Dear Hope Club Officers,
I am writing to inform you of some of the responsibilities that will required of all club officers. In the past, we have had members holding special titles and not actually making any special contributions to the club. From now on, we will be asking each officer to be accountable for specific duties and responsibilities befitting the office being held.
IMPORTANT: IF YOU SERVE YOUR CLUB AS A LEADER, YOU MUST DEDICATE YOUR HOURS AND SERVICES TO THE FULLEST AND FOR THE ENTIRE DURATION OF THE TERM IN ORDER TO BE RECOGNIZED AS A LEADER. YOUR RECOGNITION AND CERTIFICATION DEPEND SOLELY ON THE INTEGRITY OF YOUR ACTIVITIES AND THE REPORTS YOU SUBMIT.
This is a general description of what will be required for each position:
- Hope Junior Board Members: The main task will be guiding and assisting Hope Clubs in their chapter by communicating with the Hope headquarter. Hold at least two board meetings per month to go over their chapter’s Hope Club activities. Make sure their Hope Club’s are in compliance with weekly, monthly, and yearly activities. Submit monthly report for each Hope Club’s activities including financial report. Submit annual chapter forms and updating any changes to the forms as needed.
- President: The main task will be maintaining close communication with the Hope Junior Board Members of the chapter. This may involve emails, Kakao chats, voice chats, and group meetings. You will be held accountable for disseminating all necessary information to your club members.
- Vice President: The main task will be tracking and reporting of member volunteer hours on a regular basis. The information will be kept on Google Documents that will be made available to the management staff. You will be accountable for tracking the hours earned by each member from each activity and reporting the hours to us.
- Treasurer: The main task will be producing financial projections and reports. These reports will be maintained on Google Documents that will be made available to the management staff. In the past, parents had taken too much control over the finances, with the students not knowing anything about the details of their financial transactions. This is not in keeping with the goals of our organization. From now on, the treasurer will be accountable for handling all money transactions.
- Secretary: The main task will be maintaining public records and publishing public information on our website. You will need to upload the Minutes of Meetings for each meeting held, and you will create web posts for each of your club activities so that the public can see and read about your activities.
- Other Positions: Aside from the four offices, other general members can also hold special positions—as a person in charge of one specific task, or as a chairperson for some committee. Each position and title is a valuable experience that you can list on your college application. Please try to come up with special positions so that your general members can feel more motivated and more involved. Here are some ideas:
- Photo Documenter – in charge of taking photos of all events.
- Club Blog Editor – in charge of posting articles on the website.
- Chairperson for (____) committee: You can have a committee for each of the projects that you’re involved in, such as Cleanups, Recycling, Garage Sales, etc.
The duties described above are mandatory for each office. We will not be rewarding anyone for leadership roles if they do not take on leadership responsibilities. If you do not want these responsibilities, please give up your position for someone else who is willing.
Each person will be on a “three-strikes” system as far as I am concerned. For each instance of your failure to fulfill your duties, you will receive a strike. If you have three strikes, I will not recommend you for any leadership awards at the end of the year. My recommendation is not the sole determining factor for your receiving an award, but it will significantly affect your chances of earning awards.
For each role, I will be communicating with you individually to provide the necessary training. Please be sure to check your emails regularly.
We have great plans for this year. I am looking forward to working with each of you closely. Please remember that anything we ask of you is not for our benefit, but for your own—for you to build up your resume with a full list of accomplishments, and for you to learn real leadership skills along the way.