Tampa Gator Club Board Additional Information

Board Expectations & Benefits

Expectations

  • Attend ¾ of all board member meetings

  • Attend ¾ of big event

  • Attend at least two Gator watch parties

  • Big Events Buddy System: Two board members will work together to spearhead a big event.

    • A primary and an assistant. Events Director will also assist.

In Exchange

  • Waive attendance fee for all events if board member actively volunteers to
    make the event possible

Board Roles & Responsibilities

President

  • Facilitate strategic planning and goal setting meeting

  • Coordinate and facilitate all board meetings

  • Fill board positions when vacant and maintain a funnel of potential members/volunteers

  • Facilitate timely event programming to make sure each goal was met

  • Manage and support all efforts in programming to have successful events

  • In-charge of bi-weekly dissemination of newsletter to Tampa Gator Club members

  • Collaborate with each board member to strategically meet their goals and responsibilities

  • Collaborate with UFAA Club Affiliates in the Tampa Bay Area

  • Manage partnerships to attain harmonious collaboration

  • “Entertain” and manage VIP guests during the events

  • In-charge of one or two events for the fiscal year

Secretary

  • Maintain the directory of board members

  • Prepare the meeting agenda 48 hours before each board meeting.

  • Receive approval from the President to disseminate the meeting agenda.

  • Take board member attendance at meetings and events

  • Disseminate the meeting agenda 24 hours before each boarding meeting.

  • Consolidate and upload meeting minutes 48 hours after each board meeting

  • Gatekeeper and organizer of Google Drive

  • Consolidate, save, and integrate all forms and documentation from various events into the Google Drive

  • Collaborate with President and Communications VP to produce a bi-monthly newsletter (event announcements at the beginning of the month and event throwback with pictures at the end of the month)

  • In charge of one or two event for the fiscal year and help with at least two watch parties

  • Support all efforts in programming to have successful events

Treasurer

  • Prepare and present monthly financial reports during each board meeting

  • Audit expenditures every quarter

  • Collaborate with the Sponsorship VP to produce sponsorship packets for various events

  • Collaborate with Sponsorship VP to produce an excel of all sponsors with donated amounts.

  • Consolidate, save, and integrate all merchandising reports and monthly payments into Google Drive.

  • Coordinate with Webmaster for all subscriptions

  • In charge of one or two events for the fiscal year and help with at least two watch parties

  • Support all efforts in programming to have successful events

Webmaster

  • Update the website for events 3 weeks before the specified event date

  • Create BetterWorld Event for events 3 weeks before the event

  • Coordinate all technical aspects of merchandizing for the website

  • Distribute website analytics summary to the board every quarter

  • Coordinate with Treasurer for subscriptions

  • In charge of one or two events for the fiscal year and help with at least two watch parties

  • Support all efforts in programming to have successful events

VP Communications

  • Create a content strategy for weekly postings on social media platforms

  • Prepare graphics for each event at least 3 weeks before the event date

  • Make an “Event” page on our Facebook account at least 3 weeks before the event date

  • Collaborate with President and Secretary to produce a bi-monthly newsletter (event announcements at the beginning of the month and event throwback with pictures at the end of the month)

  • Endeavor to get publicity for all big events

  • Collaborate with the Events VP and Athletics VP to coordinate Bucs, Rays, and Lightning Games

  • In charge of one or two event(s) for the fiscal year and help with at least two watch parties

  • Support all efforts in programming to have successful events

VP Alumni relations

  • Spearhead Welcome to the Gatorhood event (fall and Spring)

  • Keep track of 40 Gators under 40. Promote nomination announcements and winner announcements through social media platforms and newsletters.

  • Communicate with 40 Gators under 40 winners and invite them to gator events

  • In charge of one or two events for the fiscal year and help with at least two watch parties

  • Support all efforts in programming to have successful events

  • Coordinate and automate membership renewal emails to members with upcoming membership expiration.

  • Specialize and automate welcome Tampa Gator Club email to new members

  • Innovate ways to present membership in each event (Scannable QR codes)

  • Create a one-pager benefits guide for members or attain membership brochures for the various events.

  • Work with Athletics and Volunteer VPs to make watch parties successful

  • Automate birthday greetings to established members

  • Support all efforts in programming to have successful events

VP Volunteering

  • Spearhead International Gator Day (May)

  • Coordinate with board members and volunteers to produce a schedule for attendance at the watch parties

  • Work with Athletics and Membership VPs to make each watch party successful.

  • Keep track and involve volunteers during Gator events

  • Communicate gator event details and responsibilities with volunteers

  • Send thank you emails to each volunteer after their volunteer period

  • In charge of one or two events for the fiscal year and help with at least two watch parties

  • Support all efforts in programming to have successful events

vp events

  • Supervise monthly smaller events – Gator bites and Swampside chats

  • Collaborate with Communications VP to coordinate with game partners for Bucs, Rays, and Lightning games

  • Together with the President, “entertain” and manage VIP guests during the events

vp sponsorship

  • Spearhead Gator Giving Day (Stand up and Holler) (February)

  • Coordinate with the treasurer to produce sponsorship packets for the events

  • Communicate with partners about upcoming events

  • Send thank you cards to each partner after sponsorship

  • Mingle with partners during each event

  • Award partners with a plaque or trophy during the Scholarship banquet

  • Wine and dine partners for their partnerships

  • In charge of one or two events for the fiscal year and help with at least two watch parties

  • Support all efforts in programming to have successful events

vp academics

  • Communicate with High School Counselors Announcing Program – Invite counselors and principals to the banquet

  • Communicate with Applicants and Collect Applications

  • Host scholarship and awards banquet in June

  • Create program marketing material for distribution at events

  • Ensure the website is up to date

  • Ensure scholarships are processed accurately

  • In charge of one or two events for the fiscal year and help with at least two watch parties

vp athletics

  • Work with the Events VP to Manage Watch Parties

  • Work with the Events VP to Manage Bus Trips to Gainesville

  • Work with professional sports teams to run promo events

  • In charge of one or two events for the fiscal year and help with at least two watch parties

  • Work with the Events VP to organize events with Lightning, Rays, Bucs, and Rowdies

Vp outreach

  • Work with UFAA to identify events where TGC can help manage

  • Work with UF Admissions to identify events where TGC can help manage

  • In charge of one or two events for the fiscal year and help with at least two watch parties