the minutes to the Co-Presidents for approval as soon as possible after the meeting. At the Board Meeting, circulates the attendance sheet and offers to accept changes to the prior month’s minutes. Retrieves the Club phone messages and forwards them as necessary. Maintains minutes, newsletters and other materials (flyers from club events, etc.) throughout the year. 

 
VP Membership: Retrieve the Club mail and disburse it to appropriate committees. Collect dues, process applications, maintain database of members. Forward dues to the Treasurer along with required reporting. Notify appropriate committees of new member information. Respond to membership inquiries as well as provide membership status to Board of Directors. Provide the Newsletter & Postcard Editor with membership information monthly. Work with the Listserv Coordinator to purge expired membership. 
 
Welcome Wagon Committee : Co-chairs organize a monthly committee meeting to put together welcome gifts and handwritten welcome notes for new members of the club. A committee member personally drops off the welcome gift/note to the new member's home and if the new member is not home, leaves the gift/note and follows up with a phone call to
welcome them to our club and/or our community. 
 

VP Activities:   Coordinates the scheduling of monthly activities submitted by Activity Leaders, as well as Programs, Social, and New Member Events committees.  Works with Club members to develop new activities.  Requests monthly newsletter entries, edits the entries, and forwards them to the Newsletter Editor.  Ensures that the activity times do not conflict with each other and resolves scheduling conflicts on a first-scheduled basis.  Posts a weekly reminder on Google Groups listing upcoming activities. Also, provides Sunshine & Shadows copy to the Newsletter Editor. Copy can include, but is not limited to: new children, new home, awards received, and/or loss of loved one. At the Board Meeting, the VP Activities will highlight any new and/or exciting activities for the current month in order to encourage attendance. Updates the calendar on the website.

 

Co-VPs Programs & Committee:  Coordinate the scheduling of monthly educational programs that are open to all members.  This includes finding a topic, speaker if necessary and location as well as publicizing these events to the members.  At the Board Meeting, a committee member will report the success of the past month's program, provide information on upcoming events for Board discussion and approval, as well as promote the upcoming event. Examples of programs hosted in the past include:

  • Cooking Demos
  • Financial Management
  • Historical Society Visits
  • Photography Tips
  • Firehouse Visit

Co-VPs Adult Social & Committee:  Coordinate the scheduling of a minimum of two annual adult events that are open to all members: Cocktail Evening in November and Winter Social in February.  The Committee is also responsible for arranging Wine Tasting events on a quarterly basis. “Save the Date” should be included in the Newsletter copy as soon as a date for each event is finalized.  A Publicity Representative should be assigned to each of these events to ensure the appropriate press releases both before and after the event.  At the Board Meeting, a committee member will report the success of the previous event, bring written detailed plans and budget proposal for the upcoming event for Board discussion and approval, as well as promote the upcoming event.

 

Co-VPs Kids Social & Committee: Coordinate the scheduling of a minimum of two annual children's events that are open to all members: Fall Family Fun Day in October and Family Picnic in May/June.   “Save the Date” should be included in the Newsletter copy as soon as a date for each event is finalized. A Publicity Representative should be assigned to each of these events to ensure the appropriate press releases both before and after the event. At the Board Meeting, a committee member will report the success of the previous event, bring written detailed plans and budget proposal for the upcoming event for Board discussion and approval, as well as promote the upcoming event. 

 

Co-VP's New Member Events  & Committee:  Coordinate the scheduling of 5-6free & fun events that are open to all members and prospective members with a mix of both day and evening activities.  Works with Publicity, VP Membership and Welcome Assistants to invite prospective and new members to events.  Telephone new members to attend events.  Names of recently joined and prospective members should be obtained from the past 2 or 3 newsletters. Keep lists of event attendees and follow up with prospective members.  Assist the Social Committee by inviting new members to the annual social events. At the Board Meeting, a committee member will report the success of the previous event and promote the upcoming events for the coming months.  

 

Newsletter & Postcard Editor:  Coordinates retrieval of copy from all appropriate sources (including, VP Activities, Sunshine & Shadows, etc) in order to produce the monthly newsletter and postcard.  Works closely (via email) with the VP Activities.  Submits newsletter to Co-Presidents for editorial approval.  Edits documents using Adobe Acrobat to prepare for distribution. Submits newsletter PDF for the presidents to distribute via listserv and oversees the printing process process for the postcard. At the Board Meeting, reports any problems or changes in procedures required.

 
Publicity & PR:  Participates in each of the major events or assigns another person to take pictures in his/her absence.  Responsible for getting events publicized on the club website, in The Item and The Independent Press, Patch, and, when appropriate, The Suburban Essex Magazine, Vicinity Magazine, or other publications.  Works closely with the New Member Events, Programs, and Social Committees to assist in promoting any events to which the club welcomes non-members.  Works with those committees to report on (publicize) all events after they have taken place.  At the Board Meeting, reports on any coverage we received in local publications. Responsible for arranging presence at the Millburn Street Fairs and distribution of club business cards on local noticeboards i.e. cafes, restaurants, shops etc. Receives addresses from local real estate agent of monthly home closings. Offers brochures and membership application forms to local realtor offices.
 
Community Outreach Chair(s): Coordinates quarterly community outreach activities for the area. In addition, coordinates meal deliveries for families in town who are experiencing significant life changes such as a loss of a loved one, illness or new baby. At the Board Meeting, a committee member will report the success of the previous event and promote the upcoming events for the coming months. Responsible for maintaining the "Community Outreach" section of the club website. 
 
 
Mailing Co-Chairs: Coordinate with VP Membership and Postcard Editor to label and mail monthly information to members doorsteps.  Maintain the bulk mail account at the post office. Also responsible for mailing annual directories.   
 
Directory:  Develops annual membership directory for mailing.  Prepares and ships the directory as a single bulk mailing in coordination with Postcard Assembly Chairs.  Reviews current By-Laws with the Co-Presidents and Board for any updates prior to Directory printing.  Approaches full membership for any changes in contact details since their membership was renewed.  Should know Microsoft Excel & Microsoft Word since the VP of Membership sends a Microsoft Excel database which needs to be converted into Microsoft Word for the Directory. 
 
Online Administrator: Maintains overall content (such as annually updated board membership and application forms) on the club website, www.newcomersneighbors.org, including online payments. Makes sure the website is functioning and works with the Web Master to fix any issues. Sets up forwarding for Club email addresses. Creates a web page for the Gala. Sets login information for board members that update the site. 
 
 
Message Board/Listserv Coordinator:  Maintains technical operation of the email information loop. Adds and removes members from the listserv. Responds to help users with technical questions. When requested by member, helps him/her to join the message board. Enforces the Listserv Guidelines by monitoring the content of messages posted to the listserv. Sends out the rules of the listserv as necessary.
 
The following require leaders, and committees as necessary, to organize activities at their discretion:  
  • Playgroup Coordinator
  • Expat Group
  • Fun Activities with Kids
  • Preschool/Activities Fair Coordinator
  • Running Group
  • Walking Group
  • Poker Group
  • Book Club
  • Chicks & Flicks
  • Ladies Night Out
For more information on any of these positions contact us at info@newcomersneighbors.org.
 

 

 

 

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