COMMITTEES AND DUTIES

Officers

  • Chairman
  • Chairman Elect
  • Secretary

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

Chairman Elect

  • 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 Chairman Elect, 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

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

Committees

Curtain Call for a Cause Chairman

  • 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

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 cash 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

  • Auxiliary members help staff events as requested by Committee Chairmen and the AEDD Development Department
  •      Curtain Call for a Cause
  •      Tee-Off for a Cause
  •      Hawgs for a Cause
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