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Board roles and descriptions

Role

Description

Chapter Initiative

President

Manage the Bay Colonies Chapter

  • Set the vision for the year and guide Vice Presidents to meet the annual strategic priorities, goals and initiatives set by the Board.
  • Lead the Chapter toward fiscal soundness, professional development, and active membership and monitor all aspects of ATD Bay Colonies Chapter business.
  • Build relations between ATD National, the Bay Colonies Board, ATD New England Area Chapters, chapter members, volunteers, regional businesses & the local community.
  • Maintain 100% CARE compliance for ATD National.
  • Set the agenda and run the Board of Directors Meetings (approximately one per month).
  • Welcome people at chapter meetings, communicate with the membership and ensure that ATD Bay Colonies adapts to meet the needs and expectations of the Membership.

Manage Succession Planning

Recruit and oversee a slate of Board Members who are:

  • Active and knowledgeable in the performance management/learning & development profession
  • Willing to serve the Chapter in a leadership role for a minimum of 2 years
  • Have a desire to advance the mission of the chapter through outreach, education and networking
  • Willing and able to network, openly communicate, and work well with others
  • Willing to balance work commitments with Board commitments to support the Chapter
  • Willing to assist furthering the goals of the Chapter
  • An active member of National ATD.

Build relationships with local organizations and key learning and development professionals

  • Be an ambassador for ATD and the Bay Colonies Chapter.
  • Help market ATD Bay Colonies Chapter.
  • Get to know and build relationships with local organizations and key leaders in the learning and development field.
  • Encourage organizations to support ATD and to encourage learning and development professionals to join the Chapter.
  • Maintain positive network relationships with our assigned NAC Advisor and the Chapter Resource Manager at ATD National
  • Maintain positive network relationships and be willing to collaborate with chapter leaders in other ATD New England Area Chapters

President Elect

Prepare for assuming the role of Chapter President

  • Work with the President and Past President to learn the leadership and operations of the Chapter and be ready to assume the Presidency in the following fiscal year.
  • Assume or continue responsibility for a key aspect of running the chapter.
  • Get to know and work with each member of the Board of Directors to understand their roles and responsibilities.

Provide an independent assessment of the Chapter

  • Provide an independent assessment of the needs and expectations of the Chapter and make recommendations and suggestions to the President and Board of Directors.

Lead Special Projects

  • Lead Special Projects as determined by the President and Board of Directors.

Immediate Past President

Assist and advise the President and President-Elect

  • Assist and advise the President and President-Elect in the leadership of the chapter and the development of board members.
  • Provide a voice of experience, history, and networking to the President and Board of Directors.
  • Share knowledge and experience and help develop the President to more effectively lead the ATD Bay Colonies Chapter.
  • Help market and build awareness and support for the ATD Bay Colonies Chapter.

Oversee the Board of Directors Election Committee

  • Manage the nomination process and selection of the Chapter Board of Directors.
  • Write-up the nomination documents for the President to read at the annual election

Manage Special Projects

  • Take on Special Projects as determined by the President and Board of Directors.
  • Help manage relations with local organizations and key learning and development professionals.
  • Make suggestions for Chapter meeting topics and presenters.

Vice President of Marketing

Create a Chapter Marketing Campaign

  • Create a marketing campaign to enhance the chapter’s image and position the chapter as a key performance management and learning & development resource to the local community.
  • Develop and maintain marketing, public relations and advertising plans to create awareness and recognition for ATD Bay Colonies Chapter.

Build relationships with key organizations and individuals

  • Develop relationships with talent development, learning and development and HR executives in major organizations in the area to build corporate support and sponsorship for ATD Bay Colonies Chapter.
  • Develop and maintain sponsor and recognition programs for local organizations.

Build external awareness for upcoming programs

  • Coordinate all external publicity to help create Chapter awareness and increase attendance at Chapter meetings.
  • Identify opportunities for organizations to sponsor upcoming programs.

Vice President of Communication

Develop a communications plan

  • Plan and direct the activities of internal membership-driven communications including e-blasts, promotional materials, and special mailings/emails.
  • Enhance the image of ATD Bay Colonies Chapter by continually improving the graphics, formats and content of Chapter communications and media.
  • Develop the annual chapter “journey map” to graphically outline the year’s programs

Develop Chapter meeting program e-blasts

  • Create and disseminate a series of engaging e-blasts to build awareness, interest and commitment to attend each Chapter meeting.

Be the central source for Chapter communications expertise

  • Help other Board Members enhance their communication and writing skills and be willing to help draft and format key Chapter communications.
  • Learn to use and enhance Chapter use of emerging communications technology, including Constant Contact, LinkedIn and Facebook.
  • Ensure Chapter communications are in accordance with ATD brand identity guidelines.

Update Chapter Meeting information and Registration

  • When Chapter meetings are finalized, update the website with information on the home page and registration page.
  • Open the registration for each Chapter meeting.

Coordinate Gubernatorial Proclamation for Employee Learning Week

  • Coordinate with the RI Governor’s Office to support and announce a Gubernatorial Proclamation for Employee Learning Week.

Manage the Chapter Website

  • Maintain the Chapter Website and ensure that the information is current, accurate and complete.
  • Make suggestions to the Board of Directors to enhance the effectiveness of the website. 

Update the Website with key information and ensure all links are operational

  • Post and monitor active links to ensure they are operational.

Vice President of Membership

Develop and maintain a chapter recruitment strategy

  • Develop a Chapter recruitment strategy, determine membership needs, promote Chapter Involvement, deliver high quality member services, and provide orientation to new members
  • Recommend initiatives to increase membership

Orient New Members

  • Recruit new Members and follow-up on requests for membership information by communicating with prospective members, answering their questions, inviting them to attend Chapter meetings and encouraging them to join both ATD Bay Colonies Chapter and ATD National.
  • Work with the VP Volunteers to develop and maintain a new member orientation, including a welcome packet of information.

Maintain Chapter Membership

  • Maintain current registrar of Chapter Members, status, and contact information.
  • Monitor ATD National Membership and ensure that it meets CORE standards.
  • Identify and follow up on members that do not renew their membership and encourage them to renew.
  • Contact Chapter Members to maintain their enrolled status and remind them to renew.
  • Contact former Chapter Members to determine reasons for leaving ATD Bay Colonies Chapter and make recommendations to the Board of Directors to help increase retention.

Conduct and monitor annual needs assessment and satisfaction surveys

  • Assess Membership annually to ensure that we are meeting Member needs.
  • Work with Board of Directors to identify specific areas to explore in the annual assessment.
  • Solicit and manage a group of volunteers to help design surveys and analyze responses to develop conclusions and recommendations that will then be presented in report format to the Board of Directors.

Vice President of Volunteers

Develop and manage the Chapter Volunteer Program

  • Develop and manage the Chapter Volunteer Program and promote Chapter Member involvement in volunteer positions, mentoring roles and special interest groups.
  • Assess Member Volunteers to ensure that the volunteer program is working effectively and take steps to continually improve the program.

Identify Volunteer positions

  • Collaborate with Board Members to identify volunteer opportunities for members.
  • Support New Member Orientation and work with the VP Membership to match member expertise with Chapter needs. 
  • Encourage new members to become volunteers.
  • Solicit members for volunteer positions and committees to support Chapter activities.
  • Explore the interest in initiating a Chapter Mentoring program and make a recommendation to the Board of Directors.

Develop and manage a Volunteer Recognition Program

  • Establish and maintain a volunteer recognition program.
  • Ensure that volunteers are acknowledged and thanked at each Chapter Meeting.

Build a talent pool for future Chapter Leaders

  • Help the Chapter President to develop a succession plan for Board Members.
  • Identify active and interested volunteers and encourage them to consider stepping up to a Board position.

Vice President of Operations

Plan and coordinate the logistics and set-up of the Chapter Meetings

  • Procure gifts and write thank you cards for presenters and give to the Chapter President to acknowledge the presenter.
  • Collaborate with VP Professional Development to ensure that meeting logistical requirements are set.

Manage the Registration Table

  • Procure and prepare a handout folder for each meeting.  Include a participant roster and presenter handouts (and other items as requested).
  • Prepare name tags for all attendees
  • Manage the set-up of the registration table and ATDBC signage.
  • Oversee volunteers to assist with registration.
  • Print the participation registration roster and identify who has not yet paid.
  • Collect fees and keep track of who paid by cash, check and PayPal. Provide this information and fees collected to the VP Finance.
  • Send a follow-up email to all members indicating the availability of program materials as well as the date and location of the next meeting.
  • Keep track of members and non-members attendance at programs throughout the year (and communicate to board members)

Manage the meeting evaluation process

  • Develop, distribute and maintain the program evaluations.
  • Communicate the results with the board members and presenters.

Vice President of Strategy

Develop annual ATD Bay Colonies chapter Strategic Plan

  • Work with the President to plan the annual strategic planning meeting.
  • Facilitate the annual strategic planning meeting
  • Update and document the chapter’s strategic and plan.

Develop the annual ATD Bay Colonies chapter Operations Plan

  • Collaborate with chapter board members to update and document the annual operations plan in support of the chapter’s strategic plan.
  • Assist the chapter president in submitting the operations plan to fulfill the annual ATD CARE requirement.

Build and Expand Partnerships with ATD National

  • Help connect chapter board members to ATD national resources.
  • Help board member network with counterparts at other ATD chapters.

Coach and Mentor New Board Members

  • Work with the board to ensure that successors for all board positions are identified.
  • Train, coach and mentor new board members in their new board role, as needed.

Vice President of Curation

Ensure that the documents of the Chapter are maintained

  • Create and distribute agendas for monthly board meetings, including handouts and status updates
  • Ensure that minutes of board meetings are approved, maintained and posted on the Chapter website

Track board projects

  • Ensure that board projects are added to monthly meeting agendas and are discussed
  • Work with board president to discuss projects with board members and remind them of due dates; including summer strategic planning meetings.

Assist the President with the flow of information to and from the Board of Directors, and ATD National

  • Work closely with the Chapter President to determine the communications that need to be made to the board and ATD National.
  • As necessary, provide the board with updates and/or project reminders.

Develop a consistent method for board status updates

  • Work closely with the Chapter President and other board members to identify a consistent and comprehensive method for board members to provide monthly status updates.

Vice President of Finance

Plan and manage the Chapter’s finances

  • Contribute to overall strategic and program plans and initiatives for the Chapter.
  • Help plan, develop and maintain fiscally responsible annual operating budgets for the smooth operations of the Chapter. Ensure this budget is available for review by Chapter Members.
  • Help ensure that program and operational decisions are fiscally prudent and feasible.
  • Maintain all Chapter financial records.
  • Manage and monitor the Chapter checking and savings account.
  • Ensure that an annual internal or external financial review is completed by an individual or group not directly responsible for the management of the chapter finances.
  • Report to the Board on state of finances and develop and present the annual state of finance to the Board and members including documents for CARE.

Support Chapter Meeting Finances

  • Prior to each Chapter Meeting, review the Chapter PayPal account and update the participant registration roster in the Bay Colonies website to reflect who has paid in advance.
  • Deposit and maintain all Chapter membership dues and program and sponsorship fees.
  • Pay all obligations in a timely legal, ethical and proficient manner.
  • Oversee fundraising activities, as approved by the board.

Coordinate with the IRS

  • Ensure that the Chapter is current and compliant with our Not-For Profit Status IAW Section 501(c)(3) of the IRS Code.
  • Prepare and submit any documents required to keep us compliant with the IRS and state & local tax reporting requirements.
  • File IRS Form 990N at the end of each fiscal year.

Vice President of Professional Development

Understand the professional development and performance improvement needs of members and the business community

  • Work with the VP Membership to assess and understand the member needs and expectations regarding chapter meeting topics and presentations that will be of the most interest.
  • Network with ATD National, other ATD New England Area Chapters and other sources to stay abreast of key trends and topics relevant to the learning professional.

Organize and implement high value learning opportunities including bi-monthly programs, networking activities and specialized educational offerings

  • Plan professional development programs offered at Chapter bi-monthly meetings - September to June (6 programs minimum).
  • Contact and book presenters/educational programs.
  • Communicate program and presenter information to the VP Communications and the VP Marketing to make sure program information is communicated to Chapter members and promoted in the community.
  • Communicate logistics requirements to the VP Operations.
  • Introduce presenters and brief members about upcoming programs and activities.
  • Network with other New England Associations (other ATD New England area chapters, SHRM, etc.) and explore opportunities for conducting joint meetings.

© ATD Bay Colonies
PO Box 1201
East Greenwich, RI 02818

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