The Board of Directors are elected from the membership of the Chapter to lead the Chapter's efforts during their term. The Board is responsible for:
- Meeting the needs of the members
- Maintaining a relationship with the national organization
- Ensuring the current and future operation of the Chapter
Officers of the Board can be limited to four (President, Vice-President, Secretary, and Treasurer) or, depending on the Chapter's need, there could be more officers; often the Immediate Past-President and a Second Vice President are included as Board Officers. Board positions descriptions should be developed and put in writing. As with any job descriptions, these descriptions outline the main responsibilities of the officer. Having these in written format helps to enlist volunteers, communicate the importance and role of the office, and outline expectations for volunteers.
Developing & Structuring a Board/Committee Meeting Agenda
- Provide an agenda sheet with beginning and ending time for the meeting, the meeting room number, a list of members, and the agenda of topics to be discussed and/or acted on.
- Sequence agenda items thoughtfully. Start the meeting with the agenda topics that will unify the board/committee; this sets the stage for working together. Early in the meeting is a good time to discuss topics that require mental energy, creativity, and clear thinking. Do no put difficult topics back-to-back-people need a break. End the meeting with topics that unify the committee; people like to leave the meetings feeling that they are part of a productive team.
- Do not over schedule the meeting. Provide sufficient, but not too much time for each topic. Some chairpersons like timed agendas; others do not. A good approach is to show key times on the agenda, such a breaks, and lunch. Having these "markers" let members know the general pace of discussion the chair anticipated for the meeting.
- Provide at least minimal background information for each agenda item.
- Indicate whether the item is for discussion only or if action is expected.
- Identify the person presenting each item.
Developing & Structuring a Board/Committee Meeting Agenda is taken from John F. Schlegel's, Enhancing Committee Effectiveness, p. 9.
Attendance Requirements
During a calendar year, each Director must attend at least fifty percent (50%) of the Board meetings and at least twenty-five percent (25%) of programs or functions of the Chapter. Attendance at the Annual Planning Meeting is mandatory unless excused by the President for good cause.
Annual Affirmation Requirement
ACC requires that the members of chapter boards sign a conflict-of-interest statement to ensure that they conduct their personal affairs in such a manner as to avoid any possible conflict of interest with their duties and responsibilities.
Here is an example of a conflict-of-interest statement to be signed any board members: