PFD Position Descriptions

COURSE PROMOTERS

 

Reports to:  Course Superintendent.

Length of term:  One year.

Responsibilities: recruit and lead a course team to --

• Develop good working relationship with park partner through clear communication and face-to-face meetings;

• Organize at least one PDGA or PFD sanctioned tournament per year;

• Run a weekly league or monthly tournament;

• Maintain course bulletin board and scorecard box;

• Develop and implement education programs;

• Organize course improvements including signage, tee pads, pruning, basket anchors, benches and trash removal;

• Collect player information and forward to Directors;

• Raise funds for annual Course Superintendent budget through events and leagues.

 

Requirements: Submit in writing reasons for wanting the position and ideas about how to promote disc golf at a specific course in Western PA region.  Course Promoters do not have to be professional players, and more than one person can function as Course Promoters (two or more as a team).

Incentives:  PFD merchandise at 75% of retail cost and requests for items in merch orders; PDGA membership and Officials Exam costs reimbursed up to $100 after satisfactory completion of all course promotion responsibilities.

 

 

TOURNAMENT DIRECTORS

 

Reports to:  Events Director

Length of term:  One year.

Responsibilities:  Recruit and lead an event staff to –

• Secure sanctioning agreements from PDGA and regional series organizations;

• Secure facilities and event permits from parks partners;

• Develop artwork and logos for tournament brand;

• Write proposal, follow-up, results and thank-you letters for sponsorship contacts;

• Help raise funds for local charity tie-in;

• Run event on a break-even or better budget;

• Develop and distribute signage for sponsors and events;

• Ensure prompt payment of event vendors and suppliers;

• Complete accurate and timely recordkeeping and results reports for sanctioning organizations.

 

Requirements:  Submit in writing reasons for wanting the position, experience at running tournaments and ideas about how to raise the level of prestige and standing for PFD events in the international disc golf community.

Incentives:  10% of PDGA-sanctioned tournament net; PFD merchandise at 75% of retail cost; reimbursement of annual PDGA membership and Officials exam up to $100 after satisfactory completion of all tournament responsibilities.

THE COURSE SUPERINTENDENT 

The Course Superintendent shall work with team of Course Promoters (CP) to develop relationships with Parks Partners, improve existing disc golf courses in Western PA, and plan for new courses.

Responsibilites:

1) Recruit, train and support Course Promoters at each PFD course:

a. Demonstrate safe completion of course maintenance tasks such as proper pruning techniques, drainage and soil compaction mitigation, pin rotation, target and padlock working order, tee sign/Pindicator upkeep.

b. Discuss improvements to each hole on course including course design concepts such as safety, skill-rated tees, consistency of par between pin positions, tweeners, score separation, as well as elevated baskets, forest management, and erosion mitigation.

2) Collaborate with CPs to build positive and trusting relationships with Parks Partners by demonstrating professionalism, responsibility and doing what we commit to:

a. Set and promptly attend regular meetings (at least annually) with Parks Partner, formulate agenda, and ensure follow through.

b. Return phone calls and emails promptly and professionally, asking for and listening to Parks Partners’ goals, criticisms, and difficulties with the disc golf facility on their property.

c. Conduct written correspondence on behalf of PFD with Parks Partners, elected officials, funders, sponsors and course users.

d. Represent PFD at public meetings, hearings and recreation functions like Community Day being done by parks partners.

3) Build relationships with Parks Partners, disc golf course equipment manufacturers, and regional disc golf clubs to manage and upgrade course equipment:

a. Work with Parks Partners and sponsors to improve course amenities such as bridges, benches, restrooms, and potable water.

b. Develop relationships with disc golf course equipment manufacturers to procure Championship-level course equipment.

c. Consult with course developers in regional clubs on their course projects to offer advice on safety and good design course design, as well as support with repurposed targets and tee sign equipment.

4) Balance an annual budget:

a. Generate income by selling course equipment that is being replaced on older courses, and through hole and course sponsorships.

b. Manage expenditures to provide Course Promoters with needed resources.

5) Role on PFD Board

a. Make every effort to be physically present for all board meetings, and participate in voting on issues and policies.

b. Work on projects related to Role and desires

Skills Needed:

Leadership

Organized

Project Management (Help ensure things are being done)

Analytical thinking (Figure out better ways to approach tasks)

Self motivated (Complete tasks without external forces)

Professional communication skills

Relationship management

Sound assumption and decision making

MS Excel

Google Drive, Dropbox & Sharing

Estimated time requirements:

As required

THE EVENT DIRECTOR

Ensure that PFD events are upheld to the highest standards of disc golf events, adhere to all of the rules of disc golf, and promote the sport of disc golf through events of various forms.

Responsibilites:

1) Schedule events

a. Keep up to date on events happening in the greater Pittsburgh area.

b. Confirm dates that event directors request are dates that do not conflict with other events in the greater Pittsburgh area.

c. Give events directors access to the PFD DGScene page to be able to schedule their event online.

2) Assist event directors in setting up and running their events

a. Provide event directors with access to the PFD DGScene page to be able to schedule their events and fill out any pertinant information.

b. Assist event directors with any questions they have in setting up the event pertaining to entry fees, tees, player packs, etc.

c. Interface with event directors in setting up a budget for their event.

d. Ensure that event directors have interfaced with Secretary to obtain any PFD resourses such as scorepoints, carports, water coolers, etc.

e. Assist on day of event with uploading scores or any other event questions that may arrise.

f. After event, interface with Treasurer to determine who is to provide payouts. If Event Director is to handle payouts, payout all cashing pros within 48 hours.

g. Ensure that the TD report is submitted correctly with no errors.

h. Meet with event directors after event to complete the PFD finance report.

i. Reimburse event directors for any funds that they have spent and ensure that all invoices have been paid.

Skills Needed:

Leadership (Getting other to buy in)

Organized

Project Management (Help ensure things are being done)

Analytical thinking (Figure out better ways to approach tasks)

Self motivated (Complete tasks without external forces)

Professional communication skills

Relationship management

Sound assumption and decision making

MS Excel

Google Drive, Dropbox & Sharing

Knowledge of PDGA rules and regulations

Estimated time requirements:

Board meetings (2-3 hours)

Event coordination (5-10 hours per event)

General coordination (1 hour per month)

THE DIRECTOR OF DEVELOPMENT

To help PFD be successful through fundraising efforts and the processes involved with doing that.

Responsibilites:

1. Raise funds in a variety of ways

a. Motivate and facilitate supporters to maximise the funds they raise

b. Inspire and build partnerships with new supporters, while maintaining and developing relationships with existing supporters

c. Run fund raising event(s)

d. Research and pursue grants or trusts that match our goals.

e. Make every effort to be physically present for all board meetings, and participate in voting on issues and policies

2. Raise awareness of the charity via old and new media

a. Maintain a routine use of social media platforms to promote upcoming opportunities / Events

b. Research and apply best use of physical marketing

c. Broadcast our achievments in pursuit of gaining momentum

d.

3. Manage and update databases to record donor contact and preference information

a. Log donations for accounting purposes

b. Help faciltate prompt payments and recognitions

c. Track who donates and their preferences (frequency, value, type, contact preference)

d. Via tracking manage what areas need more focus for support. (food, services, material)

e.

Skills Needed:

Networking skills

Organized

Project Management (Help ensure things are being done)

Analytical thinking (Figure out better ways to approach tasks)

Self motivated (Complete tasks without external forces)

Professional communication skills

Relationship management

Sound assumption and decision making

MS Excel

Google Drive, Dropbox & Sharing

Estimated time requirements:

Unknown

THE SECRETARY

To document the PFD meetings, handle action items, and manage club inventory

Responsibilites:

1) Manage PFD meeting documentation

a. During meetings take notes about all things discussed

b. Document begining, end and votes for each meeting.

c. Provide minutes to the board for review

2) Manage PFD action items

a. During the course of meetings document actions items

b. Organize action items for board consumption

c. Update action items between meetings

3) Manage club inventory (Discs, PFD paraphernalia, TD Boxes)

a. Ensure optimal assortment of goods

b. Plan and manage constant churn of inventory in a profitable way

c. Track and maange the locations of inventory. TD Boxes, Score points, banners, etc)

d. Manage order content so that inventory is not flooded with redundant product

e. Ensure sales from inventroy is logged and submitted

f. Plan disc orders ahead of events to maximize churn

Skills Needed:

Time Management

Word processing

Basic Math

Live meeting documentation

Self motivated (Complete tasks without external forces)

Professional communication skills

Relationship management

Google Drive, Dropbox & Sharing

Estimated time requirements:

Board meetings (2 to 3 hours)

Preparing the minutes from previous meetings (2 to 3 hours)

Preparing the action items from previous board meetings (1 to 2 hours)

Preparing Merchandise orders for events (2 to 4 hours)

Counting inventory (2 to 3 hours)

Staying up to date with current molds and up coming releases (30 min to 1 hour)

GRASSROOTS DIRECTOR

Responsibilites:

1) Promote disc golf to the general public

a. Organize clinics, demonstrations, and informational booths.

b. Coordinate introductory disc golf events with local youth organizations (schools, churches, scouts, and troubled youth.)

c. Create a sense of well being through disc golf for all players.

d. Develop and maintain informational handouts for the PFD, PDGA, DGA, and EDGE.

e. Make every effort to be physically present for all board meetings, and participate in voting on issues and policies

2) Coordinate with other organizations

a. Work with BCTCB and local governments in pursuits of our goals

b. Find and manage our inclusion with festivals, fairs, expos, and community days.

c. Serve as a liaison for the PFD Scholastic Series

d.

e.

3) Provide administrative support to the PFD when and where needed.

a.

b.

c.

Skills Needed:

Energetic

Highly motivated

Knowledgable of the sport of disc golf

Passionate in growing the sport of disc golf

Background clearances encouraged (for working with youth groups)

Effective communication

Estimated time requirements:

Board meetings (2-3 hours)

Event coordination (1-2 hours a month)

Event presense (up to 2-6 hours per event, 2-3 events a year)

THE TREASURER

The Treasurer shall provide for the custody of the funds or other property of PFD. The Treasurer shall monitor PFD’s bank accounts, and depositories and shall render a periodic and annual account showing all transactions as Treasurer and the financial condition of PFD. The Treasurer shall discharge such other duties as may from time to time be assigned by the Board or the Chairperson.

Responsibilites:

1) Anual Operating Plan Management

a. Create / Maintain AOP

b. Quarterly update and improvement of AOP

c. Report Quarterly and Annual Financial Statements and performance versus the AOP

d. Define and maintain Expense Reporting policies and documents,

e. Provide training for Directors to appropriately follow the policies

2) Taxes

a. File taxes annually and professionally manage any outsourcing of tax reporting

b. Ensure transactions are are done in line with our legal status as a non profit

c. Document taxes for historical purposes

d.

e.

3) Financial process and accounts

a. Manage PFD financial accounts, while providing Directors necessary access to funds and payment methods for operations

b. Audit Director forecasts, purchases, & budgets, make recommendations as needed

c. Support the Developement Director with the Fundraising Strategy and Operations

d. Ensure all purchases and expenses are paid in full according to the PFD policies and/or Vendor terms and conditions

e. Participate in voting on issues and policies, helping to shape our processes

Skills Needed:

• Analytical thinking

• Root cause analysis

• Project Management

• Sound assumption and decision making

• Relationship management

• Professional communication skills

MS Excel

Google Drive, Dropbox & Sharing

Estimated time requirements:

• December-January AOP, Annual Report, Taxes (up to 20 hours)

• Quarterly Reporting and AOP updates (up to 8 hours per quarter)

• Ongoing Accounts Payable (1-2 hours per month)

• Board Meetings (2-3 hours each)

• Other projects & continuous improvement (based on goals for the year)

Communications Director

Is to promote PFD events, announcements, information, important public club information, and news to public VIA social media, PFD website and in person. Help players in the community get information about our club, courses, leagues and events. Record the club history

Responsibilites:

1. Post events, annoucements, information, and news to public

a. Post to PFD Facebook Page

b. Post to Pittsburgh Disc Golf Community Page

c. PFD website VIA webmaster

d.PFD Calendar VIA google calendar

e. Social media sites and disc golf sites like discgolfscene

2. Oversee Social media pages and website

a. Patrol users posts for spam, unwanted post and inappropriate behavior/conduct

b. Post on behalf of PFD directors

c. Assist in updating website

d, Update the club history and website monthly VIA wix.com

Skills Needed:

Leadership (Getting others to buy in)

Organized

Project Management (Help ensure things are being done)

Analytical thinking (Figure out better ways to approach tasks)

Self motivated (Complete tasks without external forces)

Professional communication skills

Relationship management

Sound assumption and decision making

MS Excel

Google Drive, Dropbox & Sharing

Wix website tools

Vice Chairperson

Vice chair's role is to ensure efficient, on mission, and professional operation of PFD, cultivating current and new relationships, help to find and champion appropriate goals. While being prepared to take up the mantle of Chair should the position go vacant.

Responsibilites:

1) Help Chairman with general operations

a. Point of contact for TDs

b. Make every effort to be physically present for all board meetings, and participate in voting on issues and policies

c. Be prepared to handle the Chairpmans roles if vacated

d. Provide payments, reciepts, inventory and financial reporting as needed

e. Stay abreast of topics and issues concerning the PFD

2) Be community point of contact for PFD related issues

a. Point of contact for TDs

b. Work with community on issues

c. Work closely with the community to help solve problems

d. Know who and where issues should be assigned as they arise

e.

3) Lead local player initiative

a. Manage player party initative

b. Support new event creation and turnout

c. Find and mentor potential new TD and Board members

d.

e.

Skills Needed:

Analytical thinking

Root cause analysis

Project Management

Sound assumption and decision making

Relationship management

Professional communication skills

MS Excel

Google Drive & Sharing

Estimated time requirements:

Player initative planning/execution (up to 15 hours)

Project management and Point of contact duties (~20 hours)

New Board and TD wrangling (~10 hours)

Board Meetings (2-3 hours each)

Other projects & continuous improvement (based on goals for the year)

Chairperson

Chair's role is to ensure efficient, on mission, and professional operation of the PFD, cultivating current and new relationships, help to find and champion appropiate goals, and be the final responsible party for the board and its duties.

Responsibilites:

1. Plan and Lead Boardmeetings

a. Find and reserve meeting space, Schedule future meetings. (in person and digital)

b. Gather agenda items, Organize and present prior to meeting

c. Run the meeting in a timely manner

d. Assign action items based on meeting

e. Follow up and manage action items prior to deadlines

2. Oversee the annual operating Planning and compliance throughout the year

a. Understand and verify the AOP working closely with the Treasurer

b. When goals are missed work with appropiate parties to correct the issue

c. Identify opportunities for PFD to invest in the community and champion those efforts

d. Lead efforts to reassign budgets based on needs and performance throughout the year

e. Lead forward thinking and planning beyond current fiscal year

3. Oversee Finance Reporting & Expenditure approvals

a. Manage the expenditure approvals

b. Ensure expenditures are completed in timely manner

c. Ensure all Directors and Managers are compliant with reporting and request policies

d. Lead organization and policy development around compliance with Non-profit and Tax Reporting Regulations and Laws

4. Work in conjuction with Directors in managing external contacts + Maintain presence in community, including but not limited to:

a. Relations with Local & Regional Clubs

b. Disc golf manufacturers

c. PDGA, Disc Golf Pro Tour, and other Disc Golf Governance Bodies

d. Attend PFD events and be a recognizable face to the community, filling emcee role as needed

e. Ensure quality of boards external contact relationships (managed primarily by other Directors)

Skills Needed:

Leadership (Getting other to buy in)

Organized

Project Management (Help ensure things are being done)

Analytical thinking (Figure out better ways to approach tasks)

Self motivated (Complete tasks without external forces)

Professional communication skills

Relationship management

Sound assumption and decision making

MS Excel

Google Drive, Dropbox & Sharing

Estimated time requirements:

As required

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