Board Member & Committee Chair/Manager Descriptions

VIRGINIA ASSOCIATION OF COLLEGES & EMPLOYERS Board Member & Committee Chair/Manager Descriptions

Last Updated June 2015 1 Board Members Position: President Term of Office: 1 year Basic Function: As the chief executive officer of VACE the President shall direct the activities of the Board, all committees, and the membership. The President will act as official host and representative for VACE at all appropriate functions. Responsibilities:  Act as liaison and organizational representative to affiliate and similar state, regional, and/or national organizations.  Administer the business of VACE between Board meetings by exercising authority consistent with the Constitution.  Approve and sign contracts for upcoming year’s site of Annual Conference.  As Chair of Strategic Planning Committee, review and reflect on current and past strategic plans of the organization and develop a plan for how to implement best the current plan. Planning should occur every five (5) years.  Correspond with the organization’s attorney about legal matters as needed.  Create and update action plans for each Board position along with the President —Elect and Immediate Past President.  Direct the Newsletter Editor on number of issues to publish and target dates for mailing. Also, provide a “President’s Letter’ for each issue.  Invite any Committee Chair/Manager or Appointed Position to attend Board meetings, particularly the meetings prior to Annual Conference.  Maintain electronic records for the President—Elect to include correspondence not normally distributed to the Board.  Meet with new Board members, after elections and during the Annual Conference, to discuss position descriptions, provide an orientation to the Board, and receive recommendations for Committee Chairs and other leadership appointments.  Oversee financial internal controls of the organization.  Receive the annual budget from the Director of Finance prior to Board approval.  Recommend to the Board successors to fill unexpired terms of Board Members, Committee Chairs/Managers, and Appointed Positions in conjunction with the President--Elect.  Serve as an ex-officio member of all committees. Position: President-Elect Term of Office: 1 year Basic Function: Perform all duties of the President in their absence or at their request and fill the unexpired term of the office of President should it become vacant. Responsibilities:  Assess needs of VACE and its members on a regular basis.  Fill the unexpired term of the President should it become vacant.  Make offers of appointment to Committee Chairs/Managers and fill positions except as designated in the Constitution in conjunction with the President.  Perform all duties of the President when requested.  Recommend to the Board successors to fill unexpired terms of Board Members, Committee Chairs/Managers, and Appointed Positions in conjunction with the President.  Serve as a member of Strategic Planning Committee, along with the Immediate Past President, and President, to develop plans and goals for the upcoming five (5) years.  Serve as Ex-Officio member of Conference Committee. Position: Immediate Past President Length of Term: 1 year Basic Function: Advise the Board on matters of policy, procedure, and precedent while serving on the Strategic Planning Committee, acting as Chair of the Board Nominations Committee, and Parliamentarian. Responsibilities:  Act as liaison to Site Selection Chair.  Act as Parliamentarian to ensure that Board meetings are run in accordance with parliamentary procedures.  Assure that the Director of Operations and the Google Manager/Historian are updated, via email, of all Nominations activity.  Chair the Board Nominations Committee and submit a proposed slate of officers to the Board for approval and then submit slate to membership for voting.  Serve as an active advisor and resource person to the incumbent President and President-Elect.  Serve as on the Strategic Planning Comittee, along with the President—Elect and President, to develop plans and goals for the upcoming five (5) years.  Serve as ex-officio member of the Membership Engagement & Retention and the Marketing Committee with the goal of leveraging VACE connections to re-engage members and companies who have been in transition or to identify new prospects in underrepresented membership categories. Position: Director of Operations Term of Office: 2 years Basic Function: Maintain all administrative records of VACE, including all official correspondence, meeting minutes, and maintain the Operations Manual, Articles of Incorporation, and Constitution. Responsibilities:  Access MemberClicks website to post meeting minutes, create election forms, and manage Conference Registration.  Communicate changes/updates to the Operations Manual and Constitution to the membership.  Document meetings and email copies of the Board meeting minutes to each Board member after meetings for review.  Handle all official correspondence.  Maintain an up to date copy of the Articles of Incorporation.  Maintain an updated version of the VACE letterhead and logo.  Maintain and update the VACE Operations Manual annually.  Produce previous year’s Annual Business meeting minutes at current year’s meeting for membership approval.  Provide the Google Manager /Historian with copies of all official records, including but not limited to minutes, strategic plans, and conference programs.  Provide the Newsletter Editor with the minutes the Annual Board Meeting for the summer edition.  Review the Constitution; present revisions for approval by the Board.  Serve as a liaison to the Conference Registration Committee.  Serve as liaison to Awards Committee.  Update and share official minutes for Board and Annual Business Meetings. Position: Director of Finance Length of term: 1 year Basic Function: Control and administer VACE’s finances as authorized by the Board and maintain all financial records. Responsibilities:  Complete and file Form 990 (Organization Exempt Under 501(C) (3)) for the previous fiscal year. Verify that the IRS receives the filing within five months after taking office.  Coordinate all checking accounts.  Develop the annual projected budget and present to the President prior to approval by the Board.  Maintain records of all VACE financial business including payment of bills and collection of dues and other monies.  Make needed changes in signature cards and in banking locations with successor.  Preform monthly bank reconciliations and provide documentation to all board members either in paper copy or electronically.  Prepare a file for successor that outlines formulation and approval process of the annual budget, outlines of checking accounts activity, and recommendations for investment decisions.  Prepare VACE financial books for annual audit.  Receive and deposit all incoming funds.  Respond to State Corporation Commission filing requests and other official requests for information.  Serve as Sponsorship Chair for the Annual Conference.  Submit and present a treasurer’s report to the Board during all meetings including the Annual Business Meeting.  Submit copies of all cash disbursement and receipt vouchers to the Accountant for annual taxes.  Surrender all bank statements, checks, and deposit slips to successor.  Will act as Director of Finance—Elect before serving as Director of Finance.

 Work closely and collaboratively with the Annual Conference Committee, Director of Operations, and Director of Marketing & Membership Services to ensures dues and conference registration are paid. Position: Director of Finance—Elect Term of Office: 1 year Basic Function:Shadow the Director of Finance to learn how to maintain a record of all VACE financial business including payment of bills and deposit of dues and other monies. Responsibilities:  Assume check signing authority in November of Finance-Elect role  Consult with Director of Finance on all tasks and responsibilities  Generate reports using Memberclicks for conference and memberships  Manage Memberclicks, BOA, PayPal and Quicken  Process and file annual report for State Corporate Commission  Process and reconciled memberships and conference registrations  Process payment for all conference items  Process reimbursements  Process sponsorships in Memberclicks  Update checking account and PayPal account with contact information Position: Director of Marketing & Membership Services Term of Office: 2 years Basic Function: Act as a liaison to and ex-officio member of the Marketing, Membership Orientation and Membership Engagement & Retention Committees to increase memberships, while being sensitive to diversity, and providing appropriate services to VACE members. Responsibilities:

 Analyze membership composition.  Bring questionable membership applications before the Board for approval.  Check for membership eligibility, approve, and edit membership receipts.  Develop and implement membership/marketing campaign to expand new members, retain current members, and follow up with inactive members.  Develop Committee Members to serve in Committee Chair positions and recruit committee members at Annual Conference.  Maintain MemberClicks database with current and archival data.  Update MemberClicks “How To” Guide annually.  Provide and promote relevant services to engage the membership.  Provide coordination and leadership to and serve as liaison to and ex-officio member of Marketing, Membership Orientation, and Membership Engagement & Retention Committees.  Provide regular membership updates to board members and relevant committee chairs.  Share (new) membership reports with the Board and relevant Committee Chairs/Managers (For example: Listserv Manager, Awards Committee Chair, Membership Orientation, etc.).  Transfer memberships and respond to membership inquiries.  Update Director and Committee Chair/Manager roles and privileges in MemberClicks.  Update membership forms and reminder notifications annually in collaboration with Director of Operations and Director of Finance.  Work with committees to assure promotion of a diverse membership and representative affinity groups.  Work with Director of Technology & Communications and Technology & Communications Committee to develop a VACE marketing and communications plan for the upcoming year. Position: Director of Professional Development Length of Term: 2 years Basic Function: Serve as Chair of the Professional Development Committee to consider professional development needs of the membership and provide services and programs to meet those needs. Responsibilities:  Maintain, promote, and distribute training modules or other materials for general membership use.  Promote membership involvement and support of professional development through committee involvement.  Promote professional, ethical, and legal standards.  Provide coordination and leadership for training and professional development activities.  Provide successor with records, and a summary of past programming and events.  Serve as ex-officio member of Conference Committee.  Serve as Chair of the Professional Development Committee.  Serve as Liaison to local and regional organizations authorized to provide professional training and development credits for members. Position: Director of Technology & Communications Term of Office: 2 years Basic Function: Serve as Chair of the Technology & Communications Committee in order to assess technological needs and implement plans that can best serve the membership. Responsibilities:  Develop and maintain a set of image standards for the organization.  Identify Technology & Communications Committee members to serve as Social Media Managers and Committee Liaisons.  Maintain a list of members designated as social media content managers.  Oversee the administration and assessment of all social media platforms.  Oversee the collection and schedule of information to be released through social media platforms.  Oversee the Website Committee, which will include someone who manages website content from the Technology & Communications Committee, and someone who oversees database numbers through MemberClicks from the Conference Committee.  Serve as Chair of the Technology & Communications Committee to include the Web Content Manager, Social Media Manager, and Committee Liaison to Standing Committees.  Serve as liaison to the Newsletter Editor and Google Manager/Historian.  Work with Director of Marketing & Membership Services and Marketing Committee to develop a VACE marketing and communications plan for the upcoming year. Position: College Director Term of Office: 2 years staggered with Employer Director Basic Function: Represent their college member constituents while serving on the Board and as Co-Chair of the Annual Conference Committee along with the Employer Director. Responsibilities:  Co-chair the Annual Conference Committee along with the Employer Director.  Insure all bills related to the conference are paid.  Issue annual conference invitations to SoACE and EACE.  Maintain files on selection process of conference committee members for successor.  Maintain minutes of all conference committee meetings for successor.  Make a final conference report to the Board including financial aspects of the conference, attendance, and evaluations.  Oversee the Local Arrangements Chair to assess the needs of the upcoming conference and establish the point of contact.  Prepare a summary of conference evaluations as well as total attendance and give to successor by July 1.  Report committee activities to the Board of Directors as requested by the President.  Represent college member constituency on the Board.  Select conference committee members, co-chair committee meetings, and direct all committee activities.  Serve as ex officio member of the Professional Development Committee.  Submit proposed conference budget to the Board for approval. Position: Employer Director Term of Office: 2 years staggered with College Director Basic Function: Represent their employer member constituents while serving on the Board and as Co-Chair of the Annual Conference Committee along with the College Director. Responsibilities:  Co-chair the Annual Conference Committee along with the College Director.  Insure all bills related to the conference are paid.  Issue annual conference invitations to SACE and EACE.  Maintain file on selection process of conference committee members for successor.  Maintain minutes of all conference committee meetings for successor.  Make a final conference report to the Board including financial aspects of the conference, attendance, and evaluations.  Oversee the Local Arrangements Chair to assess the needs of the upcoming conference and establish the point of contact.  Prepare a summary of conference evaluations as well as total attendance and give to successor by July 1.  Report committee activities to the Board of Directors as requested by the President.  Represent Employer member constituency on the Board.  Select conference committee members, co-chair committee meetings, and direct all committee activities.  Serve as ex officio member of the Professional Development Committee.  Submit proposed conference budget to the Board for approval. Committee Chairs & Committees Committee: Annual Conference Co-Chairs: Employer Director and College Director Reports To: Board Responsibilities: Administer a budget and prepare a registration fee proposal that is submitted to the Board for approval no later than the January Board meeting. Plan the Annual Conference, develop programs and publicity, handle registration and local arrangements, and oversee finances related to the Annual Conference. Provide a final conference report to the Board and the Newsletter editor concerning attendance, finances, and evaluations. Committee: Awards Chair: Appointed by the Board Reports To: Director of Operations Responsibilities:  All awards will be conferred and presented at the Annual Conference.  Provide a list of proposed award recipients to Director of Operations for review if needed.  Recognize members for their years of service as well as those retiring.  Recognize members of the Board who are rotating out of their roles.  Review nominations to ensure they meet criteria as created by the committee.  Solicit from the membership nominations for recipients of all VACE awards. Committee: Constitution Co-Chairs: Director of Operations & Immediate Past President Reports To: Board & Membership Responsibilities:  Present updates to the membership either via email or at the Annual Business Meeting.  Propose any changes to the Board for approval.  Review and update the VACE Operations Manual and Constitution annually.  The Director of Operations is responsible for maintaining hard and digital copies all both documents. Committee: Marketing Chair: Appointed by the Board Reports To: Director of Marketing & Membership Services Responsibilities:  Assess, update, and develop marketing media including VACE brochures, collateral, direct mail campaigns, and online marketing content to distribute to nonmembers as well as members to make available through their events in order to brand the organization and recruit new members.  Assist with marketing efforts upon request from Directors/Committees (such as Annual Conference).  Design and implement VACE Marketing/Social Media Challenges.  Develop and implement a marketing plan to promote VACE to non-member organizations with the goal of increasing membership, membership diversity, and strategic alliances.  Develop Committee Members to serve in Committee Chair positions and recruit committee members at Annual Conference.  Manage and implement communications plan (in conjunction with Director of Technology & Communications). Committee: Membership Orientation Chair: Appointed by the Board Reports To: Director of Marketing & Membership Services Responsibilities:  Coordinate and host quarterly new member conference calls to welcome newest members to VACE, and serve as experienced members to serve as point of contact should questions arise.  Develop Committee Members to serve in Committee Chair positions and recruit committee members at Annual Conference.  Serve on Conference Committee to plan and execute Newcomers Reception at Annual Conference. Committee: Membership Engagement & Retention Chair: Appointed by the Board Reports To: Director of Marketing & Membership Services Responsibilities:  Complete a needs assessment of membership by administering surveys (in conjunction with Professional Development Committee).  Develop Committee Members to serve in Committee Chair positions and recruit committee members at Annual Conference.  Follow up with inactive members to potentially re-engage them in VACE. Manage mentorship program (assess needs, recruit mentors, solicit mentees, etc.).  Plan social and professional events in conjunction with Professional Development Committee. Committee: Board Nominations Chair: Immediate Past President Reports To: Board Responsibilities: Present a slate of candidates to the Board for approval during the March meeting and subsequently to the membership for elections. Request nominations from the Board and membership for Board and Committee positions that become vacant in the upcoming year. Review nominees based on nominations criteria, qualifications, and leadership to assure a diverse representation on the Board. The slate shall be announced to the membership prior to elections and after the March Board meeting. Voting will happen thirty (30) days leading to Annual Conference and at the Annual Business Meeting. Committee: Professional Development Chair: Appointed by the Board Reports To: Director of Professional Development Responsibilities:  Assess the professional development needs of the membership and developing an annual schedule of programs and events, such as workshops, site visits to member locations to increase the awareness of member services, resources and opportunities, as well as other programs and events.  Collaborate programming with the Annual Conference co-chairs to assure comprehensive professional development throughout the year.  Create a promotional plan will be developed using the VACE web site, the newsletter, flyers, and email announcements. Committee: Technology & Communications Chair: Appointed by the Board Reports To: Director of Technology & Communications Responsibilities:  Complete an annual audit of the images and branding associated with the organization.  Develop and maintain a set of image standards for the organization.  Identify and maintain a list of committee members to serve as Social Media Managers and Committee Liaisons.  Oversee the administration and assessment of all social media platforms.  Oversee the collection and schedule information to be released through social media platforms in conjunction with the Marketing and Media plan as well as other committees planning events.  Review and maintain the [email protected] account at least twice monthly. Committee: Strategic Planning Chairs: President Reports To: Board Responsibilities:  Planning should occur every five (5) years.  Review and reflect on current and past strategic plans of the organization, conduct membership surveys when needed to identify short term and long term needs of VACE, discuss current and projected issues with the Board of Directors and members, and develop a plan for how to implement best the current strategic plan.

Appointed Positions Appointed Position: Google Manager/Historian Chair: Appointed by the Board Reports To: Director of Technology & Communications Responsibilities:  Maintain all past records and official documentation of VACE as provided by the Board and membership.  Send documentation to the Web Content Manager to be placed on the website.  Serve as a member of the Technology & Communications Committee.  Update content on the Google drive including checking the [email protected] account for any historical data needing attention. Appointed Position: Listserv Manager Chair: Appointed by the Board Reports To: Director of Technology & Communications Responsibilities:  With assistance from the Director of Marketing & Membership Services, update and maintain the VACE listserv with all current members each year in MemberClicks. Appointed Position: Local Arrangements Chair Chair: Appointed by the Board Reports To: College & Employer Directors Responsibilities:  Coordinate Conference Committee and Board dinner prior to the conference and dinner options/entertainment throughout the conference.  Coordinate technological needs during the conference and act as the primary contact for the hotel staff.  Work with the Site Selection Committee to review signed contract and logistics for the upcoming Annual Conference. Appointed Position: Newsletter Editor Chair: Appointed by the Board Reports To: Director of Technology & Communications Responsibilities:  Develop and submit a schedule of deadlines and distribution dates to the Director of Communications for approval by the Board.  Prepare and distribute the Newsletter according to the guidelines and dates established by the President and Director of Technology & Communications, generally twice a year, once in the fall and once in the summer.  Prepare newsletter content or at a minimum a report or letter from the President, conference/workshop announcements, actions by the Board, committee reports, important dates, new members, and other pertinent data. Appointed Position: Parliamentarian Chair: Immediate Past President Reports To: Board Responsibilities:  Ensures that Board meetings and the Annual Business Meeting are run in accordance with parliamentarian procedures and Roberts Rules of Order. Appointed Position: Site Selection Chair Chair: Appointed by the Board Reports To: Immediate Past President Responsibilities:  Communicate contract and logistics to the Local Arrangements Chair, College Director, and Employer Director.  Draw up a suitable contract for the President to approve and sign.  Maintain records, information, and contracts of past and future sites.  Report recommended locations to the Immediate Past President to be presented to the Board for approval and discussion.  Research locations for future Annual Conferences as directed by the Board. Appointed Position: Social Media Manager Chair: Appointed by the Board Reports To: Director of Technology & Communications Responsibilities:  Ensure that information slated for release is posted in a timely manner.  Post content and monitors traffic on a particular social media platform. Contribute ideas for content to be shared through social media.  Report number of members/followers and visit information on a monthly basis to the Director of Technology & Communications. Appointed Position: Web Content Manager Chair: Appointed by the Board Reports To: Director of Technology & Communications Responsibilities:  Report to the Technology & Communications Committee and work in consultation with the MemberClicks and Conference Planning Committee team member on website operations.  Update the outward facing content on the website.