SPECIFIC ROLES
Chair – The Chair organizes and conducts Youth Board meetings. The Chair sets meeting dates, times, creates meeting agendas, reviews and approves meeting notes, and generally coordinates activities with the Program Director(s). The Chair confirms that all Board-identified action items are completed and timely.
Vice-Chair – The Vice-Chair actively assists the Chair with all Chair functions and conducts Board meetings when the Chair is not in attendance.
Recording Officer – The Recording Officer takes detailed notes at all Youth Board meetings, records all defined action items, distributes approved notes to all Board members, and maintains official Board records.
Clerk – The Clerk manages the volunteer sign-up process, organizes volunteer records, and maintains a master list of all youth and adult volunteers, with dates and hours worked for each Y.A.H.O.O. season. The Clerk produces a written report on all volunteer activity at the end of each season.
Treasurer – The Treasurer maintains detailed records of all receipts and expenses of the Y.A.H.O.O. program in close coordination with the Town Recreation Department. Such records include corporate and individual donations; tool, clothing, and senior gift purchases; and promotional expenses.
Social Media Managers (2) – The Social Media Managers actively maintain, keep current, and regularly post social messaging through Y.A.H.O.O. program accounts on Twitter, Instagram, and Facebook. Media managers also write and submit notices or announcements to local print media.
Engagement Manager – The Engagement Manager is responsible for preparing homeowner gift bags, managing gift purchases and inventory; creating and coordinating Board thank-you notes to donors and adult volunteers; and administering homeowner feedback forms and special communications.
Scout – The scout is a licensed driver who visits each house prior to the work weekend to assess the amount of work required and make recommendations for the distribution of volunteers.
Equipment Managers (4) – The Equipment Managers start early and stay late. They are collectively responsible for:
- Arriving early each workday to set up the gathering site, including organizing the distribution of rakes, tools, and clothing to volunteers.
- Receiving all equipment being returned to the shed at the conclusion of each workday and ensuring that all equipment is returned neatly to its proper location in the shed.
- Keeping the shed clean, organized, and efficient.
- Keeping an accurate inventory of all tools and equipment.
- Maintaining a current inventory of Y.A.H.O.O. clothing items and making advance purchase recommendations to the Program Director(s).
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SHARED RESPONSIBILITIES
- Promoting the Y.A.H.O.O. program by broadcasting the Y.A.H.O.O. message and mission throughout the community. Serving as ambassadors, with a shared mission to help sustain a thriving program.
- Generating excitement about Y.A.H.O.O. with current and potential youth volunteers through conversations, emails, flyers, videos, and oral presentations.
- Engaging with homeowners; making connections.
- Identifying and recruiting qualified individuals to join the Youth Board.
- Being active team players, working collaboratively, and maximizing fun!!
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TIME COMMITMENT
- The Youth Board meets for about one hour each week during each fall and spring season (for example, from 7:00-8:00 each Wednesday evening). The Board typically has 8 to 9 meetings each spring and fall. It will have 3 to 4 planning meetings prior to each work season, meet weekly throughout the season, and have one wrap-up meeting post season. While they recognize that conflicts and unique priorities occasionally arise, Board members nonetheless expect consistent attendance and active participation.
- Members commit additional time, at their convenience, completing unique tasks related to their roles (inventories, record keeping, preparing materials, social media, recruitment, etc.).
- The Board occasionally helps, on a voluntary basis, with special events, including events sponsored by the Sterling Recreation Department, the town, and unique homeowner-in-need circumstances.