Important Dates

President Duties

The President shall preside at all meetings of the organization and be the Ex-Officio member of all Standing Committees except the Nominating Committee.  She shall appoint the committees to serve during her tenure.

PRESIDENT

GENERAL

1. Presides at all meetings (general, executive, & board)
   1. Board Meeting: consists of elected Officers
   2. Executive Meeting: consists of elected Officers & appointed Committee Chairwomen
2. Knows basic parliamentary procedures.
3. Becomes knowledgeable of HCCW By-Laws & Standing Rules.
4. Has a basic understanding of the duties of all positions
5. Chooses Standing Committee Chairwomen & Committees & gives direction & assistance to them (President is Ex-Officio member of all Standing Committees except the Nominating Committee). 

• Chaplain
• Historian
• Legislation Chairwoman
• Parliamentarian
• Scholarship Committee (4 members for 1 year)
• Scholarship Liaison (no term limit)
• Ways & Means Chairwoman
• Social Media Chairwoman
• Website Chairwoman
• Nominating Committee
• Fund Raiser Chairwoman
• Any other Committee deemed necessary

6. Calls Executive/ Board meetings as deemed necessary.
   1. An immediate meeting after taking office which may include outgoing officers & chairwomen
   2. Executive/board meeting minutes are recorded by Recording Secretary and a copy forwarded to President
   3. All organizational business voted on by the Board/Executive Committee is passed to the membership
   4. By-Law & Standing Rules are followed
7. Sends “Thank You” letters to donors & sponsors for our Annual Fund Raiser

MEETINGS

8. Prepares an agenda before each meeting & sends to all Officers and Standing Committee Chairs prior to the meeting

EXAMPLE OF AGENDA: 

• Call meeting to order & welcome members & guests
• Prayer followed by Pledge of Allegiance
• Approval of minutes from previous meeting
• Officers’ reports
• Committee Chairwomen reports
• Announcements
• Announcements from floor
• Unfinished business
• New business
• Introduction of Guest Speaker
• Adjournment

 MEETING DUTIES

9. Reviews minutes from previous meeting & follow up on any unfinished business
10. Starts meetings on time (10:30 AM)
11. Maintains order
12. Remains aware of time & discussions to avoid lengthy meetings.
    1. Social Hour 10:00-10:30
    2. Business 10:30-11:30
    3. Speaker 11:30-12:00 (meeting should last no later than 12:15)
    4. Lunch 12:00

BUDGET

13. Reviews monthly budget report from treasurer; maintains knowledge of expenditures; has knowledge of accounting record procedures & forms submitted to IRS for the organization
    1. Executive Committee approves a proposed budget for the next fiscal year which is presented to the membership for approval at the last meeting of the calendar year

RECORD KEEPING

14. Maintains a notebook of information relating to each aspect of presidency (correspondence, minutes, activities, newsletters, scholarship information, annual events, TCW contact information) These may be used by incoming president as reference
15. Keeps an annual archive of minutes from monthly meetings, Executive/Board meetings, & budget reports.
16. Passes permanent records to next elected President with all correspondence to and from the IRS: organization’s application & approval for tax exemption as a charitable 501(c)6 organization status & all amendments to the By-Laws of organization

 NEWSLETTER

17. Appoints a Chairwoman to do the newsletter & proofs it before it is sent to membership

TCW RESPONSIBILITIES

18. Attends TCW Board of Directors meetings if possible (as President of HCCW you are a member of the TCW State Board of Directors)
19. Attends TCW Conventions if possible
20. Becomes a member of American National CattleWomen (annual dues $50); may contact TCW President or go to ANCW website for membership form
21. Reminds Standing Committee Chair Women of TCW Beef Activity Reports that are required within 30 days of activity/event. Treasurer shall prepare the TCW expense that includes receipts.  Any reports are also forwarded to the President.
22. Prepares a Spring and a Fall Chapter Activity/Event Report to be presented at the TCW conference or sent via email if unable to attend. (includes all activities HCCW participated in for the period)

 ADDITIONALGUIDELINES FOR PRESIDENT

• Reminds the membership of the goals and activities of HCCW & encourages participation
• Is judicious when choosing members to serve, making sure they are aware of their responsibilities & are able to carry them out in a competent way following our guidelines for that position (i.e. Scholarships must be awarded during the last 3 weeks of June, so those serving must be available to meet at that time)
• Makes decisions in the best interest of organization using established By-Laws & Standing Rules at all times
• Maintains an inventory of HCCW Logo stationary for correspondence (may be ordered by current Treasurer)
• Keeps in mind we are a non-political organization & cannot endorse any candidate or party as a 501(c)6