Board Roles and Responsibilities

 
 

SIm Arizona Chapter board of directors roles and responsibilities

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The SIM Arizona Chapter Board of Directors is the governing authority of the Chapter.  The Board manages the Chapter’s property, business, and affairs under the Chapter By-Laws. Per the Chapter By-Laws, the 2016 Board of Directors determines the number of Directors and their roles and responsibilities for the following term of office beginning January 1, 2017.

This document describes each Board of Director position, its role and responsibilities, the term of office and committee structure for 2017:

2017 Board of Director Positions

·         President                         ·         Director of Membership*

·         Vice President                ·         Director of Marketing*

·         Past President                ·         Director of Communications*

 ·         Treasurer                        ·         Director of Education*

·         Secretary                          ·         Director of Sponsorship

 ·         Director of Programs*   ·         Director of Engagement

* Chairperson of a Chapter Committee

 

2017 Chapter Committees

·         Programs Committee

·         Membership Committee

·         Marketing Committee

·         Communications Committee

·         Education Committee

·         Special Committees (appointed by the President):

-          Nominating Committee

-          By-Laws Committee

 

BOARD OF DIRECTOR POSITION DESCRIPTIONS

The description of each Board of Director position for 2017 is listed below:

DUTIES OF THE PRESIDENT.  The President is the Chief Executive Officer of the Chapter and performs all duties that pertain to the office of President and that may be assigned by the Board of Directors.  The President may serve (1) two-year term. The responsibilities may include: 

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Preside over all meetings of the members of the Chapter.

4.      Call and preside over all Board of Directors meetings.

5.      Designate all committees and their chair person.

6.      Execute contracts on behalf of the organization.

7.      Act as the primary representative and communication avenue with the Society.

8.      Establish and appoint any special committees which may include the Nominating Committee, By-Laws Committee, etc.

9.      Provide leadership for the annual strategic planning process.

10.  Lead an annual review of the By-Laws of the Chapter.

11.  Ensure that the Board of Directors reviews, updates and signs the Chapter Roles and Responsibilities annually.

12.  Accept and receive donations, gifts, devices, and bequests.

13.  Coordinate the Chapter’s activities and programs and conduct any necessary business with the Society.

14.  Ensure that all orders and resolutions of the Chapter Board of Directors are placed into effect.

15.  Supervise all other officers of the Chapter and see that their duties are properly performed.

16.  Submit a report of Chapter operations, for the preceding year, at the last calendar year Chapter meeting.

17.  Attend Chapter Leader calls with the national organization.

18.  Ensure that all the other offices of the Chapter are filled.

 

DUTIES OF THE VICE PRESIDENT. The Vice President is an Officer of the Chapter and will be prepared to support the occupant of the office of President in any and all duties of that office and perform other duties that may be assigned by the President and/or Board of Directors.  The Vice President will have all the powers and perform all the duties of the President in the absence or incapacity of the President. Vice President may serve (1) two-year term. The responsibilities may include:

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Assist the President with the general duties of that office.

4.      Lead the annual audit of the Chapter finance.

5.      Carry out the duties of the President if the President is unable to fulfill his/her obligations.

6.      Assist the President with the general duties of that office.

7.      Facilitate the Leader of the Year nomination process.

 

DUTIES OF THE PAST PRESIDENT. The Past President will be prepared to support the occupant of the office of President in any and all duties of that office.  The Past President will be prepared to support the President in any and all duties of that office and perform other duties that may be assigned by the President and/or Board of Directors. The Past President may serve (1) two-year term. The responsibilities may include:  

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Assist the President with the general duties of that office.

 

DUTIES OF THE TREASURER.  The Treasurer is the Financial Officer of the Chapter and will perform all duties that pertain to the office of Treasurer and that may be assigned by the President and/or Board of Directors. The Treasurer may serve two (2) consecutive two-year terms.

The responsibilities may include: 

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Appoint, with approval of the Board of Directors, a Chapter member to serve as the Deputy Treasurer. In this capacity the Deputy is authorized to represent the Treasurer at Chapter and Board meetings when the Treasurer is absent.

4.      Collect all monies for the Chapter.

5.      Keep full and correct account of receipts and disbursements in the books belonging to the Chapter.

6.      Identify any financial risks to the Board of Directors.

7.      Evaluate the need for procurement of funds and investment of surplus, including: monitoring chapter meeting expenses relative to dues; transferring monies to savings account periodically rather than keeping a high balance in the checking account.

8.      Promptly deposit the funds acquired by the Chapter in a bank designated by the Treasurer with the concurrence of the Board of Directors; the funds shall be clearly marked for and deposited to the account of SIM Arizona Chapter. 

9.      Dispose of funds of the Chapter as may be ordered by the Board of Directors, taking proper vouchers for such disbursements.

10.  Manage the cash flow for the Chapter including maintaining a minimum cash reserve of $20,000.

11.  Maintain a complete record of receipts and disbursements and submit an annual report of the Chapter’s financial condition in writing to the Chapter members.  Interim financial status reports shall be submitted at each Board of Directors meeting, which any member of the Chapter may inspect upon request, or more often as requested.

12.  Turn over all monies, records, files, and other property in the Treasurer’s possession to the successor effective January 1 at the end of the term, or when such successor is chosen or qualified.

13.  Prepare a two-year budget for each new fiscal year and submit for approval by the President at the Board of Directors December meeting.  Amendments to the budget are likewise to be approved by the Board of Directors.

14.  Prepare and file all financial reports required by statute.

15.  Participate in the annual audit as required in the By-Laws.

16.  Preserve the not-for-profit status of the Chapter with federal, state and local authorities.

17.  If the Chapter is dissolved, distribute all remaining assets to a charity as designated by the Board of Directors.

18.  Act as liaison with the Society regarding ACH payment records; assist in reconciling the Society’s ACH membership list with the Chapter membership roster.

19.  Provide specialized billing for corporate members.

20.  Manage the acquisition and collection of Chapter sponsorships.

 

DUTIES OF THE SECRETARY.  The Secretary is the administrative Officer of the Chapter and shall perform all duties that pertain to the office of Secretary and that may be assigned by the President and/or Board of Directors.  The Secretary will have all the powers and perform all the duties of the President in the absence or incapacity of the President and Vice President. The Secretary may serve two (2) consecutive two-year terms. The responsibilities may include: 

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Keep minutes of business meetings;

4.      Attend the sessions of the Board of Directors and act as clerk thereof and record all the acts and notes and the minutes of all proceedings in a book to be kept for that purpose;

5.      Notify Chapter members and the Board of Directors of the meetings;

6.      Prepare, distribute, and collect the ballots at the annual election;

7.      Perform Chapter communication to Chapter members as requested by the President;

8.      Keep a current copy of the Chapter By-Laws;

9.      Submit proposed amendments to the By-Laws, as authorized by the Board of Directors, electronically via email to the entire membership at least thirty (30) days prior to the date on which the votes are to be counted.  

10.  In the event the Treasurer is unavailable, disburse funds of the Chapter by checks signed by the Secretary.

 

DUTIES OF THE DIRECTOR OF PROGRAMS.  The Director of Programs is responsible for the administration and program content of Chapter meetings and will perform all duties that may be assigned by the President and/or Board of Directors. The Director of Programs may serve two (2) consecutive two-year terms. These responsibilities may include:

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Chair the Programs Committee. Appoint at least two Chapter members to the Programs Committee and meet at a minimum of quarterly. The Director of Programs will also appoint, with approval of the Board of Directors, one Committee member to serve as the Deputy of Programs. In this capacity the Deputy is authorized to represent the Director of Programs at Chapter and Board meetings when the Director is absent.

4.      Ensure the preparation, execution and completion of all program arrangements associated with Chapter meetings, including facilities, meals, audio visuals, sign-in sheets, thank you emails and other necessary arrangements.

5.      Develop a Program strategy and plan for the year.

6.      Coordinate with the Director of Marketing and the Director of Membership for membership drive events.

7.      Manage the meals and headcounts for the Chapter monthly meetings.

8.      Plan Chapter meeting programs that are responsive to the needs and desires of the Chapter membership.

9.      Identify and arrange for speakers of high caliber and achievement to address topics of interest and value to the Society.

10.  Extend invitations to speakers who are selected to participate in a program.

11.  Report to the Board of Directors on the activities of the Director of Programs in such detail as may be required by the Board of Directors.

12.  Assist in the identification and acquisition of corporate sponsorships for programs and Chapter operations.

13.  Create content used for communication to Chapter members (joint responsibility with Director of Marketing and Director of Programs). Provide marketing content for the monthly meeting speaker and partner events to the Marketing Committee four weeks prior to the meeting or event date.

14.  Represent the Chapter as host to visiting speakers.

15.  Monitor and report on attendance at Chapter meetings and events by Chapter members and guests.

16.  Forge and manage partnerships with other Valley professional organizations; coordinate events of value for our Chapter members and submit to the Board of Directors for approval.

 

DUTIES OF THE DIRECTOR OF MEMBERSHIP.  The Director of Membership is responsible for the identification of prospective Chapter members and timely processing of all applicants and will perform other duties that may be assigned by the President and/or Board of Directors. The Director of Membership may serve two (2) consecutive two-year terms. The responsibilities may include:

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Chair the Membership Committee. Appoint at least two Chapter members to the Membership Committee and meet at a minimum of quarterly. The Director of Membership will also appoint, with approval of the Board of Directors, one Committee member to serve as the Deputy of Membership. In this capacity the Deputy is authorized to represent the Director of Membership at Chapter and Board meetings when the Director is absent.

4.      Review all applications for Chapter membership for completeness and accuracy, and maintain a Chapter membership roster, mailing lists and meeting badges;

5.      Identify and act on prospective Chapter members consistent with the guidelines provided by the Board of Directors;

6.      Reconcile (jointly with the Director of Communication) the database from SIM International to the Chapter database.

7.      Oversee the membership badge process.

8.      Ensure that the Membership Committee acts on all applications for membership within thirty-one (31) days of receipt of the application;

9.      Attend Membership calls with the national organization;

10.  Report to the Board of Directors on the activities of the Director of Membership in such detail as may be required by the Board of Directors;

11.  Develop and implement promotional activities for the purpose of soliciting new members;

12.  Coordinate Quarterly Advisory Meetings with local CIOs and selected Board of Director members for the benefit of our strategic Chapter goals.

13.  Oversee the Quarterly CIO Roundtable meetings.

 

DUTIES OF THE DIRECTOR OF COMMUNICATON. The Director of Communication shall be responsible for communicating the activities of the Chapter and other duties that may be assigned by the President and/or Board of Directors. The Director of Communications may serve two (2) consecutive two-year terms.  The responsibilities may include: 

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Chair the Communications Committee. Appoint at least two Chapter members to the Communications Committee and meet at a minimum of quarterly. The Director of Communications will also appoint, with approval of the Board of Directors, one Committee member to serve as the Deputy of Communications. In this capacity the Deputy is authorized to represent the Director of Communications at Chapter and Board meetings when the Director is absent.

4.      Create content used for communication to Chapter members (joint responsibility with Director of Marketing and Director of Programs)

5.      Promote the events to our Chapter members.

6.      Reconcile (jointly with the Director of Membership) the database from SIM International to the Chapter database.

7.      Coordinate and distribute Chapter Meeting notifications, newsletters and announcements.

8.      Promote (jointly with the Director of Marketing) partner organization events, as approved by the Board of Directors, to our Chapter members and the technology community through various communication channels.

9.      Develop and manage an effective Chapter Communications strategy and plan.

10.  Manage the Chapter website and all Chapter content posted to it.

11.  Manage the social media for the Chapter including LinkedIn groups.

12.  Attend appropriate calls with the SIM national organization.

 

DUTIES OF THE DIRECTOR OF MARKETING. The Director of Marketing shall be responsible for marketing the activities of the Chapter and other duties that may be assigned by the President and/or Board of Directors. The Director of Marketing may serve two (2) consecutive two-year terms.  The responsibilities may include: 

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Chair the Marketing Committee. Appoint at least two Chapter members to the Marketing Committee and meet at a minimum of quarterly. The Director of Marketing will also appoint, with approval of the Board of Directors, one Committee member to serve as the Deputy of Marketing. In this capacity the Deputy is authorized to represent the Director of Marketing at Chapter and Board meetings when the Director is absent.

4.      Create content used for communication to Chapter members (joint responsibility with Director of Communications and Director of Programs).

5.      Promote the events to the technology community.

6.      Promote (jointly with the Director of Communications) partner organization events, as approved by the Board of Directors, to our Chapter members and the technology community through various communication channels. 

7.      Develop and manage an effective Chapter Marketing strategy and plan.

8.      Provide marketing brochures.

9.      Forge and manage partnerships with other organizations (professional, corporate and media).

10.  Together with the rest of the Board, proactively publicize the value of SIM Arizona to the community.

11.  Attend appropriate calls with the SIM national organization.

 

DUTIES OF THE DIRECTOR OF EDUCATION. The Director of Education is responsible for representing the Chapter in activities involving the encouragement and inspiration of current and future generations of young people to pursue careers in the STEM fields and other duties that may be assigned by the President and/or Board of Directors. The Director of Education may serve two (2) consecutive two-year terms. The responsibilities may include: 

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Chair the Education Committee. Appoint at least two Chapter members to the Education Committee and meet at a minimum of quarterly. The Director of Education will also appoint, with approval of the Board of Directors, one Committee member to serve as the Deputy of Education. In this capacity the Deputy is authorized to represent the Director of Education at Chapter and Board meetings when the Director is absent.

4.      Administer the SIM AZ scholarship program.

5.      Challenge and facilitate Valley companies to hire/assimilate interns.

6.      Grow engagements with and provide support to educational organizations.

7.      Proactively market Chapter programs and events to educational members and prospects.

8.      Report to the Board of Directors and Chapter members regularly on activities of the Education Committee.

9.      Identify mentorship opportunities.

10.  Coordinate with the Director of Marketing to publicize the activities of the Education Committee to promote the value of SIM Arizona to the community.

11.  Coordinate STEM activities with the national organization.

 

            DUTIES OF THE DIRECTOR OF ENGAGEMENT: The Director of Engagement shall be lead director and chief volunteer director of the Chapter and other duties that may be assigned by the President and/or Board of Directors. The Director of Engagement may serve two (2) consecutive two-year terms. The responsibilities may include: 

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Oversee the membership engagement process.

4.      Appoint, with approval of the Board of Directors, a Chapter member to serve as the Deputy of Engagement. In this capacity the Deputy is authorized to represent the Director of Engagement at Chapter and Board meetings when the Director is absent.

5.      Monitor and measure Chapter member engagement to ensure the Chapter is providing opportunities for leadership development and community service.

6.      Welcome the new Chapter members to the Chapter through a new member orientation.

7.      Communicate the benefits of being involved in the SIM AZ Chapter and the Society.

8.      Identify needs within the Chapter and its Committees for engagement and participation.

9.      Oversee the annual survey of Chapter membership.

10.  Recruit SIM AZ Chapter members to be involved in Chapter committees, participate in Chapter events/meetings and be involved in specific Chapter tasks.

11.  Determine (ongoing) the interests and skills that each Chapter member has in engaging in specific Chapter activities and committees.

 

DUTIES OF THE DIRECTOR OF SPONSORSHIP: The Director of Sponsorship shall be lead director of sponsorships of the Chapter and other duties that may be assigned by the President and/or Board of Directors. The Director of Sponsorships may serve two (2) consecutive two-year terms. The responsibilities may include:  

1.      Execute the duties as a member of the Board of Directors as stated in the Chapter By-Laws.

2.      Be a member of the Society in good standing and remain so during the term of office.

3.      Appoint, with approval of the Board of Directors, a Chapter member to serve as the Deputy of Sponsorship. In this capacity the Deputy is authorized to represent the Director of Sponsorship at Chapter and Board meetings when the Director is absent.

4.      Lead the identification and acquisition of corporate sponsorships for events and the Chapter.

5.      Act as Chapter representative on advisory Boards for Chapter supported events e.g. HMG to ensure the Chapter is providing opportunities for leadership development and community service.