2017 Auxiliary - Committees and Duties

For a list of current AEDD Auxiliary committee members and leadership, click here (.pdf file, 392kb).

Officers

Chairman

  • Preside over monthly auxiliary meeting
  • Approve agenda for monthly and special meetings
  • Secure volunteers to serve as committee chairmen
  • Secure volunteers to serve as officers for the following year
  • Oversee committee chairmen regarding their responsibilities
  • Coordinate with AEDD Development Department regarding correspondence and mailings regarding auxiliary activities and fundraisers
  • Meet once per month with AEDD Development Department Coordinator

Vice Chairman

  • Preside over monthly auxiliary meetings in the absence of the Auxiliary Chairman
  • Communicate regularly with the Auxiliary Chairman regarding auxiliary activities
  • Serve as a spokesperson on behalf of the AEDD Auxiliary as needed, if the Auxiliary Chairmen is unable to do so
  • Serve as Auxiliary Chairman the year following service as Vice-Chairman, unless a situation arises where this is not possible
  • Communicate regularly with Auxiliary Chairman and assist, as necessary, with auxiliary committees their duties to assure responsibilities are being accomplished in a timely manner
  • Assist auxiliary chairman with requests committee chairman may have
  • Address and discuss problems that may arise with the auxiliary chairmen and AEDD Development Department

Secretary

  • Take notes at monthly meetings and prepare minutes to submit to Auxiliary Chairman at least one week prior to monthly meeting for review
  • Send minutes to AEDD Development Department to email to auxiliary members at least one week prior to the monthly meetings and to have printed and available at the monthly meetings
  • Take notes at special meetings, if necessary, and submit to AEDD Chairman and AEDD Development Department
  • Make changes to AEDD Auxiliary By Laws, if necessary, and submit to AEDD Auxiliary Chairman and AEDD Development Department


Client Events

  • Assist the Adult Training Center with monthly events and/or parties
  • Secure volunteers for client events as necessary
  • Coordinate assistance from volunteers from the Little Rock Central High School Junior Civitan Club
  • Report to auxiliary at monthly meetings regarding client events

Curtain Call for a Cause Fundraiser

  • Report to auxiliary members at monthly meetings regarding plans for the Curtain Call for a Cause fundraising event
  • Coordinate and plan with decorating, PR, food and auction committee chairmen
  • Secure members to assist with event preparation and staffing the event
  • Assist with securing cash sponsors and table sponsors
  • Coordinate with the AEDD Development Department regarding design, printing and mailing of materials related to the event
  • Purchase thank you gifts for key people that coordinated the program
  • Work with Vince Insalaco and the NLR Argenta Community Theater regarding volunteers from the community involved in the program

Food and Beverage

  • Report to auxiliary members at monthly meetings regarding food and beverages for fundraising, parties, and special events as required
  • Secure volunteers to staff serving tables and oversee the food at fundraisers
  • Secure volunteers to staff serving tables and oversee the food for the annual spring prom
  • Purchase paper goods for Hawgs for a Cause and other events and parties as necessary
  • Purchase beverages for Hawgs for a Cause and other events and parties as necessary
  • Assist in securing donations of food and beverages for fundraising events

Decorating

  • Report to auxiliary members at monthly meetings regarding decorating plans for the fundraising events and the AEDD spring prom
  • Plan decorations for Hawgs for a Cause
  • Plan decorations for Curtain Call for a Cause
  • Plan decorations for the AEDD spring prom
  • Coordinate with the AEDD Development Department for the purchase of decorating items that may be ordered wholesale through an AEDD account
  • If necessary, purchase items for decorations
  • Secure volunteers to help decorate for Hawgs for a Cause, Curtain Call for a Cause and the AEDD spring prom

Hawgs for a Cause Fundraiser

  • Report to auxiliary members at monthly meetings regarding plans for the Hawgs for a Cause fundraising event
  • Coordinate and plan with decorating, PR, food, auction and raffle committee chairmen
  • Secure members to assist with event preparation and staffing the event
  • Assist with securing cash sponsors
  • Coordinate with the AEDD Development Department regarding design, printing and mailing of materials related to the event
  • Purchase thank you gift for auctioneer/master of ceremonies
  • Public Relations

    • Report to auxiliary members at monthly meetings regarding public relations as necessary
    • Oversee advertising in print, television and radio to promote AEDD events and help build public awareness about AEDD
    • Coordinate with the AEDD Development Department regarding press releases and other information for fundraising events
    • Contact social magazines and coordinate their attendance at Hawgs for a Cause and Curtain Call for a Cause
    • Contact local radio stations regarding spots promoting Hawgs for a Cause and Curtain Call for a Cause
    • Contact the Arkansas Democrat-Gazette and coordinate their attendance at Hawgs for a Cause and Curtain Call for a Cause
    • Contact Channel 4, 7 and 11 regarding promotion and television spots to promote Hawgs for a Cause and Curtain Call for a Cause
    • Contact local news celebrity (Craig O’Neill) to serve as master of ceremonies/auctioneer at Hawgs for a Cause

    Raffle

    • Report to auxiliary members at monthly meetings regarding the raffle for the Hawgs for a Cause fundraising event
    • Organize volunteers to help get suitable raffle items
    • Coordinate with the AEDD Development Department regarding printing of tickets, flyers and other information related to the raffle
    • Organize volunteers to staff the raffle table at the Hawgs for a Cause event
    • The AEDD Development Department will issue tickets to auxiliary members and collect money and tickets stubs

    Silent Auction

    • Report to auxiliary members at monthly meetings regarding the raffle for Curtain Call for a Cause and Hawgs for a Cause events
    • Promote assistance from auxiliary members to secure silent auction donations
    • Secure volunteers to help set up auction items at Curtain Call for a Cause and Hawgs for a Cause events
    • Organize volunteers to monitor tables and assist at checkout area during Curtain Call for a Cause and Hawgs for a Cause events
    • Coordinate with the AEDD Development Department regarding bid sheets for auction items
    • Coordinate with the AEDD Development Department regarding supplies needed for setting up silent auction

    Event Staffing

    All auxiliary members will be asked by committee chairmen or the AEDD Development Department to help staff events as necessary

    2017 Events

    • Thursday, June 1, 2017 – Curtain Call for a Cause

    • Thursday, November 2, 2017 – Hawgs for a Cause


    If you would like more information about the auxiliary, please contact Debbie Grooms at 501-681-6644 or email: debbie.grooms@aeddinc.org

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