executive directors: the new profit center for chapters and districts east central district...
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Executive Directors:The New Profit Center
for Chapters and Districts
East Central District QuickStart ConferenceSeptember 20, 2003
Columbus, Ohio
PO Box 13604 • Charleston, WV 25360 304.984.0308 • fax: 304.984.3718 • www.homesteadlane.com
Pressures facing chapters members’ time can’t recruit volunteers financial management/bill paying mundane, repetitive tasks lack of time for leadership and
planning accuracy and timing of mailings fundraising
Benefits of hiring executive
director/administrator leadership continuity institutional knowledge/history increased level of professionalism someone to handle repetitive tasks single point of contact Accountability: accuracy, details, timing mailings database management web site management and maintenance
What are the biggest challenges you face in managing your
chapter?
What an executive director can NOT do
• be the president• lead the chapter• substitute for chapter leadership• set policy • audit the bank accounts and
financial records
What an executive director CAN do
Financial management and record keeping
• budgeting• bill and collect dues and meeting
fees• assure accuracy of accounts payable• deposit checks, pay bills, balance
checkbook• make your money work for you
Staff support for chapter leaders
• single point of contact for telephone, mailing address, web site/email
• continuity between presidents• organizational history• maintain supplies• recommend policy• sign contracts• be a manager/secretary/reminder service• give you someone to yell at
Publications
• write newsletters • compile directories• work with printers• solicit advertising
Meeting and speaker arrangements
• negotiate with meeting facilities• confirm speaker arrangements• handle meeting reservations, check-
ins, fees, collections and payments• send follow-up letters to speakers
and facilities
What traits should the executive director have?
• entrepreneurial spirit• understanding of associations and
working with members and volunteers• understanding of the public relations
profession is a bonus, but can be taught
• task oriented• have vision to see future possibilities
for the organization
How can my chapter afford an executive director?
• paying for knowledge and expertise• pricing can be task-based• management contract/employee
arrangement• flat monthly fee• retainer plus hours over a certain number• commissions based on performance• bonus based on performance• budget for their expenses for supplies and
activities
Specifying duties and support
• duties should be specifically listed so everyone is comfortable with the work being undertaken for the compensation available
• gives the board a yardstick by which to evaluate and compensate the executive director
• be as specific as possible without writing the great American novel
• update bylaws to reflect new staff position• support is a two-way street: exec supports the
board and members, and the board has a responsibility to support the activities of the executive director
The responsibilities of the Executive Director shall include:
• serve as administrator of the organization.• serve as professional advisor to the Board.• recommend appropriate policies to the Board.• implement effectively all policies adopted
by the Board• keep the Board fully and accurately
informed about programs and services.• interpret the needs of the organization
and present professional recommendations onall problems and issues considered by the Board.
The responsibilities of the Executive Director shall include:
• assist President and Treasurer indeveloping Chapter budget and keepthe Board informed concerning budgetperformance.
• assist Officers, Board members,Committee Chairpersons and Chaptermembers as required or requested.
The responsibilities of the Board of Directors shall include:
• consult with the Executive Director on all matters under consideration.
• delegate responsibility for all administrative and executive functions.
• share all communications with the ED.• provide support to the ED in carrying out
professional duties.• support the ED in all decisions and actions
consistent with policies of the Board.• evaluate the performance of the ED.