PaNNTOA Job Descriptions
PaNNTOA Commodore:
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Chair the Executive Committee and Board of Directors;
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Conduct meetings of Executive Committee, Board & Annual Membership;
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Collaborate with all Board members to ensure their responsibilities are completed;
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Ensure work is evenly distributed between volunteers;
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Serve as a standing member for all project teams;
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Monitor the panntoa.com website;
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Promote the interests of the organization, and
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Improve member benefits in collaboration with other Board members.
PaNNTOA Vice Commodore:
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Prepare and distribute minutes of all meetings;
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Keep and maintain for inspection by members, the Articles of Incorporation, By-Laws, minutes, and annual reports;
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Manage, prepare and track changes to By-Laws;
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Create any standing rules necessary to manage the operations of PaNNTOA;
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Collaborate with other Board members to promote PaNNTOA interests.
PaNNTOA Rear Commodore:
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Maintain general accounting of PaNNTOA finances;
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Report on financial status at annual meeting;
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Facilitate corporate and other donations to support PaNNTOA mission including annual budget preparation for Board approval;
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Manage cash and disbursements, including notification of the membership chair of manual (by check) membership adds;
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Make and certify any official filings to retain nonprofit status;
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Manage transfer of signature authority for the PaNNTOA bank account;
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Collaborate with other Board members to promote PaNNTOA interests.
PaNNTOA Rendezvous Director:
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Manage assignment of tasks and monitor progress of Rendezvous Committee members and others assisting with the Rendezvous;
PaNNTOA Communications Director:
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Maintain an email distribution list of PaNNTOA members;
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Communicate association related information to the members as directed by the Board;
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Share Nordic Tug & PaNNTOA information with boating magazines and their editors;
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Promote Nordic Tug rendezvous, activities, membership and other items as appropriate.
PaNNTOA Membership Director:
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See that emails are sent to new members welcoming them;
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Remind members to renew when their membership is 1 month from expiring;
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Distribute member lists to member benefit providers as necessary;
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Review expired and inactive members and send contact letter;
PaNNTOA Web Director:
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Coordinate & approve expenses associated with website design requirements/improvements;
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Direct activities of the Web Master;
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Ensure all website changes are tested prior to implementation;
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Implement all updates, changes & enhancements as directed by the Board.
Rendezvous Committee Responsibilities
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Find space, select venue and set date for the rendezvous.
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Develop and manage an event budget, reporting to the Treasurer & Board.
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Obtain preliminary price quotes from vendors.
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Contact and work with the Nordic Tug factory representative on planning.
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Contract with marina and meeting space requirements.
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Arrange for insurance.
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Make catering arrangements & select menus.
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Obtain liquor licenses where required.
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Solicit speakers, vendors and sponsors.
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Arrange for entertainment if desired.
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Verify sound system and/or additional speaker needs.
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Purchase all items needed for meals, including decorations if providing.
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Solicit raffle and/or auction items; buy raffle tickets if necessary.
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Determine PaNNTOA gear or gift; determine design cost and delivery requirements.
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Work with the Web Director to update the event registration form.
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Work with the Communications Director to send out periodic teasers/announcements for periodic mailings to members and publications.
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Regularly share a roster sheets with the dock/moorage coordinator.
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Solicit discounts for hotels/motels for registrants not bringing their boats.
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Design & prepare name tags; obtain plastic name tag holders w/clips.
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Buy pocket folders for handouts or plan to use marina gift bags.
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Prepare to stuff 2-3 days early.
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Develop final event program including speakers, special activities, vessel safety checks, and other boat inspections or activities.
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Coordinate sponsor/vendor page updates with the Web Director.
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Assemble handouts in folder, stuff bags and assemble raffle items;
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Prepare description/sign up pages for silent auction items.
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Prepare and print signup sheets for ongoing activities not identified as part of the registration process.