Internal Website

Thank you for volunteering with HOT! We appreciate all of your help. This page is intended to be one landing page to be able to access all of the forms, info pages, websites, etc. that are needed for HOT volunteers. If you have a suggestion for an addition to this page, please contact the Technology Committee.

Events Committee (EVT)   |   Committee Leader: Beth McGee   |   Committee Email: evt-committee@hotcommunityfoundation.org

The Events committee is responsible for managing our Signature event, Sugar Plum Fairies, and any other smaller events we do throughout the year.  There are 17 teams that are a part of this committee that perform activities from decorating an event space, to shopping for the kids during Sugar Plum Fairies. The full list of teams can be found in the Committee Structure document below.

Documents & Forms:

Contributors Committee (CON)   |   Committee Leader: __________   |   Committee Email: con-committee@hotcommunityfoundation.org

The Contributors Committee has the goal of raising funds to ensure the financial viability and stability of the organization.  The committee is made up of 3 teams.  The Sponsor Team identifies and interacts with businesses who have an interest in engaging with HOT.  The Grant Team identifies and responds to online opportunities for funding.  The Acknowledgement Team ensures that all contributors are properly thanked for the support.

Documents & Forms:

Finance Committee (FIN)   |   Committee Leader: Wendy McGee   |   Committee Email: fin-committee@hotcommunityfoundation.org

The Finance committee is responsible for maintaining all financial records.  They prepare the annual HOT budget and assist in creating a budget for the signature event.  As expenses are incurred they are responsible for reconciling expenses and processing reimbursements.

Documents & Forms:

Charges/Expense Reimbursement

It is intended that HOT will pay for the expenses associated with every event/program.  A budget will be established for each event/program.  It is important that everyone who is making purchases diligently attempts to stay within budget.  If a variance is needed, please contact the FIN committee.  A reimbursement for need to be filled out and sent into FIN along with receipts for all purchases by your Team/Committee.

Marketing Committee (MKT)   |   Committee Leader: Carrie Rosencrans   |   Committee Email: mkt-committee@hotcommunityfoundation.org

The Marketing committee is responsible for designing, developing, and maintaining all promotional materials, website content, social media postings, and email campaigns.  They also provide support to all committees to help promote our community outreach opportunities (SPF, et. al.), garner donations/sponsors, and gain recognition of HOT for what it gives back to the community.

Documents & Forms:

Recipients Committee (REC)   |   Committee Leader: Sloan Clack   |   Committee Email: rec-committee@hotcommunityfoundation.org

The Recipients committee is primarily responsible for ensuring we reach our goal for the number of kids to support during Sugar Plum Fairies (SPF) each year.  They do this by cultivating relationships with local schools and potential nominators and by working with nominated families directly to collect their information.  The REC committee is also responsible for maintaining all school, nominator, and recipient information in Salesforce.

Technology Committee (TCH)   |   Committee Leader: Becca Simon   |   Committee Email: tch-committee@hotcommunityfoundation.org

The Technology committee is responsible for configuring and supporting all technology and software platforms for the other committees and teams.  This includes Salesforce (used for contributor, volunteer, and recipient management), Jira (used for tasks management), Constant Contact for email marketing, Team App for volunteer communication and the website.  The Technology committee is also responsible for maintaining procedures for the other committees and teams.

Volunteers Committee (VOL)   |   Committee Leader: Laurie Carlson   |   Committee Email: vol-committee@hotcommunityfoundation.org

The Volunteers committee is responsible for recruiting and organizing volunteers for all committees and teams.  They manage our volunteer communication platform, Team App and are responsible for maintaining volunteer contact information in SalesForce.

Documents & Forms:

Documents

Vision Traction Organizer (VTO)
Updated: 09-07-2022

Committee & Team Structure
Updated: 09-07-2022

Brand Platform
Updated: 09-03-2022

Leadership Contact Info
Updated: 09-07-2022

SPF 2022 Generic Donation Letter
Updated: 08-28-2022

PWP 2023 Generic Auction Donation Letter
Updated: 10-03-2022

SPF 2022 Generic Donation Letter
Updated: 08-28-2022

Volunteer Position Types

HOT volunteers serve in six different capacities. Hover over each box below to find out more information about each position.

Board Member

Board Members serve at the highest level of the organization determining strategies for fundraising, approving budgets, and setting the vision for HOT.  Each Board Member is also responsible for serving as a Committee Leader.  Board members serve 2 year terms.

Committee Leader

Committee Leaders manage similar tasks across all projects and events.  There are 7 committees in HOT and each of the 7 board members act as a leader for each of the committees.

Commitee Member

Committee Members help their Committee Leader with tasks assigned to the committee. Committee Member positions are posted below when there are openings.  Volunteers are expected to commit to at least one year for this position, from June 1st to May 31st of the following year.

Team Captain

Team Captains lead a team, which is a subset of a committee, hence the Team Captain is a Committee Member.  Positions are posted below when there are openings.  Volunteers are expected to commit to at least one year for this position, from June 1st to May 31st of the following year.

Team Member

Team Members help a Team Captain with the planning process and other tasks specific to a team.  Open team member positions are posted on Team App in either the News section or as a chat to the applicable Interest Groups.  Volunteers are expected to commit to at least one year for this position, from June 1st to May 31st of the following year.

Team Helper

Team Helpers are called into action when a team needs additional help with a specific task at a specific time.  When helpers are needed, an event will be posted to Team App and those with an associated Interest Group will be invited. There is no long term commitment for this position, volunteers are only expected to help with the specific event(s) they sign up for.

Current Volunteer Position Openings

Check out the current positions we have open below.  Interested in volunteering for any of these positions? Click on the button below to sign up.

Volunteer Position Sign up

HOT Board Member / Contributors Committee Lead

Volunteers Needed: 1

The Contributors Committee is a standing committee with goals of raising funds to ensure the financial viability and stability of the organization.  The committee is made up of 3 teams.  The Sponsors Team identifies and interacts with businesses who have an interest in engaging with HOT.  The Grants Team identifies and responds to online opportunities for funding.  The Acknowledgements Team ensures that all contributors are properly thanked for the support.

Details

This position will serve as the leader of the Contributors Committee and as a HOT Board Member.   This position reports to the Chairman of the Board.

This volunteer will be expected to:

  • Work with the Events Committee Leader to establish sponsorship funding goals and levels for each event
  • Provide projected budget requirements to the Finance Committee
  • Partner with Marketing to prepare sponsorship materials
  • Provide direction and leadership to the Sponsors, Acknowledgements and Grants team captains
  • Engage with local businesses to grow awareness and support of HOT
  • Identify and develop additional fundraising methods
  • Attend quarterly Board Meetings
  • Participate on the HOT Board, by providing input into the direction of the foundation, approving budgets, approving policies and and other items requiring a board vote
  • Attend monthly Committee Lead meetings

Board Member positions are a two-year commitment, with activities occurring year round.  Volunteers should expect to spend 10-20 hours per month on this position.

Please send your qualifications to our Volunteer Coordinator at volunteer@hotcommunityfoundation.org to be considered for this position.

Gift, Activity & Prize Team Member

Team Captain: Kathy Goswitz

Volunteers Needed: 7-10

What you can expect:

HOT is looking to add members to the Gift, Activity & Prize Team.  Team members will work together to complete the following activities, so if you are interested in any of them please volunteer! Most activities relate to the 2023 Valentine’s Party with a Purpose.

  • Decide on items for participant gift bags and assemble them
  • Coordinate the casino event and determine what prizes will be given
  • Plan for the balloon pop

This position is from now to May 31, 2023.  Volunteers should expect to spend an average of 3 hours per month on this position.

Marketing Committee Members

Committee Lead: Carrie Rosencrans

Volunteers Needed: 5

What you can expect:

HOT is looking to add members to the Marketing Committee.  Committee members will work together to complete the following activities, so if you are interested in any of them please volunteer!

  • Create presentations using Power Point and modify existing presentations to have consistent look & feel, animations and transitions
  • Post about HOT activities on social media (Facebook and/or Instagram)
  • Write content for marketing materials (flyers, touch cards, website pages, radio spots)
  • Design layouts for marketing materials

Sponsor Team Captain (Part of Contributors Committee)

Committee Lead: Beth McGee

Volunteers Needed: 1

What you can expect:

This position will serve as the captain of the Sponsor Team.  This position reports to the leader of the Contributors Committee.

This volunteer will be expected to:

  • Attend monthly committee leadership meeting
  • Strategize with other committee leaders
  • Provide leadership to the Sponsor Team
  • Lead the team in managing relationships with existing and potential sponsors to encourage contributions
  • Lead the team members in obtaining sponsors for HOT’s Signature Events
  • Lead the team in engaging with local businesses to grow awareness and support of HOT
  • Communicate with sponsors about event details as appropriate
  • Monitor the generic sponsors email account
  • Notify Contributor Coordinator of sponsorship activity

This position is from now to May 31, 2023.  Volunteers should expect to spend an average of 8 hours per month on this position.

Grant Team Captain (Part of Contributors Committee)

Committee Lead: Beth McGee

Volunteers Needed: 1

What you can expect:

This position will serve as the captain of the Grant Team.  This position reports to the leader of the Contributors Committee.

This volunteer will be expected to:

  • Attend monthly committee leadership meeting
  • Strategize with other committee leaders
  • Provide leadership to the Grant Team
  • Lead the team in identifying and applying for grants from various organizations
  • Review grant submissions prior to them being submitted
  • Monitor the generic grants email account
  • Ensure that grant follow up requirements are met
  • Notify Contributor Coordinator of activity

This position is from now to May 31, 2023.  Volunteers should expect to spend an average of 6 hours per month on this position.

Frequently Asked Questions

Reimbursements are processed through Zelle, Paypal, Check or Cash.  On the bottom of the reimbursement form you can indicate your preferred method.

Reimbursements processed through Zelle or Paypal should be completed within 1 week.  Reimbursements processed by Check or Cash may take longer as pickup will need to be coordinated.  Check/Cash will be ready to pick up within 1 week.

Our committee and team positions run from June 1st of each year to May 31st.  When you join a team or committee you are expected to serve at least until the end of the term.  Depending on when you sign up this could be a couple months to a full year.  In May each year we ask all committee and team members if they would like to serve for another year.

Absolutely! Team & Committee activities in the summer are slower and a lot of activities can be done remotely.  Let us know when you are signing up and then you can coordinate your participation around your travels.

Interest groups are how we send you volunteer opportunities that you are likely to be interested in.  When a Team/Committee needs members or helpers we send the invites to those volunteers in the associated interest group first and then if we cant fill the position, we open it up to all members.  This ensures that if you have declared interest in something, you get first “dibs” on helping – and it limits down the number of requests you get for things you aren’t interested in.  For example, if you want to wrap gifts for Sugar Plum Fairies you would select Gift Wrapping as an interest group.  You would then get all the invites for gift wrapping – but you wouldn’t receive the requests for fundraising or flower arranging.

You can select as many interest groups as you want and you can change them at any time.

Interest groups can be updated in multiple ways:

  1. Fill out the volunteer survey.
  2. Update them directly on Team App.  Click the settings button in the top right corner, click on Access Groups, click on the groups you want to join.
  3. Email our Volunteer Committee.  They can help you navigate Team App or update the Interest groups for you.

Whenever we send out a request to help, we will include instructions for how to sign up.  Here are the most common methods:

  1. For Team/Committee member positions posted to Team App Chat – respond back to the chat directly indicating your interest.
  2. For positions posted here (the internal website) or on the Volunteer page – use the Volunteer Position Sign Up form, there is a button that links to the form right above the list of positions.
  3. For Team Helper sessions posted to Team App Events – RSVP to the event as Yes.

Once you know that you will not be able to attend, go into the Team App event that you signed up for.  Click on the Yes responses and see if anyone is on the waitlist.  If there is, take note of the first person on the waitlist, then go into the comments section of the event and let that person know that you are not going to be able to attend and they will be moved up from the waitlist.  Then edit your RSVP and change it to No.

Contact our Recipients Committee to see if nominations are still open.  They will send you the correct form to fill out to nominate the family that you know.