Welcome to the Dow Corning Retirees' Club

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Dow Corning Retirees’ Club
By-Laws Addendum
OFFICER’S positions and Detailed Responsibilities

PRESIDENT & VICE PRESIDENT
PROGRAM COORDINATOR & PROGRAM CO-COORDINATOR
PUBLICITY CHAIRMAN
SPECIAL EVENT COORDINATOR
SECRETARY
TREASURER
WEB MASTER
 

PRESIDENT The President serves as chairman of the club’s Board of Directors, presides at all meetings of the members (Opens and closes all meetings and introduces the event and /or presenters) facilitates actions to further the clubs functions and performs other duties which usually pertain to such office.

DCRC Duties of the President  The President serves as: 

1. Chairman of the club’s Board of Directors and sets the agenda hopefully 1 week prior to the board meeting.

2. Presides at all meetings of the members (Opens and closes all meetings and introduces the event and /or presenters) and generally sends a Thank You note to the Speaker.

3. Facilitates actions to further the clubs functions such as a canvassing of the Board should an important item need deciding between Board meetings.

While the President is the Chair of the Board, the President has no special powers not granted by the Board and has the same voting power as other Directors.  The role is mostly an organizational and ceremonial duty.
 

PROGRAM COORDINATOR The Program Coordinator is responsible for program activities; schedule, entertainment, cost, and quality.

Program Coordinator Responsibilities
PROGRAM LEADER ROLE
    * LUNCHEON LOCATION CONTACTS
    * PROGRAM CALENDAR - THREE YEAR HISTORICAL REFERENCE FILE
        2006
        2007
        2008
    * PROGRAM MONTHLY ATTENDEES – HISTORICAL DATA (Obtained from Treasurer)
    * PROGRAM ANNUAL PLANNING ACTIVITY – BEST PRACTICES 

PROGRAM ACTIVITY BEST PRACTICES
The best practices for Program Leadership involve one or two people as leaders. One person can operate alone effectively, but two people allow a better spread of the overall work load. The use of two leaders also allows for one person to be the leader (chairman) and the other person can operate as the co-leader (co-chairman).  In the latter case, the co-chairman can become the chairman in the subsequent year and another person can join as the new co-chairman. 

The Program Calendar section shows past luncheon meeting schedules. The historical pattern has been to choose the third Wednesday of the month for the monthly meeting dates. That way the Club membership can better plan each month’s attendance based on this routine. Each luncheon date follows an organization pattern as follows: 11 AM we meet to socialize, noon to 1 PM a buffet luncheon is provided and then 1 PM to 2 PM the speaker presents an entertaining topic and handles a few questions. If the speaker is an author, the author’s works could be made available to purchase after the meeting. Sometimes a date needs to be changed because of a speaker’s conflict or because a holiday occurs within that same week. In the latter case, a Wednesday meeting date is chosen one week earlier to avoid the conflict. An entire calendar year of luncheon dates should be planned by the October of the year prior to insure speakers and location dates are not in conflict. 

With a calendar set for a given year, speakers can be contacted to fill the respective dates. Speakers should be confirmed 3-4 months before the desired monthly date. The March date is historically a Dow Corning Corporation executive coming to speak regarding recent activities at DCC. The June date is the annual Club picnic. The October meeting is the annual DCC Retiree Benefits program addressing benefits changes for the coming calendar year. The December meeting is the annual Club Christmas party. All other months are invited speaker luncheon meetings.

Special Events, such as golf outings or other sport or specific interest outings, are put together by the Special Event coordinator, and are incorporated in the event calendar and interfaced the same way with the Publicity chairman and treasurer. 

Invited speakers are chosen based on entertainment and interest level. The speakers are usually ones identified through newspaper or other media announcements as potential speakers. Ideas also can come from the DCRC Board of Directors and a variety of other sources for the suggested speakers. Since the DCRC is not a “for profit” organization, the speakers are usually ones with minimal or no charges associated with their presence. Alternatively the luncheons have also included invited musical groups to entertain. However most cases a speaker is involved for the Program topic.

The Program Location Contact section lists the locations and contacts for each location used in recent years. This list enables the leader(s) to quickly locate the key location person to schedule a future luncheon date. All dates should be confirmed the October of the year prior to avoid conflicts with the desired year’s luncheon dates. The location prices are solicited as a “rolled up” price so it can be directly communicated in DCRC luncheon notices as the actual per person cost being charged. The rolled up cost is food, beverage, small cash bar (for a few wine/beer drinkers), hall rental fees, speaker’s podium, speaker’s microphone, screen, screen shooter use (DCRC owns one screen shooter for use) and any other costs incurred. Each location often uses a contract sent for each month’s meeting date to secure it. The contract itemizes the above costs included in   the rolled up number. One Program leader will need to agree to sign these contracts on behalf of the DCRC. The contracts stipulate the kind of entrée chosen. They do not require a paid deposit. The minimum attendees (usually well below our actual historical attendee data) “may” be stipulated. Actual attendee numbers are communicated to the location from DCRC Treasurer data on the Friday before the Wednesday luncheon date and then again the Monday before the Wednesday luncheon date. This sets the true minimum used within the bill. “Drop ins” are usually held to about 5 people or less. A check is obtained from the DCRC Treasurer and the luncheon bill is paid on the date of the luncheon meeting. The billing covers actual attendee head count OR if attendance is below the minimum stated by DCRC on the Monday before the Wednesday luncheon date, then the Monday minimum number determines this bill calculation. 

TIMELINE PROCESS
June:  Next year’s Program Calendar is 50% complete.  This requires preliminary interface with location contacts and prospective   speakers or performers.

October: Next year Program Calendar is 100% complete.  (Contracts signed with location contacts and commitments made with speakers, entertainers or other performers) 

3 to 4 Months before a specific meeting:  Brief contact with presenter and location contact to assure no changes are made. 

1 Month before meeting:  Confirm with presenter and location contacts the event timing and commitment.  Coordinate with Publicity Chairman the Flyer to be mailed for the meeting.  

3 Weeks before meeting:  Publicity Chairman e-mails master of Flyer to printer and to DC HR Department. 

2 Weeks before meeting:  Publicity Chairman e-mails copy of flyer to Web Master to put on website and sends e-mails media regarding upcoming luncheon.  

The Friday and Monday Before the Meeting:  Check with treasurer on latest member count for the meeting and pass this on to the luncheon location contact.

Day of meeting:  Get latest attendee count from treasurer and relate to luncheon location contact.  Assure presenters podium and equipment is in place and working.      Secure seat(s) for presenter(s) and meet them up on arrival.  Introduce presenter(s) to president for upcoming introduction.

After Presentation:  Thank presenter(s) and pay them if this was part of the agreement and assure a smooth departure.  Collect latest attendee count from treasurer and cost of luncheon for historical tracking.

Note: Pass on any quality problems or performances at this time to facility             contact or shortly after with e-mail or letter.  Additional exchange could happen after the next board meeting.

Possible follow up tasks:  Additional thank you note and/or gift might be sent to the presenter, by the president.

SPECIAL EVENTS COORDINATOR  The Special Event Coordinator is responsible for scheduling and coordinating all special events for focused groups, such as golf outings.  The Special Event Coordinator will follow the process used for any other event coordination. 
Special Events Coordinator Responsibilities

1. Identify the Event for which the club will be sponsoring

2. Identify the timetable needed to accomplish

3. Work with outside vendors/suppliers (i.e. golf courses) for costing, timing, method of payment and any special conditions for the event.

4. Sign contracts (if needed)

5. Work with Publicity Chairman for publishing the event.  Typically two notifications are used.

6. Work with the Treasurer for verifying participants (paid) of the special event.  Provide list of people desiring a refund (if any)

7. Provide final report of cost/expenses/ number of participants.
    

   

SECRETARY The Secretary records the minutes of the club and board meetings, carries on necessary club correspondence, maintains club records other than membership and reports as required to the Board of Directors.

Tasks and Contacts for the Secretary 

1.     From the by-laws-The Secretary records the minutes of club and board meeting, carries on necessary club correspondence, maintains club records other than membership and reports as required by the Board of Directors.
2.     Assemble the Membership Directory. The Treasurer will generate a spreadsheet of paid members, which will contain all the necessary member data.  See List creation from Excel file and follow the directions to create the list of members, addresses, etc.  Update the board membership Table and the new Calendar – Program schedule, which will be provided by the program chairman.  These updates can be copied to the new directory.  Cut and paste the remaining sections such as Privacy Statement and by-laws.  You will need a charge number or cost center number from Julie Hoffman so F.P. Horak can generate the directory from your electronic file and mail it to the members. The 2006 contacts for publishing the directory were Tanya Quackenbush (496-1322) of Dow Corning and Laurie Murphy of F.P Horak.
3.     Update the Letter of Invitation to new retirees.  The Letter of Invitation is designed to inform new retirees of our club and is part of a retirement information packet.  The Dow Corning Contact in 2006 was Lance Moquin (496-3341), who will insert the update into Dow Corning’s New Retiree Package.  We also used the letter to solicit new members who retired, but did not join the club.  The letter was inserted into the Volunteer Action Committee’s Eat Your Heart Out mailing to Dow Corning retirees living in the Midland area.  
4.    Miscellaneous Items. From time to time various miscellaneous items come up.  Preparing a ballot for the election of new board members, coordinating Dow Corning’s $750 in Midland Dollars contribution (from Julie Hoffman) for the annual Christmas Party are a couple of examples from the past.

TREASURER  The Treasurer collects the mail and dues, pays all bills, maintains accurate records of the club’s income, disbursements and club membership and reports the club finances at each Board of Directors meeting.

TREASURER RESPONSIBILITIES
1.    Maintain list of current registered members and past members.
2.    Check post office box for luncheon, golf, member registrations and extraneous mail.
3.    Renew post office box at Rodd Street office each year.
4.    Create list of luncheon registrations for each luncheon.
5.    Five days before luncheon registration deadline send list via email to responsible   board member of members with email addresses not registered for current luncheon.
6.    Friday before luncheon give the tentative count of registrations to Program Chairs.
7.    Check-in people at luncheons or arrange to have someone replace treasurer if not   attending luncheon.
8.    Pay bills and writes rebate checks to members who overpay e.g. cancelled golf      outings.
9.    Balance checkbook, order checks and give monthly report at board meeting.
10.  Purchase name labels and keep adequate supply available for luncheons.
11.  Each year update check book authorization to include current President, Program   Chairs and Treasurer.
12.  Send email list of current members addresses to Publicity Chairman as requested    each month for luncheon mailing.
13.  Once a year send email list of current members including email and phone to      Secretary for creation of annual directory.
14.  Store raffle barrel and bring to annual picnic and Christmas luncheon.
15.  Field questions, late registrations or exceptions for each  luncheon or event.
16.  Create and update the two yearly golf registration lists and forward to event Chair.

PUBLICITY CHAIRMAN  The Publicity Chairman is responsible for generating, maintaining, and mailing event notices and meeting sign ups to all members, and news media.  Membership lists are closely coordinated with the Treasurer to maintain up-to-date address lists.  Also, work with the Program Coordinator for content and timing of events.

PUBLICITY CHAIRPERSON RESPONSIBILITIES

1.      Prepare flyers for luncheon notices.
2.      Request updated membership file (Excel spreadsheet) from treasurer.  Make any changes, deletions (i.e., phone numbers, wife’s name, email address, dues dates). Save.
3.      Send email to appropriate person at Horak with copy to HR co-op with flyer and address files attached.  Allow about one week before required mailing.  Flyer should arrive at retirees’ homes two weeks before reservation deadline.
4.      Include any specific instructions to Horak (i.e., color of paper, date to be mailed, etc.)
5.      Email copy of flyer document to web master to put on web site.
6.      Send emails to newspapers, radio stations regarding upcoming luncheons for publications and announcement in a timely manner. 

Contacts

FP Horak
Lori Murphy - 989/891-1707 or 800/735-6505 ext. 1707
lmurphy@fphorak.com

Dow Corning HR Co-op (contact effective 04/20/07)
Holly Pashak – 989/496-3341
holly.pashak@dowcorning.com 

Radio Stations and Newspapers 

John Telfer
jtelferII@mdn.net
(Note:  Takes about 3-4 business days for something to run in the paper)

 Debbie Duncan
dduncan@bc-times.com
(Note:  2 weeks prior to event reservation deadline) 

Jill Armentrout (989/776-9681)
jarmentrout@thesaginawnews.com
(Note:  3 weeks prior to event reservation deadline)

Cheryl Hale (989/631-7060)
Family Life Radio – The Bulletin Board
cheryl@997.org or wugn@flc.org
(Note:  2 weeks prior to date of event) 

WMPX/WMRX Radio
Mid-Michigan Happenings
WMPX@EJOURNEY.COM
(Note:  2 weeks prior to date of event)

WEB MASTER  The Web Master will be responsible for keeping the DC retirees website up-to-date, in addition to listing the events and timely sending of upcoming event notices to active members e-mail addresses. This work is coordinated with the Publicity Chairman, and other board members. 

 Web Master Responsibilities for Dow Corning Retiree Web Site

1. e-mail members with luncheon updates and other announcements. This activity can be completed by another person if determined by the BOD.
2. Maintain and update web pages with current information for luncheons, special events, and announcements.

Changes were made to the web pages as approved by a committee in Feb 07.  Decision was to make the following changes/enhancements.

This website is maintained on the Dow Corning server and requires a userid and password assigned.  Currently any maintenance is done by using FrontPage.  Dow Corning has provided the club with 3 copies of FrontPage for use by webmasters.  The software has been loaded on the Club laptop.   

1)  E-mail notification is sent to club members of monthly luncheons, special events, or other special announcements.  The notice is sent out 1 week prior to the deadline to the signing up for the event.  The list of e-mail addresses is provided by the treasurer just before the notice of the mailing.   Each e-mail provider has different limitations on the number of people that you can send to.  If you are using outlook, you can easily create one document and create several drafts (10) and then copy the up to 50 e-mail addresses from the excel spreadsheet provided by the treasurer and paste into the bcc field.   Any returned mail should be forwarded to the treasurer to update the master listing of e-mail addresses.
2)  Website to make updates/changes:   http://retirees.dccdev.com/club
Production web site to publish changes to:  http://retirees.dowcorning.com/club
Logon with userID and password as assigned from Dow Corning.  (Last contact Ron Vantol 989-496-8686)

Folder Structure: Each year a new folder should be created with sub folder for Luncheons and special events.

The main folder or Home Page is identified with a House icon called default.htm or the following link : http://retirees.dccdev.com/club/default.htm 

Web Site Routine files to for updating or creation:

Frontpage

Before you publish your web site, you should make sure it is ready by doing the following:

If your Web server has the server extensions or SharePoint Team Services installed, FrontPage can publish your web site using HTTP. Otherwise, you can use FrontPage to publish your web site to an FTP server.

Repair broken hyperlinks

·         All broken hyperlinks in the web site are listed.

If a hyperlink's destination is not in the current web site, the status of the hyperlink is Unknown.

Notes

Update all hyperlinks

1. On the Tools menu, click Recalculate Hyperlinks.
2. Click Yes to confirm.

Publish a web site

If your Internet service provider (ISP) has the Microsoft FrontPage Server Extensions or SharePoint Team Services from Microsoft installed, you can publish to the Web server using HTTP. Otherwise, you can use Microsoft FrontPage to publish your web site to an FTP server.

Note   If you publish to a location on your local computer, your web site will not have the full FrontPage functionality unless your computer is a server that has the server extensions or SharePoint Team Services installed.

Choose one of the following:

Publish to a Web server (HTTP)

Note   If you have previously chosen a publishing destination for this web site, the Publish Destination dialog box will not appear. Proceed to step 4.

3. Click OK.
4. Specify the pages you want to publish.
5. How?

FrontPage publishes your web site to the Web server you specified. If you want to verify that your web site was successfully published, click the hyperlink that is displayed after the web has been published — your web browser will open to the site you just published.

Note   If you cancel publishing in the middle of the operation, files that have already been published remain on the destination Web server.