Chapter President Roles & Responsibilities

The Chapter President oversees the following team leads, ensuring each quarterly event runs smoothly and all donations are documented and handled responsibly.

Main responsibilities:

• Creation of quarterly agenda and presentation (templates are in Google Drive)
• Receives, documents and delivers any member checks to the Treasurer
• Distribution of quarterly checks to all 3 nonprofits (on event night)
• Connecting with team leads to ensure all tasks are moving forward as we lead toward the event date (see Event Actions in Google Sheets)
• Scheduling team meetings (when necessary) to keep the team connected and involved
• Member communications: sending member emails for relevant info: Save the Date, RSVP Today, Nominate (when needed), Event Results, Email to those who are NOT RSVP’d so they can vote if they are unable to attend (send 2 weeks prior to event date, cutoff date 1 day before event)
• Website Delegation: quarterly updates to include nonprofit logos, new event pages, next event charity vote page, etc.
• Update Summary of Donations (DETAILED) sheet each quarter
• Save all relevant docs in Google Drive by event quarter (prez, agenda, financial sheet)

Financial/Treasurer | Brian Coulmas

The main goal today is to track member donations on the quarterly financial spreadsheet (Excel) and reconsile with what is tracked in the Chapter CRM which is a breakdown of all donations each quarter. Final donation amounts should be accounted for after the quarter closes⁽¹⁾. 

^{(1) This process will be changing once the new website is finalized and new CRM is in place}

• Access to all PayPal donation points i.e. PayPal Giving Fund, PayPal one time, PayPal Subscriptions
• Access to bank account

Sponsorship | Steve Gillespie

Goal is to ensure that the chapter can cover its quarterly event costs ($1250/average) and any additional costs it may have (gifts, marketing, printing, etc.)

• Coastal Credit Union – Community Partner (aka Partner in Giving) – supporting the chapter since 2026. They pay $_______ to this chapter (and all chapters) each quarter and the chapter uses $1,000 for operational funds and $1,000 for runners-up funds
• Event Sponsors – Multiple Event Sponsors within the 100 Men community provide funding for ensuring runners-up non-profits are also awarded a donation for their time and effort.
• Catering Partner – The Apex Rotary provides $500 for catering at each event.

Charity Relations | Richard Arnold

This lead is responsible for these important quarterly/ongoing tasks:

• Receives all member nominations and vets each. If the member nomination doesn’t qualify, the lead lets the member know so she can nominate another organization.  The CRM sends an email to the non-profit congratulating them on their nomination and sending a link to paperwork (they must complete). Once the paperwork is received, he files that in our Google Drive and moves the organization over to the “approved” nonprofits so that they are part of the random selection process that occurs each quarter. Finally, he informs the Data Manager (currently Jeremy Davis) of the approval for addition to the CRM and website.

Events | Mike Grace

• All communications between the selected nonprofit and the chapter are handled by this person:
  • 6-7 weeks prior to the event date, they send out the “congrats” email that lets them know they’re invited to present. There is a deadline noted for all presentation materials and the presenters are encouraged to meet with the two resources provided to help them get familiarized with the group and prepare their presentation (calendar link to meet with David at Angel Oak Creative). 
  • It is critical that we receive confirmation within the same week from all 3 presenters (and last quarter’s award recipient) that they can attend. If we don’t hear back (which happens more than one would think!), this organization should be placed back in the “pool” and another one picked. 
  • They check in before the presentation deadline to ensure we will receive the PowerPoint in time. Once received, they send to chapter presentation coordinator (John-Michael O’Neill) to include in the night’s presentation. 
  • They act as the event greeter for all nonprofit presenters, introducing them to John-Michael so they are confident that their slides are working properly. They show them their tables and gets them introduced to the chapter president as well.

The Event Coordinator handles or manages delegation of a ton of moving parts that include:

• Venue selection
• Bar setup (if needed)
• Chairs (if needed)
• Volunteer teams (set up/tear down, ballot counting, greeters, etc.)
• Event Photographer

Social Media & Marketing | Mike Grace

The goal is to have consistent posts to include important updates (save the date, updates on award recipients with tags, relevant holidays, any additional relevant content)

Member Engagement | _____________

This is a multi-faceted role that should oversee a small team and get other potential volunteers involved. Suggested teams:

• Registration Team (2) – Our first impression team, overwhelming in hospitality.
• New Member Engagement | Matt Maiers – Welcomes any/all new members since last quarter, calling each guest after joining (leaving a vm if needed) and sending a text after the event to ensure they felt welcomed. If a new member couldn’t attend, send “we missed you” email ensuring they have the link to RSVP for next quarter’s event.  Enters prospective members into the CRM for tracking.
• Guest Engagement | Matt Maiers – Welcomes any/all new guests at the event, contacting each guest who attended after the event, hears feedback and invites to become a member. If a guest RSVP’d and didn’t attend, they still reach out to ensure they have next quarter’s RSVP link.
• Sponsor Appreciation – After each event, this person sends thank you cards/emails to any/all businesses that supported our event. This can be in-kind sponsors, paid sponsors, door prize businesses, venue and/or any individual or business who stepped in to help in any way.
• Attendance | Jeremy Davis & Jason Edmeads – Reports back total number of members, guests and presenters/sponsors at each event. These numbers help to track average attendance by quarter and better prepare for upcoming meetings (ex: what percentage of RSVP’s attend? Are certain quarters more heavily attended than others?)