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Village Builder Volunteer Teams and Descriptions

 

The teams in this section are made up of volunteers who support village operations. Each team needs two co-coordinators to insure that one coordinator is always in place when the other co-coordinator is on vacation, is ill or has resigned. Having co-coordinators protects knowledge about team tasks while a new co-coordinator is selected and trained. If you are interested in joining any of the teams which are listed in Blue Text, please send an email to [email protected] 

Calendar Team  

The calendar team is made up of co-coordinators and committee members as needed. The calendar team is responsible for the following:

  • Receive village event information from Governing Council, Marketing & Outreach teams  and VillagesNW
  • Update and maintain the Village at the Falls calendar in Helpful Village
  • Distribute event information via email to action group members  
  • Provide task specific training to team members

Outreach & Events Team 

This team is made up of co-coordinators and team members as needed. The purpose of the outreach team is to identify and manage village and programs and events of interest to villagers. This team is responsible for the following tasks: 

  • Plan, promote, and hold events such as coffees, happy hours, walks, parties and other social events 
  • Identify and coordinate VATF presentations, events  and activities
  • Identify and acquire the resources and venues needed to hold events and activities
  • Provide information to the calendar, social media and newsletter teams
  • Coordinate setup and staffing for booth and table events
  • Events and workshops shall be approved by the Governing team
  • Provide task specific training and support to team members

Finance & Budget Team 

This team consists of a treasurer and co-treasurers. Co-treasurers are not signers on the VATF checking account. The VillagesNW finance team takes care of financial transactions, taxes and monthly financial statements. The finance and budget team is responsible for the following:

  • Read and follow VillagesNW financial policies and procedures
  • Update Village at the Falls finance and budget procedures as needed
  • Receive, review and approve check requests from team members up to $100. Check requests over $100 require approval by the Governing Team
  • Submit approved check requests to VillageNW for payment
  • Deposit donations and membership payments into VATF designated checking accounts
  • Insure that revenue is correctly entered into Helpful Village database
  • Submit revenue reports to VillagesNW
  • Provide financial reports at governing council monthly meetings
  • Prepare an annual  budget for approval by the Governing Council
  • Attend Finance/Treasurers Affinity Meetings   
  • Provide task specific training to new co-coordinators
  • Scan and save financial documents to the Finance folder in the VATF Google Drive

Fundraising Team 

The fundraising team is made up of co-coordinators and team members as needed. Fundraising events and grant proposals help keep membership dues as low as possible and offer member scholarships to people with low incomes. This  system is responsible for the following:

  • Attend periodic VillagesNW Fundraising/Development Affinity Meetings
  • Identify and research fundraising and grant opportunities
  • Gain Governance Council and VillagesNW approval to launch fundraising projects
  • Coordinate fundraising events and grant proposals with VATF Outreach team 
  • Conduct fundraising activities in the VATF service area
  • Provide task specific training to team members  

Marketing 

This team is made up of co-coordinators and team members as needed. The purpose of this team is Identify publicity opportunities for VATF and coordinate with other village teams as needed.  This team is responsible for the following:

  • Social Media - post and keep current VATF Facebook & Nextdoor
  • Presentations - coordinate and conduct informational presentations to community organizations 
  • Print Media - prepare VATF newsletters, advertising and newspaper articles 
  • Coordinate use of VillagesNW marketing materials
  • Present materials to the Print Media team for proofreading and editing
  • Attend VillagesNW Marketing Affinity Meetings
  • Provide team members with task specific training

Membership Team 

This team is made up of co-coordinators and team members as needed. The purpose of this team is to manage member enrollments, renewals, and payments. Membership team tasks include the following:

  • Respond to membership inquiries
  • Provide in-home new member introduction and consultation
  • Recruit and train volunteers for Membership Team
  • Consult Membership Team to review and approve new member applications
  • Obtain signed member agreements, scan and file in Google Drive
  • Collect membership fees 
  • Add members to Helpful Village and update throughout the enrollment process
  • Manage member renewals
  • Develop member surveys to identify needed program improvements
  • Provide task specific training to team members
  • Coordinators attend VNW Membership Affinity Meetings

Office Staff Team 

Made up of co-coordinators and team members as needed. The purpose of the office staff team is to staff the virtual office during village office hours (Mon - Fri 10:00 - 2:00). Office staff volunteers are responsible for the following:

  • Manage daily office coverage one day a week 10:00 - 2:00
  • Receive and process service requests
  • Respond to phone and email messages
  • Inform drivers and volunteers of special needs requests
  • Maintain confidential information regarding members
  • Direct inquiries to appropriate team coordinators
  • Provide task specific training to team members

Governing Council

The Governing Council is responsible for overall policy and direction of the Village, and may delegate responsibility of day-to-day operations to volunteers, staff and committees. The Governing Council shall have up to 12 maximum number of members], but not fewer than 5 members. In addition one individual chosen by the Villages NW Board of Directors, at its sole discretion, shall serve as the liaison for the Village and a voting member of the Governing Council. The Council shall receive no compensation other than reimbursement for reasonable expenses. 

Technology Team 

  • Manage event emails (Happy Hours, Coffees, Etc.)This team is made up of co-coordinators and team members as needed. The purpose of this team is to provide support to Google and Helpful Village account users and is responsible for the following:
  • Maintain Google Account services: Voice, Domain, Drive, Gmail, Docs
  • Provide training on Google docs and files to others as needed
  • Manage and maintain Helpful Village website/database
  • Provide task specific training to team members

Transportation Team 

This team is made up of co-coordinators and team members as needed. The purpose of this team is to develop new volunteer drivers. This team is responsible for the following:

  • Attend VNW Transportation Affinity meetings & report to Governing Council
  • Coordinate training and DMV checks 
  • Confirm driver auto insurance is in place and follow up on NSC and drivers license renewals
  • Arrange or conduct ride along tests and vehicle inspections
  • Complete monthly Transportation reports and submit to VillagesNW
  • Provide task specific training to team members
  • Develop and update as needed VATF Drivers Manual
  • Coordinate periodic meetings for drivers
  • Update and maintain driver information in Helpful Village and Google Drive

Volunteer Coordination Team  

This team is made up of two co-coordinators and team members as needed. The purpose of this team is to recruit, enroll and train new village volunteers. This team is responsible for the following:  

  • Attend VNW Volunteer Affinity Meetings.
  • Follow up with prospective volunteers and add them to Helpful Village
  • Update Helpful Village as volunteer enrollment progresses  
    • Conduct Villager Orientation
    • Conduct new volunteer training
    • Obtain signed volunteer and confidentiality agreements
    • Submit background check
    • Provide ID badge
  • Hold periodic volunteer meetings
  • Develop and update volunteer basic training (Villager Orientation)
  • Develop and conduct volunteer surveys to identify program improvements
  • Track volunteer hours
  • Manage Volunteer Match Postings
  • Provide task specific training to team members

Action Team

The action team is made up all Village Builder Volunteers. Action team meetings are held periodically to share operational updates and ideas.