NEACOL Committee Roles and Responsibilities

Time Commitment

  • 8-12 hours per month for Committee Chairs
  • 6-8 hours per month for Committee members

Requirements

Passion, drive, organization, follow through, commitment, ability to have fun, and time.

  • Participate in at least one to two committee meetings/conference calls per month (Chair or other committee member shall participate in at  least one meeting/conference call with the Executive team and other committees)  (4 hr.).

  • Approximately 1 hour of work per week for individual responsibilities (1.5 - 2 hr. for chairs)

  • Additional hours may be required on certain months to support events and other fundraising initiatives.

Committee Size and Composition

All committees will consist of a Committee Chair or Co-Chairs and shall have at least four (4) additional members at all times.  The Chair/Co-Chair will be in charge of organizing the Committee meetings, keeping records of the committee work and monthly reporting on committee progress, work completed and results as well as any issues/concerns to the Executive Team and Board.   In addition, the Committee Chair will help identify future NEACOL leaders on their committees and help educate committee members on leadership opportunities.

If at any time a committee is lacking members, the Committee Chair is to inform the NEACOL Executive team in order to obtain help in finding additional volunteers by tapping our existing volunteer list or by sending an email to the entire membership email list to request additional volunteers.  The Board of Directors will also help the Executive team and the Committee find additional volunteers.

NEACOL Committees (Click to Expand)

+ Events

The Events Committee is responsible for organizing events to fulfill NEACOL goals, supporting fundraising, membership, and project sponsorship efforts.

Planning:

  • Develop the event action plan/calendar for the year to support fundraising, membership and project sponsorship efforts and taking into account membership survey results
  • Submit a budget request by a specified date
  • Develop master events project plan to facilitate event execution and event communications
  • Evaluate and recommend changes in master events project plan

Maintenance/Routine Duties:

  • Provide a bimonthly report of committee activities/results (distributed to Executive Committee, Board of Directors and other committee chairs)
  • Customize a Project Plan (timeline and check list) for each event (including duties, responsible volunteer, due dates and status), enlisting help from all other committees as needed
  • Develop and manage (in coordination with the Marketing/Communications Committee) the distribution of event marketing materials such as “Save-the-Dates,” Event Invites, Event Sponsor presentations, E-mail blasts, auction material descriptions, etc.
  • Maintain a database of event auction items and donors (past, present and future) and make a plan to solicit and add auction items list (with assistance from fundraising committee)
  • Develop and send Thank You communications and post-event surveys, after each event (with assistance from the Marketing/Communications Committee)

Execution of Events Action Plan according to schedule and budget, including:

  • Manage and monitor the event budget (evaluate at least 3 different vendors of services for cost effectiveness). Keep the Treasurer and President informed of any changes needed in the budget
  • Manage and coordinate event ticket sales (in conjunction with Treasurer)
  • Manage and monitor event project plan (task list and schedule)
  • Coordinate event volunteers before and on date of the event
  • Coordinate that Thank You letters get sent to event Sponsors and Contributors (with assistance of Marketing/Communications Committee and Fundraising Committee)
  • Prepare Profit and Loss statement maximum two weeks after the event and present to Treasurer
  • Conduct evaluation of event, summarize lessons learned and modify master project plan as appropriate

+ Fundraising

The fundraising committee creates a plan that will guide the organization in seeking out and securing funding from an array of outside sources. The committee must identify and communicate with potential donors and sponsors to support the work of the organization.

Planning:

  • Develop and implement action plan to achieve fundraising and new donor goals
  • Submit a budget request by a specified date
  • Evaluate and recommend changes in donor categories
  • Identify individuals, companies, government agencies and foundations to target as donors and event sponsors and create database
  • Develop ways to enhance and distinguish donor benefits
  • Develop communications strategy for donors and fund drives

Maintenance/Routine Duties:

  • Provide a bimonthly report of committee activities/results (distributed to Executive Committee, Board of Directors and other committee chairs)
  • Maintain donor list up-to-date
  • Create and maintain send donor packets, presentations and donation request letters (in collaboration with Marketing/Communications committee)
  • Respond to inquiries regarding donor/fundraising issues and NEACOL
  • Foster and retain strong, lasting relationships with our corporate sponsors, and serve as the primary point of contact year around
  • Work with the president to set up and attend live meetings/presentations with sponsors
  • Send Thank You letters as donations come in and at the end of an Event to all cash and in-kind donors (with assistance from Marketing/Communications and Events Committee)

Execution of Fundraising Action Plan according to schedule and budget, including:

  • Send donor packets and implement fundraising and auction donor campaigns (in collaboration with Marketing/Communications committee)
  • Execute donor specific events/activities (in collaboration with Events Committee)
  • Coordinate delivery of contractual benefits for donors and sponsors

+ Information Technology (IT)

The IT committee is responsible for evaluating, selecting and implementing technology solutions to improve the effectiveness of NEACOL operations, including maintaining and updating NEACOL’s website.

Planning:

  • Develop and IT Action Plan to facilitate and improve NEACOL operations (interview NEACOL Committees, officers and board to understand main technology needs of stakeholders and develop a prioritized IT wish list)
  • Submit a budget request by a specified date

Maintenance/Routine Duties:

  • Provide a bimonthly report of committee activities/results (distributed to Executive Committee, Board of Directors and other committee chairs)
  • Evaluate and recommend technology solutions to main organizational issues
  • Maintain document management system and volunteer email addresses
  • Train volunteers in the use of the document management system
  • Respond to inquiries regarding IT issues

Execution of IT Action Plan according to schedule and budget, including:

  • Maintenance and management of NEACOL website (accommodating needs of all committees and with assistance from marketing/communications committee)
  • Manage the technology platform to conduct elections
  • Implement selected technological solutions
  • Maintain security of our information and establish a backup solution

+ Marketing

The marketing committee develops and implements a marketing plan to support the fundraising, membership development and Project Support efforts of NEACOL committees, to reach NEACOL goals, while developing and maintaining a consistent and strong brand image and public relations, as well as an open flow of communication throughout the organization.

Planning:

  • Develop and implement a marketing action plan and communications calendar to support all committee efforts and activities
  • Submit a budget request by a specified date
  • Continuously evaluate marketing plan results and modify plan according to lessons learned
  • Identify the best way to communicate with members

Maintenance/Routine Duties:

  • Provide a bimonthly report of committee activities/results (distributed to Executive Committee, Board of Directors and other committee chairs)
  • Stay in constant communication with other committee chairs and keep abreast of their needs, incorporate changes to the calendar as the need arises
  • Assist committees in preparing written communications for NEACOL stake holders (donors, sponsors, members, projects, etc.)
  • Develop and maintain marketing collateral (logos, brochures, presentations, donation cards, video testimonials, etc.)
  • Develop and maintain relationships with affinity associations to cross-promote each other’s events and establish our brand within the community.
  • Develop and maintain partnerships with graphic designers and the media
  • Respond to internal inquiries regarding marketing issues

Execution of Marketing Action Plan according to schedule and budget, including:

  • Publicize all events and activities through media and other organization partners
  • Publicize all events and activities via social media, email and our web site (with assistance of the IT committee and web developer)
  • Manage and send out event invitations and surveys
  • Manage the printing of brochures, annual reports, programs, and events tickets (in conjunction with events, fundraising and membership committees)
  • Manage NEACOL’s E-Newsletter and email communications calendar (with input from other committees)
  • Maintain NEACOL's social media sites (Facebook, LinkedIn, Twitter, YouTube)

+ Membership

The membership committee creates and implements recruitment, engagement, and retention programs to increase and maintain membership.

Planning:

  • Develop and implement action plan to achieve membership development and engagement goals
  • Submit a budget request by a specified date
  • Evaluate and recommend changes in membership categories and dues
  • Develop ways to enhance and distinguish membership benefits
  • Identify the best way to communicate with members

Maintenance/Routine Duties:

  • Provide a bimonthly report of committee activities/results (distributed to Executive Committee, Board of Directors and other committee chairs)
  • Maintain the membership list up-to-date
  • Provide welcome, orientation and support for new members (in collaboration with Marketing/Communications committee)
  • Respond to inquiries regarding membership issues and NEACOL

Execution of Membership Action Plan according to schedule and budget, including:

  • Implement membership building activities and events (in collaboration with Events Committee)
  • Assist Marketing/Communications Committee with public image efforts and in developing communication messages for members
  • Develop and conduct a membership survey to identify current members interests, needs and engagement (in collaboration with Marketing/Communications committee) and share results with Officers, Board, and membership

+ Projects

The projects committee is responsible for establishing the project evaluation guidelines and conducting the due diligence of this evaluation for the projects NEACOL will support. As such, promote project submission, evaluate analyze the projects received and present them to the board of directors for approval. Members of the project committee are not allowed to submit projects. The Project Committee will have an uneven number of active members (in order to have a majority vote in choosing the projects who will be presented for final selection).

Planning:

  • Develop an action plan and calendar to achieve Projects support goals
  • Submit a budget request by a specified date
  • Evaluate and recommend changes in evaluation criteria and process

Maintenance/Routine Duties:

  • Provide a bimonthly report of committee activities/results (distributed to Executive Committee, Board of Directors and other committee chairs)
  • Maintain database of Projects, including main contact information, web address, dates proposals were submitted, status of submission of requested documentation/evidence of use of funds and evidence of non-profit and tax-exempt status, evaluation Score, etc.
  • Respond to inquiries regarding Projects

Execution of Projects Action Plan according to schedule and budget, including:

  • Communicate and motivate membership to submit project proposals by the specific deadline (with assistance from the Marketing/Communications Committee)
  • Receive the projects and review that all the documents presented with the project are complete; request/ verify any information that is missing or unclear
  • Review the project proposals that are eligible to participate and pre-select a group of finalists, paying special attention to the clarity of the information provided, the impact of the project, the number of people benefited, the sustainable impact over time, and the cost effectiveness of the project
  • Notify the chosen finalists of their pre-selection and ask to prepare a presentation to be given to NEACOL’s Board of Directors. This presentation shall be done within 3 weeks after the projects have been pre-selected
  • Notify the projects not selected and send them with a Thank you note for their submission
  • Work with the President to present the projects to NEACOL’s board of directors
  • Notify in writing, the winners of grants, within 2 weeks, after the final selection of projects is made
  • Audit and monitor the implementation of projects chosen by NEACOL—communicate with representatives from selected Projects to follow up on the submission of the requested evidence of use of funds (if not a US 501(c)(3) organization)
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