Email: boarddevelopment@evpbc.com

Goal: Develop a pool of qualified candidates for the EVPC Board of Directors.

Responsibilities:

1. Have a set criteria of skills, experience, commitment

2. Plan for Officer development

3. Develop job descriptions for Officers

4. Oversee election of Officers

5. Develop advisory positions to represent geographic locations

6. Run elections in partnership with IT

Email: finance@evpbc.com

Goal: Create a Strategic Plan to pursue the Club’s primary purposes as stated in the Club’s Bylaws.

Responsibilities:

1. Employ Market Analysis both regional and national

2. Use SWOT Analysis (Strengths, Weaknesses, Opportunities and Threats)

3. Revisit the Club’s Mission Statement for relevance in the current and future state of pickleball

4. Develop a set of Pro forma Financial Statements for the Club and the Regional Facility

5. Be developed as a tool the club can use to educate future decisions

6. Develop a yearly budget

7. Maintain financial management systems

8. Manage chart of accounts

9. Set Membership growth goals for the year and develop a plan to meet those goals.

10. Remind EVPC Board of Directors and instructors of Learn to Play Clinics to promote club membership. Make available club “business cards” that list benefits of being a Club member.

11. Encourage established members to promote the Club

12. Expand social media to create more awareness of our Club and membership benefits

Email: it@evpbc.com

Goal: The IT Committee is responsible for managing the technology resources of the club and providing IT consulting to the board and members. The IT Committee is also responsible for approving all software used by the club before it is purchased and/or deployed.

Responsibilities

1. Approve software before it is purchased or deployed.

2. Support Committee technical needs

3. Create skills needed list

4. Manage and support applications including:

   1. Election Buddy

   2. Doodle

   3. Facebook page

   4. Go Daddy

   5. Google Groups

   6. Google Workspace

   7. Instagram

   8. Membership Works

   9. Square

   10. Stripe

   11. Surve System

   12. Website (Squarespace)

   13. Zoom

   14. Security management

5. Manage the configuration of applications.

   1. The IT Committee responsible for the configuration of applications but may or may not be a user of the application. Examples:

      1. The IT committee does not use Stripe but is responsible for its configuration.

      2. The IT committee is responsible for the configuration and use of SquareSpace (website development app).

   2. Provides technical support for all applications.

6. Purchasing

   1. The IT Committee is responsible for approving all software used by the club before it is purchased and/or deployed. Key criteria are:

      1. Meets the requirements of the Club. The committee shall work with the Board to develop requirements.

      2. Security

      3. Ease of Use

      4. Cost

7. Consulting

   1. Assist the board with IT related issues.

8. Security Guidelines

   1. Maintain security guideline documentation on the Google Drive IT Committee folder and ensure users read the information before using IT resources.

   2. Provide an annual reminder to all users to review the security guidelines.

9. Data Backup

   1. Perform regular backups of key systems. As of the date of this document, the current backups that the IT Committee is responsible for are as follows:

      1. Google Resources at evpbc.com: Google Takeout is run every other month.

      2. Website on Squarespace: Monthly: make copies of any pages that have been modified based on the change log entries.

   2. Accounting Software: Treasurer shall create a backup of all data in the accounting system each day it is updated. The backup shall be stored in two locations (Club Google Drive and on an external drive).

10. IT Committee Volunteer Skills

    1. Minimum Requirements

       1. An intermediate level of knowledge in the use of Windows 10/11 or Mac O/S.

       2. An intermediate level of knowledge of at least one advanced software package. Examples are Financial (Accounting, Tax, Stock Research, etc.) Website Management, Social Media Management, Customer Management System, Health Care Systems, or any complex business or hobby system.

       3. Comfortable with helping users with software applications the volunteer already knows how to use. Ability to be patient with users that are having difficulties.

    2. Optional

       1. Use and/or configuration of Google Products (G-Drive, Gmail, Google Workspace, Google Docs, Google Groups, etc.

       2. Use of Microsoft Office (Word, Excel)

       3. Use of a website management system. (EVPC uses SquareSpace)

       4. Use of Membership Management Systems (EVPC’s uses MembershipWorks).

Email: learntoplay@evpbc.com

Goal: To provide a fun, hands on, educational introduction to Pickleball while encouraging EVPC membership through Learn to Play clinics.

Responsibilities:

1. Schedule, promote, and staff Learn to Play Clinics at outdoor venues, currently Coiner Park, Westmoreland and Meadow Park, during the summer months.

2. Work with Facilities Coordination Committee for reservations for clinics through municipality/facility owners.

3. Promote clinics through club email, website, social media, and flyers at venues.

4. Train instructors regarding Pickleball rules, safety, etiquette, venue procedures for play, health benefits of Pickleball, basic strokes, introduce scoring and HAVE FUN.

5. Promote other avenues that exist for Learn to Play clinics, such as YMCA-RECS, etc.

6. Assist where needed to promote Learn to Play clinics in surrounding local communities such as Coburg, Creswell*, Pleasant Hill*, Veneta*, Junction City (communities that are developing facilities or have shown interest in developing facilities).

Volunteer Desired Attributes

1. Enthusiastic about pickleball and know how to channel that enthusiasm when instructing.

2. Know rules.

3. Know basic strokes and strategy for Pickleball.

4. Is aware of safety recommendations.

5. Can enthusiastically provide basic information about our Club and know how to direct participants on how to join.

6. Have Fun!

Learn to Play instructors, and assistants, are needed and appreciated. The number of people wanting to learn the game, and increase their skill level, continue to increase.

Email: marketing@evpbc.com

Goals:

1. Develop EVPBC brand kit to unify all communications and promotional content.

2. Operate any social media pages (this does not include the Facebook Group).

3. Create merchandise for the club to sell.

4. Create flyers

Responsibilities:

1. Create brand kit (fonts, colors, graphics, logos).

2. Create flyers, posters, videos, infographics.

3. Manage instagram page/Social media.

4. Formatting and sending emails to club from Board.

5. Create shirts, hats, and other merchandise to sell.

6. Design and maintain the club website in partnership with the IT committee.

7. Help focus other committees to keep membership growth and membership retention at a forefront in all we do.

Email: membership@evpbc.com

Goals: Manage membership growth and facilitate all aspects of membership inquiries, renewals, past due accounts, and membership trends.

Responsibilities:

1. Focus on keeping existing members.

2. Monitor and respond to club email accounts and phone messages for inquiries, questions, or problems regarding membership or payment.

3. Monitor past due accounts. Members receive at least two automated emails before their account is past due. When it shows up as "Accounts Past Due" on the Stats , check to see if their membership has expired. If expired, contact them and give them two weeks to either renew or let us know whether or not they are planning to do so. If we don't hear back from them after two weeks, delete their account. If they have told us they plan to renew, but haven't after two weeks, remind them one more time. Give members that have their payments denied a little extra time to work with their financial institution.

4. Collaborate with the Social Committee to provide activities/events for “new members” as well as established members.

Email: facilities@evpbc.com

Goals:

To provide input, and oversee when appropriate, EVPC involvement in the planning, promotion, development, programming, daily play and facilities needs at existing and future Pickleball facilities in our EVPC geographic area. (Proposed Regional Facility is not part of this committee).

Assure that Pickleball venues adopted by the Club have suitable equipment and supplies including: nets, balls, water removal equipment, paddle holders and Club loaner paddles.

Responsibilities:

1. Keep in contact with facility owners regarding changes or needs such as resurfacing courts, net repairs, lining of new courts, storage containers etc.

2. Communicate with facility owners for EVPC rental of facility. Tournaments, certain clinics, socials.

3. Communicate with facility owners regarding free clinics open to the public.

4. Communicate with facility owners regarding Pickleball participation at their facility:

   1. Gentle reminders of how Pickleball participation is growing at their facility and the community. Pictures are good.

   2. Express to them appreciation for what we have and what they are providing.

   3. Provide perspective on how Pickleball is helping them to meet their overall goal and purpose. Recreation, fitness, mental health etc.

5. Check equipment frequently.

6. Report safety concerns to venue owners (Eugene Parks, Cottage Grove, Public Works, Springfield Parks, etc.) Develop contact lists.

7. Send requests for additional equipment to Bob Block.

8. Maintain storage boxes including first aid kits.

New Facilities:

1. Coordinate EVPC lobbying for additional indoor and outdoor courts. Determine potential appropriate locations for Pickleball courts with consideration of location needs; parking, restrooms, neighbors, space and safety.

2. Newly lined school courts: Where appropriate coordinate with schools, rules of play, court time availability, storage container needs, parking, etc. Make sure there is an open line of communication between school contacts and EVPC to deal with existing or potential challenges.

3. Assist where needed to create Pickleball facilities in surrounding local communities such as Coburg, Creswell, Pleasant Hill, Veneta, Junction City.

Email: tournamentsandevents@evpbc.com

Goals:

Plan, Schedule, Promote Tournaments and Events for Fundraising and Social Involvement of Club Members.

Responsibilities:

1. Establish Budget, Fees, Location and Format for Social Events and Tournaments for the Club.

2. Provide clear communication with Club Members regarding Event Operations, Fees, Dates, and Deadlines.

3. Determine staffing needs for each event and recruit volunteers.

4. Provide Awards and Refreshments as needed.

5. Research Fundraising Avenues that provide profit for club.

6. Glean ideas and provide opportunities for involvement of club members

7. Provide Safety Protocols and Steps for Emergencies.

Email: youthandfamilies@evpbc.com

Goals:

1. Develop connections and programs to bring Pickleball to our community, youth (ages 7 to 22), and their families

2. Make alliances with schools, school districts, and after school programs, colleges, churches, summer programs and any other groups that work with youth to promote pickleball.

Responsibilities:

1. Create and update supply lists schools have.

2. Find ways to support schools and organizations that are interested in providing pickleball to their people.

3. Find grants that organizations can use for getting pickleball supplies.

4. Explore avenues to fundraise to provide schools with gear.

5. Provide learn to play clinics.

6. Provide volunteers to help setup programs (tape courts, help facilitate classes etc).

7. Provide clinics for teachers and leaders who want to lead pickleball.