ISM-Western Washington Job Description. Volunteer Position: President. Scope of Responsibility: Specific Duties: 1 P age

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1 Volunteer Position: President Assumes position through: Election by Membership Term of Office: One (1) year Type: Voting position (officer) Reports to: Membership as represented by the Board of Directors Average Time Commitment: hours per week Requirements: current C.P.M. certification, current Regular membership status Attendance Requirements: The President must attend most board meetings and affiliate events (dinner meetings, seminars etc..), may also choose to attend committee meetings. Scope of Responsibility: The President shall be Chief Executive Officer and Chairman of the Board of Directors and shall exercise general supervision over the executive affairs of the Association in accordance with the ISM-WW bylaws. He or she shall preside at all meetings of the Association membership and of the Board of Directors and shall be a member, ex officio, of all Association committees with the exception of the Nominating Committee. The President shall also delegate tasks to other officers, directors and committee members to ensure transition of knowledge and should actively participate in strategic planning and succession planning for the affiliate. At the end of his or her term, when his/her successor has been elected and installed, the President shall assume the position of Immediate Past President for a term of one year. Specific Duties: Review the ISM-WW Bylaws at the beginning of your term with the Executive Committee. Make updates as needed. Transition business and financial dealings to new board (update signature cards, mailing addresses w/ banks and insurance companies, update officer names & information w/ ISM etc ). Set a calendar of events and deadlines for affiliate business and programs with input from officers and committee chairs. Prepare President s articles for publication in the BuyLine and to be posted on the website. Should have a minimum of four (4) articles during your term, one per quarter. Provide guidance to reporting committees and directors so that monthly reporting at board meetings is consistent. Review affiliate job descriptions at the end of your term with the incoming President and modify as needed with Board approval. 1 P age

2 Participation with Committees: Executive Committee- The President is chair of this committee and executes the duties as needed outlined by the affiliate Bylaws and as expressed by the Board of Directors. Nominating Committee- By the end of August of every year the new President must appoint three (3) regular members of the Affiliate to the Nominating Committee which will be chaired by the Immediate Past President. At least one of the three members must be a current member who is not seeking to run for any office in the upcoming year s elections. Finance Committee- The President is a member of the Finance Committee which may meet up to three (3) times or more per year to perform the following tasks: Review of Income Tax Filing by end of August Audit of the affiliate books in the early Spring Budget planning session in May for next program year Standing Committees- By the end of July of every year the new President must appoint committee chairs to the standing committees of the affiliate as outlined in the affiliate Bylaws. The President may participate in some or all of these committees at his or her discretion with the exception of the Nominating Committee. Special Committees- As needed and with the approval of the Board of Directors the President may appoint special committees, sub-committees or task forces (Scholarship, Business Survey ). Participation at Meetings: Strategic Planning Meeting (s)- This is a special meeting called by the President and usually happens during the summer. The goal is to further develop the strategic plan of the affiliate as it will relate to that President s term and to align the work and planning of all officers, directors and committee members with this plan. Often it is an all-day meeting. The President may decide to hold additional Strategic Planning meetings throughout the year as he or she feels necessary. Board Meetings- Board meetings are held nine (9) times per year, September through May, with the option of scheduling a 10 th meeting in June. The President acts as the presiding officer at all affiliate Board meetings, creating and distributing the agenda based on committee reports, action items and business needs in advance of the meeting. President is also in charge of putting motions to vote during the meeting and for announcing the results of the vote and for adjourning the meeting. Dinner Meetings- The President acts as presiding officer at all ISM-WW dinner meetings, working with Pro-D chair and other committee chairs to develop event agendas. Chapter Meetings- When possible the affiliate President should attend some of the meetings held by Chapters of ISM- WW to show support. The President is not responsible for presiding over Chapter meetings. 2 P age

3 May Installation & Awards Dinner- The outgoing President is responsible for the following items related to this annual meeting: Sending invitations by mid-april to the Gavaliers for the cocktail reception held in their honor before this May dinner meeting. Planning and organizing the details for the Gavalier s party. Creating the forms that grant CEH hours as service awards to officers, directors and committee members for volunteer work done within the past year as he or she sees fit. Selecting and ordering any other awards to be given at this meeting for volunteers. Selecting an emcee for the installation of incoming officers and directors and coordinating the script for that portion of the meeting. Helpful Knowledge & Tools: Affiliate Bylaws Parliamentary Procedure as outlined in Robert s Rules of Order ISM Affiliate Support Council Gavaliers (Past-Presidents of ISM-WW) 3 P age

4 Volunteer Position: Vice President Assumes position through: Election by Membership Term of Office: One (1) year Type: Voting position (officer) Reports to: President & membership as represented by the Board of Directors Average Time Commitment: 8-10 hours per week Requirements: current C.P.M. certification, current Regular membership status Attendance Requirements: The Vice President must attend most board meetings and affiliate events (dinner meetings, seminars etc..), may also be asked to attend committee meetings. Scope of Responsibility: The Vice President will assist the President in carrying out the objectives of the affiliate and acts for, and on behalf of, the President in the event of his or her inability to act due to illness, absence or any other cause. In the case of resignation of the President, the Vice President shall automatically become President for the unexpired term. At the end of his or her term it is generally expected that the Vice President will run for the office of President in the elections for the next year. Specific Duties: Review the ISM-WW Bylaws at the beginning of your term with the Executive Committee. Make updates as needed. Assist in transition business and financial dealings to new board (update signature cards, mailing addresses w/ banks and insurance companies, update officer names & information w/ ISM etc ). Help set a calendar of events and deadlines for affiliate business and programs with input from other officers and committee chairs. Make recommendations to the President for the volunteers to chair and staff the standing and special committees. Prepare at least one (1) article for publication in one of the BuyLines and to be posted on the website. Review affiliate job descrip!ions at the end of your term with the incoming Vice President and modify as needed with Board approval. Budget permitting, the Vice President may be asked to attend the ISM National Conference in the Spring if he/she is elected as the next President. 1 P age

5 Determine and present a recognition award for the outgoing President at the May awards meeting after being installed as President. Participation with Committees: Executive Committee- The Vice President is a member of this committee and performs the duties asked by the President and the Board of Directors. Finance Committee- The Vice President is a member of the Finance Committee which may meet up to three (3) times or more per year to perform the following tasks: Review of Income Tax Filing by end of August Audit of the affiliate books in the early Spring Budget planning session in May for next program year Participation at Meetings: Strategic Planning Meeting (s)- This is a special meeting called by the President and usually happens during the summer. The goal is to further develop the strategic plan of the affiliate as it will relate to the new President s term and to align the work and planning of all officers, directors and committee members with this plan. Often it is an all-day meeting. The President may decide to hold additional Strategic Planning meetings throughout the year as he or she feels necessary. It is the job of the Vice President to assist the President with any tasks that need to be completed for this meeting. Board Meetings- Board meetings are held nine (9) times per year, September through May, with the option of scheduling a 10 th meeting in June. The Vice President is a voting member and should assist the President with any tasks that need to be completed for these meetings. Dinner Meetings- The Vice President should attend most dinner meetings and may be required to preside over the meeting if the President is absent. Chapter Meetings- When possible the affiliate Vice President should attend some of the meetings held by Chapters of ISM-WW to show support. May Installation & Awards Dinner- This meeting requires a lot of advance planning by the outgoing President. The Vice President should help as much as possible with some or all of the following tasks as requested by the President: Sending invitations by mid-april to the Gavaliers for the cocktail reception held in their honor before this May dinner meeting. Planning and organizing the details for the Gavalier s party. Creating the forms that grant CEH hours as service awards to officers, directors and committee members for volunteer work done within the past year as he or she sees fit. Selecting and ordering any other awards to be given at this meeting for volunteers. 2 Page

6 Selecting an emcee for the installation of incoming officers and directors and coordinating the scrip! for that portion of the meeting. Helpful Knowledge & Tools: Affiliate Bylaws Parliamentary Procedure as outlined in Robert s Rules of Order ISM Affiliate Support Council Gavaliers (Past-Presidents of ISM-WW) Volunteer Position: Volunteer Committee Chair Assumes position through: President Appointment and approved by Board of Directors Term of Office: One (1) year Type: [Same as other Committee Chairs] Reports to: [Same as other Committee Chairs] Average Time Commitment: 1 hour a week Requirements: current Regular membership status Attendance Requirements: [Same as other Committee Chairs] Scope of Responsibility: The Volunteer Committee is responsible for establishing the organization s volunteer needs and to place volunteers in those job functions. Specific Duties: Ask the Officers, Directors, and Committee Chairs what help is needed Ask members in what capacity they would like to volunteer 3 P age

7 Follow up with members who indicate their interest in volunteering Match volunteering needs with the appropriate volunteers Helpful Knowledge & Tools: Affiliate Bylaws Short Term Volunteer Description (attached) ISM-WW Short Term Volunteer Request Form Directions: Title the title should reflect the content of the assignment. Job summary describes responsibilities and sample tasks of the assignment. Preferred skills and qualifications required to perform the assignment. Schedule and timeframe number of hours and/or duration of time necessary to complete the task. Resources and training describes the support and training available to handle the assignment. Expected results how results will be measured or evaluated. Submit to: Name, ISM-WW Volunteer Committee Chair Examples: 4 P age

8 Title Photographer Job summary Take digital pictures at the monthly educational events. Preferred skills and qualifications Shutter bug qualifications preferable. Schedule and timeframe Need to be present at monthly educational events. Resources and training Digital camera necessary. Expected results Pictures will be posted to our web site and used in the newsletter. Title Children s Holiday Gift Drive Coordinator Job summary Pick and coordinate with a recipient organization for a gift drive, write an article for the affiliate newsletter and web site advertising the event, prepare boxes to receive the gifts, attend the monthly educational meeting and collect the gifts, and deliver the gifts to the organization. Preferred skills and qualifications Project management and the desire to help those less fortunate. Schedule and timeframe Approximately two hours in preparation, attend the monthly educational meeting/s for the drive (November and/or December), deliver the gifts prior to the winter holiday season. Resources and training No prior experience necessary! Last year s coordinator will provide lessons learned. Expected results The kids will appreciate the gifts they receive. 5 P age

9 Volunteer Position: Secretary Assumes position through: Election by Membership Term of Office: One (1) year Type: Voting position (officer) Reports to: President & membership as represented by the Board of Directors Average Time Commitment: 2-4 hours per week Requirements: current Regular membership status Attendance Requirements: The Secretary must attend most board meetings and affiliate events (dinner meetings, seminars etc...) and may also be asked to attend committee meetings. Scope of Responsibility: The Secretary is the recording officer of the affiliate and is the custodian of its records except for those assigned to other officers, such as the treasurer s books. The Secretary maintains all corporate records of the affiliate, publishes all notices required by the Bylaws or the law concerning any meeting or any other matter applicable to the affiliate. The Secretary shall also perform duties as they are assigned to him or her by the President or Board of Directors. Specific Duties: Review the ISM-WW Bylaws at the beginning of your term with the Executive Committee. Make updates as needed. Transition business and financial dealings to new board (update signature cards, mailing addresses w/ banks and insurance companies, update officer names & information w/ ISM etc ). Help set a calendar of events and deadlines for affiliate business and programs with input from other officers and committee chairs. Prepare at least one (1) article for publication in one of the BuyLines and to be posted on the website. Review affiliate job descrip!ions at the end of your term with the incoming Secretary and modify as needed with Board approval. Keep a record of all of the proceedings of the affiliate at meetings (a.k.a. minutes). Keep on file a record of all committee reports presented at meetings. Call roll and verify if quorum for voting has been met at the beginning of each board meeting. Work with the President and Vice President to create and maintain a list of all existing committees and their members. Maintain a record book that contains a copy of the current Bylaws and past meeting minutes to be used as a reference. 1 P age

10 Send out a notice to all officers and board members of an upcoming board meeting, noting the date, time and place and keeping a running list of those members who are able to attend. Bring light refreshments to the board meetings. At the request of the President, assist with creating the agenda for board meetings. In the temporary absence of the President and the Vice-President the Secretary will preside over the board meeting. Deliver a copy of the previous meeting s minutes to the board for review and acceptance in the consent agenda of the upcoming meeting. Deliver all books, records, documents and other property of the Association that you have retained as Secretary to your successor at the end of your term. Participation with Committees: Executive Committee- The Secretary is a member of this committee and performs the duties asked by the President and the Board of Directors. Finance Committee- The Secretary is a member of the Finance Committee which may meet up to three (3) times or more per year to perform the following tasks: Review of Income Tax Filing by end of August Audit of the affiliate books in the early Spring Budget planning session in May for next program year Participation at Meetings: Strategic Planning Meeting (s)- This is a special meeting called by the President and usually happens during the summer. The goal is to further develop the strategic plan of the affiliate as it will relate to the new President s term and to align the work and planning of all officers, directors and committee members with this plan. Often it is an all-day meeting. The President may decide to hold additional Strategic Planning meetings throughout the year as he or she feels necessary. It is the job of the Secretary to take the minutes at this meeting and to assist the President with any tasks that need to be completed for this meeting. Board Meetings- Board meetings are held nine (9) times per year, September through May, with the option of scheduling a 10 th meeting in June. The Secretary is a voting member and should assist the President with any tasks that need to be completed for these meetings. Dinner Meetings- The Secretary should attend most dinner meetings and may be required to preside over the meeting if the President and Vice President are absent. Chapter Meetings- When possible the affiliate Secretary should attend some of the meetings held by Chapters of ISM- WW to show support. 2 P age

11 May Installation & Awards Dinner- This meeting requires a lot of advance planning by the outgoing President. The Secretary should help as much as possible with some or all of the following tasks as requested by the President: Sending invitations by mid-april to the Gavaliers for the cocktail reception held in their honor before this May dinner meeting. Planning and organizing the details for the Gavalier s party. Helpful Knowledge & Tools: Affiliate Bylaws Parliamentary Procedure as outlined in Robert s Rules of Order ISM Affiliate Support Council Gavaliers (Past-Presidents of ISM-WW) 3 P age

12 Volunteer Position: Treasurer Assumes position through: Election by Membership Term of Office: Two (2) year Type: Voting position (officer) Reports to: President & membership as represented by the Board of Directors Average Time Commitment: 8-10 hours per week Requirements: current Regular membership status Attendance Requirements: The Treasurer must attend most board meetings and affiliate events (dinner meetings, seminars etc...) and may also be asked to attend some committee meetings. Scope of Responsibility: The Treasurer is the officer entrusted with the collection, safekeeping and disbursements of the affiliate s funds. ISM-WW uses Quickbooks for our bookkeeping. The Treasurer position is critical to the success of the affiliate and it requires excellent organizational skills, accuracy, attention to detail and an understanding of accounting principles and good customer service skills. The Treasurer will be involved to some degree with most aspects of the affiliate s business, committees, board members, suppliers and outside customers. It is also the position that poses the most risk to the affiliate if the job is not completed in a timely manner or with accuracy. For that reason it is suggested that the Treasurer should be bonded for a sum sufficient to protect the affiliate from loss at the expense of the affiliate. Specific Duties: Review the ISM-WW Bylaws at the beginning of your term with the Executive Committee. Make updates as needed. Transition business and financial dealings to new board (update signature cards, mailing addresses w/ banks and insurance companies, update officer names & information w/ ISM etc ). Help set a calendar of events and deadlines for affiliate business and programs with input from other officers and committee chairs. Prepare at least one (1) article for publication in one of the BuyLines and to be posted on the website. Review affiliate job descriptions at the end of your term with the incoming Treasurer and modify as needed with Board approval. Prepare financial reports for review at every board meeting. Prepare information for the affiliate s annual tax filing with the IRS and present to the Finance Committee for approval and signature of the President. This needs to be completed and mailed to our accountant no later than the end of August. 1 P age

13 Prepare information and the form for the affiliate s annual business license with the Washington State Secretary of the State. This needs to be completed and mailed along with a check to the Secretary of the State s office no later than the end of August. Endorse all checks and make regular deposits of checks received to the affiliate s bank account Regularly process credit card submissions Issue receipts for payments received as requested. Cut and sign all checks and promptly pay any invoices due. Review all bank statements, tax return information, insurance information Record all transactions in Quickbooks. Maintain sufficient paper files of all transactions to meet tax and audit requirements and to allow you to look up past information if questioned. Reconcile Quickbooks at least once per month. Promptly answer any requests for information from internal and external customers Schedule the meetings for the Finance Committee (see below) Work closely with the Membership Chair on a monthly basis to ensure accurate reporting of memberships paid to the Directors and to ISM. Create the affiliate budget for the upcoming year with the help of the Finance Committee and present to the Board of Directors no later than the May board meeting for review. Deliver to successor all books, records, documents and other property of the association. Participation with Committees: Executive Committee- The Treasurer is a member of this committee and performs the duties asked by the President and the Board of Directors. Finance Committee- The Treasurer is the Chair of the Finance Committee which may meet up to three (3) times or more per year to perform the following tasks: Review of Income Tax Filing by end of August Audit of the affiliate books in the early Spring Budget planning session in May for next program year The Treasurer must choose 1 Director to join the Officers of the affiliate on the Finance Committee per the Bylaws. Participation at Meetings: Strategic Planning Meeting (s)- This is a special meeting called by the President and usually happens during the summer. The goal is to further develop the strategic plan of the affiliate as it will relate to the new President s term and to align the work and planning of all officers, directors and committee members with this plan. Often it is an all-day meeting. The President may decide to hold additional Strategic Planning meetings throughout the year as he or she feels necessary. It is the job of the Treasurer to attend this meeting and to assist the President with any tasks that need to be completed for this meeting. 2 P age

14 Board Meetings- Board meetings are held nine (9) times per year, September through May, with the option of scheduling a 10 th meeting in June. The Treasurer is a voting member and should assist the President with any tasks that need to be completed for these meetings. Dinner Meetings- The Treasurer should attend most dinner meetings and will work closely with the Pro-D team to make sure any income is deposited in a timely manner and that any invoices that result from the meetings are paid promptly. Chapter Meetings- When possible the affiliate Treasurer should attend some of the meetings held by Chapters of ISM- WW to show support. The Treasurer will work closely with the Chapter Pro-D team to make sure any income is deposited in a timely manner and that any invoices that result from the meetings are paid promptly. Helpful Knowledge & Tools: ISM-WW s Fiscal Year is from July 1 through June 30 of any given year. Affiliate Bylaws Parliamentary Procedure as outlined in Robert s Rules of Order ISM Affiliate Support Council Gavaliers (Past-Presidents of ISM-WW) Quickbooks Generally Accepted Accounting Principles 3 P age