COMMITTEES AND DUTIES

  • Officers
  • President
  • President Elect
  • Secretary

President

  • Preside over monthly auxiliary meeting
  • 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