Executive Board

President:

Presides at all meetings

Appoints Chairpersons and members of the Nominating Committee

Submits nominees to MHMC Volunteer Board Nominating Committee annually

Enforces Raccoon Bylaws, and MarinHealth Medical Center Volunteer Policy

All Committee Chairs and Board Members report to the President

Commitment is several hours per month primarily September- June.

1st VP Spring Fundraising Chair:

Assists the President and assumes her duties in her absence

Assumes the office in the event of the President’s resignation

Coordinates and oversees all aspects of the event

Creates a team/committee and coordinates member involvement for the event

Works with Sponsor/Donor Relations to ensure sponsorships and raffle items

Works with Public Relations for pictures and publicity of the event

Works with Treasurer to ensure accuracy of event accounting

Commitment is several hours during the months of March, April, May plus more hours interspersed throughout the year.

2nd VP Fall Fundraising Chair:

Coordinates and oversees all aspects of the event

Creates a team/committee and coordinates member involvement for the event

Works with Sponsor/Donor Relations to ensure sponsorships and raffle items

Works with Public Relations for pictures and publicity of the event

Works with Treasurer to ensure accuracy of event accounting

Commitment is several hours during the months of September, October, November plus more hours over the summer.

Secretary:

Sends notices to members of meetings (one week prior to meeting)

Tracks meeting attendance and volunteer hours to report to MH Volunteer Office

Keeps accurate minutes of all meetings

Submits minutes to members for review the week following the meeting after President review, and submits a copy to the Volunteer Office

Commitment is meeting attendance and 1-2 hours per month during meeting months.

Treasurer:

Manage income, expenses and reporting for the Raccoons throughout the year

Process membership reimbursements and make bank deposits

Create monthly income and expense reports for membership

Manage income, expenses and reporting for individual fundraising events

Split the membership donation levels into the proper accounts

Manage and maintain sponsorship and donation letter list - send to Sponsor and Donor Relations

Lead the allocation process

Review MH accountant monthly reports for accuracy

Commitment is 5 hours/month plus additional hours in fundraising months.

Committees

Fundraising

Fundraising Committee

Develop annual fundraising strategy (goals, levels and benefits, communication & schedule)

Manage fundraising/solicitation teams with VPs for both sponsorship and in-kind/raffle

Follow up with sponsors regarding whether they will or will not utilize their tickets to the events

Maintain a sponsor/donor target and history spreadsheet

Grow our sponsorship and donor targets

Coordinate pop-up shopping events

Commitment is summer hours (esp. Aug- Sept) with additional hours during fundraising months

Sponsor & Donor Relations

Coordinate with Treasurer and Fundraising Chair for list of annual donors for letters

Collaborate with Publicity on the copy for the thank you letters and send them to donors

Establish the printing needs for the thank you and tax letters with the visual creator

Send tax letters to Donors

Publicity

Establish an annual publicity calendar for email blasts, press releases and printed pieces for the Raccoons and the fundraising events

Write and submit press releases to local publications, digital and otherwise

Write and coordinate with visual creator and fundraising VPs for event email promotion campaigns

Provide copy for Fundraising for “ask”  letters

Collaborate with Sponsor/ Donor Relations to create the “copy” thank you letters

Identify additional marketing opportunities and expand our audience

Maintain our social media presence

Partner with visual creator to meet publicity deadlines

Commitment is several hours in Sept with additional hours during fundraising months

Visual Creator/ Brand Manager

Creation/management of graphics, layout & design for the organization

Collaborate with Fundraising in creating donor and sponsor “ask” materials

Work with Fundraising for visual recognition and placement at events

Coordinate with webmaster to create updated graphics for the website email promotion campaigns

Print programs, signage, place cards, etc. for events

Provide stationary to the Sponsor and Donor Relations for donor letters

Commitment is several hours in sept and with additional hours during fundraising months

Digital Resources

Webmaster (Registrar)

Build our digital email list through website sales, promotions and acquire email lists

Collect information from fundraising VPs, public relations and visual creator for email campaigns

Work with MH to update our “landing” page on MH website

Provide website reports as needed by Treasurer, President, event VPs

Send year end spreadsheet of contact list to Google Master for record keeping

Commitment is 1-2 hours/month year round with additional hours during fundraising months.

Googlemaster (Librarian)

Manage and update Google Drive folders in coordination with chairs

Monitor and reply/forward emails from the Raccoon Gmail account

Resource for membership learning Google Drive (Docs, Sheets, Forms)

Assist Nominating Committee with member survey and results

Maintain history of member roles

Update job descriptions per chair request

Organize annual training/ transition session and digital materials

Update access and permissions to folders

Notify members of Google updates or changes to resources

Commitment is ongoing throughout the year, more time around events and the Nominating process

Member Relations

Membership

Responsible for all active and sustaining membership records and relations

Maintains and updates rosters

Announces collection of dues and handles notices of delinquencies for active members

Works with Treasurer to ensure collection of dues

Follow up with members who have purchased a “membership level” whether they will or will not utilize their tickets to the events

Manages the forms and process for new member selection and resignations 

Responsible for introduction and orientation of new members to group and volunteer program

Brings name tags to meetings

Commitment is 2-3 hours/month throughout the year.

Hospitality

Ensures locations for monthly meetings and helps with set up and clean up

Ensures that water, cups, napkins are set up at the meeting location

Solicits refreshment sign ups at the meetings and confirms the week before

Selects and sends cards/flowers/etc. to members in need or crisis

Selects and presents the year-end gift for the Raccoon President

*Plans and executes Members’ Social Party each year

*Plans and executes  June Play Day each year

Commitment is to plan in advance (1-2 hours) and oversee refreshments at members’ homes during meetings (2 hours/month).

Additional time for the Members Party and June Play Day.

Hospital Relations

Scholarship Chairperson

Serves as the Raccoon representative on the Volunteer Board Scholarship Committee

Commitment is usually 4 meetings per year, typically in February- March.

Board of Volunteers Branch Representative:

Attends the meetings of the MHMC Volunteer Board of Directors

Keeps membership updated on Volunteer and Hospital business

Commitment is typically 6 meetings per year with no more than once a month September- May.

Personal Touch 

Oversees the allocation of funds to be used for providing MHMC with niceties for staff, patients and departments

Coordinate efforts of the Personal Touch Committee with MHMC

Enlists volunteer participation for planning and staffing events

Commitment is approximately 4 events per year involving planning time & attending events.

President Ex-Officio

Assists and supports newly elected President