chapters

Templates and Tools

Complete resource kits designed to help IABC leaders manage their chapters and regions easily and effectively.

Board Job Descriptions

Required positions:

President:

• Represents chapter in the community
  
• Maintains contact with District and International
  
• Conducts monthly membership meetings
  
• Conducts monthly board meetings
  
• Attends district meetings and provides feedback on how the chapter, district or international initiatives are received by members, reports on chapter's status
  
• Oversees the activities of the board to ensure accomplishment of chapter's mission, goals and objectives
  
• Ensures compliance with IABC's overall mission, goals and direction to maintain the integrity of the association
  
• Monitors the use and accounting of chapter monies and resources
  
• Ensures that governing documents are current and applied
  
• Appoints chapter delegates to regional meetings as required
  
• Chairs Chapter Management Awards Committee
  
• Serves as on-line representative unless otherwise specified
  
• Trains successor

President Elect (Exec. VP)

• Automatic succession to position of president
  
• Works directly with chapter membership chair, treasurer and educational relations chair
  
• Serves on all nominating committees
  
• Provides input to Chapter Management Awards Committee
  
• Conducts meetings as necessary in president's absence
  
• Attends District meetings whenever possible
  
• Recruits volunteers for committees
  
• Provides advice and counsel to the president on the direction and progress of the chapter
  
• Trains successor

Senior Delegate

• Usually immediate past president
  
• Advises and assists president
  
• Contributes to the development of member services by researching other chapters' services and successes
  
• Attends district meetings as a voting member
  
• Advises chapter board
  
• Serves as chairperson of nominating committee for incoming board
  
• Develops mentoring program to welcome and nurture new/junior communicators

Treasurer (VP Finance)

• Prepares annual chapter budget in cooperation with president and board
  
• Keeps financial records and bank accounts for the chapter
  
• Submits monthly financial reports to the board
  
• Pays invoices and reimburses board members for chapter expenses
  
• Takes money at monthly meetings
  
• Prepares special reports for awards programs, workshops and other events in cooperation with appropriate directors
  
• Prepares end-of-year report and tax forms for IABC Headquarters
  
• Develops special investments for chapter's excess monies
  
• Trains successor

Chapter Membership Chair (VP Membership)

• Actively recruits new members
  
• Welcomes new members with a formal letter, by phone and in person at meetings
  
• Receives monthly rebate report from Headquarters unless someone else is specifically designated
  
• Coordinates membership functions during the year, with at least one program specifically for membership recruitment
  
• Works to develop and promote new and existing member benefits
  
• Surveys members to determine needs and interests
  
• Maintains membership records; distributes copies of reports from Headquarters to the president and database coordinator
  
• Develops membership marketing materials
  
• Communicates changes in members status to Headquarters
  
• Produces annual membership directory early in the year
  
• Prepares budget for membership activities
  
• Reports to the board and the chapter about the development and retention of members
  
• Surveys non-renewing members
  
• Works closely with Chapter Membership Awards committee
  
• Copies Headquarters on successful recruitment/retention programs
  
• Trains successor

Secretary

• Keeps minutes of all board meetings
  
• Submits minutes to District secretary and IABC Headquarters
  
• Takes RSVPs for monthly meetings and reports them to PDVP by appropriate deadline
  
• Submits list of attendees to treasurer the day before monthly meetings
  
• Maintains records of attendance and provides attendance reports to the membership chair, including new prospects
  
• Maintains all chapter papers, records and archives
  
• Prepares correspondence and maintains letterhead inventory
  
• Serves as the official election judge on all matters requiring membership vote, such as elections, changes in governing documents or dues increases
  
• Serves on Chapter Management Awards committee
  
• Trains successor

VP Professional Development (VP Programming)

• Plans and produces monthly membership meetings (selects topic, speaker and location)
  
• Makes restaurant arrangements
  
• Writes promotional material re: meetings and provides this information in a timely manner to the newsletter editor
  
• Coordinates preparation and mailing of meeting and workshop notices to the members and prospects
  
• Introduces speakers at meetings and presents each speaker with a gift
  
• Sends appropriate thank-yous to speakers
  
• Coordinates professional development workshops
  
• Compiles evaluation results for each program and reports to board
  
• Prepares budget for professional development programs
  
• Trains successor

Webmaster (Technology Director)

• Designs and maintains chapter home page
  
• Maintains membership information on web
  
• Plans technology related programs in cooperation with the VP of Professional Development

Newsletter Editor (Steal Sheet Editor)

• Produces chapter newsletter
  
• Researches topics and issues
  
• Produces and distributes chapter news releases, including announcement of new board members and chapter activities
  
• Receives Steal Sheet from Headquarters
  
• Arranges for contribution of articles from members
  
• Sells advertising space
  
• Sends copy of newsletter to leader services at Headquarters
  
• Trains successor

Educational Relations Chair (VP Education/Student Recruitment Director)

• Creates and implements plan to recruit student members and prospects,
  in cooperation with membership chair
  
• Coordinates at least one student recruitment event
  
• Develops and nurtures relationships with local post secondary institutions
  
• Works with senior delegate to develop mentoring program for new/junior communicators
  
• Trains successor

Job Relations Chair (Career Services Director)

• Compiles timely listing of job opportunities
  
• Keeps resumes of job seekers
  
• Solicits area businesses and organizations for job openings
  
• Maintains contact with other communications-related organizations to coordinate activities
  
• Explores ways to keep membership apprised of job opportunities
  
• Trains successor

Communications Director (VP Communication)

• Works closely with newsletter editor to ensure members receive accurate information
  
• Prepares media releases to promote upcoming events
  
• Sends monthly calendar of events to local media
  
• E-mails notices of upcoming meetings to members
  
• Nurtures relationships with local media and explores opportunities to provide articles, expertise where appropriate
  
• Arranges interviews and speaking engagements for chapter leaders
  with interested groups
  
• Maintains media contact list and accurate records of activities
  
• Develops vendors' directory (including paid advertising)
  
• Prepares budget for communication activities
  
• Trains successor

ABC Liaison (Accreditation Director)

• Promotes IABC accreditation within chapter
  
• Develops flyer to promote accreditation to members
  
• Conducts study group for members in accreditation process
  
• Sets specific goal for number of new accredited members by end of year

Awards Director

• Plans and produces annual awards program
  
• Recruits and oversees event committee
  
• Coordinates design, printing and mailing of call for entries and event invitation
  
• Receives entries and submits them to judging chapter
  
• Maintains commination with judging chapter
  
• Develops program for awards presentation including location and menu
  
• Notifies winners
  
• Oversees preparation of award certificates
  
• Prepares financial reports in cooperation with treasurer
  
• Coordinates reciprocal judging for sister chapters as needed

Development Director (VP Development)

• Solicits cash and in-kind sponsorships from corporations and
  vendors for chapter projects and events
  
• Explores fund-raising opportunities for the chapter
  
• Actively seeks to maintain lowest possible expenses for all meetings and events

Diversity Director

• Develops and supports diversity of membership to achieve balance of races, religions, genders, lifestyles and communication skill levels
  
• Plans diversity programs in conjunction with the VP of professional development