SWIDS ORGANIZATIONAL STRUCTURE

                                                                               

Officers Duties
President

The President shall preside at all meetings of the members and the Board of Directors and shall perform the duties incident to the office of chief executive officer of the Corporation. The President shall discharge the duties normally performed by a President, and such other duties as the Board of Directors may prescribe.
Vice President

In the absence of the President, the Vice-President shall act in place of the President and shall be empowered to perform all acts which the President is authorized to perform in case of his or her absence or inability to serve. The Vice President shall perform the duties usual to such position and such other duties as the Board of Directors or President may prescribe.
Secretary

The Secretary shall be the custodian of all corporate papers, books and records other than books of account and financial records of the Corporation and of its corporate seal. The Secretary shall perform the duties usual to such position and such other duties as the Board of Directors or President may prescribe.
Treasurer

The Treasurer shall supervise the receipt and disbursement of all money belonging to the Corporation and shall have the custody of all money, securities, books of account and financial records of the Corporation. The Treasurer shall perform the duties usual to such position and such other duties as the Board of Directors or President may prescribe. The Treasurer shall render a report of the financial status and expenditures and income at regular meetings. The Treasurer shall keep the membership list up-to-date.
Past President

The Immediate Past President shall assist the Corporation and perform such duties as the President shall direct.
Directors Each other officer of the Corporation shall perform such duties as the Board of Directors or President may prescribe.
     Communications &
     Publicity

Appoint, manage and assist committee chairpersons as needed.  (see below for committees)
     Facilities

Appoint, manage and assist committee chairpersons as needed.  (see below for committees)
     Social

Appoint, manage and assist committee chairpersons as needed.  (see below for committees)
     Education

Appoint, manage and assist committee chairpersons as needed.  (see below for committees)

 

Communications & Publicity Committees

E-Mails To Club Review and forward to membership, e-mails concerning club announcements, activities, etc. 
Club Meeting Auctions & Drawings
Secure plants for drawings.
Research pictures of plants for drawing.
Sell tickets for drawing and do the drawing.
Newsletter
Prepare labels from updated membership list and include Region 2 RVP, RPD and newsletter editor. Update future program listing. Keep officers listing current. Solicit articles from members. Prepare newsletter and mail monthly.
Photographer
Takes photographs at special events for history books and publicity.
Webmaster
Maintain the SWIDS web site www.swids.org.  Prepare and publish all web pages necessary to support SWIDS activities. Maintain ISP subscription and services.
Points Review
Reviews current point system yearly and recommends changes to membership.  Reviews and recommends changes because of special situations that might occur between annual reviews. Settles any disputes over point awards.
Points Tabulator
Accept points turned in by Committee Chairpersons and records them, keeping a running total for each member.  Notifies Points Review Committee if any discrepancies of what is turned in compared to the  points guidelines .
Publicity
Work with Show and Sales chairpersons to get out the needed advertising info. The Publicity chairmen may form a committee to accomplish the following. Contact area newspapers, radio, tv, local bussineses, for maximum publicity. Be sure to advise those you contact that SWIDS is a 501 (c) (3) not-for profit corporation. Mail out postcards to previous attendees.

 

Facilities Committees

Set-up / Clean-up See that meeting places are cleaned and straighten up after all meetings.
Asset Committee     Responsible for receipt of asset plants. Oversees distribution of asset plants received in spring following current guidelines and ensures eligibility of recipients. Distributes and collects signed Asset propagation agreements and keeps them in file. Records who has received plants. Oversees May plant auction following guidelines checks with members to see what plants are coming back and how many fans. Instructs members on how to prepare plants for auction. Arranges for auctioneer and place of auction and details of how auction is conducted.  Decides (in fall) from whom to order next year’s asset plants. Makes orders and follow through with getting checks out before beginning of next year.
Sale Garden
Coordinate work days possibly once a  month.
Set this day for for weeding and general tending of the sale bed and display.
Secure mulch and fertilize.
Display Garden
Coordinate work days possibly once a  month.
Set this day for for weeding and general tending of the sale bed and display.
Secure mulch and fertilize.
Church Display Garden
Coordinate work days possibly once a  month.
Set this day for for weeding and general tending of the sale bed and display.
Secure mulch and fertilize.
Plant Sales 

The sale chairman responsibilities are: arrange a place for sale (along with show chairman), make sure insurance is covered, see that publicity is handled prior to sale, make up flyers, poster for mall, etc., arrange time to set up prior to sale, arrange to have equipment at sales (tables, bags, boxes, electrical outlets, cash registers, change, etc.), determine which plants to put on sale, see that there is a photograph for each plant, set prices and assign a cash register number for each plant, set prices for SWIDS member buying, make arrangements for member to dig their plants, and tracks members sales, works with digging chairman to set up digs, instruct workers on digging and labeling (order labels and pens if needed), see that the plants are cared for until sale day, see that grab bags and/or special collection bags are prepared and priced, see that plants are transported to sale, see that box tags are properly prepared with correct price, picture and cash register number, make signs showing specials/bonuses, etc Sale day: see that everything is in place, coordinate correct placement of plants (colors together or whatever), have knowledgeable salespeople and people at the cash register. After sale, break down boxes, saving photos from tags, clean up, transport boxes and equipment to home (or wherever) for storage, work with Treasurer to see that money is deposited, write sales reports for SWIDS newsletter and members. See that leftover plants are planted or disposed of.

Dig for Sales
Set time and place to have the dig.
Secure all needed tools needed for the dig.
Have bags, rubber bands, tubs, hoses, tags to mark plants.
Get people to hold the plants until day of the sale.
Clean up area in the dig site.

 

Social Committees

Annual Charity Donation
Secure information about different applicable charities. Report findings to the board for selection of charity. Make sure the charity receives their money.
Christmas Party
Book the building and verify its availability. Plan the meal. Plan the entertainment Collect money for the party. Help with the decorating. Make sure the building is clean when the party is over.
Door Prizes
Purchase tickets. Collect all door prizes at each meeting. Pass out tickets. Conduct the drawing at each meeting.
Name Tags
Make name tags for all members and guests. Pass out name tags at the beginning of the meeting and collect at the close of the meeting.
Refreshments
Pass out sign-up sheet for volunteers. Remind members as to which meetings they are to bring refreshments. Make sure there are a sufficient number of volunteers for each meeting. Have back-up volunteers for emergencies. Purchase cups, plates, napkins, and plastic ware. Keep supply at sheriff’s center. Make sure these are available at each meeting.
Special Concerns
Death of a member: Send a $25.00 memorial donation to AHS (Joe House ) fund. Death of immediate family member (husband, wife, father, mother, brother, sister, or children): give a "Stepping Stone." Illness of member: send a get well card. Death of those other than immediate family members (grandchildren): send a sympathy card.
Special Events Decorator
Decorate for each dinner or special event. Ask for volunteers and secure help to decorate. Supply table cloths and decorations

 

Education Committees

Scholarship Committee
Prepare guidelines for award for approval. Prepare and distribute scholarship forms. Solicit and receive completed forms. Evaluate candidates. Ensure that award is carried out.
Historian
Keep records of speakers and special meetings with photos. Prepare history books and bring to meetings for display as often as possible.
Bus Tours
Plan trip. Schedule all times, meals, and gardens. Book bus. Collect money and refund money.
Club Garden Tours
Plan trip. Schedule all times, meals, and gardens.  Collect Money if required.
AHS Show
  • Prepare any information (such as rust) necessary on daylilies.
  • Display AHS literature and other educational exhibits, demonstrations, or presentations (Eureka, Beginners Handbook, etc.) and discuss with all who are interested.
  • Prepare and copy source lists of members who sell daylilies.
  • Prepare and copy culture sheets for customers.
Design Show
(See rules in AHS handbook)
  • Composed of floral designs using cut plant material, mostly daylilies, plus accessories.
  • The Design Division may contain an AHS Tricolor Section - must consist of at least 3 classes with a minimum of four entries in each class.
  • Design Division may also contain an AHS Designer's Choice Section - must consist of at least three classes with a minimum of four entries in each class.
Education Booth Coordinator
Prepare and set-up education booth with all appropriate materials at sales and shows held by SWIDS.  Coordinate efforts with chairpersons for each event.

 

Southwestern Indiana Daylily Society Inc. , a 501 (c) (3) Not-For Profit Corporation