Committee Responsibilities and Duties

Transcription

1 1 Committee Responsibilities and Duties The Chairperson is appointed by the President of the Board of Directors. The term is for 1 year starting January and ending in December. The Chairperson can hold the position for up to 3 years if the President and committee members approve. The Chairperson reports to the Executive Director monthly. The Chairperson works with the Development Director, Special Events & Operations Director and Member Relations Coordinator. Prior approval must be received by Executive Director for decisions relating to an event for the calendar, booking a venue, speaker or anything else that affects the budget of these events. The Chairperson must be a good member in standing, have annual membership dues current, follow all bylaws and code of conduct. The Chairperson can appoint a Co-Chair with approval from the President and Executive Director. The Chairperson must attend the committee orientation held on Tuesday, November 27 th, at noon. The Chairperson must submit annual goals to the President and Executive Director by December 20 for the start of the January 1 annual term. At anytime the policies and procedures can be changed by the Board of Directors. Our Committees in the Davie-Cooper City Chamber of Commerce GOVERANCE COMMITTEE The role of this group of individuals is tasked with ensuring that a nonprofit's Board of Directors is functioning appropriately and efficiently. Individuals on the Board of Directors, who are usually volunteers, act on behalf of the members of the nonprofit. Its chief responsibilities are to determine the membership of your Board and measure the quality of performance of the Board as a whole and of your individual Board members. The Committee should consist of two members with a strong background in non-profit, fundraisers, Robert s Rules and who understand the chamber s niche. The third committee member should be the appointed legal council on the Board of Directors. The President appoints the Directors. The President of the Board of Directors and the Executive Director may attend these meetings. The Chairperson shall appoint a secretary who is a member that will take notes and share with all Committee members and Board of Directors.

2 2 This Committee will assist with the application process with the President and President-Elect of future Board members for the following year. They create the application for Board of Director members and review the applicants with the President, President-Elect and Executive Director. They establish criteria for what is needed in a Board of Director applicant. They create, edit and maintain the policies and procedures and code of conduct agreements for the Board of Directors. They assist with the new Board of Directors onboarding orientation held in December. The committee maintains their website tab on the Davie-Cooper City Chamber of Commerce The Chairperson shall report to the Board of Directors at scheduled meetings as needed. SPECIAL EVENT COMMITTEE The Special Events committee assists with all events that happen in the Chamber in the West Broward Leadership Program, Golf Tournament Committee, Bowl-A-Thon Committee, Membership and Member Engagement Committee, Taste of West Broward Extravaganza and other events assigned by the Executive Director. The Chairperson is appointed by the President of the Board of Directors. The term is for one (1) year starting in January and ending in December. The Chairperson can hold the position for up to three (3) years if the President and Committee members approve. The Chairperson reports to the Executive Director monthly. The Chairperson works with the Development and Membership Director and Special Events and Operations Director. The Chairperson shall appoint a secretary who will take notes and share with all Committee members and Board of Directors. The Chairperson must be a good member in standing, have annual membership dues current, follow all by-laws and code of conduct. The Chairperson can appoint a Co-Chair with approval from the President and Executive Director. The Chairperson must attend the Committee orientation held in November. The Chairperson must submit annual goals to the President and Executive Director by December 20 for the start of the January 1st annual term. This Committee meets once a month and attends other committee meetings as needed. MEMBERSHIP & MEMBER ENGAGEMENT COMMITTEE The Membership & Member Engagement Committee cultivates the benefits of membership in the Davie-Cooper City Chamber of Commerce. The Membership & Member Engagement Committee will also include the Generation X Committee (#UPANDCOMING) group that will help with recruitment of members under 40. They will assist with planning of events. The Chair must attend the Committee orientation held in November. The Committee meets once a month for 12 months. The Chair shall coordinate and recruit members to serve on the Committee with them with the help of the Development and Membership Director. The Chair shall appoint a secretary who will take notes and share with all committee members and Board of Directors.

3 3 The Chair shall appoint one person to attend the Trustee Circle monthly meetings. The Chair is responsible for designing the two Membership Drives and coordinating with the Event Committee for the implementation and success of that initiative. These drives will take place in June and December every fiscal year. The Membership & Member Engagement Committee shall identify opportunities for publicity in the business community. The Membership & Member Engagement Committee shall prepare press releases for important events affecting the Chamber or its member businesses. The Membership & Member Engagement Committee shall be responsible for the development of programs to promote the benefits of joining the Chamber. The Membership & Member Engagement Committee shall conduct visits and/or oversee regular visits of prospective members in the business community. The Membership & Member Engagement Committee shall be responsible for maintaining a prospect List and reporting new member prospects to the Development and Membership Director. The Committee works on creative ideas to help retain members by adding value into annual membership dues. The Committee will assist the Development and Membership Director on the Welcome Wagon orientation held three (3) times a year. They will work with President of the Board, all Committee members and staff to ensure success. The Membership & Member Engagement Committee will host three (3) networking events a year to help bring in new members. The Membership & Member Engagement Committee shall assist the Special Events Director in the preparation of marketing materials to advertise events. The Membership& Member Engagement Committee will host along with the Special Events Committee the annual Holiday Party. They will work with the Special Events Director and Development and Membership Director on securing a venue and sponsors. The Chair will ensure that each event that requires more than $300 to be pre-paid for expenses has a budget created listing expenses and revenues. This budget is submitted to the Executive Director who then will present it to the Board of Directors for approval. The Membership & Member Engagement Committee will be responsible for the Small Business Person of the Year Award held in May. They will create the application, review the applications and vote on the winner. The President of the Board of Directors and the Executive Director must be part of this process. The Membership & Member Engagement Committee will be responsible for the Industry Person of the Year Award held in May. They will create the application, review the applications and vote on the winner. The President of the Board of Directors and the Executive Director must be part of this process. The Chair will work with the Committee to secure sponsorships and ticket sales goals for the events created using internal and external resources. The Committee maintains their website tab on the Davie-Cooper City Chamber of Commerce The Chair shall report to the Board of Directors at scheduled meetings as needed.

4 4 ECONOMIC, GOVERNMENT AND COMMUNITY AFFAIRS COMMITTEE The Economic, Government and Community Affairs Committee promotes every member as an ambassador for the Chamber through their industry. The Committee meets once a month, except in July. The Chairperson must attend the Committee orientation held in November. The Chair shall appoint a secretary who will take notes and share with all Committee members and Board of Directors. The Chair will ensure that each event that requires more than $300 to be pre-paid for expenses has a budget created listing expenses and revenues. This budget is submitted to the Executive Director who then will present it to the Board of Directors for approval. The Chair shall coordinate and recruit members to serve on the Committee. The Committee will focus on issues of local importance that affect the ability of our member s businesses to thrive in our community. The Committee shall provide guest speakers for luncheons or host a Lunch-n-Learn that provides education and resource knowledge to help businesses grow. The Committee serves as a liaison between the members, business community and government by attending meetings and reporting to the Committee and the Executive Director so information can be disseminated to the membership. The Committee maintains an open dialogue with the community s elected representatives The Committee shall host an annual Economic Summit on the latest economic and business development happenings for the year. This can be done in a multi-chamber venue where many current issues can be discussed by several sister cities. The Chair shall report to the Board of Directors at scheduled meetings. The Committee maintains their website tab on the Davie-Cooper City Chamber of Commerce THE WEST BROWARD LEADERSHIP PROGRAM *This will include the Women In Business Initiatives bring about a stronger future for Florida with be the ground breaking of the Davie-Cooper City Chamber of Commerce s first leadership program. This program will help continue to build bright and strong leaders in our west Broward community. We will work with our local universities, large corporations, small businesses, town of Davie, the city of Cooper City, civic organizations and other non-profits in our community to help learn from their business practices, gain insight and tools that will be useful to our members in their professional development. The leadership program will bring education, knowledge, training courses, lunch-n-learns, women in business seminars, panel interview lunches of top leaders in the community and mentor young leaders in our chamber. The Committee meets once a month, except in July. The program chair must attend the Committee orientation held in November. The program or program chair(s) shall appoint a secretary who will take notes and share with all committee members and board of directors. We would like to have at least 2 chairs of this committee to oversea the operations. This will be a revenue generating program for the chamber. The program chair or chairs will appoint a treasurer for this committee.

5 5 The program chair or program chairs(s) will ensure that each event that requires more than $300 to be pre-paid for expenses has a budget created listing expenses and revenues. This budget is submitted to the Executive Director who then will present it to the Board of Directors for approval. The Women in Business initiative will consist of one luncheon in March and a breast cancer luncheon in Ocotber. 2 committee members will oversea these two events. The program chair or program chairs will work with the Special Events Director and Development and Membership Director to ensure success. The program committee composes their own asking letters for sponsorships and auction items as needed for events that need sponsorship. The Executive Director must approve the letters before they are sent to prospective sponsors. The Committee shall assist the Special Events Director in the preparation of marketing materials to advertise events. The Committee maintains their website tab on the Davie-Cooper City Chamber of Commerce The Program Chair or Program Chairs shall report to the Board of Directors at scheduled meetings. GOLF TOURNAMENT COMMITTEE The Chair is appointed by the President of the Board of Director. The term is for one (1) year starting January and ending December. The Chair can hold the position for up to three (3) years if the President and Committee members approve. The Chair reports to the Executive Director and Special Events Directly monthly. The Chair works with the Development Director and Special Events & Operations Director to make sure everything is on schedule. The Chair must be a good member in standing, have annual membership dues current, follow all by-laws and code of conduct. The Chair can appoint a Co-Chair with approval from the President and Executive Director. The Chair must attend the Committee orientation held in November. The Chair shall coordinate and recruit members to serve on the committee. The Chair must submit annual goals to the President and Executive Director by December 20th for the start of the January 1st annual term. This includes the charity that will be associated with the golf tournament. The golf tournament must be held in October. The Committee will choose a venue and charity by February 15. The Chair will submit the golf tournament budget by March 1 of each year to the Executive Director. The budget will list expenses and revenues. The golf tournament venue, charity and budget will be submitted to the Executive Director who then will present it to the Board of Directors for approval in the March Board of Director meeting. The golf course deposit must be placed by March 30. Once the Committee s charity is selected and approved, the Executive Director and legal counsel will draw up a partnership agreement with the charity with clear terms and both parties shall sign the agreement. The Executive Director will sign the golf course tournament agreement and submit deposits.

6 6 The golf tournament Committee must assign a silent auction Chair to help with the organization and planning of gathering donation items. The Chairperson will work with the Committee to secure sponsorships and ticket sales goals for the events created using internal and external resources. The Special Events Committee will assist with this process for both annual events. The Committee composes their own asking letters for sponsorships and auction items. The Executive Director must approve the letters before they are sent to prospective sponsors. The Committee shall assist the Special Events Director in the preparation of marketing materials to advertise events. The Committee will create a calendar timeline of due dates for the October 2019 event, the Committee will vote on and follow those due dates. The committee maintains their website tab on the Davie-Cooper City Chamber of Commerce The Committee must meet once a month at a location near the Chamber office. THE TASTE OF WEST BROWARD EXTRAVAGANZA The Chair is appointed by the President of the Board of Directors. The term is for one (1) year starting January and ending December. The Chair can hold the position for up to three (3) years if the President and Committee members approve. The Chair reports to the Executive Director and Special Events Directly monthly. The Chair works with the Development & Membership Director and Special Events & Operations Director. The Chair must be a good member in standing, have annual membership dues current, follow all by-laws and code of conduct. The Chair can appoint a Co-Chair with approval from the President and Executive Director. The Chair must attend the Committee orientation held in November. The Chair shall coordinate and recruit members to serve on the committee. The Chair must submit annual goals to the President and Executive Director by December 20 for the start of the January 1 annual term. This includes the charity that will be associated with The Taste of West Broward Extravaganza. The Taste of West Broward Extravaganza must be held in November The Taste of West Broward Extravaganza must pick a venue and charity by February 15th. The charity has to be approved by the Board of Directors. The Chair will submit the Taste of West Broward Extravaganza budget by March 1st of each year to the Executive Director. The budget will list expenses and revenues. The Taste of West Broward Extravaganza venue, charity and budget is submitted to the Executive Director who then will present it to the Board of Directors for approval in the March Board of Director meeting. The Taste of West Broward Extravaganza deposit must be placed by March 30. Once the Committee s charity is selected and approved, the Executive Director and legal counsel will draw up a partnership agreement with the charity with clear terms and both parties shall sign the agreement. Executive Director will sign the venue agreement and submit deposits. The Taste of West Broward Extravaganza Committee must assign a silent auction Chair to help with the organization and planning of gathering donation items.

7 7 The Chair will work with the Committee to secure sponsorships and ticket sales goals for the events created using internal and external resources. The Special Events committee will assist with this process for both annual events. The Committee composes their own asking letters for sponsorships and auction items. The Executive Director must approve the letters before they are sent to prospective sponsors. The Committee shall assist the Special Events Director in the preparation of marketing materials to advertise events. The Committee will create a calendar timeline of due dates for the November event, the Committee votes on and follow those due dates. The committee maintains their website tab on the Davie-Cooper City Chamber of Commerce The Taste of West Broward Extravaganza Committee must meet once a month at a location near the Chamber office. EDUCATION COMMITTEE The purpose of the Education Committee is to raise funds for our May Scholarship program and to provide education seminars and mentorship to the youth. Various scholarships are given to Chamber member high schools in our area to seniors that meet the criteria set in our by-laws under our 501C-3. The Chair is appointed by the President of the Board of Directors. The term is for one (1) year starting January and ending December. The Chair can hold the position for up to three (3) years if the President and Committee members approve. The Chair reports to the Executive Director and Speical Events Directly monthly. The Chair works with the Development and Membership Director, Special Events & Operations Director and Legal Counsel. The Chair must be a good member in standing, have annual membership dues current, follow all by-laws and code of conduct. The Chair can appoint a Co-Chair with approval from the President and Executive Director. The Chair must attend the Committee orientation held in November. The Chair shall coordinate and recruit members to serve on the Committee. The Chair shall appoint a secretary who will take notes and share with all committee members and board of directors. The Chair must assign a treasurer that handles collecting monies at event and keep accurate records with the Operations Director. All deposits will be made by the Operations Director into the 501C-3 bank account. The Chair must submit annual goals to the President and Executive Director by December 20th for the start of the January 1st annual term. This can include their mission and purpose for the year. The Education Committee must compose policies and procedure for how money is collected for the 501C-3 organization, submit a mission, make sure money is deposited in the separate account formed for the 501C-3 and work with our legal counsel to make sure we are following all local and state laws associated with this type of committee. A treasurer shall be appointed by the committee to help keep accurate records. The Scholarship Award Presentation is held in May at the monthly membership luncheon. The education committee must find a luncheon sponsor. Sponsorships can be at various levels from different organizations but must total an amount of $2500k.

8 8 The Chair will submit the high school scholarship application by February 1st of each year to the Executive Director. The Board will review and approve. Applications can go out as soon as March 1st and the deadline for applications is March 31st. If the Education Committee decides to host a fundraising event to raise additional money for scholarships, the venue, charity and budget is submitted to the Executive Director who then will present it to the Board of Directors for approval in the February Board of Director meeting. The monetary amounts set to distribute to each student must be approved by Board of Directors and legal counsel. The Chair will work with the Committee to secure sponsorships and ticket sales goals for the events created using internal and external resources. The Special Events Committee will assist with this process. The Committee composes their own asking letters for sponsorships and auction items. The Executive Director must approve the letters before they are sent to prospective sponsors. The Committee shall assist the Special Events Director in the preparation of marketing materials to advertise events. The committee maintains their website tab on the Davie-Cooper City Chamber of Commerce The Committee must meet once a month at a location near the Chamber office. Leads Group Responsibilities and Duties The Leads Group Chair reports to the Executive Director monthly. The Leads Group Chair works with the Development and Membership Director and Special Events & Operations Director to recruit members into the various leads groups. The Leads Group Chair must be a good member in standing, have annual membership dues current, follow all by-laws and code of conduct. The Leads Group Chair can appoint a Co-Chair. The Chair must attend the Committee orientation held in November. The Leads Group Chair must assign a treasurer that handles collecting monies for breakfast, lunch or after-hours food. Bank account must be opened at a Chamber bank and they shall submit receipts monthly to the Operations Director. The Chair must submit leads group meeting location, cost to attend the group and annual goals to the President and Executive Director by December 20 for the start of the January 1st annual term. The Leads group must meet at least two times a month for 11 months. The Leads Group Chair must create an application for every member. One member per industry is allowed in each leads group. If a leads group member misses more than five meetings in a calendar year they may lose their industry slot in that leads group. The President and Executive Director have final say in this decision. Leads group shall assist at monthly Chamber luncheon with welcoming new members. Updated on 10/9/2018