IABC BOARD ROLES
General for all Positions:
1. Board year is from July 1 to September 30 of following year
2. Provides written and verbal reports to board monthly
3. Recruits replacement
4. Provides support and training to incoming board member during transition (July 1– September 30 of new board year)
President
Description:
The Chapter President provides leadership and direction for the chapter in all areas. He or she represents the chapter in the community and at district and international meetings.
Responsibilities:
1. Determines agenda and conducts monthly board meetings
2. Attends regional meetings with Senior Delegate and provides feedback on how regional and international initiatives are received by members; reports on board’s status and communicates regional activities to chapter board and members
3. Oversees the activities of the board to ensure accomplishments of the chapter’s mission, goals and objectives
4. Conducts a strategic planning session early in the new board year to determine strategic direction, goals and objectives
5. Ensures compliance with IABC’s overall mission, goals and direction to maintain the integrity of the association
6. Monitors the use and accounting of all chapter monies and resources
7. Ensures that governing documents are current and followed
8. Ensures that board members receive information and contacts needed to fulfill roles
9. Identifies gaps in process and identifies areas for improvement or enhancement
10. Becomes Senior Delegate for year following Presidency
Resources:
1. Senior Delegate (past president)
2. Regional leaders and services
3. International leader services
Benefits:
1. High profile with chapter, region and international members
2. Enhancement of leadership skills and strategic planning skills
3. Development of volunteer management skills
Processes and Partnerships:
1. Organize and lead monthly board meetings
2. Work with Regional and International leaders
3. Provide annual report for International
President-Elect
Description:
The President-Elect is an automatic succession to President in the following board year. The President-Elect works with the President to ensure succession is smooth, helps coordinate special events and serves as senior advisor to board members.
Responsibilities:
1. Serves as member of the executive board
2. Conducts board and monthly meetings in President’s absence
3. Participates on regional committees and attends meetings when possible
4. Recruits volunteers for professional development activities
5. Assists President in identifying gaps in processes
6. Provides advice and counsel to the President on the direction and progress of the chapter
Resources:
1. Annual International Leadership Institute training
2. President and Senior Delegate
Benefits:
1. Training for leadership position
2. High profile role
3. Ability to implement programs of interest to personal professional development
Processes and Partnerships:
1. President and Senior Delegate will coach on new board, with President actively recruiting
2. Regional leaders will support in dealing with Region and International
Vice President of Member Services
Description:
The Vice President of Member Services will serve as the central point of contact for board members in recruiting committee members. He or she will recruit a Member Services Team that will divide and coordinate the work of the function.
Function Responsibilities:
1. Works with VP/Membership to ensure that membership directory is current (update on a quarterly basis)
2. Contact new members and try to plug them into a volunteer role or committee
3. Welcomes members and visitors at meetings
4. Suggests and plan networking events
5. Plans and lead annual member survey process for chapter (except for meeting surveys managed by Programs Team)
6. Creates news and features about members for the Communication Team
Resources:
1. Recruitment Coordinator
2. Communication Team
3. Board
Benefits:
1. Meet new members
2. Keeps current on existing local resources
3. Thinks up and develops innovative member services
Processes and Partnerships:
1. Provides information to appropriate board members to ensure committees are populated and volunteers are slotted
Vice President of Membership
Description:
The Vice President of Membership, along with the Membership Team, is responsible for two key components of membership: Recruiting and retention. Recruits and lead a Membership Team to handle function activities. Develops and coordinate a membership recruitment and retention strategy. Delegates and manage function activities.
Function Responsibilities:
1. Recruits new members while developing and supporting a diversity of membership in career fields, communication skill levels, race and gender
2. Monitors membership records from International each month and update database as needed
3. Provides board with monthly status of members
4. Contact new members with welcome package – forwards information to Member Services and individual board members for follow-up welcome
5. Follows-up on requests for membership information as received via web RSVP process
6. Maintains stock of IABC/Charlotte and International brochures and update as needed
7. Assists Member Services with recruiting Committee Members
8. Provides new member information to Communications for publications (e-blast and website)
9. Serves as point of contact for RSVP process
Resources:
1. Prospecting from other members and referrals; inquiries come in through the RSVP form on the website
2. International membership
Benefits:
1. Initial contact with new members
2. Good networking experience
Processes and Partnerships:
1. VP/Member Services
2. VP/Communication
Vice President of Programs
Description:
The Vice President of Programs recruits and leads a Program Team that plans and produces regular monthly programs that meet the changing needs of members.
Function Responsibilities:
1. Determines topics and engage speakers; ensure equipment and room needs are met
2. Provides program and speaker description to Internal Communications for distribution
3. Researches and sets location for programs
4. Works with Communication Team to create program calendar
5. Tracks programming attendance and reports monthly to board
6. Introduces speaker and provide end-of-presentation speaker gift
7. Arranges meals with caterer and provides headcount
8. Writes and distributes survey for meeting; collects results and distributes to board
9. Receives attendee headcount from Vice President of Membership.
10. Sends e-blast information to Internal Communications Vice President
11. Sends press release detail to External Communications Vice President
12. Sends program description and detail to Website Coordinator for posting on the IABC/Charlotte website
Resources:
1. VP/Communications and Communications Team
2. Regional and International speakers bureau and program idea banks
Benefits:
1. Contacts with potential speakers
2. Exposure within the chapter and community through contacts and monthly visibility during meetings
3. Leadership development managing key function of chapter
Processes and Partnerships:
1. Plan and advertise programs 6-12 months in advance
Vice President of Professional Development
Description:
The Vice President of Professional Development recruits and leads a team that plans and organizes special events on focused areas of career development, including skills, accreditation, career choices and other topics of interest to members.
Function Responsibilities:
1. Leads and provides direction to professional development efforts
2. Plans and researches topics or identify opportunities for networking and informal programming
3. Provides career and professional development content to the Communication Team for distribution to members
4. Plans and manages all aspects of any special events scheduled, including recruiting speakers; determining site needs, arranging food and beverages, developing promotional materials, coordinating with other board members on communication, finances, etc.
Resources:
1. Recruited committee members
2. Board and President for topics and speakers
3. Member and meeting surveys for ideas
4. Finance Director
Benefits:
1. Leadership development
2. Innovative program design and management
3. Exposure to leaders in other organizations and potential speakers and presenters
Processes and Partnerships:
1. Suggest strategic goals and plans to board for approval during strategic planning session in July
2. Work with Communications Team to design, develop and distribute promotional information about special events and to use internal communication channels to best effect for ongoing information sharing
3. Coordinate with VP/Programs to assure that content complements other planned program topics and formats
Vice President of Communications
Description:
The Vice President of Communications recruits and leads a Communications Team responsible for establishing the goals, objectives and strategies for communicating to internal and external audiences through a variety of vehicles. He or she also manages the chapter branding and image efforts.
Function Responsibilities:
1. Suggests strategic plan to board at planning session in July; develops and overseas board-approved plan during the year
2. Works with an External Communications Coordinator to plan and implement communications with news media and other organizations
3. Works with Internal Communications Coordinator to plan and implement communications to members
4. Works with Programs and Professional Development to collect information and distribute through appropriate vehicles
5. Offer expertise on editing, writing and idea generation for content in standard communication vehicles
6. Creates and owns chapter branding guidelines and ensures adherence
7. Solicits members to write for all vehicles
8. Works with Website Coordinator to develop ideas and content for the website
9. Develops and distributes electronic or printed communications, according to strategic plan for the program year
Resources:
1. Team members: External Communications Coordinator, Internal Communications Coordinator, Website Coordinator
2. Other board members who provide content
3. Regional and International leaders for content beyond Charlotte
Benefits:
1. See big picture of what is happening in the organization
2. Opportunity to manage a crucial chapter function and team and to influence the design, writing and production of a variety of media
3. Enhances communication and management skills
Processes and Partnerships:
1. Close coordination with the entire board
Vice President of Finance
Description:
The Vice President of Finance manages the chapter’s financial accounts and budgets and reports status at monthly Board meetings.
Function Responsibilities:
1. Serves as member of the executive board which meets quarterly
2. Establishes process for reimbursement of board member expenses
3. Deposit monthly meeting checks and membership fees and processes credit card payments
4. Works with President, President-Elect and Senior Delegate to establish an annual operating budget for the chapter
5. Works with Board members to establish and manage budgets for all events
6. Prepares monthly reports on status of finances; prepares quarterly report for district meeting
7. Provide financial reports to international organization and submits annual tax information to the IRS
8. Maintains record of tax identification number (TIN) for chapter and international
9. Collects monies at all regular chapter meetings and professional development activities
10. Prepares balance sheet and provides copies of check register at monthly board meetings
Resources:
1. Access and/or QuickBooks Pro software
2. International staff for mentoring and guidance
Benefits:
1. Exposure to financial discipline and processes to broaden communication skills
2. Valuable role in a low profile position
3. Work can be done according to personal schedule, except for attending board meetings
Processes and Partnerships:
1. Serve as chapter liaison with bank executive for checking and money market accounts
Secretary
Description:
The Secretary is responsible for general oversight of the board functions, including taking minutes for all board meetings. He or she also maintains the organization records, except Crown Awards and Finance.
Function Responsibilities:
1. Attends all board meetings and prepares records (minutes) of key discussions and decisions
2. Maintains all chapter papers, records and archives
3. Prepares correspondence and maintains stationery inventory
4. Prepares and submits for vote any changes to governing documents
5. Designates a substitute for minute taking when unable to attend board meetings
6. Manages stationery supplies (letterhead, note cards, envelopes, business cards) and reorders
Resources:
1. President and President-Elect
2. Other board members
Benefits:
1. Involved in all decision-making of the organization
2. Opportunity to learn more about the organization by interacting with a variety of board members
Processes and Partnerships:
1. Prepare minutes, incorporates all board reports and distributes to the board each month
2. Manage balloting and election process
Senior Delegate
Description:
The Senior Delegate is the immediate past president. She or he is the official liaison between the Chapter and the Regional and International organization and provides general strategic perspective to the President and President-Elect. The focus of the function varies according to the needs of the board, but may include coordinating award judging for other chapters and recruiting and managing the annual Crown Awards event.
Function Responsibilities:
1. Serves as member of the executive board which meets quarterly
2. Coordinates Crown Awards and Judging events
3. Provides support and leadership for all board members
4. Transfers knowledge and lessons-learned
Resources:
1. Local community leaders for sponsorships
Benefits:
1. Maintains leadership and mentoring role
2. Adds value to all areas of the board
Processes and Partnerships:
1. Portfolio is determined during the new board strategic planning session
2. Additional responsibilities could be assigned by mutual agreement of the President and Senior Delegate
Website Coordinator
Description:
The Website Coordinator is a tactical position designed to provide technical assistance in updating the chapter website in partnership with board members who are content owners. He or she is the primary contact with the hosting company and other vendors who make it possible to deliver at www.ciabc.com
Function Responsibilities:
1. Assists board and committee chairs in developing strategies for using the website to promote chapter activities
2. Coordinates with host agency to ensure costs are reasonable (currently pro bono)
Resources:
1. Board members
2. IABC international guidelines for chapter websites
3. Southern Region
Benefits:
1. Opportunity to learn about web strategy and design
2. Gain experience in web communication and interacting with website professionals
Processes and Partnerships:
1. Works actively with VP/Communications Programs and other board members to ensure timely and accurate content is available on website
2. Process should be streamlined to ensure simple work flow is achieved
Crown Awards Coordinator
Description:
The Crown Awards Coordinator plans and produces annual Crown Awards Competition and Event.
Function Responsibilities:
1. Determines event design and recruit speaker; ensure equipment and room needs are met
2. Provides program and speaker description to Internal Communications for distribution
3. Researches and sets location for programs
4. Tracks event attendance and reports monthly to board
5. Introduces speaker and provides end-of-presentation speaker gift
6. Arranges meals with caterer and provide headcount
7. Writes and distributes survey for meeting; collects results and distributes to board
8. Receives attendee headcount from Vice President of Membership.
9. Sends e-blast information to Internal Communications Vice President
10. Sends press release detail to External Communications Vice President
11. Sends program description and details to Website Coordinator for posting on the IABC/Charlotte website
12. Recognizes volunteers
Resources:
1. President
2. Senior Delegate
3. Co-Chair “Programs”
4. Internal and External Communications
Benefits:
1. Contacts with potential clients and resources through speakers
2. Heightened exposure within the chapter, as well as the community through contacts with potential speakers, sponsors and participants
3. Develops committee participation
Processes and Partnerships:
1. Plan and advertise program 6 months in advance
Judging Coordinator
Description:
The Judging Coordinator maintains reciprocal judging relationships, oversees the Crown Awards evaluation process and recruits senior communicators for judging sessions.
Function Responsibilities:
1. Searches and secures three reciprocal judging agreements with IABC chapters who agree to judge our spring Crown Award entries in the March/April timeframe
2. Works with Crown Awards Chairperson to ensure judging guidelines are developed and updated each spring before activity is underway
3. Works with Member Services Vice President and Communications to recruit senior communicators to serve as volunteer judges, such as including in e-blast
4. Hosts judging sessions, tabulate results and return materials to reciprocal chapter hosts
5. Inventories and packages all entries received for IABC/Charlotte Crown Awards, provide log and single copy for evaluation to reciprocal chapters, communicate deadline for getting results back and summarize the judges comments for Crown Awards Chair or request committee member take on this responsibility
6. Works to search and secure reciprocal judging agreements with IABC chapters who have fall awards programs to get head start on judging and avoid additional activity in spring when the chapter resources are heavily committed to our own Crown Awards
Resources:
1. Crown Awards Committee Chair
2. Vice President of Membership
Benefits:
1. Opportunity to see what outstanding communicators are doing in other chapters and gain ideas that apply to your own work
2. Fun to network with chapter member who volunteer as judges
3. Opportunity to work with senior volunteer leaders in other chapters beyond Charlotte
Processes and Partnerships:
1. Lessons-learned and experience of Crown Award committee members
2. Previous materials developed for past Crown Awards such as judging guidelines
|
