Board Responsibilities

The following positions have Board voting responsibility:  Past President, President, Executive Vice President, Secretary, Treasurer, Vice President Membership, and Vice President Education. 

All other board positions and/or ad-hoc positions have non-voting rights.  However these non-voting positions are an important part of the management of the chapter, and as such should not be taken lightly.  All Board Members must actively participate in Board of Director business decision making and keep commitments relative to assignments and deadlines.
JOB DESCRIPTION – PRESIDENT

To carry out the duties of the president, the president will provide leadership and guidance to the chapter board of directors (BOD). The president’s duties are not to do, but rather to lead, follow up, keep the board on track, and meet the goals and objectives in the marketing plan.

Main Duties 

  1. Plan transition from president to the executive vice president.

  2. Chair BOD meetings. Provide a detailed agenda at least two weeks before the meeting. Follow up the week before the meeting to make any corrections to the agenda and remind board members of the meeting.

  3. Attend the professional development meetings (PDMs).

  4. Attend all BOD, PDM, special events, Congress for Progress (CP), and District activities.

  5. Keep a running list of action items with the secretary. Follow up with all members with open action items before BOD meetings to determine status of open issues.

  6. Recruit new BOD members when an absence exists. Report to the BOD on all recruitment activities between BOD meetings and report on potential candidates.

  7. Publish monthly “Letter from the President” for both the Web site and chapter newsletter.

  8. Coordinate succession in leadership with the executive vice president.  Ensure no vacuum in leadership will exist when transition of office occurs.

  9. Maintain an accurate job description for the position.

  10. Review the goals of each department with each BOD member to facilitate overall objective planning for the year.

  11. Ensure all position job descriptions are on file and that a strategic plan is in place.

 Required Skill Set

  1. Leadership, motivation, delegation, teambuilding, communication, organization, project planning, negotiation

  2. Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address groups

  3.  Familiarity with APICS body of knowledge

  4. Writing skills (grammar, spelling, proofreading)

  5. Public speaking and presentation skills
JOB DESCRIPTION – EXECUTIVE VICE PRESIDENT

The executive vice president (EVICE PRESIDENT) is the president-elect for the chapter. To carry out the duties of the executive vice presidency, the executive vice president assists the president in running the chapter.

 Main Duties 

  1. Prepare for the transition of power of president to the executive vice president.

  2. Coordinate succession in leadership with the president.  Ensure no vacuum in leadership exists when transition of office occurs.

  3. Understand the inner workings of the presidency and of the chapter.

  4. Attend professional development meetings (PDMs) and greet the general membership.

  5. Act as an ambassador for the chapter.  The ambassador assists other board members in their responsibilities ensuring the work load is evenly divided.

  6. Attend all BOD, PDM, special events, Congress for Progress (CP), and District activities.

  7. Chair the BOD meetings in the event the president is absent.

  8. Assist in the recruitment of new BOD members.

  9. Maintain an accurate job description for the position.

  10. Assist in the preparation of the chapter’s CMS and C-Bar annual filing.

 Required Skill Set

  1. Leadership, motivation, delegation, teambuilding, communication, organization, project planning, negotiation

  2. Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address groups

  3. Familiarity with APICS body of knowledge

  4. Writing skills (grammar, spelling, proofreading)

  5. Public speaking and presentation skills
JOB DESCRIPTION –TREASURER

 Main Duties

  1. Receive and deposit all monies into the chapter accounts.

  2. Manage the chapter’s chart of accounts.

  3. Match expenses to budget items.

  4. Document yearly budget.

  5. Create and maintain corporation reports and filings:

  • Annual Chapter Report

  • Pennsylvania  Corporate Tax Report/Filing

  • 990 Form

  • 1099 Form for all instructors

  1. Provide the BOD with financial statements on a monthly basis.

  2. Provide monthly performance-to-budget reports to each board member at the BOD meeting.

  3. Calculate cash flow projections.

  4. Create invoices for classes in session with the instructor supplied data.

  5. Maintain a payment method for chapter events.

  6. Research and invest chapter monies in appropriate money markets, CD’s or other investment opportunities as agreed upon by the Board
JOB DESCRIPTION –SECRETARY

  1. Shall keep an accurate record of the business proceedings of Chapter and Board of Directors' meeting and be responsible for the distribution of these minutes in a timely fashion.

  2. Shall be responsible for the preservation of the Chapter Records containing minutes of meetings, correspondence, and documents.

  3. Shall determine whether a Board quorum is present at any Board of Directors' meeting.

  4.  Shall perform such other duties as directed by the President towards the attainment of the Chapter Goals.
JOB DESCRIPTION – VICE PRESIDENT OF MEMBERSHIP

Main Duties

  1. Recruits and develops an effective membership committee to ensure enough resources for membership responsibilities.

  2. Informs headquarters of any changes affecting membership records (address, phone number, e-mail, company, and so forth).

  3. Resolves issues concerning membership records or membership processing at a member's request.

  4.  Leads programs to promote growth in the chapter's membership, as well as membership retention.

  5. Greets guests and new members at all chapter functions.

  6. Monitors the chapter's progress monthly and provides data for the chapter awards program, newsletters, and Web site.

  7. Compiles membership statistics for chapter and region use and for Passport program.

  8. Issues membership certificates to the new members with cover letters.

  9. Issues pins with cover letters for the membership anniversary of 5, 10, 15, and 20 years.

  10. Documents membership plan, policies and procedures, and strategic plan worksheets.

  11. Prepares and obtains approval for an operating budget for membership activities.

  12. Functions as an active member of the chapter BOD to ensure that all chapter programs are compatible with the interest of membership.     
JOB DESCRIPTION – VICE PRESIDENT OF EDUCATION

  1. Shall be responsible for all Chapter seminars, education programs, and workshops.

  2. Shall be responsible for stimulation of student interest and membership.

  3. Shall assemble and make available to Chapter members, information concerning the APICS Certification Programs.

  4. Shall serve as liaison to community educational institutions to foster co-operative efforts to promote APICS' educational mission.

  5. Shall determine and recommend appropriate donations to institutions to promote education, (i.e. - APICS Education & Research Foundation, local education institutions, etc.)

  6. Shall prepare an operating budget for all Education functions.

  7. Preparing the course brochure or other marketing material and ensuring that it is mailed on time

  8. Ensuring that bills are reviewed for accuracy and that both bills and instructor fees are paid on a timely basis

  9. Recruiting and managing instructors and other volunteers and could include Finding substitute instructors as required

  10. Shall perform such other duties as directed by the President towards the attainment of the Chapter Goals.

Required Skill Set

  1. Communication, organization, project planning

  2. Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address databases

  3. Familiarity with APICS body of knowledge

  4. Public speaking and presentation skills (TTT minimum)
JOB DESCRIPTION – DIRECTOR OF PROGRAMS

 Main Duties

  1. The director of programs is responsible for securing the speaker(s) and entertainment for the professional development meetings, Top Management night, and other events planned by the chapter for the general chapter membership. 

  2. The programs staff (ad-hoc committee formed year-to-year) will make an initial phone call and fill out the speaker contact form.  On the form, all pertinent information about the speaker and expectations will be collected.

  3. When a speaker is secured, the director will send out a confirmation letter to the speaker within one week of a verbal commitment.  The letter should, at a minimum, establish any monies expected to exchange, and the policy on expenses.

  4. The programs department will assist the speaker in making arrangements for transportation, both air and ground, hotel reservations, and other details.

  5. The director of programs will be responsible of obtaining speaker bio and abstract information which is to be included in the chapters monthly newsletter as well as any other forms of communication/public announcements being made.

  Budgets  

  1. Yearly, the director of programs must submit a budget for programs to the BOD. Monthly, the director of programs will present performance-to-date figure to the board about the budget.  Address and account for any variances.

  2. There are many groups and individuals willing to speak at chapter events for little or no fee.  The director of programs may approve speaker fees of up to $100.00. The budget must be pre-approved before approval is allowed.  Any fee above $100.00 must be approved by a majority of the BOD, this approval may come either via e-Mail vote or at a chapter board meeting. 

 Arrangements 

  1. The programs department will assist the speaker in making arrangements for transportation, both air and ground, hotel reservations, and other details.

  2. The programs director  will provide a monthly update to the board about all programs for the chapter. This report will be presented on the master PDM meeting schedule.

Invitation to help  

  1. All board members are welcome to recommend speakers and events for the chapter to consider.  However, it is up to the director of programs to confirm all speakers and make arrangements.  In the event the director  is unable to perform this task, the president has the authority to make the arrangements for the chapter using the appropriate techniques as outlined above.
JOB DESCRIPTION – DIRECTOR OF ARRANGEMENTS

 Main Duties

  1. Buy food for BOD meetings.

  2. Reserve PDM event restaurants and locations.

  3. Confirm the president or treasurer will bring a debit card to all events.

  4. Coordinate audio/visual equipment for speakers.

  5. Act as custodian for chapter microphone, screen, and manual projector.

  6. Accept and monitor incoming telephone and Web site registrations for PDM attendees.

  7. Book caterers for plant tours.

  8. Provide electronic maps and/or directions for venues , these directions are to be maintained on the chapter’s web-site.

  9. Select menus within budget constraints.

  10. Distribute PDM evaluation forms to every attendee.

  11. Summarize results of evaluations and report at every BOD meeting.

  12. Provide input to chapter budget and strategic planning processes.

  13. Create, adhere to, and monitor financial budget for arrangements.

 Required Skill Set

  1. Negotiation, teambuilding, communication, organization, project planning

  2.  Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address groups
JOB DESCRIPTION – DIRECTOR OF MARKETING

Main Duties

  1. Maintain marketing plan document, policies and procedures, and strategic plan worksheets.

  2. Determine market segments and niche services; monitor trend changes.

  3. Determine resource requirements and provide input to chapter budget and strategic planning processes.

  4. Create, adhere to, and monitor financial performance against marketing budget.

  5. Analyze effectiveness of marketing plan; develop methods for building local awareness.

  6. Stay current with free promotional materials available from APICS Headquarters.

  7. Facilitate marketing committee meetings.

  8. Coordinate sales presentations to potential customers.

  9. Research advertising or publicity methods; approve copy and formats.

  10. Respond to phone, e-mail, or Web site customer inquiries; track requests to marketing campaigns;     create and submit timely submissions for newsletter and Web site publicity.

  11. Present/distribute marketing report at every BOD meeting.

  12. Present marketing plan at transition meeting.

  13. Communicate closely with vice president of education, membership, and programs to integrate efforts.

 Required Skill Set

  1. Negotiation, teambuilding, communication, organization, project planning

  2.  Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address databases

  1. Familiarity with APICS body of knowledge

  2. Public speaking and presentation skills (TTT minimum)
JOB DESCRIPTION – DIRECTOR OF COMMUNICATIONS

Main Duties

  1.  Develop and maintain newsletter strategy, policies, and procedures.

  2.  Be familiar with copyright laws and maintain files of written permissions granted for reprints.

  3.   Run all text received through grammar check and spell check proofreading tools.

  4.   Format written articles, book reviews, graphics, and photographs into newsletter pages.

  5.  Determine resource requirements and provide input to chapter budget and strategic planning processes.

  6. Create, adhere to, and monitor financial performance against communications budget.  

  7. Maintain e-mail distribution database.

  8.  Facilitate newsletter and communications database committee meetings.

  9.  Research advertising or publicity methods; approve copy and formats.

  10.  Distribute newsletters electronically every month, additionally communicate/distribute all information for promotion to the local newspaper, radio, trade journals/magazines as applicable.

  11.  Present newsletter strategy at transition meeting.

  12.  Communicate closely with vice presidents of education, membership, and programs to integrate efforts.


Required Skill Set

  1. Negotiation, teambuilding, communication, organization, project planning

  2. Typing and computer skills:  word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address databases

  3. Familiarity with APICS body of knowledge

  4. Writing skills (grammar, spelling, proofreading)

  5. Public speaking and presentation skills (TTT minimum)
JOB DESCRIPTION – PAST PRESIDENT

  1. Ensure a smooth transition from the previous year presidency to the incoming presidents term

  2. In an advisory role assist in the running of the chapter

  3. Regularly attends board meetings and important related meetings

  4. Make a commitment to participate actively in committee work

  5. Volunteers for and willingly accepts assignments and completes then thoroughly and on time

  6. Stays informed about committee matters, prepares themselves for meetings, and reviews and comments on minutes and reports

  7. Is an active participant in the management of the chapter including but not limited to, chapter board meetings, PDM and/or other chapter related events, transition meetings and various panning efforts in support of the chapter and its members
JOB DESCRIPTION – AD-HOC BOARD MEMBERS

  1. Regularly attends board meetings and important related meetings

  2. Make a commitment to participate actively in committee work

  3. Volunteers for and willingly accepts assignments and completes then thoroughly and on time

  4. Stays informed about committee matters, prepares themselves for meetings, and reviews and comments on minutes and reports

  5. Is an active participant in the management of the chapter including but not limited to, chapter board meetings, PDM and/or other chapter related events, transition meetings and various panning efforts in support of the chapter and its members
Please see the Board of Directors Page for the list of current Board Members.