NYSOMOTC EXECUTIVE BOARD

OFFICERS

President: serves as the official representative of the NYSOMOTC. She works with the Executive Board to provide a smooth-running organization., initiate projects and ideas, answer questions and resolve conflict. She appoints the Parliamentarian and the Advisor as well as Standing Committees and special committee chairmen. She works with the State Meeting Chairmen to insure the success of the annual State Meeting.

Vice President: serves as the second in command working closely with the President. As the official State-Clubs Liaison, she handles all matters related to the Membership and encourages non-member clubs to join.

Treasurer: has the custody of the State Organization’s funds and the Eleanor Siegel Fund. She works with the President to formulate a proposed budget each year. She is responsible to prepare the financial statements during the year and prepares the financial books for audit at the State Meeting.

Recording Secretary: records the business of the annual State Meeting and all Executive Board meetings. She is responsible for Roll Call at all the meetings. Using her notes and the tape recordings, she works with the Minutes Approval Committee [2 members appointed by the President] to produce a final draft of the minutes which are copied and mailed out to the appropriate people.

Advisor: appointed by the President, she provides guidance and counsel to the Officers, Chairmen and the member clubs She obtains the gift plaque for the outgoing president.

Parliamentarian: appointed by the President, she impartially interprets and explains the rules governing the State Organization to insure that business is conducted in the proper manner. She is responsible for revising/amending the Bylaws and Standing Rules, the certification and distribution of credentials and voting process at the State Meeting.

STANDING COMMITTEES

Archivist: is the custodian of the permanent records and memorabilia of the State Organization. She determines the historical value of individual files, preserving the materials, maintaining a record of material saved and assisting those who request her help.

Calligraphy: prepares the certificates for the Executive Board members and contests’ winners, which are presented at the annual State Meeting. She maintains the memorial book for the Eleanor Siegel Memorial Fund.

Chaplain: presents the opening and closing reflection prayers at the annual State Meetings, conducts the Memorial Service at the Saturday General Meeting and offers Grace at the Saturday Luncheon. She prepares the Memorial Page for the convention program booklet. On behalf of the NYSOMOTC, she may send cards of sympathy or congratulations to local club members as needed, as well as acknowledge memorial donations received for the Eleanor Siegel Memorial Fund or the Marie Simmons Scholarship Fund.

Club Banner Chairman: coordinates all phases of the contest including selecting a theme, communicating the rules and obtaining the judges. She works with the State Meeting Chairman to arrange the contest set-up, display and judging times. She prepares the Certificates of Participation, announces the contest winners and presents the awards at the State Meeting.

Historian: adds to the history of the organization with documents such as minutes, year-end reports, newsletters and photos. She has custody of all photo albums and historical scrapbooks and displays them at the annual State Meeting.

Librarian: a resource person for the board members and local clubs, she keeps an updated list of material regarding multiples.

Marie Simmons Scholarship Committee Chairman: provides the applications upon request and receives all documentation from the applicants, which she then distributes to the Committee members, for judging She notifies the President, Vice president, MSS Treasurer and the Committee the scholarship winners and presents the awards.

MSS Committee: members review and judge the applications sent by the Chairman.

MSS Fundraiser: prepares and distributes materials for the annual Calendar Fundraiser Fundraiser which runs from October to March. She collects the money and tally sheets from the clubs and presents a financial report at the annual State Meeting. She selects the winning date at the Saturday General Meeting and awards the cash prize.

MSSF Treasurer: keeps an accurate accounting of all money transactions pertaining to the Marie Simmons Scholarship Fund and presents the financial records for audit at the State Meeting.

Membership Pins Chairman: maintains an updated attendance record for each member and guest registered at the State Meeting each year. She obtains the pins and assists the President in the pin presentation ceremony at the State Meeting.

Midterm Board Chairman: coordinates the Midterm Board Meeting which is held in October. She works closely with the hotel and the President to assure a smooth running meeting.

Newsletter Contest Chairman: coordinates all phases of the contest , communicating the rules, and obtaining the judges. She prepares and presents the Certificates of Participation, announces the winners and presents the awards at the State Meeting. She arranges for the plaque to be engraved.

Newsletter Editor: receives articles, edits, prints and mails the Presidential Papers, the official newsletter of the State Organization. She maintains the organization’s database, provides mailing labels as needed and publishes the Executive Board and Member Clubs Directories.

Nominating Committee Chairman: an elected position, she works with her committee to seek and select the nominees for the annual election of Officers of the State Organization She distributes and collects resume forms; assures that individuals are eligible for the positions for which they are being considered and works with her committee to select the nominees. She prepares the list of eligible candidates for the election of the Nominating Chairman and Committee members and prepares the Installation Ceremony.

Nominating Committee Member: four women are elected for this committee. They work with the Nominating Chairman to seek and select the nominees for the annual elections of Officers.

Photographer: creates a pictorial history of the State Organization at the annual meetings. She will provide one set of photos to the Historian and one to the hosting club.

Procedure Manual Chairman: prepares revisions as approved by the board and distributes them to the Executive Board and the State Reps at the State Meeting She collects and distributes the state manuals and badges. She prepares and distributes the State Rep packets.

Publicity Chairman: works with the State Meeting Chairman to develop a news release about the State Meeting both in their city and for use by the local clubs.

Research Chairman: acts as liaison between the State Organization and persons engaged in research projects involving multiple birth children. She provides a research project each year and report findings to the membership.

State Meeting Chairman: organizes and coordinates the annual State Meeting being hosted by her local club, adhering to the organization’s guidelines. This is a two-year planning process.

State Meeting Liaison: usually the past State Meeting Chairman, she advices and assists the current and future State Mtg. Chairmen in any way she can. She tabulates the Evaluation Forms and reports the results to the membership.

State/National Liaison: communicates information between the two organizations. She is in charge of preparing and placing ad from State in the National Convention journal with the approval of the Executive Board.

Twin Data Registry Chairman: collects the Twin Registry Forms from member clubs and enters information into a database which may be used for future research projects.

Twin Photo Registry Chairman: collects photos of members and their family for the photo registry which is a permanent pictorial record of the State Organization membership.

Ways & Means Chairman: coordinates and organizes the Chinese Auction, a State Fundraiser conducted at the State Meeting. She obtains donations of a raffle gift from each club in attendance, arranges set up, sells the raffle tickets and distributes the prizes. She presents a sales report at the Sunday Executive Board meeting.

Webmaster: maintains the State’s website, with the approval of the President and/or the Executive Board. She must be able to keep the website functional, informative and up to date on a regular basis.

Revised 2006