PFLAG Volunteer Org
Descriptions
Position Descriptions
a) President
o Develop budget within cooperation with Treasurer.
o Preside over regular, annual, and special meetings of the General Membership.
o Handle official PFLAG correspondence.
o Represent or designate others to represent the chapter before external groups.
o Evaluate current Support, Education, and Advocacy programs of the chapter.
b) Vice President of Operations
o Act as President if designated or in lieu of the President for the purposes of chairing meetings or representing the organization.
o Provide membership information of interested contacts.
o Organize and promote filling of all volunteer positions. Submit all requests to leadership team for approval.
c) Vice President of Membership
o Keep full and complete records of current members
o Notify members to renew expired memberships
o Forward annual dues to the Chapter Treasurer as they are collected being certain that the Federation is notified if the member DOES NOT want to receive the PFLAGPole.
d) Treasurer
o Receive all monies of the organization and issue receipts for same.
o Collect all donations at general meetings.
o Pay all vouchers signed by the President.
o Keep a strict account for all receipts and disbursements.
o Prepare and present financial report for all Board of Director meetings.
o Submit books to a qualified auditor for a annual audit.
o Establish contacts for the purposes of promoting PFLAG organization in both the GLBT community and in the community at large.
o Perform such other duties that from time to time may be assigned by the Board.
e) Secretary
o Keep true and correct minutes of proceedings of all Board, Executive Committee, special meetings, and if needed, regular meetings.
o Submit a copy of minutes to President / Chair of the Board in advance of the next meeting.
o Collect all documents and reports for filing.
o Complete all required correspondence.
o Be custodian of the records and of any seal which Corporation may from time to time adopt. When the Corporation exercises its right to use a seal, the Secretary shall see that the seal is engraved, lithographed, printed, stamped, impressed upon, or affixed to all documents, the execution of which on behalf of the Corporation under its seal is the duly authorized in accordance with the provisions of these Bylaws.
o Establish contacts for the purposes of promoting PFLAG organization in both the GLBT community and in the community at large.
o Perform such other duties that from time to time may be assigned by the Board.
f) Marketing Coordinator
o Ensure all PFLAG Material is current and consistent. (Literature, Business Cards, Web Site, Facebook, etc.)
o Request bids on all marketing projects to ensure lowest pricing is achieved.
o Work with executive and extended leadership team to see what projects are needed. Prioritize projects starting with ones that are most important.
o Work closely with Financing Coordinator to identify opportunities to assist in fundraising activities.
o Develop and keep updated, PowerPoint presentations to be used in community event, guest speaking sessions, monthly meetings, and anywhere else to enhance PFLAG’s presence.
g) Program Coordinator / Speakers Bureau
o Recruit, organize, schedule, and archive monthly programming events to be guest speakers at select meetings.
o Publicize the speakers Bureau in the greater community and schedule speaking engagements at places such as colleges, police departments, churches, etc.
o Create, edit, and maintain an active list of participants willing to attend discussion panels.
o Create, edit, and maintain a historical list of guest speakers, contacts, and potential organizations for future months.
o Recruit, organize, and train PFLAG Members to serve on community discussion panels.
h) Educational Material Coordinator
o Clip, collect and provide copies of the current articles, etc., from newspapers and magazines and make them available to members at general meetings.
o Order Federation of PFLAG brochures to ensure the chapter always has an adequate supply on hand. Order must have treasure approval
o Establish contacts for the purposes of promoting PFLAG organization in both the GLBT community and in the community at large.
o Perform such other duties that from time to time may be assigned by the Board.
i) Community Involvement Coordinator
o Identifies and organizes political and community events in line with PFLAG initiatives for members that wish to be more involved. (ex. Aids Walk, Pride, Lobby Days, Social Events, etc.)
o Solicits members and leadership team for additional assistance needed and any resources needed.
o Encourage members to participate without making anyone uncomfortable or feel they are required to attend any events they to be a part of PFLAG.
j) Financing Coordinator
o Organizes and tracks all fundraising activities.
o Works closely with Treasurer to understand financial needs and identify expenses that could be used to solicit a sponsorship. (ie. Meeting space, phoneline, newsletter, website, refreshments, etc.)
o Works closely with Marketing Coordinator to find ways to encourage sponsorships and donations.
o Motivate all board members, executive leaders, leaders, and members to encourage and promote donations and sponsorships from the local community for the long term success of PFLAG.
o Quick approval from executive leadership team before accepting a sponsorship of PFLAG. Must be appropriate business.
k) Support Session Facilitation Chair
o Recruit, organize, and train PFLAG members to serve as rap group/orientation facilitators for general membership meetings.
o Ensure that an adequate number of trained facilitator volunteers are on hand at general meetings.
o Ensure that rap groups are balanced (number of participants)
o Conduct a separate rap group or orientation at general meetings for parents attending their first meeting to give them a overview of the purpose and mission of PFLAG.
o Ensure that all first time visitors receive a Chapter WELCOME package.
o Ensure others are trained to perform this function in the Facilitator’s absence.
o Establish contacts for the purposes of promoting PFLAG organization in both the GLBT community and in the community at large.
o Perform such other duties that from time to time may be assigned by the Board.
l) Hospitality Chairman
o Act as the official host/hostess, distribute name tags?
o Coordinate with other members to ensure refreshments and snacks are at each meeting.
m) Librarian
o Maintain PFLAG Library so that material is easily accessible to members.
o Arrive to the meetings a few minutes early and put out a representative amount of books on a table each month for members and guests to see. Collect books and put back in library after each meeting.
o Notify the President or Vice President of their absence of any monthly meetings so their duties can be fulfilled.
o Be alert to additions to the library that would be beneficial to members and submit purchase requests to the treasurer. Identify of any opportunities to have books donated to PFLAG.
n) Newsletter Editor
o Gather information from local and national sources and produce a monthly newsletter.
o Recruit members to help with the publication of the newsletter
o) Financial Auditor
o CPA to audit PFLAGS annual financials once a year
p) Grant Writing Committee
o Identifies grant opportunities for PFLAG.
o Writes grants request additional funds for chapter.
q) Web Master
o Updated website as need
o Web Site Management: Update site with creative content to attract members and donors to the PFLAG organization. Make it easy to navigate, solicit feedback from members. Incorporate functionality to create engagement and interaction with the group.
o Maintain a secure portion for leadership team to share and store files and information.
o Ensure information is accurate and updated
o Ensure website is searchable by all search engines
o Identify any other related needs pertaining to website
r) Out Youth Liaison
o Attend meeting as needed staying up to date on initiatives, events, and, information pertaining to the group. Summarizing the information and relaying back to the leadership team.
o Identify opportunities for PFLAG to get in front of our targeted audience.
s) AGLCC Liaison (Austin Gay and Lesbian Chamber of Commerce)
o Attend meeting as needed staying up to date on initiatives, events, and, information pertaining to the group. Summarizing the information and relaying back to the leadership team.
o Indentify opportunities in line with PFLAG initiatives to be involved in and propose your recommendations to the leadership team.
t) Pride Coalition Liaison
o Attend meeting as needed staying up to date on initiatives, events, and, information pertaining to the group. Summarizing the information and relaying back to the leadership team.
o Indentify opportunities in line with PFLAG initiatives to be involved in and propose your recommendations to the leadership team.