General Accountabilities for all AFP Utah Board Members
General Accountabilities for all AFP Utah 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 AFP Utah 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, AFP Utah Membership Coordinator, 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 quarterly AFP Utah luncheons
- Writes the welcome letter and other articles for the quarterly newsletter
- Completes various administrative duties
- Serves on Utah Philanthropy Day Oversight Committee
- Oversees duties of the AFP Utah Membership Coordinator
- Assists Communications Chair with management of web site content
Committees:
N/A
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’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 AFP Utah Membership Coordinator for entry and filing
- Confers with AFP Utah Membership Coordinator and Accountant to prepare monthly reports
- Confers with Accountant and Tax Preparer for annual year-end statement and IRS 990 return
- Renews and update AFP Utah’s insurance policies and annual state registration and charitable permit
- Maintains AFP Utah historical financial records and reports
Committees:
Finance committee (AFP Utah President and President-elect)
Secretary
Specific duties:
- Assists Board President in preparing for board meetings and functions, including developing and distributing meeting agendas, and notification or reminders of board meetings.
- Records minutes of monthly board meetings and ensures minutes are distributed to all board members within one week.
- Records minutes of Executive Committee meetings.
- Maintains all board records and ensures their accuracy and safety.
- Attends all board meetings and functions, and is prepared to participate.
- Is 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.
- Arranges venue and communicates location of board meetings.
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 on the Utah Philanthropy Day Planning Committee as a Member-at-large
Nominations Chair
Specific 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
Committees:
Recruits and chairs a program committee to assist with specific duties listed above
Fundamentals of Fund Raising Day Chair
Specific Duties:
- Selects location for 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 event
- Publicizes 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
- Solicits sponsorship for event, including recruitment of booth participants
Committees:
Selects committee to assist with coordination of event
Fundraising Day Chair
Specific Duties:
- Selects location for 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 event
- Publicizes 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
- Solicits sponsorship for event, including recruitment of booth participants
Committees:
Selects committee to assist with coordination of event
Print Media Chair
Specific Duties:
- Responsible for all elements of producing and distributing AFP Utah’s quarterly newsletter.
- Recommends an annual newsletter timeline to the board of directors, and is responsible for managing all aspects of the approved timeline to ensure the newsletter is produced, printed and mailed by the agreed upon dates.
- Ensures that the timeline for the newsletter is communicated clearly to all those who will need to adhere to deadlines, and distributes periodic reminders of deadlines to the appropriate parties, including but not limited to: AFP Utah members who have committed to providing content; board members who submit content regularly or who have committed to providing content; committee members; and designated liaisons for partner organizations.
- Ensures the newsletter files are sent to and received by the printer by the pre-determined, board approved date.
- Ensures the newsletter files are sent to and received by the mail house by the pre-determined, board approved date.
- Manages printed newsletter content and design
- Writes and/or solicits content for newsletter articles
- Responsible for editing and proof-reading the printed newsletter.
- Communicates with those individuals providing content to make clear the needs and expectations of their articles.
- Manages content submissions from board members, AFP Utah members and partner organizations.
- Makes drafts available for those who submitted content, as well as the President and President Elect.
- Designs and manages the layout for the newsletter, and maintains consistency.
- Engages and manages a committee to assist in managing the various aspects of printed communications.
- Responsible for obtaining bids from printers to ensure AFP Utah is paying the best possible price for the quality and quantity.
- Shares bids with the President and Treasurer, who provide final approval on expenditures.
- Manages the budget for all printed communications and obtains approval for expenditures as appropriate.
- Works with the Underwriting Chair to develop and produce sponsorship recognition signs for AFP Utah events.
- Works closely with the Digital Media Chair to share information in printed materials on the website.
- Works in conjunction with the Digital Media Chair to maintain consistent communication with AFP Utah members, determine measures and methods to publicize AFP Utah to a greater audience, and explore means of disseminating information and fostering a dialogue through all of AFP Utah’s communication channels.
- Works with fellow board members to ensure that clear, timely and accurate information is available to the AFP Utah membership.
- Develops assessments to evaluate the effectiveness of AFP Utah’s printed communications.
Committees:
Recruits and chairs a committee to assist with specific duties listed above
Membership Chair
Specific duties:
- Works with AFP Utah Membership Coordinator to ensure that membership database is current and updated
- On a monthly basis, contacts AFP Utah members and asks them to renew their membership, following up in person as needed
- Actively recruits new members to AFP Utah and appropriately welcomes them to AFP Utah
- 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 AFP Utah membership. Recommends new benefits to USFR Board
- Maintains a database of mentors and mentees, arranges mentoring partnerships, organizes mentoring events, communicates with mentoring pairs regularly, and evaluates success of relationships at end of mentoring year
- Maintains the membership resource packet by evaluating and updating every year
- Works with AFP Utah Membership Coordinator to maintain and organize the “members only” section of the AFP Utah web site
- Regularly contributes articles regarding membership matters and benefits to the AFP Utah newsletter
- As needed, surveys general membership to evaluate the value of member benefits and assess the need for additional benefits.
Committees:
Recruits and manages an active membership committee
Partnership Chair
Specific duties:
- Maintains relationships with AFP Utah’s partner organizations. Currently identified partners include but are not limited to:
- Nonprofit Academy for Excellence
- Utah Nonprofits Association
- Utah Planned Giving Round Table
- Utah Commission on Volunteers
- Seeks to identify potential new strategic partners and builds relationships as appropriate.
- Ensures partner organizations are aware of AFP Utah activities and plans, and requests support in promoting AFP Utah through partner channels as appropriate.
- Ensures AFP Utah Board is up-to-date with activities and plans of partner organizations.
- Works with Print Media Chair and Digital Media Chair to promote activities of partner organizations, and ensure any appropriate information about partner organizations is communicated to AFP Utah members.
Committees:
N/A
Digital Media Chair
Specific Duties:
- Responsible for managing all elements of digital communications, including the AFP Utah website content, blog, email communications to members and social media site management.
- Writes and/or solicits content for AFP Utah blog.
- Produces regular content for social media sites such as Facebook and LinkedIn.
- Regularly updates content on the AFP Utah website.
- Responsible for compiling, editing and proof-reading the weekly email update for members and communicates with those individuals providing content to make clear the deadlines, needs and expectations of their articles.
- Manages content submissions from board members, AFP Utah members and partner organizations.
- Responsible for maintaining AFP Utah branding and messaging in digital communications.
- Engages and manages a committee to assist in managing the various aspects of digital communications.
- Manages the budget for digital communications needs, and maintains a relationship with vendors. Obtains approval for expenditures as appropriate.
- Works closely with the Print Media Chair to share information in printed materials on the website and other digital communications.
- Works in conjunction with the Print Media Chair to maintain consistent communication with AFP Utah members, determine measures and methods to publicize AFP Utah to a greater audience, and explore means of disseminating information and fostering a dialogue through all of AFP Utah’s communication channels.
- Works with fellow board members to ensure that clear, timely and accurate information is available to the AFP Utah membership.
- Develops assessments to evaluate the effectiveness of AFP Utah’s digital communications.
Committees:
Recruits and chairs a committee to assist with specific duties listed above
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 AFP Utah 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
Committees:
Recruits and chairs a program committee to assist with specific duties listed above
Underwriting Chair
Specific duties:
- Recruits, supports, and manages sponsors for AFP Utah events
- Works with other board members to identify potential sponsors, solicitation plans, etc.
- Evaluates sponsorship program regularly and offers suggestions for improvement
- Works with AFP Utah board members to determine additional sponsorship opportunities and sponsor benefits for each event.
- Works with the Print Media Chair to develop sponsor recognition signs or other recognition materials for events as necessary.
- Offers support to Fund Raising Day and Fundamentals of Fund Raising committees by becoming the sponsorship chair for the event, offering support to the Sponsorship Chair for the event, or as determined by discussions with the Fund Raising Day and Fundamentals of Fund Raising Chairs and AFP Utah President
- Attends Fund Raising Day and Fundamentals of Fund Raising committee meetings as necessary
- Works with appropriate board members to ensure that AFP Utah sponsor benefits are fulfilled and obligations met through the following:
- Sponsorship solicitations
- Invoice generation, distribution as necessary
- Payment follow-up
- Sponsor cultivation and recognition
- Coordinates with Programming Chair to determine upcoming luncheons/workshops and sponsor opportunities
- Attends programming committee meetings as necessary
Committees:
Recruits and chairs a committee to assist with specific duties listed above
Utah Philanthropy Day Liaison Chair
Specific duties:
- Represents AFP Utah and its board at all Utah Philanthropy Day (UPD) meetings
- Provides feedback to AFP Utah on UPD developments and updates to keep AFP Utah board generally informed as needed
- Reports on UPD activity at AFP Utah board meetings
- Provides UPD announcements for AFP Utah to deliver at luncheons preceding UPD
- Circulates updates as they affect
- AFP Utah web site content and links
- AFP Utah newsletter
- AFP Utah budget
- Ensures that the policies and standards of the AFP Utah 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
Committees:
N/A