Board Job Description

Volunteer Job Descriptions

Position Title: President

Project/Purpose

The purpose is to create a clear description of the position for the holder to use as a guideline and a potential nominee to understand the scope of the position. Any nominee needs to understand the effectiveness of this position is directly related to the strength and participation of the other members of the board.

Outline of Volunteer’s Responsibilities or List of Tasks:

Prepare Agenda and Preside over Board Meetings
Appoint committee chairs as required
Assign Tasks as required
Appoint Members of the Nominating Committee
Represent the branch at NorCal and CWC Meetings
Act as schlepper-in-chief for items needed at regular meeting
Encourage networking and innovation for meetings and other activities
Welcome new members and guests
Supply a monthly piece for the newsletter
Attend writing related meetings in the local community
Work with other CWC branches
Act as Wine Steward
Serve on standing and special committee groups when needed, but not head them.
For the year following his/her elected term, as Immediate Past President shall act as a member of the board advising on the context of past decisions and giving input based on past experience with similar items brought for board approval

Outcomes/Goals:

The success of the holder of this position is illustrated by, but limited to, four main areas:

Growth in the size and scope of the Club
- Evidence of continuing innovation and enrichment
- The ability to delegate and thus increase the level of participation by members.
- Holding the office for less than three years

Training and Support Plan:

Prior experience in running a business or a club is best. NO OJT training is available.

Reporting:

Reporting for this position is limited to those occasions when the individual is the only one participating in or attending an event. The president is responsible to post these reports for members on the website.

Time Commitment:

How long is infinity?

On paper, the time commitment might appear to be in the 10-12 hours vicinity. This would include preparing agendas, presiding over the board meeting and regular meeting. Less exact would be prep time for newsletter pieces, attendance at open Mic or club sponsored workshops, working with community organization, emails, web posting, state and NorCal time, etc.

Qualifications Needed:

The best qualification is having prior business or club leadership experience—and the ability to be talked into taking the job.

Benefits:

The president meets a wider circle of members and thus greater networking opportunities. The bio for publisher or agent can include President. Coordinating with members of the board and other statewide writers provides a learning opportunity and potential list of contacts for personal or club benefit.

Position Title: Vice President

Project/Purpose

Outline of Volunteer’s Responsibilities or List of Tasks:

Assume the duties of the president in her/his absence.
Chair the Program Committee
Arrange for monthly meeting venue, work with staff to accommodate seating arrangement
Contact potential speakers. Supply Publicity Committee with guest speaker’s bio, topic, and head shot
Introduce guest speaker, monitor time, and facilitate comment/question time
Arrange for Bookmine to handle book sales if requested by guest speaker
Arrange for member readers, supply Publicity Committee with bio and topic
Introduce member readers, monitor time and facilitate comment/question time

Outcomes/Goals:

The success of the holder of this position is illustrated by, but not limited to finding a permanent venue, appropriate for the image of the Napa Valley Writers Club. Expanding the Publicity Committee to more than one member.

Training and Support Plan:

Prior experience on a board

Reporting:

Monthly report to board regarding member and guest speakers

Time Commitment:

Qualifications Needed:

The best qualification is having prior club leadership experience

Benefits:

The vice president meets a wider circle of members and guest speakers thus greater networking opportunities

Volunteer Job* Description Worksheet

Position Title: Publicity Chair

The Publicity Chair serves as the primary communications link between the Club and the community, as well as the Club and its members. Provide publicity for Club activities and events open to the public, as well as selected events not open to the public, e.g., Club Holiday party.

Responsibilities or List of Tasks:

Make a list, updated at least bi-yearly, of targeted media with information about the process and criteria for submission.
Initiate, design, write and publish all club promotional and publicity materials.
Build relationships with media representatives, providing direct contact information in each targeted outreach.
Promote the Club through local media news releases, online community and regional news outlets, newspaper and online community calendars, recorded local radio Public Services Announcements (PSAs) and social media. Releases should include biographical information, photographs and local slant when appropriate.
Submit member news of new publications, awards, etc., to appropriate media resources, NVW Facebook and Twitter accounts, as well as newsletter editor and Webmaster for their use.
Work in concert with the Club Board, newsletter editor, webmaster, Program Chair and Club’s flyer coordinator / distributor to ensure all outreach is complete and timely.
Attend monthly Board, general meetings and special events and be prepared to answer essential questions regarding publicity and outreach.
Send selected information to other CWC branch publicity chairs.
Make use of Constant Contact for sending periodic announcements.
Assist the Board in the development and implementation of strategic short-term and long-term planning for the Club.
In the event there is a newsletter editor or Webmaster vacancy, Publicity Chair may fill that interim gap.
Media sources should be kept in computer data such as Microsoft Word or Excel.
Develop a list of other outlets for publicity such as local organizations that are amenable to publishing information about our Club events in their newsletter or websites. Get dates for our events on their calendars when possible.
Create imaginative news releases or feature:
A Member’s community award or other such event.
Club news – increase in membership, special awards, events.
Change in meeting location  Formation of new Board of Directors  Milestone – 1 year, 5 year, etc.
Assure Club secretary receives a copy of each press release that is submitted, to be filed by the secretary in the monthly folder that the release was sent.
Take pictures at all club events/functions and write up the news of the event for publication, with assistance of the Club secretary, newsletter editor and Webmaster.

Outcomes/Goals:

The goal of the publicity chair is to be a team player with the Club Board, newsletter editor, webmaster and club members in facilitating the positive attraction of community residents, writers, readers, students, language and other arts groups and media outlets.

The goal of the publicity chair is to grow Napa Valley Writers into a larger resource for writers, readers, booksellers and other arts people in the Napa Valley.

Training and Support Plan:

The incoming publicity chair will receive a binder with the following:

a comprehensive list of media outlets, submission dates and introduction to contacts as appropriate.
Copies of recent releases and PSAs
Copies of publicity committee reports
Face to face training with the outgoing publicity chair.

Reporting:

Monthly Board report of publicity committee outreach and projects, including community releases, newsletter and website news.

Time Commitment:

Approximately 6-10 hours per month, including preparation of news releases for general membership meetings, speaker news releases, Open Mic notices, radio PSA’s for broad community appeal events, Board reports, publicity research, chairing and/or attending meetings.

Qualifications Needed:

Open to any NVW member
Reliable writing, computer and email skills
Organizational and public speaking skills
Enjoy creating relationships Club members, media resources, and the general public
Possess graphic design, layout and artistic abilities
Own and possess the ability to use a digital camera and familiarity with computer photo software.

Benefits:

Opportunity to work with the Board in creating and building a well-respected, desired and gratifying Writers Club. Your outreach and communications are in many ways the face of the Club.

Volunteer Job* Description Worksheet

Position Title: Treasurer

Description: The treasurer keeps track of all money collected and pays bills for the club. He or she balances monthly bank statements and records income and expenses in an excel program. At board meetings they prepare a monthly balance sheet and advise on income and expenses. Once per quarter the treasurer sends financial records to CWC Central.

List of Tasks:

Attends club meetings.

Helps membership chair collect meeting fees.
Maintains a cash bank of $100.00 to use for change if necessary.

Records money collected as income on an excel spreadsheet.

Deposits money at Mechanics Bank.

Pays club bills using check book or debit card.

Records expenses paid out on excel spreadsheet.

Attends board meetings.

1. Prepares a monthly balance sheet to submit as a report showing income and expenses.

Reconciles the monthly bank statement.

Emails quarterly financial reports for CWC Central.

Include 3 months of bank statements.
Include income and expense sheets for quarter.
Include quarterly balance sheet.

When membership dues are paid to the treasurer:

NVW collects $65.00 from a new member. $45.00 is dues and $20.00 is enrollment fee. We retain $35.00 and remit $30.00 to CWC Central Treasury.
NVW collects $45.00 annually from each current member and $20.00 goes to CWC.
For those joining NVW after December 31^st we collect $42.50, $22.50 is dues and $20.00 is the enrollment fee. $30.00 goes to CWC.
Address for CWC Central Treasury: Sharon Svitak, CWC Membership Chair, 7614 Bonniewood Lane, Dublin, CA 94568.

Outcomes/Goals

The goal of the Treasurer is to record and maintain financial records for the club and be responsible for all income and expenses.

Training and Support Plan:

The incoming membership chair will receive:

A board member binder which includes:

NVW Bylaws

CWC Policies and Procedure

Credentials to access website, constant contact, Facebook

Board member contact list

Detailed description of duties, tasks, and timelines

Outgoing training from current treasurer, will email necessary treasurer forms, sample balance sheets, and anything else needed. Will also meet, telephone, or email if needed.

Reporting:

Monthly membership report:

Submit a copy of the previous month balance sheet
Submit previous month bank statement

Each quarter the CWC Accountant, Steven McElroy and Sharon Svitak, CWC Member Chair, will need financial records as described above under Treasurer List of Tasks.

Steve McElroy: sjmcelroy@sbcglobal.net
Sharon Svitak: svtak5@comcast.net

Time Commitment: Board Meetings are approx. 2 hours per month and I usually work approx. 2 to 3 hours per month working on various reports, and recording expenses and income.

Qualifications Needed: Open to any NVW member who has knowledge of bookkeeping and also some knowledge of Excel Spreadsheets is helpful.

Position Title: Secretary

Project/Purpose

To record and keep safe minutes and decisions for all meetings where official Organization business is conducted including:

Regular Board meetings
General membership meetings where elections are held
Special meetings of the Board or Membership
Other meetings where organization decisions are taken

Outline of Volunteer’s Responsibilities or List of Tasks:

Attend Board and Membership meetings and record minutes
Distribute Minutes for Approval
Backup Minutes in one or more secure location
Arrange for a substitute Minute taker when unavailable in person

Outcomes/Goals:

The success of the holder of this position is illustrated by, but limited to:

Accurate Minutes and Record all official organization business
Secure storage of all electronic versions of Minutes
Posting and publication of Minutes, votes, and decisions as directed

Training and Support Plan:

Should be self-sufficient with Minute taking materials (pen and paper is ok) plus the necessary electronic word processing systems to support production and circulation of electronic versions of Minutes and other Records.

Reporting:

Reports to the Board and the President of the club

Time Commitment:

Regular attendance at monthly Board meetings and Membership meetings where Minutes are to be recorded.

4-8 hours per month for writing, circulating, and editing minutes

Qualifications Needed:

Competence at accurate Minute taking, good spelling and written skills, familiarity with Word, PDF, and safe electronic storage of records.

Benefits:

Inclusion into the decision making, direction, and evolution of the Organization. Board membership and a single Board vote on all Board decision oNapa Valley Writers

Inclusion into the decision making, direction, and evolution of the Organization. Board membership and a single Board vote on all Board decisions.

Volunteer Job* Description Worksheet

Position Title: Membership Chair / MRMS System Administrator

Description: The Membership Chair serves as the primary point of contact for new members, oversees the application process and annual renewals. The chair reviews all new member applications and writing samples, forwarding applications to the evaluation committee for further evaluation if necessary. Working with the treasurer, the chair ensures new member dues, enrollment fees are renewals are collected and reported to the CWC prior to deadlines.

Responsibilities and List of Tasks:

Process all new member applications and writing samples o Review applications and assign appropriate membership level based on the

CWC guidelines o Forward applications to the evaluation committee when necessary o Maintain paper and/or electronic file with membership applications

Correspond with potential applicants and new members o Send applications to prospective members and answer questions o Send welcome letters to new members
- Review new member surveys and update committee chairs of new member interests
- Send new member passwords to NVW website and MRMS
Maintain MRMS database o Add new member data
- Update existing membership profiles when necessary o Update board assignments
Responsible for annual renewal process o Notify members of date and amount of renewals o Follow up with members who have not renewed o Interface with treasurer to ensure records match
Meet and greet members and guests at meetings o Print membership and guests sign-in sheets prior to meetings
- Maintain and print member name tags o Follow up with guests for potential membership
- Add guest email addresses into the constant contact database
Attend monthly NVW board meetings o Prepare monthly membership report and distribute to board members  Contribute periodically to monthly newsletter
Update the “Join Us” website page or forward the updates to the webmaster

Outcomes/Goals:

The goal of the membership chair is to retain current members and grow the membership base by providing excellent service to members, effectively communicating the benefits of NVW and facilitating the integration of new members into the group.

Training and Support Plan:

The incoming membership chair will receive:

A board member binder which includes: o NVW Bylaws o CWC Policies and Procedure
- Credentials to access website, constant contact, facebook o Board member contact list
- Detailed description of duties, task and timelines
Face-to-face training from outgoing membership chair on MRMS, website access and constant contact

Reporting:

Monthly membership report for board meetings
Update board members and chairs in MRMS annually and report to CWC
Print full membership list from MRMS for board annually and on demand
Run membership report in the MRMS

Time Commitment: Varies depending on time of year and special projects.

Approximately 6 hours per month October – April. Approximately 8-10 hours per month

May – September during the renewal process.

Qualifications Needed: Open to any NVW member. Basic computer skills required to enter small amount of data into MRMS database.

Benefits:

By serving as the membership chair, you will have the opportunity to meet and interface with the entire membership. You will be an integral part of the NVW Board and help determine the programs and direction of the organization.

Position Title: Member at Large

Description: The Member at Large assists the NVW Board of Directors carry out its mission, doing so at the direction of the President.

Responsibilities and List of Tasks:

Attend monthly Board Meetings as a voting member.
Attend monthly Member Meetings.
- Welcome new members, as needed.
- Assist with meeting logistics, as needed.
Attend CWC meetings at the request of the NVW President.
- Take notes, if requested.
Undertake special projects (e.g., prepare signage) at the request of the President
Serve as coordinator of the Early Bird sessions. Set up and assure a facilitator is in place. Work with publicity chair for advance notices.

Outcomes/Goals:

The goal of the Member at Large is to assist the Board in carrying out its mission.

Training and Support Plan:

The incoming Member at Large will receive:

A Board member binder which includes: o NVW Bylaws o CWC Polices and Procedures. o Credentials to access website o Board member contact list.
- Detailed description of duties, tasks and timelines.  Face-to-face training from outgoing Member at Large.

Reporting:

The Member at Large has no special reporting requirement. However, you may be requested to prepare minutes for out-of-own CWC meetings or to make brief oral reports to the Board or the general membership regarding the status of special projects for which the Member at Large is responsible. .

Time Commitment:

Attendance of Board and Membership Meetings requires a total time commitment of approximately 4 hours per month. Other time commitments relating to the attendance of out-of-town CWC meetings (including travel time and note taking) and for special projects may vary, depending upon their frequency. Each of these activities are estimated to take approximately 16 hours per year.

Qualifications Needed:

Open to any NVW member. Basic computer skills required.

Benefits:

The Member at Large will have an opportunity to get to know members of the Board, state and regional representatives of the CWC, and become familiar with NVW Board Member responsibilities and activities. This will enable you to serve in other capacities within NVW should you choose to do so.

Position Title: Web Master

Maintain a working web site with fresh information about
1. Club activities
1. Forthcoming meetings
1. Content of interest for current and prospective members
Maintain a web site that supports the expressed goals of the NVWC board and its members
Provide the system of record for all NVWC minutes, reports, meetings, agendas, newsletters, and other archival club information
Provide the primary entry point for connecting to the CWC and all affiliated clubs for NVWC members
Ensure accuracy of information on web site
Extend web site to include FaceBook, Twitter, and other social media as required

Responsibilities or List of Tasks:

Make sure the site is fully functional at all times
Repair, restore, update as needed to meet goal #1
Ensure backup of all site content in case of disaster recovery (DR)
Create links to external information; validate, repair any broken links
Create password protected areas for members-only and other protected information
Moderate any blogs posted to site
Post current reports, newsletters, meetings, schedules, and other information to site as required

Outcomes/Goals:

Be the primary resource for members and potential NVWC members to find information about NVWC activities and other CWC-related clubs and activities
To expand the scope and content of the site in support of the goals and growth of NVWC

Web site and social media that are intuitive and helpful to the target population
Support the needs and aspirations of the membership

Training and Support Plan:

Become fully familiar with WordPress.com capabilities; this is the selected platform
Establish, document clear naming standards, content standards, and web site organization standards
Read the WordPress.org Codex
Create practice web sites to test out new ideas and structures

Reporting:

1. WordPress.com provides comprehensive dashboard and statistical reporting on the web site usage profile

Time Commitment:

~1 hour each day for normal maintenance
1-2 days for site restructuring and major changes
1 week each for WordPress, FaceBook, Twitter familiarization
~1 hour each week for backup of all data on the site for DR

Qualifications Needed:

Conceptual knowledge of general web site and social media technologies
Good UI user design understanding of user requirements
Well organized site development and record keeping habits
Personal reliability and availability
Ability to translate requirements into web site and social media functionality

Benefits:

1. Web site and social media the support the growth and reputation of NVWC