Our work is never done but always well done!
Presidents_Letter (2006 | 2007 | 2008 | 2009 | 2010 | 2011 | 2012 | 2013)
Dance Invitations (By venu)
Guest Invitations (By individuals)
Mailing_Lists_and_Roster (Most current | Historical)
One week prior to the Board meeting, send an E-mail to the Board members as a reminder of the next meeting, which is to be held on the first Thursday of February, April, June, August, October and December. Advise time and location. It is assumed each member will attend and if not, he/she is to call the hostess and advise.
Attend meeting, take minutes, read any sent/received correspondence. Accept Treasurer reports and other written reports for inclusion in the Starlighters book. Note that it is important to have all of the details for the next dance to put on the invitation.
Have a good time here with friends.
E-mail the minutes (w/o any attachments) to Board members and ask for comments to ensure that all important business is documented. The minutes act as a reminder to those who must take action before the next dance or Board meeting
Obtain President’s Letter from the President. Note date on invitation for return of reservations should be 10 days prior to dance. Look it over for any obvious errors. Complete invitation with directional maps on the reverse side to dance and cocktail party location. See master maps in back of minutes book.
Prepare labels and envelopes for all members and known guests.
Prepare enclosure envelopes for Treasurer and insert them in member envelopes. Hold all this aside until 4th week. Note that the treasurer and the hostess know who is attending the dances- the secretary does not know.
Copy documents for mailing.
a. Invitation (2-sides) in yellow paper (10 extra for guests) for the dances which are held on the 3rd Saturday in January, March, May, July, September and November. Show directions to the venue and the home for cocktails, if any. Keep a list of guests invited for future reference.
b. President’s Letter (2-sides if necessary) in light blue. Attach hand-written post-it note to each of the 4-5 couples bringing hors d’oeuvres (if any) as a reminder. Get this info from hostess.
c. February mailing to include annual dues statement.
d. Updated Membership Roster (April mailing ) and special notices/lists in white.
e. You may be requested to send guest invitations prior to the dance. The President’s letter is not mailed to the guests.
Mail completed envelopes paying for all charges out of pocket. Get receipts from post office.
Prepare invoice and mail to Treasurer for reimbursement of all expenses incurred.
Lastly, coordinate any changes in addresses, or phone numbers, withdrawals, etc with the Membership Chairman. Remember to up-date your labels accordingly.
NOW YOUR MONTH’S WORK IS COMPLETED, OFF DUTY FOR THE DANCE MONTH, THEN START ALL OVER AGAIN THE FOLLOWING MONTH.