MPI CHAPTER LEADERSHIP TRANSITION MANUAL



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MPI South Florida Chapter

Board of Director

Roles and Responsibilities

MPI’s Vision

Meeting Professionals International will be the pivotal force in positioning meetings and events as strategic components of organizational success. 

MPI’s Mission

Meeting Professionals International is the leading global association that defines and shapes the meetings and events profession.

MPI’s Strategic Plan: Pathways to Excellence:

1. Create professional development levels to evolve member careers to positions of strategic understanding and influence.

2. Increase awareness and influence senior decision-making executives at corporations, associations and organizations.

3. Identify trends and deliver innovative solutions to ensure MPI is the premier market place for both suppliers and planners.

MPI South Florida Vision

To be the trusted resource for meeting & event industry by offering education and opportunities for connections in South Florida.

MPI South Florida Mission

To inspire our members to become successful by providing:

▪ Education

▪ Innovation

▪ Connection

▪ Growth opportunities

▪ Advocacy for the meetings and event industry

MPI South Florida Value Proposition

Create relevant meetings and event industry education, which builds meaningful connections inspiring growth. Educate. Innovate. Connect. Grow.

MPI South Florida Strategic Imperatives

The Vision will be achieved by deploying these strategies:

▪ Provide compelling and relevant educational content at interesting and appropriate venues.

▪ Generate member business to business opportunities.

▪ Create exciting and inviting events that facilitate connections.

2013 - 2014 MPI South Florida Chapter

BOARD OF DIRECTORS - Outoing

Executive Committee

President Marianne Schmidhofer

President Elect Gerard Nadeau

Immediate Past President Jay Guttveg

Vice President Communications Karyn Altman

Vice President Education Steve Parker

Vice President Finance Carol Tracz

Vice President Membership Pamela Gadol

Board of Directors

Director of Meeting Architecture Amanda Deminie Carvalho

Director of Educational Programming Vacant

Director of Publications Fallon Gechter

Director of Marketing & PR Yoel Hyman

Director of Partnership Deborah Corrao

Director of Special Events Jeff Gold

Director of Leadership Development Samuel Simon

Director of Membership Gilbert Villard

2014 - 2015 MPI South Florida Chapter

BOARD OF DIRECTORS - Incoming

Executive Committee

President Gerard Nadeau

President Elect

Immediate Past President Marianne Schmidhofer

Vice President Communications

Vice President Education

Vice President Finance

Vice President Membership

Board of Directors

Director of Meeting Architecture

Director of Educational Programming

Director of Marketing & PR

Director of Publications

Director of Special Events

Director of Partnership

Director of Leadership Development

Director of Member Care

BOARD POSITIONS AND RESPONSIBILITIES

President

Leadership Expectations

|Management |Leadership Skills |

|Strategic Planning: work with the board to create and execute a |Visionary |

|strategic business plan. |Facilitation |

|Create goals and objectives for the board and committees. |Collaboration |

|Advise, support and develop Board of Directors in executing |Delegation |

|initiatives. |Organization |

|Assist in chapter budget development, mediate discussions and |Mentoring |

|create consensus within the board. |Coaching |

|Communicate with members regarding all international initiatives |Teaching |

|and objectives. |Financial |

|Target future leaders within existing board, committees and |Motivational |

|membership. |Conflict/Resolution |

|Schedule transition time with PE. |Empowerment |

| |Effective Communication |

| |Execution |

| |Innovation |

| | |

Term: One year or as determined by the Board of Directors and Chapter Bylaws

Qualifications:

• Member in good standing with (when possible) previous service as President Elect.

• Knowledgeable of the activities/affairs of the chapter.

• Willing to give the time, energy, talents and enthusiasm required of the position.

Specific Responsibilities:

• Directly responsible for communicating with and supervising the chapter officers and directors to ensure that all assignments are completed according to the strategic plan.

• Serve as chair of all meetings of both the Executive Committee and Board of Directors.

• Serve as a member of the Budget and Finance Committee.

• Communicate with the membership progress of chapter.

• Ensure Chapter adherence to Chapter Bylaws, Policies and Procedures.

• Support and defend policies and programs adopted by the Board of Directors.

• Prepare consent agenda for each board meeting and distribute prior to meeting.

• Vote on issues brought before the Board of Directors only in the event of a tie.

• Act as official spokesperson of the chapter.

• Conduct annual Board Orientation and mid-year Board Retreat.

• Submit budget needs for the following fiscal year.

• Oversee performance of Chapter Administrator, including monthly meetings and a yearly performance review.

• Serve as liaison between the chapter and MPI Headquarters.

• Serve as a member of the Council of Chapter Presidents.

• Performs any other duties as assigned by the Board of Directors.

Time Commitment:

• Regular attendance at; monthly Board of Directors meetings, Executive Committee calls, chapter activities and functions.

• Attendance at; Board of Directors retreats, WEC, Chapter Business Summit and Chapter Leaders Conference.

President Elect

Leadership Expectations

|Management |Leadership Skills |

|Strategic Planning: work with the board to create and execute a |Facilitation |

|3-Year Strategic Plan and Annual Business Plan. |Collaboration |

|Advise, support and develop Board of Directors in executing |Delegation |

|initiatives. |Organization |

|Assist in chapter budget development. |Mentoring |

|Leadership development processes to support succession planning. |Coaching |

|Target and mentor future leaders. |Teaching |

|Schedule transition time with incoming VP’s. |Financial |

| |Motivational |

| |Conflict/Resolution |

| |Execution |

Term: One year or as determined by the Board of Directors and Chapter Bylaws

Qualifications:

• Member in good standing with service (when possible) in a Board position.

• Knowledgeable of the activities/affairs of the chapter.

• Willing to give the time, energy, talents and enthusiasm required of the position.

Specific Responsibilities:

• Serve as direct support to the Chapter President.

• In the absence of the President, perform the duties of the President with the powers of and subject to all the restrictions upon the President.

• Serve as voting member of Board of Directors, Executive Committee, Budget and Finance Committee.

• Serve on the Nominating Committee to develop a slate of qualified board members for the following year.

• Develop and implement a leadership succession/mentoring program.

• Ensure the chapter adheres to chapter standards as prescribed by MPI.

• Act as coach, advisor and counselor to board members and committees.

• Attend monthly board meetings, Executive Committee calls, chapter events and committee meetings.

• Report on the strategies, successes and challenges of assigned committees to Board.

• Support and defend policies and programs adopted by the Board of Directors.

• Conduct transition meeting with successor.

• Responsible for ensuring the fiscal responsibility of the committee(s) to which position is assigned.

• Perform other duties that may be delegated by the President and/or the Board of Directors.

Reports to: President

Time Commitment:

• Regular attendance at monthly; Board of Directors meetings, Executive Committee Calls, chapter activities and functions.

• Attendance at; Board retreats, WEC, Chapter Leadership Conference and Chapter Business Summit.

Immediate Past President

Leadership Expectations

|Management |Leadership Skills |

|Strategic Planning: work with the board to create and execute a |Visionary |

|strategic business plan. |Facilitation |

|Create goals and objectives for the board and committees. |Collaboration |

|Advise, support and develop Board of Directors in executing |Delegation |

|initiatives. |Organization |

|Assist in chapter budget development, mediate discussions and |Mentoring |

|create consensus within the board. |Coaching |

|Target future leaders within existing board, committees and |Teaching |

|membership |Financial |

|Schedule transition time with PE |Motivational |

| |Conflict/Resolution |

| |Empowerment |

| |Effective Communication |

| |Execution |

| |Innovation |

| | |

Term: One year or as determined by the Board of Directors and Chapter Bylaws.

Qualifications:

• Member in good standing with previous service as President.

• Knowledgeable of the activities/affairs of the chapter.

• Willing to give the time, energy, talents and enthusiasm required of the position.

Specific Responsibilities:

• Serve as voting member of Board of Directors and Executive Committee.

• Chair the Nominating Committee, ensuring compliance with bylaws and policy, providing an open nominations & elections process, and ensuring compliance with MPI elections calendar requirements.

• Support and defend policies and programs adopted by the Board of Directors.

• Act as support/mentor to President.

• Act as coach, advisor and counselor to board members and committees.

• Attend monthly; Board of Directors meetings, Executive Committee Calls, chapter events and committee meetings.

• Submit agenda items for Board of Directors meetings in advance of meetings.

• Responsible for ensuring the fiscal responsibility of the committee(s) to which position is assigned.

• Chair Chapter's Past Presidents Council to provide for continued involvement of past presidents to support the strategic plan of the chapter.

• Conduct transition meeting with successor.

• Perform other duties that may be delegated by the President and/or Board of Directors.

Reports to: President

Time Commitment:

• Regular attendance at monthly meetings.

• Attendance at Board retreats.

• Attendance at all official chapter activities and functions

VP Finance

Leadership Expectations

|Management |Leadership Skills |

|Strategic Planning: work with the board to create and execute a |Facilitation |

|3-Year Strategic Plan and Annual Business Plan. |Collaboration |

|Advise, support and develop board of directors in executing |Delegation |

|initiatives. |Mentoring |

|Assist in chapter budget development and fiscal planning. |Coaching |

|Target future leaders within existing board, committees and |Teaching |

|membership. |Financial |

|Schedule transition time with incoming VP’s |Motivational |

| |Conflict/Resolution |

| |Execution |

Term: One year or as determined by the Board of Directors and Chapter Bylaws.

Eligibility:

• Member in good standing.

• Previous service (when possible) on Board of Directors.

• Willing to give the time, energy, talents and enthusiasm required of the position.

General Responsibilities

• Serve as voting member of Board of Directors and Executive Committee.

.

• Chair the Budget & Finance Committee

• Act as coach, advisor and counselor to assigned committees.

• Support and defend policies and programs adopted by the Board of Directors

• Responsible for ensuring the fiscal responsibility of the committee(s) to which position is assigned.

• Conduct transition meeting with successor.

• Perform other duties that may be delegated by the President and/or Board.

Specific Responsibilities:

• Manage and supervise chapter financial efforts and special events, investments, reserves, CDs and mutual funds.

• Oversee Chapter Administration effort to maintain proper accounting procedure for the receipt and handling of funds, maintenance of financial records and payment of all authorized invoices.

• Ensure safekeeping of chapter funds in such banks, trust companies, and/or investments as approved by the Board of Directors.

• With President and Chapter Admin prepare annual operating budget and ensure compliance once approved by the Board.

• Present up-to-date financial statements at each Board of Directors meeting, highlighting key issues or opportunities.

• Research current funding, partnership, investment trends and topics pertinent to the chapter and report findings to Board of Directors.

Reports to: President

Time Commitment:

• Regular attendance at monthly; Board of Directors meetings, Executive Committee calls, chapter activities and functions.

• Attendance at Board retreats.

• Potential attendance at Chapter Leadership Conference.

Vice President Membership

Leadership Expectations

|Management |Leadership Skills |

|Strategic Planning: work with the board to create and execute a |Facilitation |

|3-Year Strategic Plan and Annual Business Plan. |Collaboration |

|Advise, support and develop Board of Directors and direct |Delegation |

|committee reports in executing initiatives. |Mentoring |

|Assist in chapter budget development. |Coaching |

|Target future leaders within existing board, committees and |Teaching |

|membership. |Financial |

|Schedule transition time with incoming VP’s. |Motivational |

| |Conflict/Resolution |

| |Execution |

Term: One year or as determined by the Board of Directors and Chapter Bylaws

Eligibility:

• Member in good standing.

• Previous service on Board of Directors or Committee chair (when possible) preferably in a membership capacity.

• Willing to give the time, energy, talents and enthusiasm required of the position.

General Responsibilities:

• Serve as voting member of Board of Directors.

• Member of Executive Committee.

• Provide direction and leadership for the chapter's program to maintain and increase MPI membership.

• Work with staff to maintain a current roster of chapter members.

• Act as coach, advisor and counselor to assigned committees.

• Report on the strategies, successes and challenges of assigned committees to Board of Directors.

• Responsible for ensuring the fiscal responsibility of the committee(s) to which position is assigned.

• Support and defend policies and programs adopted by the Board of Directors.

• Conduct transition meeting with successor.

• Perform other duties that may be delegated by the President and/or Board of Directors.

Specific Responsibilities:

• Manage and supervise chapter membership efforts, including; Recruitment, member retention and new member orientation.

• Manage and supervise Awards, scholarships and recognition programs.

• Communicate strategic issues relating to membership to Board of Directors.

• Research current membership trends and topics pertinent to the meetings industry and report findings to Board of Directors.

Reports to: President

Time Commitment:

• Regular attendance at monthly Board of Directors meetings, Executive Committee calls, chapter activities and functions.

• Attendance at Board retreats.

• Potential attendance at Chapter Leadership Conference.

Vice President Education

Leadership Expectations

|Management |Leadership Skills |

|Strategic Planning: work with the board to create and execute a |Facilitation |

|3-Year Strategic Plan and Annual Business Plan. |Collaboration |

|Advise, support and develop Board of Directors in executing |Delegation |

|initiatives. |Mentoring |

|Assist in chapter budget development. |Coaching |

|Target future leaders within existing board, committees and |Teaching |

|membership. |Financial |

|Schedule transition time with incoming VP’s. |Motivational |

| |Conflict/Resolution |

| |Execution |

Term: One year or as determined by the Board of Directors and Chapter Bylaws.

Eligibility:

• Member in good standing.

• Previous service on Board of Directors (when possible) preferably in an Education capacity.

• Willing to give the time, energy, talents and enthusiasm required of the position

.

General Responsibilities:

• Serve as voting member of Board of Directors.

• Member of Executive Committee.

• Act as coach, advisor and counselor to assigned committees.

• Report on the strategies, successes and challenges of assigned committees to Board of Directors.

• Ensure the fiscal responsibility of the committee(s) to which position is assigned.

• Support and defend policies and programs adopted by the Board of Directors.

• Conduct transition meeting with successor.

• Perform other duties that may be delegated by the President and/or Board of Directors.

Specific Responsibilities:

• Develop, implement and manage a Request for Proposal (RFP) process for all monthly educational programs – including logistics and speaker selection in conjunction with monthly Educational programs.

• Manage and supervise chapter educational efforts, including; monthly programs content, site selection and logistics.

• Special Educational Projects – South Florida Summit, CMP Study Group.

• Develop annual education plan in accordance with chapter strategies and MPI standards based on information gained from annual member survey.

• Communicate strategic issues relating to professional development trends and needs to Board of Directors.

• Research current education trends and topics pertinent to the meetings industry and report findings to Board of Directors.

• Approve all bills of the committees within the Education category and forward appropriate paperwork to the VP of Finance.

Reports to: President

Time Commitment:

• Regular attendance at monthly meetings, chapter activities and functions.

• Attendance at Board meetings and retreats.

• Potential attendance at Chapter Leadership Conference.

Vice President Communications

Leadership Expectations

|Management |Leadership Skills |

|Strategic Planning: work with the board to create and execute a |Facilitation |

|3-Year Strategic Plan and Annual Business Plan |Collaboration |

|Advise, support and develop Board of Directors in executing |Delegation |

|initiatives. |Mentoring |

|Assist in chapter budget development. |Coaching |

|Target future leaders within existing board, committees and |Teaching |

|membership. |Financial |

|Schedule transition time with incoming VP’s. |Motivational |

| |Conflict/Resolution |

| |Execution |

Term: One year or as determined by the Board of Directors and Chapter Bylaws

Eligibility:

• Member in good standing.

• Previous service on Board of Directors (when possible) preferably in a Marketing capacity.

• Willing to give the time, energy, talents and enthusiasm required of the position.

Overall Responsibilities:

• Serve as voting member of Board of Directors.

• Member of Executive Committee

• Act as coach, advisor and counselor to assigned committees.

• Report on the strategies, successes and challenges of assigned committees to Board of Directors.

• Ensure the fiscal responsibility of the committee(s) to which position is assigned.

• Support and defend policies and programs adopted by the Board of Directors.

• Conduct transition meeting with successor.

• Perform other duties that may be delegated by the President and/or Board of Directors.

Specific Responsibilities:

• Manage the publications, marketing, advertising, public relations, community outreach, and advocacy efforts of the chapter, including;

• Marketing - Website/technology, Social Media (LinkedIn, Facebook, Twitter, YouTube)

• Publications – E-Newsletter, Directory and Tropic Topics

• Public Relations - Media Relations, Press Releases

• Advertising - Newsletter Ads, Website Ads, other promotional opportunities.

• Ensure chapter programs, activities and accomplishments are highlighted on an international level by communicating with MPI Public Relations and Marketing Departments.

• Communicate strategic issues relating to communications/technology to Board of Directors.

• Research current communications/technology trends and topics pertinent to the meetings industry and report findings to Board of Directors.

• Approve all bills of the committees within the Communications category and forward appropriate paperwork to the VP of Finance.

Reports to: President

Time Commitment:

• Regular attendance at monthly meetings and chapter activities and functions.

• Attendance at Board meetings and retreats.

• Potential attendance at Chapter Leadership Conference.

DIRECTOR/ COMMITTEE CHAIR

|Processes |Leadership Skills |

|Execute strategies to support the chapter’s business plan. |Collaboration |

|Contribute to a marketing plan. |Delegation |

|Set goals and objectives for the team. |Managerial |

|Develop team budget based on line items in overall chapter |Financial |

|budget. |Coaching |

|Educate team members regarding Director Responsibilities. |Teaching |

|Target future leadership within committee or area, |Execution |

|Schedule transition time with incoming Director or Committee |Mentoring |

|Chair. | |

Term: Two years or as determined by the Board of Directors and Chapter Bylaws.

Helpful Skills:

• Organization, Trend Watcher, Creative, Adaptable, Team Builder

Eligibility:

• Member in good standing.

• Willing to give the time, energy, talents and enthusiasm required of the position.

General Responsibilities:

• Serve as voting member of Board of Directors.

• Attend monthly board meetings, Chapter events and committee meetings.

• Act as coach, advisor and counselor to assigned committees.

• Identify, recruit and train committee chair for assigned committees.

• Ensure the fiscal responsibility of the committee(s) to which position is assigned.

• Support and defend policies and programs adopted by the Board of Directors.

• Conduct transition meeting with successor.

• Perform any other duties as assigned by the President and/or Board of Directors.

Director, Marketing / PR

Specific Responsibilities:

|Works with other leadership and committees throughout MPISFL to facilitate the gathering and transfer of relevant data and information |

|about past and future events and programs for the quarterly newsletter, website and other marketing vehicles. |

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|Facilitates production, writing, proofreading, design and distribution of chapter printed materials to ensure the professional appearance|

|and consistent “look” of the association brand in the newsletter, on the web site and in all other marketing vehicles. |

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|Oversees the web site content and is responsible for working with the Management Company to update the web site content as a member |

|resource. |

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|Responsible for execution of Social Media strategy through Facebook, Linkedin, Twitter along with Director of Publications. |

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|Works with media contacts to generate publicity for MPISFL events that are of interest to the South Florida business community and |

|critiques and helps develop any and all printed collateral used by the chapter. |

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|Create monthly program PowerPoint presentations to recognize key members and strategic partners. |

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|Responsible for designing advertising opportunities for sale on website, monthly program PowerPoint presentations. |

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Reports to: Vice President of Communications

Commitment:

• Regular attendance at monthly meetings, Board meetings and retreats.

• Attendance at all official chapter activities and functions.

Director, Publications

Specific Responsibilities:

• Coordinate all details of publishing and distributing monthly e-newsletter, annual membership directory and any other Chapter publications to membership.

• Develop and enforce editorial calendar for all publications and solicit submissions.

• Work with chapter photographers and select event photos published and utilize in appropriate Chapter publications.

• Liaise with directors to ensure promotion of Chapter activities in publications.

• Provide an open channel of communications between committees to facilitate flow of information to newsletter editor.

• Perform annual review of Chapter publications to ensure efficacy as Chapter communications tools along with Director of Marketing.

Reports to: Vice President of Communications

Commitment:

• Regular attendance at monthly meetings, Board meetings and retreats.

• Attendance at all official chapter activities and functions.

Director, Meeting Architecture

Specific Responsibilities:

• Responsible for the “strategic vision” of educational venue selection, and meeting room design and setup for educational programs in conjunction with content selected by Director of Educational Programming.

• Perform site selection for all monthly educational programs.

• Working with Educational Programming Meeting Champion - coordinate logistics for monthly educational programs, including menu selection, audiovisual needs, and room setup requirements.

• Working with MPISFL partners in the production, supply, linen, furnishing, A/V areas to show MPISFL members and attendees new techniques for educational content delivery

Reports to: Vice President of Education

Commitment:

• Regular attendance at monthly meetings, Board meetings and retreats.

• Attendance at all official chapter activities and functions.

Director, Educational Programming

Specific Responsibilities:

|Utilizing relevant information from industry trends, and annual member needs analysis survey, design educational content calendar, and|

|locate appropriate industry experts from MPI Speaker Content Database or other relevant resources. |

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|Plans, organizes and implements the content, speakers and any speaker-related production needs for the monthly educational meetings. |

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|Responsible for soliciting Meeting Champions for each program to coordinate with speakers, and Director of Meeting Architecture for |

|program execution. |

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|Provides promotional information about Educational Content to Meeting Architecture and Communications team to assist with |

|registration. |

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|Develop, implement and manage a system for providing Continuing Education Units (CEU) at chapter educational programs. |

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|Assist Communications with promoting CEU opportunities and tracking methods to chapter members. |

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|Responsible for ensuring chapter programming meets the requirements for CEU’s. |

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Reports to: Vice President of Education

Commitment:

• Regular attendance at monthly meetings, Board meetings and retreats.

• Attendance at all official chapter activities and functions.

Director, Partnership

Specific Responsibilities:

• Develop strategies to increase revenue and in-kind support for the Chapter.

• Distribute information about partnership opportunities through various committee and marketing channels.

• Monitor association and meetings industry trends to discover best practices in resource development by other organizations.

• Develop, implement and manage Chapter fundraising efforts and events.

• Ensure promotion of fundraising effort.

• Follow through with collection of Strategic Partners funds and deliverables.

Reports to: Vice President of Finance

Commitment:

• Regular attendance at monthly meetings, Board meetings and retreats.

• Attendance at all official chapter activities and functions.

Director, Special Events

Specific Responsibilities:

• Design events that bring members together in a social environment while raising funds for the chapter.

• Work within the budget that was established, while soliciting sponsorships to underwrite the selected event.

|Communicating event details to proper areas to get attendance at events. |

|Reports to: Vice President of Finance | |

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|Commitment: | |

|• Regular attendance at monthly meetings, Board meetings and retreat. | |

|• Attendance at all official chapter activities and functions. | |

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|Director, Leadership Development | |

Specific Responsibilities:

• Responsible for the coordination of the leadership training program for board and emerging leaders.

• Responsible for overseeing and implementation of Succession planning program.

• Responsible for working with VP and Board of Directors to identify volunteer needs and openings.

• Work with membership, board and chapter administration to identify volunteer and leadership volunteer candidates, and match them with available openings in various committees or chairs

• Work with Nominating Committee and VP to identify key emerging leaders for further nurturing, development and consideration for open leadership positions.

Reports to: Vice President of Membership

Commitment:

• Regular attendance at monthly meetings, Board meetings and retreats.

• Attendance at all official chapter activities and functions.

Director, Member Care

Specific Responsibilities:

|Develops and implements programs to promote new membership, retain existing members, recognize chapter volunteer achievements, and |

|welcome new members. |

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|Responsible for sub-committees: Membership Recruitment, Membership Retention, Ambassador and Affiliate. |

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|Develop and maintain an active and ongoing campaign to retain members. |

|Works with Communications and other committees to promote membership incentives & promotions. | |

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|Provides on-site membership representation at monthly educational & networking meetings, as well as, at Industry tradeshows as | |

|appropriate. | |

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|Enlists new, and engages current Student Members to increase their participation in the chapter’s future. | |

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|Conduct an annual Chapter needs assessment survey. | |

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|Provide hospitality at Chapter functions by welcoming attendees. | |

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|Submit articles to newsletter and website in support of member care activities as necessary. | |

Reports to: Vice President of Membership

Commitment:

• Regular attendance at monthly meetings, Board meetings and retreats.

• Attendance at all official chapter activities and functions.

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