Policies and Procedures

ST. AUGUSTINE HOME GUILD, INC.

POLICIES AND PROCEDURES

(finalized Dec. 28, 2023)

 

DOWNLOAD DOCUMENT HERE: Policies and Procedures 2024

 

ORGANIZATIONAL STRUCTURE
BOARD MEMBERS DUTIES & RESPONSIBILITIES

President

  1. Oversees the duties of the 1st and 2nd Vice Presidents
  2. Presides at Executive Officers, Board, and General Member meetings
  3. Represents Guild at quarterly meetings with administration of St. Augustine Home if required
  4. Establishes special committees and appoints chairs as necessary
  5. Executes contracts and other instruments for and in the name of the Guild and is authorized to signchecks in the absence of the treasurer
  6. Appoints Nominating Committee and Finance Committee
  7. Plans General Membership meetings
  8. Serves as ex-officio member of all committees except the Nominating Committee
  9. Performs other such duties customary to the Office of the President as directed by the MotherSuperior of the Home
  10. Sends out monthly (or as needed) email updates to members and posts on website

1st Vice President:

  1. Presides at meetings in absence of or at the request of the president
  2. Conducts orientation of new members with the New Member Liaison
  3. Serves as liaison to the Board for ongoing volunteer activities (Bingo, Drivers for Sister Appointments,Gift Shop, Kitchen Crew, Little Store and Resident Companion Coordinators)
  4. Serves as a liaison to the Volunteer Coordinator at the Home for (Bed Making, Dining Room Servers,Drivers for Resident Appointments, Gardening/Landscaping, and Laundry)
  5. Oversee efforts of Information Technology Coordinator
  6. Schedules and manages all member meetings (quarterly and annual) and member events:
    1. Morning of Reflection – March
    2. Mass of Remembrance – November
  7. Represents the administrative and financial needs of assigned areas to the Board

2nd Vice President:

  1. Assists 1st Vice-President as requested by President
  2. Records minutes of meetings in the absence of the Secretary
  3. Presents Treasurer’s Report at meetings in the absence of the Treasurer
  4. Oversees the Resident Activities and Events Committee, which consists of the chairs of the following

Secretary:

  1. In charge of Guild books, records, lists as specified by the bylaws
  2. Causes the notice of meetings to be communicated
  3. Records minutes of Board and General Membership meetings. Submits to Board members forapproval, sends copy to Communications Director for the website
  4. Keeps list of members entitled to vote and records votes at meetings
  5. Maintains a supply of Guild stationery and note cards
  6. Retains executed vendor and professional contracts, including any insurance documents
  7. Updates and maintains the Corporate Book which contains Articles of Incorporation, Certificate ofIncorporation, Amendments to Articles of Incorporation, bylaws, Tax ID assignment letter from the IRS, Operating agreement, meeting minutes, and annual report filings.

Treasurer:

  1. Maintains safe keeping of checking account and accurate financial records
  2. Provides monthly reconciliation of Guild corporate bank accounts
  3. Prepares annual budget in conjunction with Guild board members
  4. Monitors Budget
  5. Follows standard accounting procedures (GAAP)
  6. Secure the Indiana State Gaming License for fundraising activities.
  7. Submit books and records for preparation of the annual federal and state tax returns.
  8. Assures filing of state (Indiana Entity Report) and IRS reports prior to filing deadlines if there is noMember at Large currently on the board
  9. Serves as chair of the Finance Committee.1.a) b) c) d)

Membership Director

  1. Oversees all aspects of membership
  2. Prepares and sends membership renewal forms
  3. Updates members of changes in members’ contact information
  4. Develops and manages recruitment strategy and member engagement plan
  5. Oversees the Ambassador Program