2nd VP
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SECOND VICE PRESIDENT
Revised by the P&P committee January 2010
General Statement
The Second Vice President serves as the Program Chairman of the General Membership Meetings and is responsible for arranging all aspects.
Policy
1. AWCP General Meetings are open to the public, and anyone may attend upon payment of established entrance fees.
2. General Meetings are held the second Wednesday of the month, unless otherwise announced.
3. All meeting speakers will be sent emails or letters confirming the date, time and place of the agreed meeting.
4. At the discretion of the Second Vice President, a speaker may receive an honorarium to be donated to the charity of his/her choice.
5. Vendors may be invited to General Meetings at the discretion of the Second Vice President. Vendors can be asked to donate an item for our raffle during the meeting.
6. Sales may take place only during the period before and after the program.
Duties
The responsibilities of the Second Vice President include:
1. Coordinating all aspects of the General Meetings
2. Collection of raffle prizes from AWCP vendors once a year to be used during the general meeting raffle
3. Planning a budget of expected income and expenditures
4. Advising the Board of General Meeting arrangements
5. Assuming the duties of the President in her absence and the absence of the First Vice President
6. Delegating the duties of this Office to another Board member when she is out of town or otherwise unavailable to carry out her duties
7. Assuming such other duties as delegated by the President
8. Keeping accurate, monthly, written records of the General meetings and duties of the Second Vice President
9. Preparing and submitting a Year-end Report on the activities of the office
Procedures
Coordinating all aspects of the General Meetings:
Programs: As Programs Chairman, the Second Vice President is responsible for planning and making all the arrangements for ten monthly general membership meetings. (June and July are skipped due to home leave). Her duties begin with the first meeting after her installation as Second Vice President and end with the program for the Annual General Meeting that installs the succeeding Board.
a. At the beginning of her term, she should poll the Board and/or the membership to elicit suggestions for speakers and activities to have at General Meetings. From these ideas, she should plan a schedule for the year's meetings, taking into consideration established regular programs: February, the Annual General Meeting (AGM) and installation of officers; April, AWCP anniversary celebration; August, welcome to the Philippines; September, Security in the Philippines; October, Community Services Program; December, holiday theme. A variety of activities should be considered.
b. Written invitations by email or from the corresponding secretary are issued to speakers, which are followed up by telephone calls. The initial invitation should come from the Second Vice President or her representative.
c. The Second Vice President should submit advisories to Inklings to publicize General Meetings to the membership. The President chairs the General Meeting and conducts the necessary business which includes calling for membership approval of the General Meeting Minutes from the previous meeting and the Treasurer's report and saluting the Philippine and American flags. The second vice president then makes community announcements on her list and announces the speaker and topic for the next month. The Second Vice President calls various Board members to the podium to make announcements concerning the activities of their committees. Next, the Second Vice President introduces the guest speaker. When the speaker concludes the presentation and question/answer segment, the Second Vice President thanks the speaker and presents her/him with the appropriate honorarium and/or speaker gift. Before the raffle begins, the Second Vice President announces the program for the next month. The Second Vice President then conducts the raffle with the assistance of several club members. The vendors present at the meeting should be recognized and thanked.
d. General Meetings should be self-supporting; therefore, entry fees must be calculated to cover the costs of the facilities and the merienda. To supplement these costs, the treasurer will sell raffle tickets for door prizes. The suggested prices for selling raffle tickets are 5 for P100 at all meetings except the Christmas luncheon. The raffle tickets at the Christmas luncheon are sold at 1 ticket for P100. Funds from the sale of raffle tickets in excess of the costs incurred by General Meeting expenses will be added to the general fund. Note: The raffle prizes are collected once a year from the AWCP vendors in February.
2. Venue: All arrangements for the venue for the General Meetings are made by the Second Vice President. Included in the negotiations are fees for use of the facilities, catering, special equipment and exceptional services.
From these negotiations, the Second Vice President determines the entry fees for General Meetings, which are set with the approval of the Board.
3.Entry Fees: All persons attending General Meetings must pay an entry fee, which is used to offset the costs incurred in hosting the meeting. Entry fees are estimated on a "break even" basis. Increases in entry fees must be approved by the Board. Currently, members pay P300 and nonmembers pay P500.
4.Honoraria: Speakers are not paid for their services. However, at the discretion of the Second Vice President and the budget, a speaker may be offered an honorarium of up to P5,000 that is donated to the charity of his/her choice. A speaker may designate an organization from those regularly supported by the AWCP or request that the funds be given another one of his/her selection. At the discretion of the Second Vice President, a token speaker gift of P500 maximum may be presented to each speaker in lieu of an honorarium.
5. Vendors: Vendors may be invited to the meeting, if appropriate and/or desired. These arrangements are made by the Second Vice President, according to established policy. These vendors are not charged for being at the meeting, but are asked to make a gift donation.
6. Collection of raffle prizes
The Second Vice President along with the Special Events chair, will be responsible for the collection of the raffle prizes from the AWCP vendors in the month of February. She will provide a letter to the vendors to be handed out during a.m. registration at the January Bazaar. Vendors will be asked to donate a raffle item worth at least 500 pesos. A master list of bazaar vendors will be maintained to confirm vendor participation. The Second Vice President and the Special Events chair will sort the raffle prizes. The Second Vice President and the Special Events chair will jointly decide on the gifts to be used for the HoeDown. The remaining gifts will be used as raffle prizes for meetings. The Second Vice President will be sort these remaining gifts by month, taking care to “hold” the larger items for the month of December and a suitable amount of raffle items for the May luncheon based on attendance.
7. Advising the Board
The Second Vice President should advise the Board of the programs and speakers for General Meetings through regular reports at Board Meetings and email correspondence.
8. Assuming such other duties as delegated by the President
From time to time there may be other special duties assigned to the Second Vice President by the President.
9. Delegating the duties of this Office to another Board member when she is out of town or otherwise unavailable to carry out her duties
Because of the responsibilities of this Office, it is important for the Second Vice President to find a replacement when she is out of town. The replacement must be another Board member. The Board and the office staff should be advised as to who will be in charge.
10. Keeping accurate, monthly, written records of the General meetings and duties of the Second Vice President
The Second Vice President will write accurate monthly summaries of the General Meeting including all requirements on the AWCP General Meeting Checklist Form.
11. Preparing and submitting a Year-end Report on the activities of the Office
The Second Vice President will prepare a Year-end Report on the activities of the Office during the year and supply copies to the President, Historian, AWCP offices and her successor.
12. Planning a Budget:
Planning the budget is to be coordinated with the Treasurers, and the President.
Normal expenses incurred by this position include, but are not limited to, the following:
a. Admin
b. Christmas lunch
c. Monthly meetings
d. Mother’s day lunch
e. Honorarium
f. Raffle
