Communicate regularly with the Auxiliary President Elect regarding auxiliary activities
Communicate regularly with the AEDD Development Department regarding auxiliary activities
Communicate regularly with the Auxiliary Officer and Committee Chairmen regarding activities, planning and deadlines for auxiliary sponsored functions
Serve as a spokesperson on behalf of the AEDD Auxiliary as needed
Secure nominations of auxiliary for President Elect and Secretary. As stated in the auxiliary bylaws, the current year President Elect will serve as President.
Coordinate with AEDD Development Department and Auxiliary Committee Chairmen regarding information to be discussed at monthly auxiliary meetings
Review and approve minutes and agenda to be presented at each monthly meeting
President over monthly auxiliary meetings using Robert’s Rules of Order for voting purposes and other agenda as necessary
Appoint Auxiliary President Elect to stand in as necessary in your absence as President
Govern the Auxiliary following rules set forth in the Auxiliary By Laws
Address and discuss problems that may arise with committee Chairmen and AEDD Development Department
Meet with AEDD Development Department as needed to discuss auxiliary meeting agendas, event preparation, committee tasks, and other auxiliary business or concerns that may arise
President Elect
Preside over monthly auxiliary meetings in the absence of the Auxiliary President
Communicate regularly with the Auxiliary President regarding auxiliary activities
Serve as a spokesperson on behalf of the AEDD Auxiliary as needed, if the Auxiliary President is unable to do so
Serve as Auxiliary Chairman the year following service as President Elect, unless a situation arises where this is not possible
Communicate regularly with Auxiliary President and assist, as necessary, with auxiliary committees their duties to assure responsibilities are being accomplished in a timely manner
Serve as the Membership Committee Chairman/Liaison
Welcome new Auxiliary members at monthly meetings and present the with a welcome packet
Write a welcome card to new members
Communicate regularly and directly with Auxiliary members, especially those that are not as actively involved, to encourage increased participation as special events and volunteer opportunities. Strive for 100% auxiliary participation in some capacity to increase the potential for all members to remain involved.
Assist auxiliary chairman with requests committee chairman may have
Address and discuss problems that may arise with Auxiliary Chairmen and the AEDD Development Department
Secretary
Take notes at monthly auxiliary meetings and special meetings as required
Prepare meeting minutes to submit to the Auxiliary President and AEDD Development Department for review by Thursday following the monthly meeting
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
Prepare notes from special meetings and submit to Auxiliary President and AEDD Development Department
Once reviewed and approved by the Auxiliary president, the minutes will be emailed to all auxiliary members by the AEDD Development Department
Committees
Curtain Call for a Cause Chairman
Coordinate with decorating, PR, food and auction committees regarding detail, preparations and volunteers to staff the event
Coordinate with the AEDD Development Department regarding mailing of save the date cards, invitations, tickets and programs
Provide a report at monthly auxiliary meeting regarding event details
Encourage auxiliary members to sell tickets and/or tables
Assist with securing cash sponsors and/or in-kind donations
Purchase thank you gifts for key people involved in directing and producing the show
Work with Vincent Insalaco and the Argenta Community Theater regarding facility rental and production details
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 fundraising events
Meeting with caterers or others as necessary to develop menus consistent with event themes
Procuring by donation, or purchasing, the food and beverages to be served at fundraising events, parties, and other AEDD sponsored activities as requested
Responsible for ensuring necessary serving dishes, utensils, dinnerware, flatware and linens are available for set up of buffet serving tables and dining tables
Decorating
Report to auxiliary members at monthly meetings regarding decorating plans for the fundraising events
Communicate with fundraising event chairmen regarding decorations needed for special events
Coordinate with the AEDD Development Department to purchase decorations consistent with the event theme
Organize auxiliary members to assist with decorating at designated times
Hawgs for a Cause Fundraiser
Coordinate and oversee chairmen of decorating, PR food auction and raffle committees regarding details, preparations and volunteer to staff the event
Set timelines and deadlines with committee chairmen for event preparation details
Coordinate with the AEDD Development Department regarding mailings of save the date cards, invitations, tickets and programs
Provide a report at monthly meetings of event details
Encourage auxiliary members to sell event and raffle tickets
Assist with securing cash sponsors and/or in-kind donations
Purchase thank you gift for master of ceremonies/auctioneer as necessary
Raffle
Secure cash sponsors for Hawgs for a Cause cash raffle
Notify AEDD Development Department of sponsors and assist with getting logos to use on printed and visual media associated with Hawgs for a Cause
Organize volunteers to staff the raffle tickets table at the Hawgs for a Cause event
Turn in money collected from raffle sponsors as it is acquired to it may be processed in a timely manner through the AEDD Development Department
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
Create bid sheets and descriptions for auction items
Coordinate with the AEDD Development Department regarding supplies needed for setting up silent auction
Wine Auction
Wine auction may include wine, spirits and cigars
Report to auxiliary members at monthly meetings regarding the wine auction for Curtain Call and Hawgs for a Cause fundraising events
Coordinate and plan with the Wine Auction Committee members regarding how the wine auction will be organized and auctioned
Promote assistance from auxiliary members to secure donations of wine, or cash to purchase wine for the wine auction
Organize and tag all donated bottles according to retail price
Tag each individual bottle with the retail value
Submit a list of wine donors to be included in the Curtain Call and Hawgs for a Cause event programs
Set up and decorate wine auction table at Curtain Call and Hawgs for a Cause events
Secure volunteers to assist with setting up the wine auction display area at Curtain Call and Hawgs for a Cause events
Secure volunteers to staff wine auction table at curtain Call and Hawgs for a Cause events
Coordinate with the AEDD Development Department regarding the purchase of extra “give aways” with a wine auction purchase and additional supplies needed for the wine auction table