FOR THE CHAPTER PRESIDENT
Your duties are to be the Executive Officer of the Chapter and provide general supervision and leadership to the Chapter Board officers. You also serve as the official spokesperson of the Chapter (or assign a surrogate), representing AICI to the local public and press, and provide the vision to be achieved by the Chapter during your term of office.
Responsibilities
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Preside at all meetings of the Chapter Board of Directors, Executive Committee and Finance Committee.
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Set the agenda for all Chapter meetings (work with the Secretary on this).
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Confer on candidates and approve selection of all committee chairs.
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Review/proofread all Chapter communications before they are sent.
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Set up annual Chapter strategic planning meeting and prepare agenda.
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Oversee and have input into Chapter programs, education day events, budget, chairs, and committees.
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Plan and conduct all the Chapter board meetings and teleconference calls.
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Sign contracts for meeting sites with approval of the Treasurer.
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Review and approve Chapter newsletter.
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Oversee Chapter website (working with the VP Communications).
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Review AICI Chapter Bylaws, Chapter Accord and Chapter Affiliation with the Chapter Board of Directors and insure adherence to deadlines per the Accord requirements.
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Coach President-Elect into the upcoming position as President and share information and material on Chapter management.
Actions
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Review proper procedures, protocols and expectations with Board members regularly to guarantee adherence.
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Maintain continuous communication with the International President and AICI headquarters and assess when training, support, and job description changes are needed.
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Participate in and attend other Associations which will benefit Chapter relationship (optional).
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Vote on issues where a tie is evident.
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Organize, plan and facilitate the Chapter strategic planning meeting and leadership training.
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Attend Presidents’ teleconference calls facilitated by the International President.
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Be in continuous communication with the President-Elect to discuss and analyze ongoing chapter and board member issues.
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Create and/or update the operations manual of functions as a guideline for the upcoming Chapter President including a calendar of critical events, tasks, sample materials, etc.
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Sign AICI Chapter Bylaws and AICI Chapter Affiliation annually and submit to AICI headquarters as required by Accord schedule.
FOR THE PRESIDENT-ELECT
As you prepare for the position of Chapter President, your role is to support the President, participate in long-range planning, help plan for the growth of the chapter, and develop leadership skills by experiencing the inner workings of the structure and systems of the organization.
Responsibilities
Support the President
- Preside at meetings in the absence of the President
- Communicate with the Board for the President whenever needed and report any developments and concerns where appropriate
- Participate with the President in planning meetings
- Maintain a dialogue with the President once or twice a month
- Serve on the Finance Committee with the President and Treasurer
- Serve on the Executive Committee with the President, Secretary and Treasurer
Training for the Presidency
- Have regular communication with the President
- Attend all board and chapter meetings
- Study team building and communication styles systems/processes
- Learn Roberts Rules of Order
- Look to membership for your board of directors
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Attend AICI Conference (if possible) and Leadership Trainings
FOR THE SECRETARY
- Record timely minutes for Chapter Board, Chapter Executive Committee, Chapter Board Retreats and as required, Chapter Meetings.
- Assist with Chapter Accord Deliverables.
- Maintain electronic and hard copy of Bylaws to respond to member requests.
- Inform members of any changes to the Bylaws.
- Consider utilizing Action Items and Board Briefs for follow-up communication.
- Participate in two annual Secretary Counterpart Calls with International Secretary/Philanthropic Chair.
- Attend Leadership Training at Conference or alternative Leadership Training.
- Support Chapter Philanthropic and/or Civility Projects.
- Promote awareness of November National Philanthropy Month (US).
- Encourage participation in AICI International Civility Month beginning May 2010.
- Follow up with members to ensure recognition for Philanthropic/Civility Projects.
FOR THE TREASURER
- Act as chapter financial manager and advisor; ensuring that proper accounting procedures are established and accurate financial records are maintained.
- Act as liaison to AICI Headquarters and the International Treasurer for chapter financial business.
Responsibilities:
A. Prepare chapter budget.
The AICI fiscal year is July 1 through June 30. Use the spreadsheet template to create the budget. Click here for budget spreadsheet template. The budget must be submitted to AICI headquarters by August 15.
The budget is formulated using a combination of past chapter financial history plus an understanding of current plans for projects and financial requirements as outlined by board members, committee chairs and others.
The Treasurer oversees the budget planning meeting with the incoming Board in order to plan what income projections and expenses will be required. It is important to discuss what each board member’s budget covers and how it was formulated—emphasizing the importance of staying within the budget.
The incoming Treasurer is strongly encouraged to work with the outgoing Treasurer in overseeing the formulation of the budget so that he/she is familiar with the vision behind the numbers and should start this job before the end of the outgoing Treasurer’s term for training purposes. If this is not possible, the outgoing Treasurer is encouraged to be on hand to oversee the new Treasurer’s first budget planning meeting.
B. Monitor chapter budget.
1. Chapter finances should be overseen monthly.
a. Use a software program (Quicken or QuickBooks, for example) to record all financial transactions of the Chapter. This allows for ease of creating financial reports.
b. Reconcile bank statements.
c. Collect and account for all money received and expended for use of the chapter.
d. Pay all chapter bills, co-signing checks with the chapter President.
i. A board vote is required to approve any unbudgeted expense prior to incurring that expense.
ii. Board members are to submit quarterly expense sheets including all receipts for expenses incurred and expect to be reimbursed for those expenses allowed by their budget.
2. Provide a Treasurer’s Report for each board member at every board meeting, including a balance sheet, profit and loss statement, and an itemized report by budget category. Copies of bank account statements should also be provided.
C. Direct the completion of all tax, insurance and financial reports D. Profide Chapter Financial Reports to AICI at year’s end.
FOR THE VP EDUCATION
You are responsible for one to two educational seminars during the AICI calendar year. Optimum months are late January or February or November, preferably not close to AICI’s Annual Conference. Chapter education days should be open to the public to encourage attendance by potential new members.
Educations days may be set up as fundraisers, and should make money for the chapter if expenses are kept under control and attendance is high. “Early Bird” registration (payment at least one week prior to the event) is a good way to get members to commit to attending. Attendees should receive CEU credit for participation.
Responsibilities:
- Plan programs with Board approval
- Determine budget with goal to be at least self-sustaining
- Book speaker(s)
- Schedule meeting room location, food service, and room set-up
- Write invitation copy and submit to President for approval
- Coordinate any needed artwork for invitations and/or programs
- Arrange for registration monies to be submitted to Treasurer
- Ensure that CEU credits are available (see How Can Our Chapter Offer Education Days That Are CEUd?)
- Keep a record of your work to pass to the incoming VP Education
CEUs:
- Must be approved prior to event by AICI’s CEU Administrator, Dr. Elizabeth Weinstein
- Certified members are required to earn 2.4 CEUs every three years, or an average of 0.8 CEUs per year
- One all-day program is usually 0.6 CEUs (0.1 CEU per hour of program time)
- A lunch break and two 15-minute breaks are mandatory and not included in CEU credit time
Learning Outcomes:
Learning outcomes are an integral element of the CEU credit process. Learning outcomes are what the participant will be able to do as a result of taking the course or what action the participant will take during the course to achieve the result.
Publicity:
- Send a “Save the Date” email notice to chapter members well in advance
- Promote the education day in the Chapter newsletter
- Send event announcement and reminder emails to Chapter members; if offering an Early Bird rate, send a reminder the day before the rate expires
- Each chapter is allowed one email per year to the entire AICI membership; send your event information to the International VP Member Communications
- Include registration fees and deadlines, information about the topic, and speaker bio
- Work with the Chapter VP Communications to send information to the press at least 3 weeks prior to event
Phone Tree:
Establish a phone tree two weeks prior to registration deadline, if needed. A personal invitation from a fellow member often generates more attendance.
1. Prepare year-end reports for financial audit with accountant and file reports with the state if necessary.
2. Prepare year-end reports for chapter board of directors.
a. Advise the board on use of any year-end profit.
b. With the board, determine the amount of money that should be returned to the chapter’s reserve funds at the end of the year.
3. Keep a record of work to pass to the incoming Treasurer.
a. Obtain and distribute bank signature cards for change of signers.
FOR THE VP PROGRAMS
Your duties are to plan and execute chapter meetings that stimulate learning and networking for members and attract potential members.
Responsibilities:
- Plan programs, book speakers
- Program schedule should be in place by the August board meeting. A chapter is required to have a meeting every other month; one of these can be a holiday social, and an education day can substitute for a general meeting
- Work with Immediate Past President on the June installation program; have the location determined prior to the February board meeting
- Schedule meeting room locations, food service, room set-up, etc.
- Write invitation copy and speaker bios for general meetings and holiday social (optional) and submit to President for approval
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Coordinate any needed artwork for invitations and/or programs
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Arrange for email meeting invitations/notices to Chapter members
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Coordinate meeting registration and collection of monies with Treasurer
- Keep a record of work to pass to the incoming VP Programs
For Guest Speakers:
- Have guest speakers booked by the August board meeting
- Receive program outline and speaker bio to submit to the newsletter prior to the meeting
- Arrange required audio-visual equipment for each guest speaker
- Introduce and thank the guest speaker
- Provide a small thank you gift (a Chapter expense) or Certificate of Appreciation to each guest speaker
- Send a thank you card to the guest speaker within one week of meeting
Committee:
- Appoint committee members as required
FOR THE VP MARKETING AND COMMUNICATION
In some chapters, VP Marketing and VP Communication are separate offices; in other chapters, the duties are combined.
Responsibilities – Chapter Communications
- Serve as Editor and coordinate production of the Chapter newsletter, with final approval of content
- Ensure each edition meets the goals determined by the current Board
- Determine who will write for and assist in designing the newsletter
- Coordinate newsletter submissions from Chapter membership and officers
- Distribute via email (or mail) Chapter newsletter and meeting registration information to members and guests
- Maintain updated database of member contact information and newsletter-only recipients (the latter is optional)
- Arrange for photos to be taken at Chapter events
- Provide Chapter news and photos to the editors of AICI Connections and Image Update
- Attend all Board and Chapter meetings
Responsibilities – Chapter Marketing/Publicity
- Monitor the Chapter website and ensure that information regarding activities and events is up-to-date. Send a monthly update on the Chapter members and activities to AICI Headquarters. Review the Chapter Webpage Requirements and then complete and return the Chapter Webpage Update Form to Headquarters monthly.
- Ensure that all Chapter documents/communications adhere to AICI’s “Speak with One Voice” rule and that the Logo and Tagline are used properly
- Become familiar with AICI’s Publicity Handbook
- Work with the International VP Marketing to become the designated media spokesperson for your Chapter, region or country. AICI will support you with trainings and materials, and help you establish your credentials to the media
- Become familiar with AICI’s marketing projects, e.g., Civility Counts
- Attend all Board and Chapter meetings
FOR THE PAST PRESIDENT
The Immediate Past President serves on the Board to provide continuity and perspective, chairs the Nominating Committee, and assists the VP Programs with the Installation meeting.
Responsibilities
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Meet with Nominating Committee members (appointed by the President) to discuss possible candidates for incoming board positions. Multiple meetings may be required.
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Once a slate of nominees is selected, prepare a ballot for distribution to all Chapter members. Each name should be listed, along with a line for a write-in candidate. Ballots should be sent in time to be returned before the June 1 deadline.
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Work with the VP Programs to plan the Chapter’s Installation meeting and ceremonies in June.
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If the Chapter has an Awards Committee, the Past President chairs that committee, guiding the nomination for Chapter Member of the Year and the submission of candidates for other AICI awards.
