The Chelmsford Mothers’ Club Guidelines

A.     Purpose

        The Chelmsford Mothers’ Club was formed to provide a support network for Mothers with infants and young children as a means of easing the transitions of parenthood and decreasing the isolation that may accompany the early years.

   The club provides support, companionship, information exchange, parental education, and fun.  Our activities may include monthly meetings with speakers and/or group discussions, newsletter, support groups, information about local programs and entertainment, playgroups, lending library, socials, educational outings, In-A-Pinch, Moms Night Out, and children’s activities.

   The club is a non-profit organization that can be used as a forum to discuss current issues and concerns of young families.  The club is non-political, non-partisan, non-sectarian, and does not endorse issues and/or candidates.

B.     Membership and Dues

        The club is comprised of mothers and mothers-to-be.  Membership is not limited by size or by geography at this time but the Board has the discretion to limit membership if it deems necessary.  

        There is an annual membership fee that must be paid in full by the second meeting attended.  Dues may be raised by a majority vote by the Board.  A nominal fee is charged to non-members wishing to attend a general meeting, after their initial meeting.  Renewal dues must be paid by the due date or membership will be suspended.

        Confidential financial scholarships for membership dues are available.

C.     Meetings

  The general membership meets once a month.  The Board meets once a month or as needed.   Members are invited to attend Board meetings at any time

  Infants up to six months only may accompany mothers to our monthly general meetings (unless there are special circumstances).

D.   Cancellation Policy 

    In the case of inclement weather on the day or evening of a scheduled Mother’s Club event, please check your email for notice of cancellations.   We will try to send out a group email as soon as possible when an event is cancelled.   If the Chelmsford School System has cancelled school or their after-school programs, we will also cancel our events.

E.   General Club Courtesies

A.        When children attend social functions, parents are held responsible for their child’s behavior.  As a common courtesy, a disruptive child should be removed from the social gathering until the child can reenter without distracting or causing upset to other members.

B.         We request that members and their children not attend playgroups or social functions when they are ill.

C.        The club is not to be used as a means to solicit goods or services.   The membership list is to be used for CMC purposes only.

D.        We encourage direct communication among our members.

E.         Members are asked not to bring materials about home businesses or services to general meetings.   Members are able to advertise in the newsletter and list any businesses or services on the Membership List.  

The Board is made up of officers and chairpersons.  The Board meets once a month or as needed, October through September.  Any past board officer may sit on the Board as honorary members.   An emergency meeting of the Board may be called at the discretion of the President.

 The officers of the club shall be: President, Vice-President, Secretary, Treasurer, and Program Director.  All officer positions may be co-chaired.  The officers shall attend all Board meetings.  If they cannot attend, they shall notify the President.

President:  The President’s job is to oversee all the functions of the club.  She acts as a chairperson of the general meetings and board meetings and she shall preside at all other meetings of the group.  She shall have general supervision of the work of the group and shall be board liaison* for the following coordinators: Newsletter, Publicity, Lending Library, and Web Page.      

 

Vice-President:  The Vice-President shall assume all the duties of the President in her absence.  She shall have general supervision of the work of the group and shall be the board liaison for the following coordinators:  Membership Coordinator, Membership List Coordinator, Welcoming Coordinator, Greeter Coordinator, and Refreshment Coordinator.

 

Secretary:  The Secretary shall record the minutes of all business and Board meetings.  She shall transfer her notes into a permanent record after each meeting.  Omissions, additions, and corrections shall be noted in the permanent records.  She shall handle all correspondence as directed by the President.  She shall call the Board meetings to order and preside in the absence of the President and Vice-President at General Meetings.  She shall maintain the on-line club calendar.  She shall have general supervision of the work of the group and shall be the board liaison for the following coordinators: Playgroup Coordinator, Moms’ and Children’s Activities Coordinator(s), In-A-Pinch Coordinator, Fun Family Booklet Coordinator, and Book Club Coordinator.

 

Treasurer:  The Treasurer shall handle all incoming monies and disbursements for the club.  She shall provide a detailed monthly financial report.  A copy of this report shall be given to the President at each Board meeting.  Club financial books may be audited at the end of the fiscal year.  Elected officers shall not conduct the audit.  She is responsible for filing of all applicable tax forms with the IRS and the state of Massachusetts.  She shall prepare the annual budget with the input of the Board at the start of the fiscal year.  She shall oversee the fundraising portion of the Fun Family Booklet.   She shall have general supervision of the work of the group and be the board liaison for the following coordinators:  Fundraising Coordinator and Community Service Coordinator.

 

Program Director:  The Program Director researches and schedules all programs related to monthly general meetings.  She is responsible for any correspondence with guest speakers and purchases a small thank you gift for them.   Periodically, she prepares a questionnaire that asks what kind of programs and other events (Children’s and Moms Only) members are interested in.  The results of the questionnaire are presented to the Board.   Programs should be related to child development, parenting issues, or of a social nature.  She shall be the board liaison for the Program Coordinator. 

*Board Liaison:  the main function of a board liaison is to be the Coordinator’s communication channel to the board and can function as an advisor to the coordinator if needed.  A board liaison is to keep in touch with the coordinators assigned to her and to provide brief monthly updates to the board if a coordinator is unable to attend the board meeting.  A board liaison is not required to back-fill the coordinators assigned to her.

Newsletter Staff - meets regularly to discuss newsletter contents and assembles the newsletter.  One member is chosen to be the coordinator.  It is her job to notify all staff as to when submissions are due, purchase newsletter supplies and contact any persons necessary for newsletter information.  The newsletter should go out no later than one week prior to the month of the edition.   The newsletter staff consists of the Editor, Layout/Design, Distribution, and Staff Writers.

 

Membership Coordinator - She shall be in charge of membership which includes accepting phone calls and answering questions from prospective members and others interested in the club. 

 

Membership List Coordinator - She shall be in charge of keeping an up to date membership list and processing all membership applications. The coordinator will distribute the membership list each month to the Newsletter committee for mailings and to other board members and chairpersons as necessary.  The membership list is also emailed to all club members every other month.

 

Programs Coordinator – This position works directly with the Program Director to assist in the research and scheduling of general meeting speakers and events.   Sends information packets to all scheduled speakers.

 

Welcoming Coordinator - She shall send out welcome letters to new members and congratulations cards to families with new babies.  Shall contact new or potential members after their first general meeting to establish a friendly contact.  She shall assemble and distribute new member kits to new members after they have officially joined the club.

 

Refreshment Coordinator - Coordinates volunteers to supply refreshments each month.  Sets up coffee, tea, and/or beverages, utensils and paper supplies needed for meeting or special events prior to meeting commencement.

 

Greeter Coordinator -  This position is responsible for coordinating the efforts of the greeters, and to make sure that there are at least 2 greeters at each General Meeting.

 

Greeter(s) - This position is responsible for welcoming all guests to club monthly meetings.  They are to be familiar with all facets of the club so that they can answer any questions that members or prospective members may have.  They will also assist with the set up of the meeting room (ie:  chairs, tables, etc.)

 

Lending Librarian - The librarian houses the lending library and keeps up to date files of lenders.  Also, she submits a short review of a book or video available to members for each newsletter.   She keeps a wish list of books members would like to obtain and purchases these when available.   Responsible for writing thank you notes to people who have donated to the lending library.

 

Publicity Coordinator – Prepares announcements for publication prior to the monthly meeting.   Keeps current list of which publications carry club announcements.  Prepares and updates flyers, posts flyers, and keeps current list of where flyers are posted.  May work with other volunteers.

 

Web Site Coordinator – This position is responsible for maintaining and updating the club web site.  She also checks the club email account periodically and forwards any emails to the correct officer or coordinator.

 

Playgroup Coordinator - Places a playgroup sign-up sheet out at each monthly meeting.  Places children in playgroups according to age of child and keeps a log of playgroups.   Emails playgroup rules to all new playgroup members.

 

In-A-Pinch Coordinator - Places a sign-up sheet out at monthly meetings for volunteers to aid with meals, day care or errands for persons in need.  Actively seeks out those members who may need help and coordinates aid for them.  Provides Newsletter staff with information concerning births.

 

Children's Activities Coordinator – Schedules and coordinates monthly children's activities.  Places sign up sheets at general meetings, sends information about events to newsletter editor and web page coordinator, and sends reminder email prior to scheduled events. 

 

Mom's Night Out Coordinator – Schedules and coordinates monthly outings for members.  Places sign up sheets at general meetings, sends information about events to newsletter editor and web page coordinator, and sends reminder email prior to scheduled events. 

 

Book Club Coordinator – Places a Book Club sign-up sheet at each general meeting.  Responsible for placing members with current book club openings.   Provides information and support to any new book club group being organized.

 

Fundraising Coordinator - Coordinates fund raisers so that the club can bring in extra income.  It is recommended that three fundraisers be coordinated each year, in addition to the Fun Family Booklet.  Coordinator may have a committee to assist with fundraising events.  Coordinator is to provide information to the newsletter staff and publicity chair as to any fund raising activities.  The Board will approve all fundraisers.  

 

Fun Family Book Coordinator – Coordinates the yearly update and publishing of club’s Fun Family Booklet.   Researches current listings and determines if any updates or new additions need to be added.   Contacts listings about potential sponsorship to help defer costs of printing.  

 

Community Service Coordinator - Coordinates community service so that the club can contribute back to the community via donations from members (material or time). 

      A term will be in general a period of 1 year; however, if an officer wishes to stay on she may. (See "A" below.)  In total an officer may serve no longer than 2 consecutive years in one position.

A.     If an officer wishes to stay on an additional year, a vote must be taken at the board meeting.

B.     If more than one-person volunteers for an Officer’s position, a secret-ballot election will be held by the board.  A simple majority wins.

C.     All other positions are filled on a volunteer basis.  If more than one-person volunteers, there is a deciding vote by the board.

D.     The President's, Vice-President’s, Secretary’s, Treasurer’s, and Program Director’s terms shall run from November though October. 

            All chairperson positions shall run from September through August.  There is no term limit on these positions.  When a coordinator position does become open, any member interested in filling that position should approach a Board member to learn about the position.  The Board must vote to approve all new placements in coordinator positions.    Chairperson positions may remain open periodically depending upon the needs and interests of the club.

Prior to the September Board meeting, the Treasurer shall draft an annual budget.  The Board shall then review and provide input for the budget.  The Treasurer shall than make any revisions and provide a final budget to be voted on at the October Board meeting. 

The President must approve all expenses for the club in advance.    Any expense not included in the final budget for the year must be approved by a majority vote of all board members.

The Chelmsford Mothers Club is not responsible for any injury that may take place during any meeting to either a member or a visitor.  All members or visitors are responsible for his or her belongings and the Chelmsford Mothers’ Club is in no way responsible for any stolen or missing articles.  We are in no way responsible for unlawful or harmful actions by a member that may take place during or outside our club activities.