Nauset Neighbors Board of Directors
Roles and Responsibilities
(with 2026 updates)
Responsibilities of the Board as a Whole:
Oversee and make decisions concerning the operations of Nauset Neighbors, including matters pertaining to finances, membership, volunteers, and website.
Responsibility of the President
Nauset Neighbors By-Laws:
The President shall preside at all meetings of the Board and Executive Committee at which present, and shall perform such other duties as may be required by the Board of Directors. The President shall also serve as the Chief Executive Officer of the corporation, and shall have general charge and supervision of affairs of the corporation, unless the Board shall appoint an employee to serve in that capacity.
Specifics
Understand the workings of the major areas of the organization and attend committee meetings as able:
Volunteer management
Call management
Membership management
Web site
Identify strengths and weaknesses of the organization and provide direction for the development of policies and programs to meet those needs.
Consult with directors as issues arise, and advise/resolve or bring to the Board.
Communicate:
· Internally-With Volunteers, Members and Staff regarding policies and other matters pertaining to them both collectively and individually.
· Externally- Speaking at public events, media and civic groups, and other Villages, etc.
Board Meetings:
Prepare and distribute the agenda for each board meeting. Review draft minutes prior to submission.
Responsibility of the Treasurer:
Nauset Neighbors By-Laws:
The Treasurer shall cause to be kept full and accurate account of the receipts and disbursements of the corporation, and shall deposit or cause to be deposited all moneys and other assets in the name and to the credit of the corporation in such depositories as may be designated by the Board of Directors. He or she shall disburse or cause to be disbursed corporate funds, making proper vouchers for such disbursements, and shall render to the President and the Board, upon request, an accounting of all his or her transactions as Treasurer and of the financial condition of the corporation. Additionally, the Treasurer is responsible for the timely filing of all Federal and State of Massachusetts Tax documents, the keeping of financial records for the past 5 years, and the annual review and renewal of all needed Insurance Policies.
Responsibility of the Secretary/Clerk:
MA State Responsibilities:
CLERK: Massachusetts Law requires that the CLERK of the corporation be a resident of the state, and prepare an Annual Report (AR-180). Please be sure to show expiration dates of terms of office of all officers and directors.
Complete and sign the statement at the bottom of the page, ensuring that the officer who makes the statement is the one who signs it, and making certain that such officer is listed as an officer.
This report must be filed on or before November 1st with Filing Fee of $15.00.
Please make Check payable to: Commonwealth of Massachusetts.
Attend Board meetings and record minutes
Upload minutes to website
Submit forms annually to the State of Massachusetts including:
· The above mentioned Annual report.
· Certificate of change of directors.
· Certificate of principal office.
Upload completed forms to website
Maintain primary source file for organizational/operational documents.
Assist the president with the drafting of all correspondence as needed.
Responsibility of Director of Outreach:
To maximize the capacity of Nauset Neighbors to fulfill service requests by continually increasing our number of active volunteers.
Recruiting new volunteers includes all aspects of marketing, promotion and public relations including but not limited to the following examples:
· Set up recruiting stations at as many Nauset and Chatham-Harwich Newcomers meetings as possible.
· Create and post flyers in public places and churches
· Ask churches to include a blurb about NN in their church bulletins
· Create and place ads in newspapers, online and printed periodicals.
· Creating and installing library displays
· Attend and/or speak at events likely to attract potential volunteers
· Utilize NN Website homepage
Responsibility of the Director of Operations:
(Updated Christine Schreves, 8/25/26)
Oversee all aspects of the Nauset Neighbors ClubExpress web site, Nauset Neighbors Google account for email and VOIP phone.
The Operations Team includes the Director, the Systems Administrator, Web Content Manager and works closely with the Director of Call Managers.
Responsible for review of new software releases, customizations, enhancements, and issues.
Work with the web content manager to update public website content when needed.
Provide operational data reports as requested by the president.
Report to the Board on short and long-term platform and website issues
Systems Administrator:
(Updated Christine Schreves, 8/25/26)
Recommends website software customizations and enhancements to meet the needs of NN operations.
Evaluates new website software releases to determine impact on NN operations, including Google Voice and Gmail.
Responds to reported website issues and communicates with software vendor as needed to resolve issues.
Manages Board of Directors, Call Managers and members access to ClubExpress website functions based on needs.
Responds to questions from Staff and other volunteers regarding website, Google account operation and access issues.
Responsible for nausetneighbors.org domain registration.
Web Content Manager:
(Updated Christine Schreves, 8/25/26)
Manages website home page content as a marketing tool to attract and recruit new volunteers and engage with existing volunteers.
Responsibility of Director of Call Managers
(updated 5/18/26 by Deborah Foley)
Oversee the NN call manager (CM) team.
- Ensure all CM shifts are filled each
- Ensure there are enough CMs to prevent
- Communicate with Director of Volunteer Management when CMs are
- Contact and coordinate training when a volunteer is interested in CM
- Once trained make sure new CM’s phone is set up – coordinate with Tech team
- Schedule shifts for new CM shortly after
- Review and update CM Handbook as needed for accuracy
Communication:
· Read Shift Notes and NN Gmail account daily
o If an issue with a member:
§ Notify Chairman of the Board and Director of Membership
o If an issue with a volunteer:
§ Notify Chairman of the Board and Director of Volunteers
o If an issue CMs should be aware of:
§ Notify CM team
· Notify CM team of any changes in NN policies
· Plan to have quarterly in person meetings with team so CMs can review and discuss procedures
Unfilled SRs, Member Updates and NN Procedure Reminders
· Send Weekly Plea/Update on Wednesday afternoon to all NN volunteers regarding unfilled SRs for the next 7 business days
o Include information about members (death, move) and NN procedure reminders when appropriate
General
· Present quarterly report at board meetings
· Responsible for training replacement
Responsibility of Director and Assistant Director of Volunteer Management:
(Approved by Brett Burgess on 7/13/26)
Follow up with identified individuals interested in volunteering
Conduct criminal background checks on all incoming volunteers
Process volunteer applications and enter new volunteers in database . Lead monthly orientation sessions for new volunteers. Make them visible and send email with login
.
Prepare write up for the board, outreach committee, and call managers.
Identify and address volunteer issues; inform Board of Directors
.
Assist volunteers with website access issues and operation of website.
Communicate with volunteers on matters relating to their responsibilities.
Responsibility of Director of Member Management:
(Updated 5/20/2026 by Kathy Glifort.)
Oversee the flow of prospective members and assign intake interviews to Membership team members.
Intake interviews include:
o Gathering pertinent contact, personal, and medical information to determine whether the prospective member’s needs can be met.
o Explaining and co-signing the Membership Agreement and collect or waive annual fee, sending payments to the Treasurer.
Process applications including:
· Scan the contract signature page and
· Input it along with a summary of the interview information into the database within 48 hours of the interview
Evaluate and address any member issues, such as safety of the member and NN’s ability to meet their needs, as brought to our attention by volunteers; follow the services assessment procedure.
Update member data as needed (special instructions, status, etc.)
Communicate with the President and other directors as necessary
Prepare top line data report for the Board meetings
Order and prepare items and information included in the folders given to members
Responsibility of the Director of Social Activities:
(Updated Sue Mangan 7/17/26)
Objective:
Help create and foster a team identity and overall good will among volunteers through Volunteer Recognition events.
These will include two to three coffees throughout the year, and one or two late afternoon/early evening gatherings. Anniversary Parties that include both members and volunteers will be held to celebrate significant anniversary dates of Nauset Neighbors - the next one celebrating 20 years.
Overall Responsibilities include:
o Work with the appropriate directors to identify the target group, establish a budget, a concept/theme, proposed dates, locations, menus, communication/promotion,etc. Present to the Board for final approval.
o All operational aspects of the on-site event including directions, signage, name tags, registration, schedule of events, food prep, etc. Coordinate set up and cleanup as needed.
o For member events arrange for rides as needed in conjunction with the Director of Call Management.