NCMA Chesapeake Bay Chapter Board Position Roles and Responsibilities

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1 Executive Board Position-President NCMA Chesapeake Bay Chapter Board Position Roles and Responsibilities Ensures the effective action of the board in governing and supporting the organization, and oversees board affairs; acts as the representative of the board as a whole, rather than as an individual supervisor to staff. Speaks to the media and the community on behalf of the organization and represents the organization in the community. Develops agendas for meetings in concert with the executive board; presides at board meetings and establishes calls to action. Recommends to the board which committees are to be established; seeks volunteers for committees and coordinates individual board member assignments; ensures that each committee has a chairperson, and stays in touch with chairpersons to be sure that their work is carried out; identifies committee recommendations that should be presented to the full Executive board and determines whether Executive committee. Ensures that board matters are handled properly, including preparation of premeeting materials, committee functioning, and recruitment and orientation of new board members. Ensures that the program calendar of events is planned and implemented. Ensures that national and chapter bylaws are adhered to. Directs the board in any proceedings for suspension, revocation or termination of membership for any individual member. Develops and implements the strategic course for the organization and the board. Attends all Board of Director meetings as required. Executive Board Position-Vice President Acts as the president/chair in his or her absence; assists the president/chair on the above or other specified duties. Oversees the development and implementation of chapter strategic plan. Frequently assigned to a special area of responsibility, such as membership, media, annual dinner, facility, or personnel. Attends all Board and Executive Committee meetings. Collaboratively guides the organization's day-to-day operations by serving on the Executive Committee. Carries out special assignments as requested by the Board; Participates as a vital part of the Board leadership. Maintains availability for advice and assistance to fellow board members and other parties. Serve as backup signatory on checks for NCMA.

2 Collaborates with the committee directors to ensure Committee, staff, member, vendor interaction and liaison activities spearheads and implements operational and budget planning/development initiatives. The Vice President Programs is responsible for organizing a series of excellent programs for the benefit of Chapter members. Plan, budget, organize, and implement an effective program to enhance the professional development of Chapter members. Plan and arrange the complete program for the entire program year. The plan will include: format of each session topics to be covered Recommended speakers and/or participants. Develop an annual calendar of Chapter events Invite speakers and other program participants, wherever possible obtaining their biographical data, photographs, and information on how their topics will be represented; ensure their presence at meetings; convey expressions of appreciation at and after the meetings. Develop the program plan, together with a description of each program topic, (when available) biographical data, and photographs of speakers for each for inclusion in monthly membership program notices, Chapter Newsletter and to the Chapter Publicity Chairperson for announcement in the Chapter Website. Conduct the workshop sessions of all Chapter meetings introducing the speakers and other program participants. Plan and time the program sessions, discussion, and question and answer periods. Attends all Board of Director meetings as required. Executive Board Position-Treasurer Manages the board's review of, and action related to, the board's financial responsibilities; develops and implements financial procedures and systems. Ensures that appropriate financial reports are made available to the board. Regularly reports to board on key financial events, trends, concerns, and assessment of fiscal health. Chairs the Finance Committee and prepares agendas for meetings, including a year-long calendar of issues. Recommends to the board whether the organization should have an audit. If so, selects and meets annually with the auditor in conjunction with the Finance and/or Audit Committees. Ensures, through the Finance Committee, sound management and maximization of cash and investments. Collects and oversees the collection of registration, membership and certification fees. Completes the chapter s annual report.

3 Attends all Board of Directors meetings as required. Executive Board Position- Chapter Secretary Perform the functions as designated by the President. Attends all Board and Executive Committee meetings. Collaboratively guide the organization's day-to-day operations by serving on the Executive Committee. Maintain accurate and current records in such key areas as By-Laws and Committee structure. Support the association s ability to maintain accurate and current records in all other areas. For any Executive Committee or Board meeting that has no administrative support staff present to record minutes and motions, record minutes and prepare them for timely distribution, either directly to the Board or via the President if so requested. If both the Secretary and administrative staff are unable to participate in such a meeting, another participant (often another Officer) assumes responsibility for minutes on ad hoc basis. Maintain a list of NCMA committees with their current Chairs, Board Liaisons (if the Chair is not a Board member), and committee members, and ensure that committee and board information on the NCMA website is current and accurate. At the President s request, the Secretary may undertake other responsibilities related to internal Board documents. The Chapter Secretary follows the Chapter Vice President in the line of chapter authority. The Chapter Secretary is empowered and authorized to effectively manage and maintain accurate records of the Chapter. At the discretion of the Chapter President, a Chapter Secretarial Committee may be established to assist the Chapter Secretary in his / her responsibilities. o Take minutes at monthly Chapter Executive Council Meetings (recruit someone to substitute in your absence). o Take copies of minutes from last meeting to Executive Council meetings for approval. o Finalize minutes & update Action Items. Prepare and submit to the Chapter Executive Council a monthly Chapter Newsletter. Create & distribute program year calendar (in coordination with Directors) including: o Board Meetings (including planning meetings) o Educational Seminars o Workshop/Dinner meetings o Newsletter article due dates o Award nomination due dates o Graalman due dates o Plans/reports due to National (Annual Financial Report, Annual Chapter Operating Plan, o Membership Plan, etc) o Coordinate with Board members for award due dates o World Congress, Conferences, etc. o Any other notable events

4 Keep roster current throughout the year. After the April elections of new Board of Directors, send the updated roster to National (in their format) prior to May 1st. During the month of May, schedule a transition meeting for the outgoing and incoming Chapter Secretary Position to arrange an effective transfer of responsibilities. At the June (year ending) meeting of the Chapter Executive Council, submit a summary report of the affairs of the Chapter Secretary Position. On or before July 1st, the Chapter Secretary Position will deliver to the successor in office all books and records. Attends all Board of Director s meetings as required. Board Position-Director and Chair, Website and Publicity Committee Broaden awareness of the Chapter programs and priorities and increase its visibility across key stakeholder audiences. Develop chapter surveys and report the appropriate information (attendance rates, event satisfaction) as determined by the Executive Board. Identify communication challenges and emerging issues faced by the organization. Work with leadership team and committee volunteers to recognize internal and external communications opportunities and solutions, and define and execute appropriate strategies to support them. Serve as communications counselor to chapter leadership. Oversee development of all Chapter print communications including the marketing materials and electronic communications Manage the content and administration of the Chapter s website Annually evaluate and recommend to the Chapter Officers renewal of or changes to the contract for web design, website hosting, and maintenance. Serve as a spokesperson and lead point person on media interactions that help promote and/or impact the Chapter. Exercise judgment to prioritize media opportunities, and prepare talking points, speeches, presentations and other supporting material as needed. Actively engage, cultivate and manage press relationships to ensure coverage surrounding Chapter programs, special events, press releases, and other publicity projects. Design, update and distribute Chapter newsletter Board Position-Director and Chair of Certification and Training Communicates with membership for the purpose of providing and/or acquiring accurate and up-to-date information concerning NCMA certification processes, policies, procedures and requirements. Compiles certification data from membership for the purpose of preparing reports, making recommendations, and/or preparing certification and training initiatives.

5 Coordinates a wide variety of projects, functions and/or program components (e.g. certification eligibility, expiration dates of credentials, etc.) for the purpose of certification testing and recertification s and continuing education units. Evaluates member transcripts, education units, credentials, etc. for the purpose of assessing certificated applicants eligibility and placement. Maintains a wide variety of manual and electronic documents, files and records (e.g. certificates and/or licenses, performance evaluations, continuing education credits, tuition reimbursement, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. Participates in a variety of meetings, workshops and/or trainings for the purpose of providing or receiving information recording minutes and supporting the needs of the attendees. Processes A wide variety of documents and materials (e.g. certified employment forms, contracts, changes in employee status, Researches a variety of topics (e.g. current practices, policies, contracting laws and regulations, etc.) for the purpose of providing information and/or recommendations. Responds to a wide variety of inquiries from internal and external parties (e.g. procedural/policy questions, certification inquiries, notification procedures, etc.) for the purpose of providing information, facilitating communication among parties and/or providing directions. Serve as project manager on all Employee Development Committee initiatives Responsible for the Continuing Education Programs: Coordinates annual training and certification criteria, workshops and professional development training criteria, distance learning programs and contract training. Creates program development guidelines reflective of evolving profession. Attends Board of Director meetings and monthly events as required. Development of distance learning initiatives Board Position-Director and Chair Membership Coordinator Manage membership activities, member service programs and membership issues. Manage the office operations in the absence of the executive board members. Serves as project manager for assigned committee initiatives and programs. Manage the development and production of products and services created for members. Manage the Association s membership and affiliation programs. Assist in the content development of NCMA product/service catalogs and other promotional efforts. Recommend and develop new member programs and services. Negotiate arrangements for adding member programs created by other organizations. Act as the chapter liaison inter group collaboration and national workshops and conferences. Manage the membership application approval process.

6 Manage the prospect database in sufficient detail to support association activities. Publish monthly and annual reports on membership status. Develop and manage membership recruitment efforts including maintenance of standard letters and schedule for follow-up to prospective members.. Coordinate member profile questionnaire changes with other staff. Develop and manage processes for regularly identifying member needs. Develop and manage process for member feedback on programs and services. Board Positions-Director and Chair of Events Manages the on-site operations: registration, VIP management, bussing, Opening Sessions, etc. Manages the historical attendance tracking and reporting; evaluative reports, recommendations planning. Attend various internal/external meetings as required by committees, etc. Attend Board of Directors meetings as required. Manages the IT needs for guest speakers and venue for scheduled events. Ensures that speakers have required equipment and have provided slides for event. Determines if it is possible for slides to be distributed to membership and coordinates their distribution. Manages pre-event RSVP s and maintains and updated registration for each event. Coordinates with event partners and acts as the POC for the chapter. Board Positions-Director and Chair of Scholarships Provide management and support in all aspects of scholarship administration processes from through award. Ensure compliance to all chapter and national requirements; Fully comprehend scholarship fund criteria, appropriately match the student application to pertinent funds available. Post-award monitoring of student scholarship progress to ensure that all award conditions are met; Recommend website updates to marketing as needed; Communicate available scholarships to membership effectively. Coordinate the registration and acceptance of scholarship applications. Coordinate and complete the chapter grant process, track the outcomes and complete unsuccessful grant application debriefs. Attend the Board of Director s meetings as required. Attend monthly membership meetings as required.

7 To promote the Contracting profession through the award of financial assistance for education. Work with schools Deans and department chairs etc. to assure scholarships are current and marketed effectively to new and continuing students. Market/promote scholarships. Coordinate the application process and deadlines so that all students are aware and can apply at the same time. Research and propose new scholarship programs and funding sources. Attend Scholarship fundraisers and award Events/Programs. Other duties as assigned by the NCMA President.