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VCAA NOW:
Leadership
Board Election for the calendar year 2018

  The election slate will be posted here before December 1st; voting will conclude in December. Check back for the ballot, and be sure to vote.






VCAA Board of Directors 2017

  President,  Tim Roehl    
Treasurer, Prudy Olson
Secretary, Rich Mitchell
Education Director, Howard Ledford
Education Director, Sherri Ledford

 

Social Media Director, Renee Sindt
Finance - Annual Campaign Director, Meggan Schwirtz
Database Director, Bob Smith
Leadership Director, Sandy Harris
Director at Large, Chris Hoch
Director at Large, Dave McGaffey
  Below you will find the Job Descriptions for the Board of Directors.
Let us know if you are interested in one of these positions, as Directors do complete terms of service.
Please also let us know if you have a recommendation. Emails us at alumnihome@vcaa.net

(Note: Non-Profit organizations in the State of Iowa have Board Directors, not Board Members)




ALL BOARD DIRECTORS -
 

Participate in 2-3 phone meetings per year
Participate in email votes
Attend an onsite meeting in the event one is convened
Receive informational emails from President, Treasurer and other board directors



 

President

Phone Conference Meetings
1.  Determine when a meeting is needed, and send emails to set a date convenient for as many Board Directors as possible. (The Secretary will schedule the phone conference meetings.)
2. Prepare meeting agendas and email in advance to Board Directors.
3.  Conduct the meetings.

Meetings that will be necessary:
Mid-summer meeting to determine the number of scholarships to be awarded and the amounts; approve minutes of previous meeting; receive report of Treasurer; receive report of contacts through the website.

Mid-spring meeting to receive report of Education Directors on the scholarship awards; approve minutes of previous meeting; receive report of Treasurer; receive report of contacts through the website.

Additional Phone Conference or Email Vote Meetings, scheduled as issues arise such as -- assisting Alumni who want to meet locally; decision on assets held by the VCAA; ordering Dove and Triangle pins; permissions granted for use of VCAA name or related items; future discussion of reunions.

Onsite Meetings
Determine if an issue is serious enough that an onsite meeting is recommended, and schedule the meeting.

Legal and Financial Matters
1.  Meet annually with the law firm/attorney the VCAA has retained, review any pending legal matters. Report to the Board. Receive email from the law firm and forward to the Board. Meet additionally if required. 

2.  Meet annually with the accounting firm/CPA the VCAA has retained, and review any pending accounting matters. Report the meeting to the Board. Receive email from the accounting firm and forward to the Board. Meet additionally if required.

3.  Meet annually with the financial manager/firm the VCAA has retained, and review any pending investment matters. Report the meeting to the Board. Be in receipt of email from the financial manager and forward to the Board. Meet additionally if required.

4.  Receive communications and checks from the representatives of the firms/organizations from which the VCAA receives income. Forward email/report to the Board; mail the checks to the Treasurer for deposit.

5. Sign documents requiring VCAA authorized signatures.

6. Be familiar with the Bylaws and propose changes as necessary. Proposed revisions would be put to the Board for review, and then posted at the VCAA website for voting by the VCAA membership.

Alumni Relations
The President is the face of the VCAA Board. The President is the person that Alumni and others need to feel is trustworthy and able to carry forward the mission of Vennard College. 

1. With the Co-Directors of Education, send letters of congratulations to scholarship recipients.
2.  Send thank you notes or emails to major donors.

The President The Leadership Director will also participate in the duties of all Board Directors.



 

Treasurer

Income
Deposit income checks forwarded by President; deposit donation checks.
Write and mail receipts for donations. (If there is an event requiring many receipts, volunteers can help.)

Payments
Write and mail checks as required for approved expenses.

Scholarships
Contact the colleges of the scholarship recipients, and make arrangements for payment of the scholarships.

Records
Maintain and balance the banking accounts.

Prepare financial reports for the Board; prepare reports for the accountants and other purposes as directed by the VCAA President.

Email the President the names of any major donors needing a thank-you.

The Treasurer will also participate in the duties of all Board Directors.



 

Secretary

Phone Conference Meetings
When the President and the Board have agreed by email on a date/time for a phone conference meeting, the secretary will:
Arrange the meeting with the FreeConferenceCall.com service (instructions are provided);
Email the Board with the call numbers;
One week in advance of the meeting, send a reminder email requesting RSVP;
Take minutes at the meeting;
Email the minutes to the Board within two weeks following the meeting.

In the event of an Onsite Meeting
One month in advance of the onsite board meeting, send a reminder email with the date and information to the Board;
One week in advance of the onsite board meeting, re-send a group the reminder email;
Take minutes at the meeting;
Email the minutes to the Board within two weeks following the meeting.

Scholarship Application
Receive the mailed-in scholarship applications, remove all references to the identity of the applicant, and email all applications to the Education Directors.

The Secretary will also participate in the duties of all Board Directors.



 

Education Directors

Scholarship Process
As necessary, make recommendation for changes to wording or procedures in the scholarship application process.

Scholarship Award
Late spring (dates to be determined each year), the Education Directors will have received the scholarship applications, with name references removed.

Within one month of receiving the applications, the Education Directors will read the applications, select the recipients, and notify the VCAA President by email the names of the recipients.

Additional alumni can be asked to participate in reviewing the scholarships if the number of applications increases. The Education Directors can suggest names of reviewers to the Board and/or request suggestions. Additional reviewers will be approved by the Board before participation.

With the VCAA President, the Education Directors will send letters of congratulations to scholarship recipients.

The Education Directors will also participate in the duties of all Board Directors.



 

Social Media Director

Facebook
Post content submitted by other Board Directors – notices of events, the election, scholarship awards, etc.

Check the alumni Facebook page a couple of times a month for prayer requests.  Any requests there will be forwarded to the website admin to be posted there as well.

Check the Facebook posts to make certain nothing inappropriate has been posted.

Forward Facebook messages to other Board Directors when requests are posted.

Pinterest
To be added.

The Social Media Director will also participate in the duties of all Board Directors.



 

Finance Director - Annual Campaign

1. Develop ideas for a theme for our annual campaign; present recommendations to the Board.

2.  Prepare the content for the annual campaign email/postcard, and coordinate with the person who organizes the logistics of the mailings

3. Monitor the responses as they are submitted.
Most responses will be online, and can be monitored by signing in to the web page.
Some responses will be mailed to the Treasurer, who will provide those numbers.

4.  Provide the results to the Board

The Finance Director-Annual Campaign will also participate in the duties of all Board Directors, shown above.



 

Database Director

1.  As address information corrections are received by the Treasurer or the website director, those corrections will be emailed to the Database Director who will enter the corrections.

2. As categories are developed, the Database Director will add those items to the names.

3.  For local alumni gatherings, the Database Director will sort email addresses by zip code, and provide that list to the Board Director who is assisting the alumni.

The Database Director will also participate in the duties of all Board Directors, shown above.



 

Leadership Director

Job Descriptions
Board of Directors:
As needed, prepare for Board-approval any edits to existing job descriptions, and wording for new jobs descriptions.
Annually publish at the website the Board positions available for the next slate.
Develop and maintain list of alumni interested in service on Board, and present the list to the Board for preparing the slate.

Committees:
Develop and maintain the list of volunteers.
Annually publish at the website a list of volunteer opportunities.

Task Completion
Send emails to remind volunteers when their events/tasks are due.

The Leadership Director will also participate in the duties of all Board Directors, shown above.



 

Directors At Large

Directors At Large will participate in the duties of all Board Directors:
Participate and vote in phone meetings
Participate in email votes
Attend an onsite meeting if one is convened
Receive informational emails from President, Treasurer and other board directors

Term is for one year.




Board Positions to be filled
  We have two openings for board directors, detailed below. If you have an interest in one of these positions or questions, please let us know at alumnihome@vcaa.net.

 

Chaplain

Because we firmly believe in the importance and power of prayer, we have had a Director responsible for ministering to our members and scholarship recipients. 

The duties of the Chaplain:

1.  Typically we have 2 phone call meetings per year.  The Chaplain has a 2-3 minute devotional to open these meetings.

2.  We have alumni who have volunteered to pray for the scholarship recipients and for the alumni board.  The Chaplain sends a group email once a month to remind the volunteers to pray.

3.  Alumni post prayer requests at our Facebook page.  Weekly, the Chaplain checks the Facebook page, posts replies to prayer requests, and prays for those requests.

4.  In September the Chaplain writes 2-3 sentences to be used in the annual campaign for volunteers, encouraging alumni to volunteer to be prayer support.

The Chaplain will also participate in the duties of all Board Directors:
a.  Participate in phone meetings
b.  Participate in email votes
c.  Attend an onsite meeting in the event one is convened (travel reimbursement is available)
d.  Receive and reply to informational emails from President, Treasurer and other board directors




 

Online Reunions Director

The board position we would like to add this year is Online Reunions Director. We are very eager to help alumni organize online video reunions with classes, music groups, roommates, teams - whatever groups of friends you want to connect with. The duties of the Online Reunions Director:

1. When a group requests a reunion, send an email to all the participants, helping them coordinate a date and time.

2. When the date/time has been confirmed, login to the online reunion site and reserve the date/time (instructions are already prepared).

3. Send an mail with instructions (which are already prepared) to all of the participants.

4. Send reminder emails to participants a few days before the reunion.

5. Initiate the actual video reunion to make certain everyone is logged in.

(We anticipate 3-4 reunions per year. If more groups are interested, the Board can find volunteers to assist.)

The Online Reunions Director will also participate in the duties of all Board Directors:
a.  Participate in phone meetings
b.  Participate in email votes
c.  Attend an onsite meeting in the event one is convened (travel reimbursement is available)
d.  Receive and reply to informational emails from President, Treasurer and other board directors