Board Roles & Responsibilities

Position:  President

Duties & Responsibilities

Overview

Elected by the membership, the President of the Association is the principal executive officer and in general, manages and directs all of the business and affairs of the Association.  The President leads the Executive Committee, which includes the Vice President and Chairman, which serves as the executive leadership of the Association, and presides at all the meetings.

Monthly

  • Attend monthly board meetings
  • Review minutes from last board meeting
  • Review monthly financial statements
  • Work with Secretary on meeting agendas
  • Review budget and financials with Treasurer
  • Plan meetings with Executive Board members
  • Preside over the monthly board meetings
  • Update membership at monthly meetings

Quarterly

  • Attend CPC meetings/conference calls
  • Update Board on CPC initiatives

Ad-Hoc

  • Executive Committee – ad-hoc discussions with EVP and Chairman as needed
  • Plan annual Board Retreat and Planning Session
  • Work with Treasurer on annual budget
  • Create and appoint members to Select Committees
  • Respond to questions from the Board, Committee Chairs, members and other BTAs
  • Delegate duties to Executive Committee or Board as needed
  • Represent Association to the press and at industry events

 

 

 

Position:  Executive Vice President

Duties & Responsibilities

Overview

Elected by the membership, the Executive Vice President is an executive officer serving on the Executive Committee with the President and Chairman. Assists the President in leading both the Board and the Association, help plan board agendas, preside over any meetings when the President is unavailable and perform such other duties as may be prescribed by the President.

Review applications and appoint an Audit Committee Chair to preside over the Audit Committee, which performs quarterly audits of the Association’s financial statements and bank accounts, in addition to monitoring the financial policies and procedures relating to financial reporting processes and compliance.

 

Monthly

  • Attend monthly board meetings
  • Review minutes from last board meeting
  • Review monthly financial statements
  • Assist President with Board agenda
  • Liaise with Audit Committee Chair

 

Quarterly

  • Report audit results to the Board
  • Attend CPC meetings/conference calls when the President is unavailable

 

Ad-Hoc

  • Executive Committee – ad-hoc discussions with President and Chairperson as needed
  • Preside over meetings when the President is unavailable
  • Assist the President with the annual Board Retreat and Planning Session

 

 

Position:  Membership Director

Duties & Responsibilities

Overview

Elected by the membership, the Membership Director is a voting member of the Board of Directors and manages the Membership department, which includes a committee that is responsible for reaching out to potential members as well as expired members to grow the Association’s numbers.

 

Weekly

  • Discuss the Association with new prospects
  • Contact expired members to solicit rejoining
  • Update membership records on Star Chapter as required (changing companies, help, etc.)

 

Monthly

  • Attend monthly board meetings
  • Review minutes from last board meeting
  • Review monthly financial statements
  • Report monthly membership statistics at board meetings
  • Track new direct members and who referred them
  • Contact guests of most recent meetings
  • Contact new members
  • Coordinate strategy with Public Relations Director to socialize and introduce new members/guests to the Association

 

Ad-Hoc

  • Forecast department income and expenses that roll-up to the Association’s annual budget
  • Manage the approved budget for the department
  • Develop new ways to bring in membership, i.e. contests, advertising, etc.
  • Work with applicable Board members and committees on member retention
  • Perform other duties as prescribed by the Board

 

 

 

Position:  Programs Director

Duties & Responsibilities

Overview

Elected by the membership, the Programs Director is a voting member of the Board of Directors and manages the Programs department, which includes a committee that facilitates the organization of programs focusing on educating members on our evolving industry.  The primary goal of the committee is to identify major topics and speakers within the travel industry that will be beneficial to existing members, both Direct and Allied, plus encourage new members to join the Association.

 

Monthly

  • Attend monthly board meetings
  • Review minutes from last board meeting
  • Review monthly financial statements
  • Deliver monthly status reports of programs
  • Secure speaker and venues for each scheduled meeting

 

Quarterly

  • Provide Communications Committee full article content for newsletter 15 days before publication

 

Ad-Hoc

  • Forecast department income and expenses that roll-up to the Association’s annual budget
  • Manage the approved budget for the department
  • Coordinate strategy with Sponsorship Director to secure sponsors to underwrite the cost of each meeting
  • Coordinate strategy with Public Relations Director to draft announcements of upcoming meetings, and publicity for monthly meetings
  • Perform other duties as prescribed by the Board

 

 

 

Position:  Chairman

Duties & Responsibilities

Overview

The Chairman is an automatic succession from President and an executive officer serving on the Executive Committee with the President and Vice President. During an election year, serves as the Chair of the Election Committee, which recommends potential candidates for the Board of Directors for a two year term.  The Elections Committee will have a minimum of one direct member and one allied member.  The Chairman also serves as the back-up Government Liaison, and performs such other duties as may be prescribed by the President.  The Chairman is not a voting member and is available in an advisory capacity. In the event that the Chairman position is vacant or unable to serve as Elections Chair, the President will appoint another Board member to serve as Elections Chair.

 

Weekly

  • During an election year, produce weekly details of possible candidates

 

Monthly

  • Attend monthly board meetings
  • Review minutes from last board meeting
  • Review monthly financial statements
  • Once a month ca ll with Government Relations Director

 

Ad-Hoc

  • Executive Committee – ad-hoc discussions with President and Vice President as needed
  • Serve as Elections Committee Chair
  • The Chairman shall preside over the monthly board meeting in the event that both the President and the Vice President are unable to attend
  • Serve as back-up for Government Liaison

 

 

 

Position:  Treasurer

Duties & Responsibilities

Overview

Elected by the membership, the Treasurer is an officer of the Association and is responsible for ensuring that all appropriate financial records are maintained, reporting on the financial condition of the Association at all board meetings, overseeing the deposit of all funds and payment of all invoices.  The Treasurer is the Chair of the Finance Committee which creates the Association’s annual budget, and includes at a minimum, the Assistant Treasure, Programs Director and Sponsorship Director.

Weekly

  • Review bank accounts online
  • Review status of monthly meeting registrations

Monthly

  • Attend monthly board meetings
  • Review minutes from last board meeting
  • Review and analyze financial statements, present financials to board
  • Review status of monthly meeting registrations
  • Call with Assistant Treasurer to review financials
  • Respond to President, Board and Audit Committee Chair requests

Ad-Hoc

  • Review and approve expense reimbursement and check requests and process payments
  • Prepare budget worksheets for each department for annual planning session, lead budget discussion and finalize budget with Board approval
  • Coordinate individual special event budget creation, management and reporting between applicable special event Committee Chairs and Finance Committee
  • Review payment/financial issues related to special events
  • Liaise/benchmark with other chapter Treasurers
  • Advise Board of legal and tax considerations
  • Manage financial arrangements with contractors
  • Work with CPA on annual tax preparation and filings
  • Understand financial accounting issues for nonprofit  organizations
  • Ongoing review of financial processes and procedures
  • Perform other duties as prescribed by the Board

 

 

Position:  Secretary

Duties & Responsibilities

Overview

Elected by the membership, the Secretary is an officer of the Association that provides the Board with notices of meeting times and places and requests contributions of items for the agenda.  The Secretary prepares full minutes of the Board meetings and distributes these to the Board members once they have been reviewed by the President. 

 

Monthly

  • Attend monthly board meetings
  • Review minutes from last board meeting
  • Review monthly financial statements
  • Solicit topics for board meeting agendas
  • Send the agenda to the Board three days prior to the board meeting
  • Ensure a quorum is present  before business is conducted at board meetings
  • Take detailed minutes of board meeting
  • Distribute approved minutes to the Board after final review and approval with 7 business days


Ad-Hoc

  • Collect and tally any electronic votes that may be needed
  • Collect names/preferences/rooming list for the annual Board Retreat and Planning Session
  • Maintain records of past and current board members
  • Perform other duties as prescribed by the Board

 

 

 
 

Position:  Education & Professional Development Director

Duties & Responsibilities

Overview

Elected by the membership, the Education and Professional Development Director is a voting member of the Board of Directors, and manages the Education and Professional Development department, which includes the Education Committee that plans and organizes events that offer members the opportunity to earn GBTA certifications and elective credits, and the Scholarship Committee that determines how and when scholarship grants are awarded to members.

Scholarships (Jan. – May)

  • Provide a recap of previous year’s program and submit budget for scholarships to be awarded during the current year at annual Board Retreat and Planning Session
  • Review scholarship application process to evaluate and award scholarships
  • Organize and Chair Scholarship committee to discuss and vote on applications received
  • Provide updates at board meetings

Monthly

  • Attend monthly board meetings
  • Review minutes from last board meeting
  • Review monthly financial statements

Quarterly

  • Report chapter member professional designation totals to the Board
  • Provide Communications Committee full article content for newsletter 15 days before publication

Ad-Hoc

  • Forecast department income and expenses that roll-up to the Association’s annual budget
  • Manage the approved budget for the department
  • Oversee planning of annual Education Day
  • Oversee planning of annual GBTA educational event
  • Coordinate strategy with Sponsorship Director to secure education event sponsorships
  • Coordinate strategy with Public Relations Director to promote education events and scholarships
  • Coordinate individual education event budget creation, management and reporting with Education Committee Chair and Finance Committee
  • Report scholarship grants and the results of completed education events to the Board
  • Perform other duties as prescribed by the Board

 

 

Position:  Sponsorship Director

Duties & Responsibilities

Overview

Elected by the membership, the Sponsorship Director is responsible for raising and managing funds to support the chapter events by fostering relationships with existing and potential member partners to create financial support for chapter objectives.  This role collaborates with the Education, Financial and Programs Committees to manage the budget for events.  Designs and implements an annual strategy to raise funds with quarterly goals.  Sponsorship Director is chair of the Sponsorship Committee which is a minimum of two other members.

Monthly

  • Attend monthly board meetings
  • Review minutes from last board meeting
  • Review monthly financial statements
  • Solicits membership to identify potential sponsors
  • Maintains listing of sponsors on website
  • Coordinates with Hospitality & Programs committees to communicates sponsors at events
  • Chairs monthly meeting with Sponsorship Committee to meet objectives

Quarterly

  • Reports  summary of existing and potential sponsors to Board
  • Provides financial updates to Treasurer & ensures funds have been collected in a timely manner
  • Reports status of meeting quarterly goals and updates strategy as needed
  • Provide Communications Committee full article content for newsletter 15 days before publication

Ad-Hoc

  • Ad-Hoc discussions with Programs, Education and Treasurer
  • Contact new members to ascertain sponsorship potential
  • Perform other duties as prescribed by the Board
  • Communicates with Sponsorship Committee

 

 

Position:  Director, Government Relations

Duties & Responsibilities

Overview

Elected by the membership, the Director, Government Relations is responsible for meeting the political action goals set by GBTA which is due by the annual convention.  This includes recruiting membership to send communications to local legislators in support of industry initiatives, fund raising for NBTA PAC, inviting government officials to speak at a chapter events about industry issues and hosting a government related topic chapter event with either a legislator or NBTA PAC speaker.  Director, Government Relations is the Chair of the Government Relations Committee with a minimum of two other members, one of which is a direct member.  Attends NBTA Legislative Summit and if necessary, is paid for by the Association.

Monthly

  • Attend monthly board meetings
  • Review minutes from last board meeting
  • Review monthly financial statements
  • Solicits membership to meet chapter challenge goals
  • Collaborates with Programs, Finance and Sponsorships Committees to create annual government event

Quarterly

  • Reports to Board on quarterly progress towards goals
  • Provide Communications Committee full article content for newsletter 15 days before publication

Ad-Hoc

  • Ad-hoc communicates with Programs, Finance, Sponsorship for event planning
  • Updates web site with legislative action opportunities
  • Liaison with GBTA Government Committee and NBTA PAC for chapter
  • Creates and promotes communications to membership
  • Perform other duties as prescribed by the Board
  • Invite government representative to speak on an industry topic, minimum once per year
  • Draft communication from Association to government official in support of a GBTA position and provide to President for review and signature

 

 

Position:  Director, Hospitality

Duties & Responsibilities

Overview

Elected by the membership, the Director, Hospitality is the chair of the Hospitality Committee, which is responsible for all functions around the meeting and greeting of guests at each Association event.  This includes producing the attendee list, the name badges, collecting payment on site at the event and representing the brand in a positive way to retain and promote new membership.

 

Monthly

  • Liaise with the Programs Committee to ensure the head count is accurate on the banquet event order
  • Coordinating with Sponsorship Committee to ensure sponsors are appropriately recognized on the name badges and in any other event promotional materials
  • Arrive 30 minutes before event begins
  • Be familiar with layout of event location and be able to assist members with logistical questions
  • Usher members into room to commence event
  • Informal survey of membership to gage event success, identify program ideas and opportunities for improvement

 

Quarterly

  • Report on informal survey results to Board
  • Provide Communications Committee full article content for newsletter 15 days before publication

 

Ad-Hoc

  • Coordinate with Membership and Programs Committees to assist as needed
  • Perform other duties as prescribed by the Board

 

 Position:  Public Relations Director

Duties & Responsibilities

Overview

The Public Relations Director is appointed by the Board on an annual basis and is the chair of the Communications Committee.  The responsibilities include managing the Association’s web site to promote the Association, creating press releases for the President to approve, coordinating the quarterly newsletter and communications to the membership regarding Board meetings, the calendar and Association events.  The Communications Committee will have a minimum of two members, one allied and one direct, one of which will be responsible for a social media strategy for the Association’s pages on LinkedIn and Facebook.

 

Monthly

  • Coordinate with Programs, Membership, and Sponsorship Committees for communication content
  • Report to Board on communication updates

 

Quarterly

  • Report to Board on strategy and progress towards quarterly goals
  • Publish quarterly newsletter on the Association website and send out email communication to membership
  • Perform other duties as prescribed by the Board