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EWTG Committee Descriptions
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EWTG Board of Directors Duties

President

  • Provides leadership for the Board of Directors and organization.
  • Conducts member and board meetings.
  • Appoints President Committee’s chairs and Approves Director’s Committee chairs. Serves as an ex-officio member of all committees.
  • Identifies and schedules conference keynote speakers with Conference Chair and management company Event Director. Purchases and wraps conference keynoter gifts.
  • Orients the President-Elect to her duties as President.
  • Represents EWTG to other organizations.
  • Completes the EWTG Annual Report for the year.
  • Note: this position is assumed by the President-Elect with member affirmation.

President-Elect

  • Trains to assume the Presidency in the next term.
  • Revises and monitors the Strategic Plan, manages the mentoring program and oversees the Executive Success Teams.
  • Chairs the Strategic Planning committee, Mentoring committee any other special committees. Assists with other projects.
  • Serves on the Finance and Nominating committees.
  • Performs the duties of the President whenever the President is unable to do so.

Vice President

  • Provides leadership for the EWTG annual professional development conference by chairing the Conference Committee.
  • Appoints Conference committee chairs and coordinates the progress of the committees.
  • Monitors all aspects of conference planning and implementation and reports actions to the Board.
  • Works with the management company Event Director to hold monthly conference committee meetings, develop agendas and write minutes.
  • Provides and monitors progress of the Annual Conference Master Checklist that outlines conference committee responsibilities.
  • Writes or assigns conference articles for the newsletter and website.

Financial Officer

  • Oversees all financial aspects of EWTG.
  • Prepares the annual budget.
  • Chairs the Finance Committee and makes recommendations.
  • Monitors financial investments performance and schedules a review of the investment policy in even numbered years.
  • Maintains financial policy documents and procedures, updating and revising them as necessary.
  • Serves as a resource for the Treasurer.
  • Works with the management company to prepare for and review the yearly audit and tax filing.
  • Works with the Management Company and Treasurer to reconcile financial activity and review and approve monthly financial reports.
  • Note: This position is assumed by the Treasurer with member affirmation.

Secretary/Treasurer

  • Responsible for the day-to-day financial aspects of EWTG.
  • Processes all payments and reimbursements.
  • Prepares internal monthly reports for Board of Directors.
  • Works with the Management Company and Financial Officer to reconcile financial activity and review and approve monthly financial reports.
  • Works with the Management Company to provide information to third-party CPA.
  • Serves on the Finance Committee.
  • Trains to assume Financial Officer position in the next term.

Public Relations Director

  • Responsible for EWTG marketing and public relations.
  • Implements an EWTG publicity strategy to prospective members, agencies and the public. Ensures that EWTG functions are appropriately publicized.
  • Distributes press releases and writes newsletter articles. Establishes and maintains media and agency intranet contacts.
  • Administers Woman of the Year award: solicits nominations, selects judges, purchases and wraps award, coordinates award presentation, writes newsletter article for the December or January newsletter and thanks judges.
  • Acts as liaison to Conference Committee and oversees conference publicity.
  • Incorporates input from other Directors, develops member surveys as needed and distributes results.
  • Acts as a resource for Affiliates on PR plans and goals and developing media contact lists.

Communications Director

  • Provides oversight of the monthly newsletter and web site content.
  • Oversees newsletter article selection, story writing, editing, design and layout.
  • Submits copy to the management company and coordinates proofing the draft.
  • Distributes annual newsletter deadline and article schedule.
  • Provides oversight and updates to EWTG social media outlets (i.e. Facebook, Twitter, etc.)
  • Selects web site areas to be upgraded and/or redesigned.
  • Coordinates web site maintenance with the Board of Directors and Management Company.

Membership Director

  • Responsible for member recruitment, retention, involvement and interaction.
  • Incorporates committee input to develop and implement an annual plan to recruit new members. Welcomes new members and encourages member involvement.
  • Coordinates with Public Relations Director to ascertain member needs through surveys, determines and implements methods to retain members, and contacts members to encourage renewal.
  • Writes newsletter articles.
  • Staffs booth at the annual EWTG Conference for membership.

Program Director

  • Works with Management Company to schedule monthly luncheon programs.
  • Selects program topics and speakers. Note: provides this task for February – October of current year and January of next year.
  • Makes arrangements for luncheon speakers.
  • Coordinates all correspondence with speakers before and after each meeting, writes newsletter articles announcing the speakers for the next luncheon and recaps the most recent speakers’ presentations.
  • Introduces or assigns speaker introduction at each luncheon.
  • Coordinates with the management company on the event logistics and thank-you gift for luncheon speakers.

Mini-Course Director

  • Works with Management Company to schedule monthly mini-course programs.
  • Selects program topics and speakers. Note: provides this task for only February – October of current year (no mini-course in January).
  • Makes arrangements for mini-course speakers.
  • Coordinates all correspondence with speakers before and after each mini-course, writes newsletter articles announcing the speakers for the next mini-course and recaps the most recent speakers’ presentations.
  • Introduces or assigns speaker introduction at each mini-course.
  • Coordinates with the management company on the event logistics and thank-you gift for mini-course speakers.

Affiliates Director

  • Responsible for coordinating affiliate development and increased membership throughout Texas.
  • Responds to Affiliate officer requests, reports Affiliate activities to the Board and maintains frequent communications with existing and prospective affiliates.
  • Assists Affiliate officers in developing and implementing governance, programs and services.
  • Visits each Affiliate annually.
  • Prepares annual affiliate reimbursement requests.
  • Maintains and updates affiliate handbook as necessary



Committees and Committee Roles

President

  • Legislative Committee – (active in odd years) The Legislative Issues Committee researches legislation and legislative activity which would be of interest to the general membership of EWTG. Members track bills being presented, determine which should be highlighted for the membership, maintain updates on the progress of these bills, and write articles for the monthly newsletter. Members also follow committee hearings and meetings to update the membership throughout the year.
  • Nominating Committee – The Nominating Committee presents a written slate of candidates to the Board of Directors for the next year. Candidates must be contacted prior to being included on the slate of officers. Every effort must be made to achieve diversity of ethnicity, age, job titles and agency representation. Committee presents recommendations to board for approval.
  • Advisory Committee - This committee operates under the direction of the President. It is composed of persons recruited by the President to act as a sounding board and provide input on past organization activities that may have a bearing on current or future actions.
  • Scholarship Committee - The Scholarship Committee administers the EWTG Scholarship program for general scholarships, Leadership Texas scholarships and Leadership America scholarships. Designs and revises the scholarship application, announces application deadlines, reviews the applications and recommends scholarship awards to the Board. Committee presents recommendations to board for approval before any action is taken.
  • Community Service Committee - The Community Service Committee recommends community service projects to the Board and manages several annual projects, coordinates member participation, collects requested items, distributes donations to receiving organizations and tracks the value of money and donations. Members write articles for the newsletter. Committee presents recommendations to board for approval before any action is taken.
  • Development Committee - This committee identifies and pursues funding, sponsorships and other sources of support for the annual conference and/or other aspects of the organization's programs. The committee chair or a designated member also serves on the Conference Committee to coordinate activities. Committee Chair keeps board informed of sponsor activities and challenges.
  • Educational Events Committee - This committee holds a minimum of one educational seminar or program during the year to benefit and be accessible to the majority of the membership. Committee presents recommendations to board for approval before any action is taken.

President-Elect

  • Strategic Planning Committee - This committee operates under the direction of the President-Elect. It reviews the Strategic Plan annually and proposes additions and deletions to the Board as appropriate. It gathers data on goal attainment and to assist the President with creating the Annual Report detailing the organization's status.
  • Mentorship Committee - This committee operates under the direction of the President-Elect. It solicits Executive Success Team membership applications, assigns members to teams, creates a roster of teams, plans the annual kickoff event each year and follows up on the teams during the year.
  • Vice President

    • Conference Evaluation Committee - The committee designs the conference evaluation form, establishes procedures for collection of the forms at the conference, analyzes the data obtained, shares data with speakers and workshop presenters and provides a written report to the Board. Committee follows direction of Vice-President.
    • Conference Exhibits Committee - The committee identifies and obtains exhibitors for the conference. The committee completes mailings to potential exhibitors, maintains frequent contact with those interested, plans layout of exhibits and writes follow-up thank you letters. Committee follows directions of Vice-President.
    • Conference Facilities Committee - The committee coordinates all logistical arrangements for the conference, plans the breakfast, luncheon and refreshments, provides final counts, reserves necessary sleeping rooms as needed, works closely with the Program Committee to assign workshop rooms, and arranges for conference audio/visual needs. Also works closely with the President and Public Relations Director to determine the logistical needs of the board, Keynote speakers, and Woman of the Year presentation. Committee follows directions of Vice-President.
    • Conference Program Committee - The committee develops the conference theme and workshop subjects, secures the workshop presenters, determines presenter audio/visual needs, secures and trains moderators, works closely with the Facilities Committee to assign workshop rooms, works closely with the Registration committee to develop the workshop presenter bios in the conference program and sends thank you letters to workshop presenters. Committee follows directions of Vice-President.
    • Conference Registration Committee - The committee coordinates with the conference committees and board directors to develop the conference program, purchases the participant gift, supplies the final copy to the printer, prepares the participant bags for the conference participants, and works registration the day of the conference. Committee follows directions of Vice-President.
    • Conference Silent Auction Committee - The committee identifies potential donors and obtains items for the silent auction. The group prepares the bidding sheets, staffs the silent auction tables on the day of the conference, awards the items to the high bidders, and sends follow-up thank you letters to donors. Committee follows directions of Vice-President.
    • Networking Reception Committee – This committee develops the theme and obtains the speaker/band for the Sunday night reception. They work closely with the Facilities committee to arrange the audio/visual needs, reception food/drinks, and possible speaker/band needs. Committee follows directions of Vice-President.

    Financial Officer

    • Finance Committee – Consists of the President, President-Elect, Financial Officer, Secretary-Treasurer and three other members. The committee is responsible for the preparation of the annual budget and submission of a draft budget to the Board within the first 30 days of the year. The committee reviews the allocation of and depositories for the organization’s funds. It ensures that the organization’s books are audited/reviewed annually.

    Public Relations Director

    • Media Committee - This committee operates under the direction of the Public Relations Director. It seeks out opportunities to highlight EWTG in print, in online media outlets and in social media by developing a list of media outlets and submitting information and press releases. It seeks to increase the organization's visibility among state agencies and institutions of higher education and coordinates and maintains the look of collateral materials.

    Communications Director

    • Web Site Committee - This committee operates under the direction of the Communications Director. It works with the management company for website content management. Also maintains and updates social media outlets.
    • Newsletter Committee - This committee operates under the direction of the Communications Director. It plans, solicits and writes articles and obtains photographs for the monthly e-newsletter, manages advertising, and works on the newsletter layout, proofing and email distribution.
    • Social Media Committee - This committee operates under the direction of the Communications Director. It plans, solicits and writes content and monitors interactions for all social media outlets. It works closely with the Web Site Committee and Newsletter Committee.

    Membership Director

    • Member Services Committee - This committee operates under the direction of the Membership Director. It recruits and seeks to retain members and provide services to the membership. Activities include welcoming new members, developing membership drives, encouraging active participation in EWTG, conducting member surveys to determine the needs and interests of the membership, contacting members during the renewal cycle, researching reasons for non-renewal of membership and making recommendations, and determining services to provide as a benefit of membership.
    • Retiree Committee - This committee operates under the direction of the Membership Director. It researches and voices the needs of retired members, encourages their continued active participation on committees and makes recommendations for the Membership Director to bring to the Board.

    Program Director

    • The committee identifies, contacts, and confirms speakers for the luncheons for each month; February through October, and January of the following year.
    • The committee provides information about EWTG to the speakers/presenters, coordinates any special speaker requests, introduces the speaker/presenter at the monthly luncheon, writes introductory speaker articles and follow-up articles for the monthly newsletter, writes thank you letters, and provides a thank you gift to each of the speakers/presenters.

    Mini-Course Director

    • The committee identifies, contacts, and confirms speakers for the mini-courses for each month: February through October.
    • The committee provides information about EWTG to the speakers/presenters, coordinates any special speaker requests, introduces the speaker/presenter at the monthly mini-course, writes introductory speaker articles and follow-up articles for the monthly newsletter, writes thank you letters, and provides a token thank you gift to each of the speakers/presenters.

    Affiliates Director

    • Affiliates Committee – This committee operates under the direction of the Affiliates Director. It is responsible for working with the four EWTG affiliate chapters (Brazos Valley, Dallas, Houston, and San Antonio) to help strengthen the membership and increase the visibility of their organizations among state agencies and institutions of higher education, and to ensure that their needs as members of EWTG are met.
    PO Box 1635, Leander, TX 78646
    | 512-220-4298
    | 512-692-2651 (fax)
    | ewtg@ewtg.org
    | ewtg.org

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