OG - Operations - Volunteer Position Descriptions *

* This document needs to be reviewed by the board.  Approval may be needed.

General Requirements

  • Wear the Volunteer Neck Ribbon distinguishing you as a Volunteer
  • Smile, be friendly and helpful
  • Be prepared by knowing speaking topic, locations of elevator and restrooms
  • Know persons to contact in case of questions
  • Be on time  (5:30)
  • Sign a Volunteer Waiver Form
  • Fill out Volunteer Book so that Volunteer time can be tracked
  • Bring a copy of the expectations required for your location that was emailed to you

Job Descriptions

Volunteer Coordinator

  • Assist in finding volunteers
  • Arrange for 5 volunteers for each Program
  • Send out email with a job description to each Volunteer at least 3/5 days before the Program
  • Maintain the Volunteer Book so that we can track amount of time each volunteer has worked.
  • Provide Volunteer Neck Ribbons to each volunteer and collect at the end of evening
  • Provide direction and training as necessary
  • Take a picture of the volunteers at each Program and email/text to tech person

Greeter - Bottom of Stairway

  • Place Reserve Seating Notices on front 3 rows of chairs
  • Welcome guests from your station
  • Provide directions to the elevator & restrooms if necessary
  • Know the speaker topic for the evening
  • Direct Speakers or questions to Treasurers Table
  • Tell them to enjoy the program
  • At end of program collect the Reserve Seating Notices
  • Thank attendees for coming

Greeter - Top of Stairway

  • Setup the 6 foot Banner
  • Direct Speaker/s to Program Director *
  • Welcome guests
  • Provide directions to restrooms if necessary
  • Know the speaker topic for the evening
  • Have a chair near in case anyone needs to rest after climbing stairs
  • Determine if Member or Non Member
  • Direct Members to Badge table
  • Direct Non Members to Donation Box or Treasure's Table to Join
  • Mention Tour Table when available
  • Direct Speakers or questions to Treasurers Table
  • Tell them to enjoy the program
  • At the end of the Program take a position to the left or right side of the exit
  • Thank attendees for coming

Greeter - Donation Box

  • Welcome guests
  • Provide directions to restrooms if necessary
  • Know the speaker topic for the evening
  • Explain a “Suggested Donation of $2.00”
  • Make monetary change as necessary
  • Thank them for their Donation
  • Ask if they receive our emailed program/tour notices. Hand email form if needed
  • Direct to Tour Table when available
  • Direct to Refreshment Table
  • Direct Speakers or questions to Treasurers Table
  • Tell them to enjoy the program
  • At the end of the Program Assist in Refreshment cleanup and put away

Greeter - Hand out Flyers or Drawing Tickets

  • Welcome guests
  • Provide directions to restrooms if necessary
  • Know the speaker topic for the evening
  • Hand out flyer if available
  • Hand out tickets for drawing…Know drawing item(s)
  • Direct to Tour Table when available
  • Direct to Refreshment Table
  • Direct Speakers or questions to Treasurers Table
  • Tell them to enjoy the program
  • At the end of the Program Assist in Refreshment cleanup and put away

Greeter - Membership Badge Table

  • Welcome guests
  • Provide directions to restrooms if necessary
  • Know the speaker topic for the evening
  • Assist in setting up the tables with table coverings
  • Assist in laying out the Membership Badges
  • Assist attendees in finding their Membership Badges
  • Membership Badges that have a sticker on them is notice for Membership Renewal
  • Direct Membership Renewals and when Membership Badge no longer present, to Treasures Table
  • Direct those wanting to join to Treasures Table
  • Direct Speakers or questions to Treasurers Table
  • Tell them to enjoy the program
  • At the end of Program have the container to collect the Membership Badges as attendees depart
  • Thank attendees for coming
  • Assist in returning Membership Badges to carry cases
  • Fold table coverings for storage

Refreshments (May need more than two volunteers with this position)  Might want to dvide this up into separate position.  Refreshments - First Table, Refreshment - Second Table etc.)

  • Containers holding refreshment supplies will be in the kitchen area
  • Place plastic table clothes on 2 tables

On first table arrange the following:

  • Set out trays of cookies or snacks
  • Set out an adequate amount of napkins

On second table arrange the following:

  • Make coffee
  • Make HOT water for hot chocolate during months of September – May
  • Make lemonade during the months of June – August
  • Fill container with cold water for water drinkers
  • Set out condiments as needed ie: stirrers, sugar, cream, hot chocolate packets, cups, etc.

Directions:

  • Make coffee using HOT water and 3 cups of decaf coffee grounds
  • Use HOT water to fill the dispenser for hot chocolate
  • Fill coffee maker and dispenser for hot chocolate approximately 5 inches from the top
  • Make lemonade following directions on container (beverage dispenser holds 3 gallons) (Sam’s Club no longer has any that would be suitable.)

Clean up and pack away:

  • Set aside remaining cookies for the Southridge Staff
  • Dump coffee grounds in trash (take care as the contents will be hot)
  • Dump any remaining liquids into the 3 well sinks (take care as the contents will be hot)
  • Dry the beverage dispensers
  • Box the beverage dispensers
  • Replace condiments and napkins neatly in their storage containers
  • Wipe clean and fold plastic table clothes and place in storage containers
  • Place all storage containers and beverage server boxes on the service carts
  • Make sure kitchen area is clean and organized before departing
  • IMPORTANT: Notify Volunteer Coordinator of any products which need to be replenished

Additional Volunteer Positions (Extra-Program) * (Submitted by Nancy).

Refreshments

That is a lot of work for one volunteer……..would be good to have two….or have the other Greeter volunteers start with Refreshments, then move to the Greeter locations.  

Highlands Ranch Days - History Trunks

A lot of volunteers are needed to run the three days of the History Trunks at the HR Mansion.

Check with the HR Mansion staff to determine what days it's scheduled for each year.

Efforts to gather volunteers should start no later than May of the ensuing year.

Constant Contacts - Publicity

Would be great if volunteers would learn how to do some data entry, phone calling for bounces, etc.

Facebook??   Would be great if we consistently posted to Facebook  ** (Needs to be elaborated...)

School Visits and Community Events **(Need to be elaborated)

Down the road, would be nice to have Volunteers go out to the schools, and teach the 4th graders about HR History

If we had enough volunteers, we could even solicit the schools, and routinely go to the classes.

HR History

History Trunks

Benefits, Acknowledgemens, Appreciation and Thank Yous  **(Needs to be elaborated and reviewed)

We are still struggling with that with our members……..

Perhaps have a yearly Thank You, for both members and Volunteers?   Ice Cream Social, Special Tour, Wine and Cheese, Beer and Cheese at the Cheese Ranch (will be meeting with Laura Lacerte, Metro District, next week to discuss a joint program later this year at Cheese Ranch with Beer and Cheese, which will be open to the community)

We used to offer complimentary membership to Docents…….could revive that again with a certain number of Volunteer Hours

Take their pictures, post on CC/HRHS/FB with their permission

Could use my Clubhouse or other venue for an annual Thank You Pot Luck………with small gifts (donated??) or food (donated??)

Looking Forwared to 2016 or 2017

should we aim to be the recipient of the Taste of HR event in May?   That involves a Silent Auction.

Volunteers certainly needed to man the Silent Auction, perhaps solicit donations??

Volunteer Opportunities

Attached document has a couple of other suggestions for Volunteer positions.