Officer - Committee Head Responsibilities

Responsibilities of all Officers and Committee Chairs

• RSVP to meetings and events when requested
• Submit meeting agenda items in a timely manner prior to meetings
  • If not able to attend officer meeting, required to send position update report along with meeting agenda items prior to meeting
• Attend officer meetings, typically monthly, occasionally more frequent
  • If an officer misses three consecutive meetings without RSVP or position update report, he/she will be considered to have voluntarily vacated their position
• Read meeting summaries and report errors to secretary
• Be aware of upcoming Jacket Backers events and check website updates on a regular basis
• Read and respond as needed to all Jacket Backers email correspondence
• Obtain proofreading of published documents (email blast, website posting, press release, etc.) by at least one other officer prior to releasing
• Assist with email blasts and web postings
• Assist with fundraising efforts of the Club
• Assist other officers/committee heads as requested
• Delegate and assist with the obligations of any vacant Office or Committee Chair
• Assist with recruitment and filling of vacant or vacated officer positions
• Maintain a backup of electronic documents and records produced (planning documents, reports, flyers etc) 
  • Partner to exchange data with is outlined below
  • Passwords should be backed up with a partner but not shared beyond the scope outlined below
• Maintain notes or records belonging to the club as a whole, pertinent to their position’s activities throughout the year, for archival purposes and use of future club officers – available upon request
• Abide by Club code of conduct and privacy policies
• Abide by Club policies when interacting with members of the Blue Jackets Organization  
  • Recognize the difference between representing the Jacket Backers and representing yourself as an individual fan
  • Do not hold yourself out as a representative of the Club when acting on your own behalf or interests

Responsibilities of Committee Chairs:

• Host Committee Meetings
• Establish an active committee
• Conduct brainstorming of ideas outside of officers’ meeting; bring back formed ideas to officer meeting
• If unable to attend officer meeting, when possible, have one of your committee members attend officer meeting and give your report

Responsibilities of each individual Officer/Committee

President

• Spokesman for Club
• Conduct Club meetings
• Primary liaison to Columbus Blue Jackets
• Debit Card access and signer for the Huntington Account
• Manage two Nationwide passes to get into the Arena on game days
• Primary signer on corporate documents
• Member of all committees
• Electronic Data Backup Partner – Vice President

  
Vice President

• Collect and Prepare Meeting Agenda
• Assist President in running meetings
• Presides over meetings in President’s absence
• Member of all committees
• Other Duties as assigned (i.e. Travel Checklist, NHL Booster Club Directory, Officer Responsibility List)
• Liaison to other booster clubs
• Read and report back to Club on activities/pertinent items in other club’s newsletters
• Archive/librarian for all communications from other booster clubs and NHLBCC; share information with other officers
• Contact other booster clubs to coordinate meet and greet activities during road trip travel
• Contact other booster clubs with convenient weekend schedule games to offer hospitality if club members should choose to attend games here in Columbus
• Electronic Data Backup Partner - President

Secretary

• Produce Minutes of the Officer’s Meetings for Club records
• Provide historical information from previous meetings to the Officers when requested
• Maintain a copy of Club By-Laws and update as appropriate
• Forward updated copy of by-laws along with meeting notes to each officer following meeting
• Post publically consumable meeting summaries on Club website
• Receive and maintain routine data backups on a regular basis from all committee chairs (except Membership)
• Electronic Data Backup Partner – Assistant Secretary

Assistant Secretary

• Duties of Secretary in their absence
• Review all meeting notes from Secretary for accuracy
• Assist in maintaining a copy of Club By-Laws and update as appropriate
• Electronic Data Backup Partner - Secretary

Treasurer

• Maintain bookkeeping – currently kept in QuickBooks Pro 2007
• Balance checkbook
• Maintain PayPal Account
• Receive & track payments for Membership, Trips, Raffles, etc
• Prepare and file Annual Not-for-Profit IRS Report
• Report Expenditures and Cash Balance to Officers and Members
• Debit Card access and signer for the Huntington Account
• Currently keeps principal key to the PO Box and checks box regularly (due to proximity)
• Share maintenance with Membership Chair of membership database and mailing list  
  • Coordinate to make sure that both Membership Chair and Treasurer have complete membership and mailing lists
• Electronic Data Backup Partner - Assistant Treasurer

Assistant Treasurer

• Back up key to the PO Box
• Perform ongoing review of bank balances and recordkeeping of the Treasurer
• Debit Card access and signer for the Huntington
• Has access to PayPal Account
• Assist Treasurer in any way needed
• Electronic Data Backup Partner - Treasurer

Technical

• Maintain a content rich website that is easy for multiple officers/committee heads to post information and update content
• Look for ways that technology can be used to communicate with our members and help manage the club as simply as possible
• Coordinate use of Social Networking
• Oversee Domain Renewals
• Assist with email blasts
• Assist with maintenance of membership database and mailing list
• Electronic Data Backup Partner - Secretary

Community Service

• Identify Opportunities to Assist Community Charities
• Deliver donations to charities
• Assist with liaison to CBJ Foundation
• Electronic Data Backup Partner - Secretary

Travel

• Identify Possible Travel Opportunities and Present Them to the Officers
• Coordinate Purchase of Tickets at Away Venues
• Identify Possible Hotels, and in some circumstances, Arrange for Group Rates
• Identify Possible Vendors for Bus Travel and Obtaining Quotes for Officers’ Consideration
• Coordination of Bus Trips/ Trip Leaders
• Prepare Flyers for Travel/Away Game Opportunities
• Electronic Data Backup Partner - Secretary

Membership

• Manage staffing of membership table
  • Set up membership table before the doors open at Nationwide Arena prior to doors open to general public
  • Responsible for the display on the membership table
  • Tear down membership table when the game is over
  • Ensure that membership table is staffed in accordance with Jacket Backers and Nationwide Arena policies
• Manage two Nationwide passes to get into the Arena on game days
• Share maintenance with treasurer of membership database and mailing list
  • Coordinate to make sure that both Membership Chair and Treasurer have complete membership and mailing lists
• Collect names and money for tickets and trips and forward the information and monies to the Treasurer
• Create monthly welcome letters
• Create and distribute membership cards
• Share communication between officers and members
• Electronic Data Backup Partner - Treasurer

Activities

• Organize and manage social events, (i.e. game watching parties)
• Develop new and enjoyable events
• Keep notes of events (include number attended, general reaction of event, any information to make it easier to hold such an event)
• Maintain detailed records of any financial matters regarding events
• Have membership materials available at events
• Collect feedback to share as appropriate
• Electronic Data Backup Partner - Secretary

Communications

• Assist with creating and sending email blasts
• Create and publish newsletter on a timely basis, both in electronic and paper formats
• Primary liaison to Blue Jackets public relations/media area
  • Potential for interviews with Jackets players and management/staff
  • Responsible for conducting themselves in a professional manner similar to other reporters, especially around players/staff
  • Follow press guidelines as provided by CBJ, if applicable
• Create and disburse/publish press releases
• Electronic Data Backup Partner - Secretary

Marketing

• Work on design and ideas for Club logo merchandise
• Solicit advertisers and donations for Club promotion
• Work with vendors as primary contact for merchandise preparation
• Sell and promote merchandise
• Electronic Data Backup Partner - Secretary

Historical - New Committee

• Maintain an archive of Jacket Backer Events, community impact, P/R in press etc.
• Electronic Data Backup Partner - Secretary