McMinnville Garden Club Job Descriptions

President: Appoints chairs of standing and social committees; heads Budget Committee; presides at all meetings; files reports with District and State at year-end; attends District and State meetings; at expiration of term, passes completed files to in-coming president.

Vice President: Plans and makes arrangements for monthly programs; announces guest speaker; member of Budget Committee; presides at meetings on behalf of President when necessary.

Secretary: Takes notes at Board and general meetings. Gives copies of minutes to President as well as maintaining copies in Secretary’s file; member of Budget Committee.

Treasurer: Collects dues; pays bills, donations, etc; deposits incoming funds; transfers funds from Money Market Savings account to Checking account as required; presents Treasurer’s Report at monthly meeting. Files reports as needed. Member of Budget Committee,

Garden Tour Chair: Appoints committee chairs as necessary; supervises all aspects of planning and preparation for garden tour; is available on day of tour to resolve any problems that arise.

Garden Faire Chair: Secures vendors for the downtown Garden Faire and all activities related to the Faire. Works closely with the Garden Tour Chair.

Awards/Recognition: Locates and applies for appropriate Garden Club awards with help from the membership.

Backyard Habitat: Provides articles for the newsletter and website each month and shares a topic of interest at Club meetings.

City Beautification: Works to yearly coordinate any downtown activities with the appropriate contacts.

Directory: Works with President, Membership Chair, etc. to publish yearbook and member directory yearly.

Field Trips: Organizes field trips for members; coordinates carpooling.

Flower Arranging: Organizes activities for club members to participate in flower arranging.

Historian: Maintains historical records for Club; collects information during the year that is pertinent to club history.

Horticulture: Provides an article on horticulture for monthly newsletter and website; recommends books and magazines on gardening; may bring books and magazines to monthly meetings for members to review; and shares a topic of interest at Club meetings.

Hospitality: Schedules hostesses for monthly meetings and supervises set up and clearing of hospitality table; maintains supplies and purchases new equipment when needed.

Hospitality Assistant: Helps the hospitality person as needed.

Library Plant Caretaker: Waters weekly; cleans and repots/purchases library plants when needed.

Membership: At meetings, greets members as they enter and has name tags available; provides member and visitor sign-in sheets; hands out general information regarding the Club to visitors; provides newsletter editor with names and addresses of visitors who would like to receive complimentary issues of newsletter; advises newsletter editor on total attendance at meetings; has new members fill out application forms and distributes copies; provides each new member with a welcome packet.

Membership Assistant: Helps the Membership person as needed.

Newsletter: Collects information for monthly newsletter and distributes newsletter to Club members in a timely fashion. Sends to Master Gardeners; provides newsletter for two months to non-members who have requested complimentary issues; coordinates with website chair for online posting.

Nominations: Chairs Past Presidents’ committee to provide club with nominations for the four board positions by April.

Parliamentarian: Advises Club on parliamentary procedure as requested or required.

Photographer: Takes photos of events/activates, new members, Garden Tour/Faire etc. Send pictures w/names, date & event to newsletter editor to be published in the Newsletter; provides Historian with Club pictures for Club records..

Post Office Landscape Caretaker: Appoints a committee of members to share in maintaining the garden in front of the Post Office. Works with Yamhill County Master Gardeners to coordinate Post Office activities.

Publicity/PR: Provides information on Garden Club meetings and events to local newspaper, Master Gardener newsletter, TV coverage on timely basis; posts notices of meeting at appropriate locations.

Raffle: Passes out raffle tickets at monthly meetings and purchases and presents prizes after raffle drawing.

Roving Reporter: Interviews various club members for newsletter articles.

Scholarship: Reviews scholastic records of Yamhill County students who are majoring in horticulture; works with a committee to make recommendations to Club on potential recipients for annual scholarship award.

Sunshine: Sends cards and/or flowers to Club members on appropriate occasions; provides information to Newsletter Editor and awards birthday recognitions at each meeting.

Telephone: Maintains the information telephone line with up to date meeting information; monitors and responds to phone messages. Coordinates phone calls to club members without e-mail regarding Club business at President’s request.

Website: Maintains, collects and updates all Club activities for each month on the website.

Yard-of-the Month: Selects recipients for Yard-of-the-Month award from April through September; calls News-Register to have an article run in the paper for each awarded yard; keeps all printed records of the winning yards for the current year. Sends selection to website chair. Supplies certificate to winner of Yard of the Month.

Yearbook: Collects and organizes information for the yearbook; consults with President on format; prints or publishes online yearbook and distributes copies to Club members. May also print a directory for members.