Leadership Roles and Responsibilities

 

 

There are 7 areas of responsibility that are essential to club operations:

1. President

This role is virtually indistinguishable from Vice President

A. Back-end

  1. Provide assistance to all other roles
  2. Assume any other role, as needed

B. Front-end

  1. Serve as figurehead for club
  2. Facilitate all meetings
  3. Create meeting agendas
  4. Arrange storage of club TV, sound system, and other meeting essentials

2. Vice President & Brand Manager

This role is virtually indistinguishable from President

A. Back-end

  1. Provide assistance to all other roles
  2. Assume any other role, as needed
  3. Ensure brand consistency, enforce club style guidelines

B. Front-end

  1. Serve as figurehead for club
  2. Facilitate meetings, as needed
  3. Create meeting agendas, as needed

3. Membership Coordinator & Secretary

This role is critical in keeping the club’s member roll call up-to-date and accurate. Also instrumental in making new members feel welcome.

A. Back-end

  1. Check email for new subscribers and napfs.org for new members (PayPal receipt)
  2. Manage the membership requests at napfs.org.
  3. Reconcile check/cash payments
  4. Add new members and subscribers to the MailChimp list
  5. Add new members to MailChimp VIP segment
  6. Add new $ joins to the membership spreadsheet
  7. Send a tailored welcome email note to each new member
  8. Prepare a welcome envelope with social media stuffer and sticker
  9. Communicate any payment issues with President, Vice President, and Treasurer
  10. Using MailChimp, prepare and send email announcing 3rd Thursday speaker and meeting information, upcoming 1st Thursday speaker and meeting information
  11. Using MailChimp, prepare and send email announcing 1st Thursday competition winners, upcoming 3rd Thursday meeting information
  12. Write recaps of meetings and publish them (in cooperation with the marketing team
  13. Create quarterly Member Spotlight WordPress blog post, update Member Spotlight archive with name and link to blog post

B. Front-end

  1. Serve as greeter at meetings
  2. Organize and distribute badges
  3. Organize sign-in
  4. Distribute new member welcome envelope with social media stuffer and sticker at meetings
  5. Collect badges
  6. Take candid photos at meetings to use on social properties
  7. Take notes at meeting in order to publish minutes and/or recaps

4. Treasurer

This role is key to keeping the club’s finances transparent, organized, and current

A. Back-end

  1. Financial management and/or oversight
  2. During last quarter, create a budget for upcoming year
  3. Banking
  4. Accounts payable
  5. Reconcile bank statements
  6. Manage cash flow
  7. Resolve issues with payment as it applies to membership
  8. Pay for NAPfS subscription at Visual Pursuits (in the napfs.org website) each January
  9. Pay for the napfs.org domain name at GoDaddy every 10 years.  Next payment is due in January, 2030

B. Front-end

  1. Create and share quarterly financial reports with membership

5. Competition Coordinator + Competition Committee Members

These roles are crucial in the delivery of a successful monthly digital competition and speaker presentation

A. Back-end

  1. Create competitions at napfs.org
  2. Create a panel of judges
  3. Select the judges for each competition
  4. Publish judging rules
  5. ASAP after submissions deadline, notify judges of link to preview
  6. After the meeting, list winners by class and placement on Slack in that meeting’s channel
  7. Control the competition level for every member.  Set a competition level for each person who creates an account; this competition level is based on the person's competition history (if known).  Respond to members' request to change competition levels.

B. Front-end

  1. Setup computer and display at monthly meetings
  2. Help judge with WiFi access, as needed
  3. Run through competition process with judges
  4. Start competition software on PC, help judge with final winner selection in each class
  5. Announce winners at the end of judging for each class, starting with honorable mentions, 3rd, 2nd, followed by 1st – each time asking for winner (maker/title) to announce themselves
  6. Handle removal and storage of club TV, sound system, and other meeting essentials

6. Program Coordinator + Program Committee Members

These roles are crucial in securing speakers and subject matter experts for monthly meeting presentation and for organizing, publicizing, and leading member attended group activities

A. Back-end

  1. Using the web@napfs.club email account, reach out to prospective speakers for 1st Thursday meetings
  2. Using the web@napfs.club email account, reach out to prospective subject matter experts for 3rd Thursday hands-on meetings
  3. Conduct ongoing email conversations with prospects
  4. Organize and publicize photowalks and field trips using Slack and/or napfs.org calendar and/or meetup.com and/or Facebook
  5. Ask other members to organize and publicize photowalks and field trips.
  6. Keep the speaker spreadsheet in Google Drive up-to-date and accurate

B. Front-end

  1. Be the first person a new speaker/subject matter expert meets the night of the meeting
  2. Make them feel welcome and at ease
  3. Guide them to the Competition and Presentation Coordinators
  4. Show them the location of the restroom
  5. Provide them with a bottled water
  6. Lead the photowalk you organize
  7. Lead the Field Trip you organize

7. Marketing Coordinator + Marketing Committee Members

These roles are crucial in the club having a consistent message, a standard look and feel, and strong communication with membership by way of the club website, Facebook, Instagram, and limited email campaigns

Skills required are a knowledge of web editing and WordPress.  HTML knowledge is extremely helpful but is not absolutely required.  Familiarity with napfs.org, napfs.club, Facebook, and Instagram are necessary.

A. Back-end

  1. Maintain the napfs.org website using Visual Pursuits' rich text editors.  Knowledge of HTML is extremely useful to enhance the web presentation on some of the pages.
  2. Although the napfs.club website is no longer the primary website, it may need occasional editing, such as pointing people to the proper napfs.org page or creating a new poll (since napfs.org does not have poll capability).
  3. Create news articles at napfs.org for the upcoming meetings
  4. Put an announcement on the napfs.org home page for the news articles
  5. Put the meetings into the napfs.org calendar with a link to the news articles
  6. Create Facebook post with link to news articles for 1st/3rd/5th Thursday meeting information
  7. Create Instagram post with graphic, text, tags and a link to the meeting information news articles
  8. Create Instagram, Facebook post with graphic text, tags and a link to competition submissions page – "Submissions Now Open" and "Submission Deadline"
  9. Take candid photos at Thursday meetings, use established 1080x1080px template to create images for Instagram and post one-per-day following meeting
  10. Download the competition winners' photos, edit to 1080x1080px, and post one-per-day to Instagram
  11. Create winners post in Facebook, link to winners' gallery
  12. Update Facebook group photo using random winner of monthly competition
  13. Update Past Speaker/Judges page monthly
  14. Update Leadership page in January, and as needed
  15. Update Competition Themes page in January
  16. Update Sponsors page, as needed
  17. Update Club History page in January
  18. Update Club Bylaws page, as needed
  19. Update Competition Rules page, as needed
  20. Update  Judging Instructions page, as needed
  21. Update "Membership Information" page, which contains the renewal and new member information, as needed

B. Front-end

  1. Take candid photos at meetings to use on social properties

Be a thoughtful team member

  1. As often as humanly possible, document anything and everything in Slack
  2. Use @s to target specific folks in leadership for all communications (Slack)
  3. Be relentless in your dogged pursuit of answers from other members of the leadership team
  4. Use the club email web@napfs.club for all communications with prospective speakers, sponsors, and members


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