In the President's Message we discussed how important it is for everyone to find a way to use his or her special talents to help OAGO reach its full potential. It doesn't matter whether you want to immerse yourself in the role of an officer, edit a newsletter, direct a project, serve on a committee, offer advice, or become a financial donor - we need you.
That being said, we have to be honest about who we are. Some of us have more time and energy and some have less; some are leaders and some are followers. Some of us are "tech" savvy and some of us do not even own a computer. Some have easy access to transportation and others do not.
Some of us can "financially" supplement a project while others must struggle to pay for their supplies. Some are Ol' Timers and some are Newbies. It does not matter! Every single person has something of value to contribute... together we can do "
stomany" amazing things!
Although we will fill the positions of President, Vice-president, Secretary, Treasure, Historian, we will also divide these/their responsibilities into smaller "tasks" so no one person has everything resting on his or her shoulders. We will be building "teams" so we can job share. Thanks to Google Docs (kudos to Krista and Kelli-Anne for setting them up), we will be able to share materials and communicate in real time, so it won't matter how far away you live from your teammates. We have compiled a simple-to-follow SOP manual (standard operating procedures) for every job, including any necessary contact information or templates. Although new positions start in January, our current officers and board members will "mentor" their new counterparts, so no one feels unprepared or overwhelmed. We are "twinning" our artifacts (we won't have one set of name tags, signs, etc., we'll have two), so if one team member cannot attend a meeting, the other one can. Most importantly, we will make new friends, have fun, be creative, and watch our group grow.
Below is a quick list of "Tasks"... Just find the one(s) you like the best. If you have any questions, just E-mail firstname.lastname@example.org and we'll get back to you as soon as we can!
Refreshments Committee (Shelley has offered to do this, but needs helpers!)
Make sure there are light snacks and beverages at all meetings. Water bottles will be budgeted for, but there should be a volunteer list to donate/bring snacks and clean up after the meeting. You will receive a carrying cart to transport the tablecloth, paper goods, etc.
Donation Collection and Pickup
(Jack is the grand master of this, and Krista has been covering the south/west areas.) Ideally, there should be someone on this committee for each quadrant of Orlando. Your E-mail address will privately be attached to our website and/or you will receive forwarded phone calls. People will contact you as to what types of supplies they’d like to donate. You will arrange a convenient (and safe) time (for both of you) for pickup. We have tax receipts already printed. You will also collect and sort any donations brought to the meetings.
Supply Delivery (Shelley, Jack, and Krista have been doing this).
When physically able, the recipient will pick up their supplies at a time and place that is convenient for both of you. However, many of the people needing supplies are physically unable to travel. We will make every effort to get them what they need, at no cost. Occasionally, we need to mail supplies. If this is the case, we ask the recipient to pay postage. (Or, we can ask for a postage donor.)
Greeter/Name Tags –
We will have duplicates of all materials.
Greet all new guests and make them feel welcome! Make sure everyone signs in. Keep an up-to-date set of name tags and bring them to every meeting. Keep an accurate attendance list (make sure everyone signs it and updates any necessary information), display print material (Tri-folds, magnets, etc.) and give all new members a new member packet.
Signage – We’ll have two separate sets available.
Put up and take down OAGO signs for our meetings. Signs are already made and laminated (and tape, magnets, and suction cups will be available.
Contact List Coordinator (computer knowledge is necessary i.e. Word or Google Docs)
This is VERY important and a great job for someone who is detail oriented (or who would like to help by may not be able to attend all meetings). You will coordinate our current membership list with our incoming E-mail list, phone message list, meeting attendance, and Constant Contact newsletter contact list.
FaceBook Administrator (Currently Krista and Erica)
We are still in our infant stage, but hopefully we will get as many members as possible to join so they can have support 24/7. Our rules are already in place. The administrator will verify members, delete inappropriate material, and post announcements.
Fundraising (will work in tandem with our Treasurer, currently Patrick Rodgers)
Find online fundraisers, monthly raffle items, meeting 50/50’s. Supervise UOAA conference fundraiser, and plan at least one fundraising event a year (if possible). Collect all money/tickets at meetings and turn cash over to the treasurer. Keep list of the fundraisers for the year (template is available) so we can decide which ones to repeat in the future. Coordinate with secretary so she/he can write thank you notes.
Librarian (A travel cart will be provided)
Find new books about ostomies (informational, biographical, magazines, articles, etc.) Bring materials to each meeting. Create a simple check out system.
New Patient Packets
Create packets and distribute them at meetings. In addition to excellent materials supplied by UOAA (keep track of when we need to order more), all of our own documents are available in template form.
New Product Guru
Search the web, publications, etc. to find new products. Report and demonstrate. Ask for samples and raffle them later at meetings! (We regularly receive samples from vendors through UOAA) but there are great products all over the world! Don’t forget to think outside the box (i.e. storage container ideas, etc.)
Newsletter Editor (Requires @ 10 hours a month)
This is a BIG job, but we’ve streamlined it considerably through our use of Constant Contact. You will be thoroughly trained and we’ve created a simple to follow format. This job can be shared with a separate proof reader, an article collector, and an “outside” newsletter reader (other ASG groups will share ideas and content with us).
Phone Chain Coordinator
Call members with no computer access to inform them ahead of time of meetings, activities, or other changes. Notify members in case of an emergency.
Attend meetings and events. Take pictures of members and activities, save photos on our Google Docs photo page, get permission for posting when necessary. Capture the fun and include as many members as possible.
Pictures, Tables, and Charts Finder
Collect and collate helpful pictures, diagrams, etc. for our newsletter and website page. Add to the “wish” list of information we know we need (i.e. nutrition charts, body parts, etc.)
Keep track of any legislation that can affect us. Keep copies of Ostomy Bill of Rights, TSA information; make a directory of all local government offices that could/would benefit ostomates.
Create a master list and table of all possible contacts. Place ads in all free publications (Everybody''s Business, etc.). Make sure information is up-to-date. Prepare items for feature articles.
Rack Jobber (Physically get our materials to as many places as possible)
Hand deliver all OAGO print materials (to hospitals, doctor offices, public libraries, nursing homes, etc.) Keep an up-to-date list of all drop-off points (name, address, phone, E-mail, dates of delivery, etc.)
Social Director (Restaurants)
Set up at least one Pop-up per month. Make sure to rotate days, times, prices, and locations to cover all of Greater Orlando. Contact website coordinator to include information at least 3 days before any event. Either invite our photographer or send him/her pictures from your phone.
Social Director (Activities)
Look into securing group prices for concerts, shows, movies, etc. Post all these events on our Facebook page. Make sure everyone pays ahead of time so OAGO is not responsible for no shows.
Sunshine Committee (We will supply stationery)
Keep track of people who need support. Send cards. Put info into newsletter or Facebook when appropriate (only with member’s permission), provide follow up calls. Try to "check in" at least once a month with members and past members who simply can no longer make it to meetings. They still need and deserve support and friendship.
A number of our members do not have access to a car, or are unable to drive and therefore cannot attend meetings. Although we will not always be able to assure a ride, we would like to put together a “Car Pool” team to help whenever they can. Divide city by zip code and find volunteer drivers.
Youth Rally Director (Summer camp program for ostomy teens)
Research the program and become our group advocate. Give a yearly presentation, make sure we provide scholarship money (yearly). Work with fundraising chairman for a designated fundraiser.
Ostomy Awareness Day – Share information on the date (traditionally in October)
Keep the group up-to-date on any special events (or create one of our own). Perhaps have a T-shirt making contest or meeting. Contact our publicity committee about making the information public.
Create a master list of important ostomy topics (the entire membership can help with this) and find the best YouTube videos for our newsletter and website.
Emergency Worker Bees
Create a master list of last minute volunteers. Help with last minute tasks, errands, sorting, etc. Volunteers can always say no, so this committee should be as large as possible. This would be a great “in addition to commitment, not an “instead of.”)
Donors (You can be recognized or you may remain anonymous*)
If you are truly not able to donate time, we always need and appreciate additional financial support. You can make a donation to the general fund, or you can “adopt a cause” – such as Youth Rally scholarships or refreshments for off-site presentations. Volunteer to pay for postage, marketing materials, special events, dues for those who cannot afford them, office supplies, etc. * In either scenario, you are entitled to a tax receipt since we are a non-profit.
Director of Program Expansion (DOPE) (Erica Michaels has volunteered for this job!)
Explore new ways to promote and expand our mission. Prepare presentations for medical professionals, care givers, possible new ASGs (affiliated support groups), and other community programs. Work on long-term programs and materials so they’re ready when we need them. (This is not a one person job, but it’s more important to fill the other positions first.)