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THE WISH LIST AUXILIARY BOARD VOLUNTEER JOB DESCRIPTIONS

MISSION The Wish List Auxiliary is dedicated to providing for the emotional and psychological needs of the children in the way of toys, games and other supplies for the children activity centers at Children's Memorial

VISION Our vision is inspired by the courage of children and families. It is sustained by the extraordinary contributions of compassionate, knowledgeable, dedicated staff and volunteers and built upon a strong tradition started in 1882 of providing unsurpassed health care for children. The Wish List Auxiliary Board was born out of the volunteer office by dedicated volunteers that realized that there simply were not enough supplies to support the vision of hospital.


EXECUTIVE COMMITTEE Collectively serve as an oversight body to the board to ensure that appropriate, effective methods are established and followed in the operation and implementation of the board’s objectives. President/Co-Chair Treasurer Secretary Membership Marketing/Public Relations Advisor


PRESIDENT/CO-CHAIR The President/Co-Chair will provide leadership to the Wish List members ensuring that the committees work together effectively to fulfill the fundraising commitment of the board as well as work in partnership with the Foundation staff. ROLE: •

Serve a two (2) year term.

This role will require approximately 5-10 hours a week in addition to the meetings.

Communicate to the board members the mission of vision of the board and hospital.

Act as an ambassador for the board and Children’s Memorial, ensuring the board has a high profile locally and positive relationships with other organizations and individuals.

Ensure the board works closely with the Foundation staff seeking help and support where appropriate.

Ensure that the committees work together as an effective team, taking collective responsibility for decisions and actions.

Ensure that the board operates within the law and in accordance with the Children’s Memorial guidelines.

Ensure that effective action is taken to resolve any disputes which may arise, in line with CMH procedures, referring serious issues to the Foundation staff.

Preside over the General Board meetings.

Delegate responsibilities when appropriate.

Serve as Ex-officio member of the CMF Board of Directors of the Foundation and serve as a liaison of the board.

Create a schedule of meeting dates/times for the year.

Set goals and budgets with the assistance of the Executive Committee and Foundation staff.


Create a relationship with Children’s Memorial volunteer office.

Speak at the hospital’s volunteer orientation meeting regarding the board.

Work closely with the Secretary to prepare the meeting agenda and send out meeting notices for the board meetings.

Review and approve major contracts and grants with the assistance of the Foundation staff.

Assist in reviewing the committee and membership performance and survey evaluations.

Work closely with the Secretary to ensure the appropriate distribution of guidelines and procedures.

Research and discuss issues with the Executive Committee before decisions are made.

With the assistance of the Executive Committee, fill a vacancy when one arises on the board.

Assist in the approval of policies for the effective, efficient, and costeffective operation of the board.

With the assistance from the Secretary, ensure that all materials received from the Foundation staff are distributed.

Troubleshoot when necessary.

Ensure a smooth transition of office to successor.


TREASURER The Treasurer will oversee all board financial activities, provide financial advice and information to the committees, and report on the board finances to the board and CMH. ROLE: •

Serve a one (1) year term.

Acting as one of the signatories to the board’s bank account and dealing with the boards bankers.

Add the appropriate signatories to the board’s bank account as requested.

Assist in the collection of membership dues ( if applicable)

Assist in the collection of uncollected funds.

Prepare and distribute all financial reports to the Executive Committee and Foundation staff on a monthly basis.

Ensure the receipting of all monetary contributions.

Make deposits as needed.

Distribute checks for payment with approval from the President.

Oversee the management of funds at events.

Assist in inputting of donations from events into the Events.org program.

Ensure a smooth transition of office to successor.


SECRETARY The Secretary will ensure communication within the board and Children’s Memorial as well as other organizations and individuals. ROLE: •

Serve a one (1) year term.

Work closely with President/Co-Chairs and Foundation staff.

Responsible for the transcription and distribution of minutes.

Maintain a log book of all board meeting minutes.

Record member attendance at the meetings.

Assist with the compiling and reporting of membership performance evaluations and survey information annually.

Document all activities of the members in a spreadsheet to be used for performance evaluations.

Attend each board meeting or obtain a replacement in your absence.

Distribute group e-mails forwarded from the Foundation as needed.

Check the Wish List voicemail daily.

Take note of board members' ideas as they arise and make sure they are brought forward onto the next agenda.

Ensure a smooth transition of office to successor.


MEMBERSHIP The Membership Chair will ensure that accurate Board membership records are available to the committee and details of board members are accurate and up-to-date. ROLE: •

Serve a one (1) year term.

File membership forms of all members as a record of membership.

Record the details of new board members and ensure these details are forwarded to the board and Foundation staff.

Educate and mentor new members regarding guidelines of the board and CMH.

Schedule new member interview with Executive Committee.

Provide the board and Foundation staff with any changes of membership or committee.

Ensure the membership details are held in strict confidence and made available only to those within the board and Foundation staff.

With the assistance of the Foundation staff, ensure new board members receive proper orientation and other necessary training and are provided with a new member booklet and arranged a tour of the hospital.

Assist in the preparation of Wish List letterhead.

Compile and report membership performance evaluations and survey information annually.

Provide resigning members with “exit” evaluation form.

Ensure a smooth transition of office to successor.


MARKETING/PUBLIC RELATIONS Marketing/Public Relations Chair will help promote awareness regarding the Wish List Auxiliary Board and CMH and to help publicize events and the work of the Wish List within the community. ROLE: •

Serves a one (1) year term.

Develop links with the local media, getting to know relevant journalists and their deadlines.

Represent the board and CMH to the local media.

Identify opportunities for the board to make public statements which can gain media coverage (liaise with the President/Co-Chair and Foundation staff).

Arrange publicity for board services, meetings and events (if applicable)

Promote the work and views of the board and CMH.

Be aware of the CMH official policies or views on specific issues.

Ensure a smooth transition of office to successor.


WEB EDITOR The Web Editor maintain the information on the site and ensure the information is accurate and up-to-date for visiting guest and others interested in the work of the board. ROLE: •

Serve a one (1) year term.

Will help in the set-up of the Events.org program for fundraising events.

Produce and maintain regular up-to-date web pages to keep members in touch with board activities (in close liaison with the board committee).

Produce and maintain an up-to-date Board events web page which members can use to find out about forthcoming events that are in the area - particularly those that the board is hosting.

Produce and maintain a web page from which members can download copies of the current board event invitations or materials.

Produce and maintain an up-to-date News web page keeping members informed of all news relating to the board and other news relevant to CMH.

Create a web page indicating to members the current meeting dates and location.

Create and maintain a web page to advertise for new volunteers for the board.

Ensure a smooth transition of office to successor.


EVENT COMMITTEES All committees serve a one (1) year term Production •

Assist in obtaining a venue for fundraising events and credit a binder of venue location for future use.

Attend site walkthrough with President or\Co-Chair or other member.

Ensure that appropriate licenses, permits, insurance cover etc. is in place for fundraising events.

Assist with food selection for fundraising events.

Arrange a reservation committee for all fundraising events. This committee will also help facilitate all responses in the Events.org program.

Work closely with the Logistics committee.

Produce a sub-committee where necessary, to plan and arrange support.

Report weekly progress to President/Co-Chair and Foundation staff.

Administration •

Facilitate the conception and distribution of the save-the-date and event invitation.

Set up a save-the-date or invitation addressing meeting (if applicable).

Ensure the event details are forwarded to the PR Chair, board and Foundation staff.

Assist in obtaining a printer for the save-the-date, invitations, program book, silent auction bid sheets, etc.


Report weekly progress to President/Co-Chair and Foundation staff.

Produce a sub-committee where necessary, to plan and arrange support.

Entertainment •

Assist in obtaining entertainment for the event and report to President/Co-Chair and board.

Work with Administration/Production committee to ensure necessary audio visual equipment is provided for entertainment.

Produce a sub-committee where necessary, to plan and arrange support.

Silent Auction •

With the assistance from the Foundation staff, assist in the creation of a silent auction solicitation letter and auction donation form.

Provide members with current silent auction solicitation list for revisions and updating revisions in spreadsheet.

Manage the mailing of silent auction materials.

Assist in the input of silent auction contributions in the Events.org program.

Manage the production and delivery of the silent auction program book.

Help facilitate the collection of the silent auction contributions.

Coordinate silent auction table décor to reflect the creative direction of the fundraising event.

Help in the grouping of the silent auction contributions in a package, creating an appropriate title for each package and generate minimum bids and bid increments for each package.


Assist in the collection of uncollected funds.

Facilitate set-up of the silent auction area day of the event.

Produce a sub-committee where necessary, to plan and arrange support.


Logistics •

Coordinate and obtain volunteers in relation to fundraising activities.

Contact volunteers to ensure attendance, time of arrival, length of stay, etc. at events.

Work closely with all committees but especially the Production committee and attend the touring of potential fundraising venues, etc…

Help with the coordination of delivery and drop-off of supplies, silent auction items etc. for events. Have twenty-four hours messenger service company information available the night of event if needed.

Work with Administration/Production to ensure the services of the shipping and receiving loading dock area. i.e. time etc.

Work with silent auction and entertainment chair for placement of auction items and table set-up.

Produce a sub-committee where necessary, to plan and arrange support.

Sponsorship •

Maintain a sponsorship database of potential sponsors.

Identify potential sponsors by obtaining a list from board members.

Forward list to CMH for approval to proceed with solicitation or CMH will collaborate solicitation with another board that is soliciting the same company.

Help with the preparation and distribution of sponsorship packets by mail or e-mail or hand delivered.

Assist and recruit members to assist with the follow-up of mailed or email or hand delivered sponsorship packets.

Help in the preparation of sponsorship solicitation letters and sponsorship opportunities packets.

Ensure all sponsor contractual agreements are communicated.

Ensure that all sponsorship participants receive the exposure and signage that is associated with their sponsorship commitment.

Ensure that Sponsors receive the benefits they are entitled.

Produce a sub-committee where necessary, to plan and arrange support.

place.


Wish List Board Positions  

Document that describes the duties and responsibilities of the Children's Memorial Wish List Auxiliary Board.

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