There are 7 areas of responsibility that are essential to club operations:
1. President (1 person)
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 (1 person)
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 (1 person)
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 new members (Paypal receipt)
2. Reconcile check/cash payments
3. Add new subscribers to the MailChimp list
4. Add new members 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
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
4. Treasurer (1 person)
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
B. Front-end
1. Create and share quarterly financial reports with membership
5. Competition and Presentation Coordinators (2 people)
These roles are crucial in the delivery of a successful monthly digital competition and speaker presentation
A. Back-end
1. Monitor email for incoming submissions
2. Organize emailed submissions by label in Gmail
3. Create separate folders on Google Drive for submissions, judge’s preview
4. Upload appropriate files to submissions and judge’s preview on Google Drive
5. ASAP after submissions deadline, notify speaker/judge of link to preview
6. Reset Submissions page on WordPress site for next month’s competition
7. After the meeting, list winners by class and placement on Slack in that meeting’s channel
B. Front-end
1. Setup computer and display at monthly meetings
2. Help speaker/judge with WIFI access, as needed
3 .Run through competition process with speaker/judge
4. Start competition software on PC, help speaker/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 Coordinators (3 people)
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 Photowalks using Slack
5. Organize Field Trips using Slack
6. Organize and publicize Photowalks using Facebook
7. Organize and publicize Field Trips using Facebook
8. 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 (2 people)
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
A. Back-end
1. Using MailChimp, prepare and send email announcing 3rd Thursday speaker and meeting information, upcoming 1st Thursday speaker and meeting information
2. Using MailChimp, prepare and send email announcing 1st Thursday competition winners, upcoming 3rd Thursday meeting information
3. Update Digital Submissions WordPress page immediately following previous month’s deadline
4. Create WordPress post for 1st/3rd Thursday meeting information
5. Create Facebook post with link to WordPress post for 1st/3rd Thursday meeting information
6. Create Instagram post with graphic, text, tags and a link to 1st/3rd Thursday meeting announcement on WordPress site
7. Create Instagram, Facebook post with graphic text, tags and a link to 1st Thursday digital competition submissions page on WordPress site – Submissions Now Open
8. Create Instagram, Facebook post with graphic text, tags and a link to 1st Thursday digital competition submissions page on WordPress site – Submissions Deadline
9. Take candid photos at 1st Thursday meetings, use established 1080x1080px template to create 810 images for Instagram and post one-a-day following meeting
10. Use established 1080x1080px winner’s template to create images for Instagram and post oneaday after posting all meeting candids
11. Create winners blog post in WordPress
12. Create winners post in Facebook, link to WordPress winners blog post
13. Update Facebook group photo using random winner of monthly competition
14. Update WordPress Past Speaker/Judges page monthly
15. Create quarterly Member Spotlight WordPress blog post, update Member Spotlight archive with name and link to blog post
16. Update WordPress Members’ Gallery, as needed – review in January for deletion of non-returning members
17. Update WordPress Leadership page in January, and as needed
18. Update WordPress Past Competition Page monthly
19. Update WordPress Competition Themes page in January
20. Update WordPress Sponsors page, as needed
21. Update WordPress Club History page in January
22. Update WordPress Club Bylaws page, as needed
23. Update WordPress Competition Rules page, as needed
24. Update WordPress Judging Instructions page, as needed
25. Update WordPress Club Bylaws page, as needed
26. Update WordPress Join the Club page renewal form in September and January
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
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
Document History
2018.08.05 – DRAFT created by Russ Morris, NAPfS Vice President
2018.08.21 – DRAFT edited by Russ Morris, NAPfS Vice President with input by Michele Johnson, Competition Coordinator/Treasurer
2018.08.23 – DRAFT edited by Russ Morris, NAPfS Vice President
2018.08.24 – V1 published by Russ Morris, NAPfS Vice President