General Accountabilities for all AFP Utah Chapter Board Members
- Regularly attends board meetings and important related meetings
- Makes serious commitment to participate actively in board work
- Volunteers for and willingly accepts assignments and completes them thoroughly and on time
- Stays informed about board matters, prepares well for meetings, and reviews and comments on minutes and reports
- Stays informed about the organization's mission, services, policies, and programs
- Keeps up-to-date on developments in the organization's field
- Follows developments in the community, economy, government, etc. that may affect the organization
- Gets to know other board members and builds a collegial working relationship that contributes to consensus
- Is an active participant in the board's annual evaluation and planning efforts
- Suggests nominees to the board who can make significant contributions to the work of the board and the organization
- Participates in fundraising for the organization
- Follows conflict of interest and confidentiality policies
- Assists the board in carrying out its fiduciary responsibilities such as reviewing the organization's annual financial statements
President
Specific Duties:
- Manages the board and oversee the various Chairs’ job responsibilities
- Plans, announces, and oversees monthly board meetings, and makes assignments as needed
- Implements smooth transition of responsibilities, duties and information to President-elect, Treasurer, Chapter Administrator, and others
- Plans, implements and oversees annual Board Retreat and Transition Meeting
- Meets with the Executive Committee as needed
- Provides welcome and/or announcements for the membership at the chapter conference, workshops and other events as requested.
- Writes the welcome letter for annual report, and other messages for general membership.
- Completes various administrative duties
- Serves on Utah Philanthropy Day Executive Committee and Planning Committee
- Represents AFP Utah and its board at all Utah Philanthropy Day meetings.
- Ensures that the policies and standards of AFP are upheld throughout the planning and execution of Philanthropy Day
- Assumes an active role in the committee for UPD as assigned by UPD committee
- Participates in set-up, logistics, and wrap-up, as needed during UPD itself
- Oversees duties of the Chapter Administrator
- Assists Communications Chair with management of web site content, and other communications
- Leads the efforts and delegates where needed to ensure annual chapter accord is submitted appropriately and in a timely manner.
Committees:
Executive Committee
President-Elect
Specific duties:
- Actively supports the President and serves on the Executive Committee. Serves as a resource for one or more chapter committees.
- Represents the board, or leads board meetings in the absence of the President
- Serves as the Partnerships Chair, reaching out to sister organizations and developing mutually beneficial relationships for the board
- Serves as a member of the Utah Philanthropy Day Executive and Planning Committee.
- Leads sponsorship efforts.
- Represents AFP Utah and its board at all Utah Philanthropy Day meetings.
- Reports on UPD activity at board meetings. Provides UPD announcements to be shared in communications and workshops preceding UPD. Circulates updates as they affect website, newsletter, and budget.
- Ensures that the policies and standards of AFP are upheld throughout the planning and execution of Philanthropy Day
- Assumes an active role in the committee for UPD as assigned by UPD committee
- Participates in set-up, logistics, and wrap-up, as needed during UPD itself
- In coordination with Past-President/Nominations Chair, help select the incoming board slate and plan and execute onboarding activities.
Treasurer
Specific duties:
- Provides a report at each board meeting
- Ensures compliance with federal and state laws regulating non-profit finance (including annual 990 and occasional audit)
- Makes financial information available to the board and the public
- Manages AFP Utah Chapter’s bank accounts: checking, money market, and share accounts
- Recommends investment opportunities
- Pays all bills and reimbursements
- Coordinates with President or other signers for checks requiring two signatures
- Makes deposits as needed
- Forwards expenditure records to Chapter Administrator for entry and filing
- Confers with Chapter Administrator and Tax Preparer to prepare monthly reports
- Confers with Accountant and Tax Preparer for annual year-end statement and IRS 990 return
- Renews and update Chapter’s insurance policies and annual state registration and charitable permit
- Maintains AFP Utah historical financial records and reports
- Serves on the Executive Committee and serves as a designated resource for one or more chapter committees.
- Serves as Utah Philanthropy Day Treasurer, attending UPD planning committee meetings, and ensuring budget is maintained and income and expenditures are appropriately managed.
Committees:
Executive Committee
Secretary
Specific duties:
- Notifies board members of board meetings
- Assists Board President in preparing for board meetings and functions, including developing and distributing meeting agendas
- Records minutes of board meetings and ensures minutes are distributed to members shortly after each meeting
- Maintains all board records and ensures their accuracy and safety
- Attends all board meetings and functions, and is prepared to participateIs sufficiently familiar with legal documents (e.g. articles, by-laws, IRS letters) to note their applicability during meetings
- Assumes responsibilities of the Board President and President-elect in their absence, as needed
- Serves on the Executive Committee and serves as a designated resource for one or more chapter committees.
Committees:
Executive Committee
Past President
Specific Duties:
- Actively supports the President for the year following their presidency
- Provides a sense of continuity and history to the President and Board generally
- Serves as the Nominations Chair to identify future board members, which includes the following duties:
- Develops a calendar and timeframe for nomination activities
- Receives nominations for elective offices according to the by-laws
- Recruits potential candidates by calling chairs and other interested members to encourage interest in leadership
- Collects biographies for candidates for consideration
- Schedules and coordinates with the board the date for the selection of nominees
- Presides at all nominating committee meetings
- Ensures all potential nominees are notified of final ballot via phone, and all candidates on the ballot of elections results
- Refers names of individuals not selected for the ballot to the president-elect for consideration for committees
- Presents the election results to the membership at the annual meeting
IDEA Chair
Specific Duties:
- Report to the Chapter President, Board of Directors and membership on a regular basis as to the committee’s objectives and activities.
- Coordinate and plan with the Membership Chair to promote diverse populations in membership.
- Recruit members for the IDEA Committee.
- Coordinate with other Chapter committees to ensure IDEA is considered in all chapter operations.
- Ensure IDEA is included in the Chapters' strategic plan.
- Work with the Nominating Committee to make sure the Board of Directors is representative of the community that the chapter serves.
- Work with the Programming Chair to plan a yearly IDEA session.
- Assess the chapter for its diversity and inclusion efforts. Determine where the chapter currently is and where it would like to go. This can include member demographics, educational programming and where chapter meetings are held.
- Ensure nomination proceedings are equitable from the standpoint of a diverse membership.
- Write an IDEA article for the chapter newsletter.
- Apply for the Charles R. Stephens Excellence in Diversity Award of each year.Apply for the IDEA Champion (formerly Friends of Diversity) designation each year.
- Encourage involvement of members in promoting diverse populations in the chapter and in their own organizations.
- Develop programs that respond to the needs of chapter members in promoting diverse populations within their own organizations.
Conference Chair
Specific Duties:
- Selects location for Fundamentals of Fundraising or Fundraising Day conference and organizes facilities needed for breakfast, lunch and breakout sessions, including all special needs (i.e.: audio visual, supplies, and room set-up for each speaker).
- Establishes and manages a budget for the conference
- Recruits and works with committee to manage the event
- In conjunction with Underwriting Chair, works to obtain funding for the event
- Manages registration of attendees at the eventPublicizes scholarship opportunities for event and selects and notifies recipient(s)
- Organizes print and electronic communication of event, including:
- Acquiring mailing lists
- Overseeing mailings
- Providing electronic and print notification
- Researches and recruits keynote speakers and breakout presenters
- Organizes all speaker materials and signage
- Promotes and administers awards given at the event, typically the Patti N. Choate Award and Outstanding Development Officer awards. Final decision is made by the Executive Committee.
- Serves first year as co-chair, second year as chair, ensuring transition to co-chair for future conference.
Committees:
Selects committee to assist with coordination of event
Communications Chair
Specific Duties:
- Writes, publishes, and sends chapter newsletter to members
- Writes content for and updates website
- Arranges a series of articles/alerts on topics of general interest for publication in newsletter, web site, and other communications
- Determines measures and methods to publicize AFP Utah chapter to a greater audience
- Explores means of disseminating information and fostering dialogue through the web site, newsletter, blog, social media and other methods
- Works with other groups to ensure that clear, timely and accurate information is available to the membership
- Develops assessments to evaluate the effectiveness of communication
Committees:
Recruits and chairs a committee to assist with specific duties listed above
Membership Chair
Specific duties:
- Works with Chapter Administrator to ensure that membership database is current and updated
- On a monthly basis, contacts chapter members and asks them to renew their membership, following up in person as needed
- Actively recruits new members and appropriately welcomes them to the chapter
- Continually evaluates membership benefits for effectiveness and regularly communicates the value of these benefits to general membership.
- Brainstorms potential new benefits for members and ways to enhance and add value to membership. Recommends new benefits to Board
- Maintains the membership resource packet or flier by evaluating and updating every year
- Regularly contributes articles regarding membership matters and benefits to the newsletter
- As needed, surveys general membership to evaluate the value of member benefits and assess the need for additional benefits.
- Manages free member networking events, in coordination with the programming chairs.
- Leads and coordinates with membership committee to ensure membership outreach occurs.
- Serves first year as co-chair, second year as chair, ensuring transition to co-chair for future conference.
Committees:
Recruits and manages an active membership committee
Programming Chair
Specific duties:
- Plans three to four luncheon programs for the fiscal year
- Develops and manages a programming budget for the year, anticipating revenues and expenses
- Secures high quality speakers and program presenters, communicating expectations about topic and presentation design
- Negotiates contracts, including speaking fees, travel reimbursements, etc.
- Secures a convenient, affordable venue for the luncheon, overseeing
- audio visual needs
- menu selection
- parking arrangements
- Develops promotional and informational materials for distribution to members, including
- e-mail and/or print invitations and reminders
- biographical information on speakers
- event photography
- newsletter and Web articles announcing upcoming luncheons and recapping previous luncheons
- Organizes and evaluates online surveys to ensure programming continues to meet needs of membership
- Serves first year as co-chair, second year as chair, ensuring transition to co-chair for future conferences
Committees:
Recruits and chairs a program committee to assist with specific duties listed above
Underwriting Chair
Specific duties:
- Recruits, supports, and manages sponsors for the board, including overall underwriting support for the year, and/or specific conferences, luncheons or workshops
- Works with other board members to identify potential sponsors, solicitation plans, etc.
- Evaluates sponsorship program regularly and offers suggestions for improvement
- Works with board members to determine additional sponsorship opportunities and sponsor benefits
- Offers support to Fundraising Day committee by becoming the sponsorship chair for the event, offering support to the Sponsorship Chair for the event, or as determined by discussions with the Fundraising Day Chair and Chapter President
- Works with appropriate board members to ensure that sponsor benefits are fulfilled and obligations met through the following:
- Sponsorship solicitations
- Invoice generation, distribution as necessary
- Payment follow-up
- Sponsor cultivation and recognition
- Serves first year as co-chair, second year as chair, ensuring transition to co-chair for future conference.
Committees:
Recruits and chairs a committee to assist with specific duties listed above