Board Members

The WVCIDC Membership Chairperson is responsible for maintaining the Club’s membership roster and acting as a liaison between the general membership and the WVCIDC Board.

Scope of Position

• Act as the spokesperson for member recruiting. Be available to provide information and recruit West Valley students to become members of the Club.
• Help coordinate and attend the “Fall and Spring Kickoff Events” and all other membership drives.
• Sign up new and renewal members and collect payments. Forward membership fees to Treasurer.
• Send “Membership Letter”, by email, to all members after processing is complete.
• Create and maintain an updated Membership Roster and also the List of Past Members.
• Periodically check Membership Drop box located in the Design Library and re-stock payment envelopes.
• Attend at least one Board meeting per month.

The WVCIDC Design Library Chair maintains and updates the materials and information in the Club sponsored Design Resource Center. The Chairperson also ensures that the room itself is kept in a presentable manner and also gather and maintain design materials. This is a great opportunity to meet with vendors and learn about the various materials. Responsibilities can be shares with many Co-chairs. Will also, coordinate with Architecture Club and Fashion Design Club presidents to ensure all students respect the space and have resources available.

Scope of Position

• Make sure sample materials are organized and labeled, so that all interior design students can easily locate items needed.
• Communicate with designers, vendors and other persons who have items they would like to donate. Travel to pick them up or meet the donor at West Valley. Also, communicate with other students who have obtained samples.
• Coordinate with RAFT and other facilities to pass on the donated items, which the Design Library cannot use.
• Occasionally, contact vendors to obtain specific materials requested by students.
• Maintain the supply of office supplies, which are available for the students use. These include staplers, pens, scissors, paper cutters, etc.
• Maintain and update magazines on a monthly basis. New copies are put in the plastic covers.
• Maintain Textbook and reference library. All items are to be kept on location.
• Organize Design Library cleanup days, if necessary.
• Recruit volunteers to assist as Design Library committee members, as needed.
• Attend at least one Board meeting per month.

The Activities Chair works with the President to coordinate seminars, workshops, tours, or further activities that enhance student’s educational experience. Responsible for Club hosted events only, including one kickoff and one or more other events per semester.

Scope of Position

• Contact possible speakers/facility guides/workshop leaders, with Presidents guidance
• Collaborate with Communications Chair, if necessary, to advertise and organize the event.
• The Activities Chair also works closely with the Hospitality Chair.
• Organize meeting facilities if necessary.
• Organize an Activities Sub-Committee if needed.
• Attend at least one IDC Board meeting per month.

Order and Serve Food for Club Events

Your responsibility is to help the activities Chairperson (and possibly President) with Club sponsored events.

• This traditionally includes one membership drive, one Club speaker event, and one social event, per semester
• Liaisons usually take care of their own events but you may be asked to assist.
• The Spring Graduation Event is a large event (usually 50 guests). This event is done by committee. You will help lead hospitality for the event with assistance.

Assist with Decoration and Food Presentation Based on Event Concept

• As designers, all our events are based on a loose concept therefore some creativity is always appreciated.
• Work with the Activities chair to help with table décor and seating floor plan for event. Tablecloths, runner and flower vases are located in Hospitality cabinet.

Hospitality Cabinet

• The hospitality cabinet is your responsibility to keep organized.
• It contains serving utensils, napkins, plates, cups, vases, etc. that you will need.
• You will keep track of inventory and purchase any items when necessary.

Design Resource Center

• Since there is a microwave and coffee maker, many students use the area as a kitchenette. Supplies of cups, napkins, fork, and spoons should also be stocked in the cabinet under the microwave.
• It will be the responsibility of all Board members to help clean and maintain the area - along with the Student Body.
• Please share any concerns or proposals for this area with the President.

Resources for Food

• FYI – West Valley is known by our design professionals as having the best food, but no pressure here ☺
• For on campus events, the Campus Café would like “right of first refusal”
  • Campus Café Contact: Anwar Mustafa (408) 741-2026 or [email protected]
  • He will work with you if you have an idea of what you want and pricing will robably be a “per person basis”
• Also feel free to ask Board members if they have a special dish or dessert they would like to prepare for the event. A combination of store bought, catered and homemade dishes are always popular.
• Remember to provide vegetarian and gluten-free options as it is getting more common.
• Costco is usually the main source, especially for salads and drinks.

Reimbursement of Funds

You will be asked to put purchases on your credit card and file a reimbursement form. Usually takes two weeks to get a check from West Valley College.

The role of Communications chair is still being defined since the roles of Communications Chair and Web Master have recently been combined. As a Board we welcome new ideas and the sharing of your expertise.

Responsibilities

• Create Club Flyers – work with President and Activities chair to create flyers of the upcoming events.
• Distribute the Club information to our students and social media, including:
  • Posting to website
  • Posting to social media accounts
  • Posting flyers on Classroom and DRC doors
  • For quality assurance and coordination, be sure to confirm with the President before distributing any of this information, especially to Diane.
• Assist Association Reps/Liaisons
  • You will occasionally be asked to help the ASID, NKBA and IIDA Reps in creating flyers and posting around campus, to the website and to social media.
  • Therefore, it is best if you stay current on all Club, ASID, NKBA and IIDA activities.

It has been discussed by the previous Boards that getting information to our students is our biggest challenge. Communicating quality information on a consistent basis is key. Therefore, we have created procedures for sharing our information.

• Class Representative Program: A Rep in each class will share our current Club information and get students excited about and committed to attend events. The Communications chair maintains a list of reps and organizes the information for them to present to their class.

As new Communications chair, you have a great opportunity to further develop this position in a way that reflects your interests and strengths. Any new ideas are to be presented to the board at monthly meetings.

Sites You Are Responsible for Maintaining

• Club Website (Currently Under Construction)
• Facebook (Current Administrator: Yolanda Ng)
• Google Doc Calendar: You will be responsible for adding all events, Board meetings and school related dates to the wvcidc.org Google calendar. Liaisons and Philanthropy will be responsible to add theirs but you should verify that they are staying up to date with their postings.
• Instagram

Project Leader

• Serve as project manager and coordinate with Faculty Advisor
• Coordinate the staffing of the design team. Usually 5-6 total, based on size of project
• Be the contact person when communicating with Client and advisor
• Set-up meeting schedule and agenda, Create Dropbox folders to document project

Investigate Possible Projects

• Faculty advisors may bring an opportunity to the Club Board, also possible campus projects
• Students may have contacts they wish for you to follow-up one
• Searching out projects you might want to work on
• Projects that can be completed within one semester are the best. Students have a hard time committing to a longer period than that. A larger project could be broken down into stages if documented well enough.

Portfolio of Projects

• Upon completion of the project, it is your responsibility to work with the team to put together a portfolio presentation of the design process and other details of the project.
• This presentation helps students view the entire design process and a complete set of documents, along with the final design presentation that was presented to the client.
• Students can use this portfolio as part of their personal portfolio noting their contributions to the team project.
• You will have the collection of Philanthropy Portfolios available to view at Club recruiting events. These are kept in the large black portfolio found in the Club cabinets.
• The Dropbox also needs to be cleaned up.
• A folder has been set up for each Philanthropy project completed to far.

Recruiting

• An “Application Template” has been created and filed in the Philanthropy Dropbox file folder
• During membership drives, you may encourage students to complete the form so you have a source of names for future projects. Sometimes only one or two students may be needed for a project and this is a great place to start.
• Philanthropy opportunities are a benefit of being a Club member! Once a project is identified, an email will be sent to all current Club members. We will offer the position to Club members first. If we need to open it to the whole student body, we encourage them to still join the Club.
• Once an application is received, it is filed in the Dropbox/Philanthropy/student_applications

Ainsley House

• Ainsley House is a historic house museum located in downtown Campbell.
• We have participated in their holiday event for the past 3 years with great success.
• We should get an email in September asking us to participate. There is usually a theme and we are able to choose which room we are interested in decorating.
• This is a great project for newer student as it is mostly a “decorating Project”
• A team of 5-6 works best. Recruit and begin this project early as installation is usually the week before Thanksgiving.