International Interior Design Association Florida Central Chapter Policy and Procedures

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1 SECTION III - APPENDIX 3.E COMPOSITION OF THE BOARD OF DIRECTORS The Chapter Board of Directors shall consist of the following individuals: Executive Board (Officers): President, President-Elect, Immediate Past-President, VP of City Centers Events, VP of Communications, VP of Government and Regulatory Affairs Programs, VP of Membership Board-at-Large: The City Center Directors, Campus Center Student Presidents, Student Liaison and Executive Director/Chapter Administrator (if applicable). Note: The Board-at-Large and the Immediate Past President do not have the right to vote per the Chapter By-Laws. All Executive Board Members (Officers) must be a Professional Member in good standing for one year prior to service. City Center Directors are appointed positions and must be Associate or Professional Members in good standing. All Board members must reside within the Chapter s geographic boundaries. Board members (except President and President-Elect) may serve consecutive terms in the same office. The President must approve all Committees and Committee Members. Job Description: The affairs of the Chapter shall be managed by the Chapter Board of Directors, which shall have supervision, control and direction of the affairs of the Chapter, may adopt such rules, regulations, policies and procedures for the conduct of its business as shall be deemed advisable, provided such are consistent with the rules, regulations, policies and procedures of the International Association and may, in execution of the powers granted, appoint such agents as it may consider necessary. The powers of the Chapter Board of Directors shall include the following: To enact, amend and repeal the Chapter By-Laws, subject to the restrictions set forth in the By-Laws. To determine the Chapter s policies or changes therein, within the limits of the By-Laws and the rules, regulation s policies and procedures of the International Association for the operation of the Chapters, which shall govern the Chapter in all of its activities. To have discretion in the disbursement of its funds. To approve all memorials, resolutions or opinions issued in the name of the Chapter. Officers and Directors actively implement the goals of the Chapter. They follow Policy and Procedures set forth by the Chapter, including the use of forms, graphic standards and event planning protocol. Officers recommend a slate of Candidates for election by the Professional Members of the Chapter. The Board adopts an annual budget. Budgets shall be prepared and adopted prior to the commencement of the fiscal year (July 1-June 30) Budgets are based upon anticipated expenses and projections for income. Board Members develop and establish goals for their areas of responsibilities and budgets to support these activities. Board Members nominate and oversee Committees to assist in the implementation of their position s responsibilities. Term and Meeting Requirements: Officer terms begin July 1st and end June 30 th All elected Officer positions serve two-year terms, except for the President and President-Elect. Appointed positions have no term limitations. Board of Directors participate in monthly teleconference and three Board meetings including a Chapter retreat. Officers and Directors attend all Board meetings; all City Center meetings in their locale and as many City Center events and programs as possible. Benefits: Serving as a Board of Director provides opportunities for collaboration with other professionals, development of leadership skills and advocacy of the Interior Designer profession. Page 65

2 SECTION III - APPENDIX 3.E COMPOSITION OF THE BOARD OF DIRECTORS Organization Chart Page 66

3 SECTION III - APPENDIX 3.E.1 PRESIDENT Reports to: IIDA International Board of Directors and HQ management Must have served as President- Elect in the previous year. Willingness to serve as Past-President in the subsequent year. The President shall serve as the official representative of the Chapter in its contacts with governmental, civic, business and professional organizations for the purpose of advancing the purposes of the Chapter, and shall set the agenda for, and preside at, the Chapter s annual membership meeting. In general, the President shall perform all duties incident to the office of President and such other duties as may be prescribed by the Chapter Board of Directors from time to time. These duties shall include recommendation and supervision of appropriate teams to formulate programs and recommend policies relating to those issues. Upon completion of his/her term, the President shall immediately succeed to the office of Immediate Past-President, as defined in the Chapter By-Laws. Chapter Leadership Council (represents the Chapter to the International Board) Strategic Planning (Chair) Annual Meeting Board Meeting (Chair) Legislative Advocacy (Serve) Sponsorship (Chair) Represents Chapter in all official matters. Acts as spokesperson on behalf of the Chapter to the public when appropriate. Interacts with and communicates activities of the International Association. Ensures Board Members have established goals, budgets and concise plans for each event and/or task as reflected in the objectives of the Chapter. Appoints City Center Directors and Committee Chairs. Delegates to and motivates volunteers. Approves financial decisions for the Chapter, signs contractual agreements. Coordinates Sponsorship levels for events and procures Chapter Sponsors. Organizes monthly Board meetings, compiles the agenda and delegates tasks. Serves as an IDAF Coalition alternate; attending meetings if the Chapter s representative are unavailable. Advocates for the profession to legislators; attends Tallahassee Rally coordinated by the IDAF Coalition. Coordinates financial oversight of Chapter s Competition and Gala in conjunction with the President-Elect and committees. Page 67

4 SECTION III - APPENDIX 3.E.2 PRESIDENT-ELECT Reports to: President and Chapter Board of Directors Must be serving on the current Board, or on one of the three prior Boards. Willingness to serve as President and Past-President in subsequent two-year period. The President-Elect shall serve as the treasurer of the Chapter and as custodian of all monies, securities and deeds belonging to the Chapter; shall hold, invest and disburse same subject to the direction of the Board of Directors; shall cause to be performed a periodic independent audit of the Chapter s financial affairs; and in general shall perform all duties incident to the office of treasurer of the Chapter. The duties of the treasurer may be assigned, in whole or in part, to the Executive Director (if applicable.) The President-Elect shall also manage the affairs of the Chapter with regard to resource development, oversee the activities of the Nominating Team and perform such other duties as from time to time may be assigned by the President or the Board of Directors. The duties shall include recommendation and supervision of appropriate teams to formulate programs and recommend policies relating to those issues. The President-Elect coordinates the Chapter s Gala and Design Competition including committee assignments and sponsorship. Chapter Leadership Council (Participant) Nominating Committee (Oversee) Finance Team (Chair) Chapter Gala and Design Competition (Chair) Strategic Planning (Serve) Legislative Advocacy (Serve) Sponsorship (Serve) If for any reason the President s term of office expires or is terminated, he/she shall automatically succeed to the office of President. Attends all Chapter Board meetings and as many Chapter programs and City Center meetings as possible. Provides financial reports to the Board of Directors at monthly meetings. Compiles information on Chapter and event sponsors to verify sponsor category recognition. Coordinates the Nominating process of candidates for the Chapter s Board of Directors. Plans Board transition meeting in July as incoming President. Coordinates review of Policy and Procedures by Board of Directors. Submits Motions for approval of any proposed changes. Serves as a Coalition representative; attending IDAF meetings on behalf of the Chapter. Advocates for the profession to legislators; attends Tallahassee Rally coordinated by Coalition. Coordinates the Sponsorship for the Chapter s Competition and Gala in conjunction with the President Oversees the Chapter s Competition committee in conjunction with the VP of Membership Oversees the Chapter s Gala Planning committee in conjunction with the VP of Events Oversees the Chapter s Competition and Gala communications with the VP of Communications Oversees the Chapter s Public Relations to recognize Award winners to the public with VP of GRA Programs Page 68

5 SECTION III - APPENDIX 3.E.3 PAST-PRESIDENT Reports to: President and Chapter Board of Directors Must have served as President in the year prior. Willingness to participate in the Past-Presidents Advisory Council. The Immediate Past-President shall be responsible for the strategic and long range planning activities of the Chapter, and shall perform such other duties as from time to time may be assigned by the President or Chapter Board of Directors. These duties shall include recommendation and supervision of appropriate teams to formulate programs and recommend policies relating to those issues. The Immediate Past-President shall perform such other duties as from time to time may be assigned by the President or Chapter Board of Directors. Nominating Committee (Serve) Strategic Planning (Serve) Legislative Advocacy (Serve) Chapter Gala and Design Competition (Serve) Chapter of the Year Award (Chair) Past-Presidents Advisory Council (Chair) Serves as mentor for the President and President-Elect. Provides historical perspective and guidance to the Board. Maintains historical archives for their term in office. Advocates for the profession to legislators; attends Tallahassee Rally coordinated by Coalition. Compiles the submission to Headquarters for the Chapter of the Year competition, including information on all City Center Events and Programs. Coordinates with VP and Directors of Communication on graphics for Chapter of the Year submission. Page 69

6 SECTION III - APPENDIX 3.E.4 VICE PRESIDENT OF CITY CENTER EVENTS Reports to: President and Chapter Board of Directors Previously served as a City Center Director. The VP of City Center Events shall be a catalyst and shall be ultimately responsible for establishing and overseeing the City Center Events for social, networking and philanthropic activities. The VP shall supervise the structure and operation of all City Center Event Planning Committees. The VP represents the Chapter with leadership, organization, operations and programs within the City Center. The VP coordinates the Chapter s Gala Planning Committee in conjunction with the President-Elect. The VP shall perform such other duties as from time to time may be assigned by the President or Chapter Board of Directors. City Center Events (Chair) All Event Committees (Oversee) Chapter Gala and Design Competition (Serve) Sponsorship (Serve) Serves as mentor for City Center Directors of Events and ensures that the Chapter s Policy and Procedures are followed by Directors and Committees. Coordinates monthly teleconference with City Center Directors of Events. Recommend and supervise appropriate committees to plan events and recommend policies relating to those issues. Reviews the City Center Event Planning Calendars. Reviews the budget requests for events planned by City Center Directors of Events to ensure the Chapter s overall annual budget goals are met. Direct each City Center to coordinate at least 1 event/year to foster leadership in the industry of Interior Design. Oversees planning of philanthropic events to ensure Chapter s resources are used for a worthy cause reflecting the goals, objectives and mission statement. Coordinate schedules with other Chapter functions including Programs, Campus Centers, and affiliate associations. Coordinates the Chapter Gala Planning committee in researching venues, expenses, and revenue in alignment with the Chapter s overall annual budget goals; maintains confidentiality of all competition entries and awards until the Gala announcements. Page 70

7 SECTION III - APPENDIX 3.E.5 VICE PRESIDENT OF COMMUNICATIONS Reports to: President and Chapter Board of Directors Previously served as a City Center Director, or as a committee chair at the City Center level. Technical skills required to create documents and oversee the Chapter s website and social media. The VP of Communications shall be primarily responsible for public relations and promotion of the Chapter to the members and to the general public. The VP shall serve as the Chapter secretary (or shall appoint a secretary) and shall be the custodian of all Chapter records. The VP shall oversee committees whose responsibilities are to promote communications (newsletter, website, calendar, media PR). The VP shall be responsible for communication with Headquarters for publication and inclusion of information on the International website. The VP shall review sponsorship categories and is responsible for implementing sponsor benefits that correspond to newsletter, website and media. The VP shall be responsible for identifying new venues for elevating IIDA in the public eye. The VP coordinates communication aspects of the Chapter s Competition and Gala in conjunction with the President-Elect. The VP shall also perform such other duties that may be assigned to them from time to time by the President and the Board of Directors. Newsletter (Chair) Legislative Advocacy (Serve) Sponsorship (Serve) Chapter of the Year Award (Serve) Chapter Gala and Design Competition (Serve) All Communications Committees (Oversee) Ensures that accurate and detailed meeting minutes are maintained during the Board meetings and communicated to the Board within 5 days of the meeting. Coordinates notices of meetings are duly given in accordance with the provisions of the By-Laws. Participates in monthly Communication calls as established by IIDA Headquarters Senior Director of Communications. Updates Board on Communications news and events throughout IIDA as an organization. Compiles the Chapter s annual report of programs and activities for submission to Headquarters Chapter of the Year competition. Oversees graphics standards for all publications and makes recommendation on branding to the Board. Creates and/or reviews marketing materials for all publications and membership information. Serves as mentor for City Center Directors of Communication and reviews all flyers / documents created to promote events and programs. Coordinates monthly teleconference with City Center Directors of Communications. Oversees the publication of the Chapter newsletter to communicate activities, events, and important information relating to the City Centers as well as other areas of interest to the Chapter members. Coordinates efforts with the Vice Presidents and Directors to promote sponsorship, events and programs. Oversees the Chapter communications media; delegates tasks to Directors & website administrator. Serves as an IDAF Coalition alternate; attending meetings if the Chapter s representative are unavailable. Coordinates communication from the Coalition to the Chapter s distribution lists. Oversees the Chapter s Competition and Gala communications with the President-Elect by creating graphics unique to the event that correspond to the Chapter s Branding strategy, coordinates the technical interface of competition entries and compiles the presentation for the Gala recognizing Sponsors and Award winners. Page 71

8 SECTION III - APPENDIX 3.E.6 VICE PRESIDENT OF GOVERNMENTAL AND REGULATORY AFFAIRS PROGRAMS Reports to: President and Chapter Board of Directors Previously served as a City Center Director, or as a committee chair at the City Center level. Knowledge of Robert s Rules of Order Parliamentary Procedures The VP of GRA Programs shall be responsible for the legislative and regulatory issues and affairs of the Chapter, advocacy programs for the Chapter, and the Chapter By-Laws and Policy development. The VP shall be responsible for professional practice issues and the development of member continuing education programs. These duties shall include recommendation and supervision of appropriate teams to formulate programs and recommend policies relating to those issues. The VP coordinates the Chapter s Award Public Relations recognition in conjunction with the President-Elect. The Vice President of Governmental and Regulatory Affairs shall perform such other duties as from time to time may be assigned by the President or Chapter Board of Directors. Legislative Advocacy (Chair)) Professional Development and Continuing Education (Chair) NCIDQ Study Sessions (Chair) Chapter Gala and Design Competition (Serve) All Programs Committees (Oversee) Responsible for reviewing the Chapter By-Laws, Policies and Procedures in accordance with Robert s Rules. Ensures Chapters operating activities and meeting format comply with Parliamentary Procedures. Serves as a Coalition representative; attending IDAF meetings on behalf of the Chapter. Advocates for the profession to legislators; attends Tallahassee Rally coordinated by Coalition. Participates in monthly GRA calls as established by IIDA Headquarters Senior Director of GRA. Updates Board on Legislative news and events throughout IIDA as an organization. Compiles information for IIDA Headquarters legislative grant. Represents the Chapter to the Florida BOAID and attends their quarterly meetings. Reviews Continuing Education Compliance criteria and communicates to the Board and members. Serves as mentor for City Center Directors of Programs and ensures that the Chapter s Policy and Procedures are followed by Directors and Committees planning educational programs. Coordinates monthly teleconference with City Center Directors of Programs. Reviews planning of CEU courses intended to satisfy interests, IIDA membership and license renewal requirements. Oversee the implementation of the NCIDQ study groups within the City Centers to enhance the elevation of members to professional status. Supervises programs to educate the general public on the importance of Registered Interior Designers. Oversees the Chapter s Award winning project recognition to the public with the President-Elect through researching and submitting information to publications. Page 72

9 SECTION III - APPENDIX 3.E.7 VICE PRESIDENT OF MEMBERSHIP Reports to: President and Chapter Board of Directors Previously served as a City Center Director, or as a committee chair at the City Center level. The VP of Membership shall be responsible for coordination and promotion of membership. The VP will coordinate programs focusing on membership recruitment, retention, member benefits and services and will oversee any committees whose function is to promote membership. The Vice President of Membership will act as liaison between the Chapter and IIDA s Senior Director of Membership. The VP will maintain member contact information for the Chapter roster and will oversee the application process at the Chapter level. The VP coordinates the Chapter s Competition committee in conjunction with the President-Elect. They shall also perform such other duties that may be assigned to them from time to time by the President and the Board of Directors. Membership (Chair) Student Affairs (Chair) Chapter Gala and Design Competition (Serve) All Membership Committees (Oversee) Reviews Chapter activities to establish consistent and appropriate member services to all membership categories: Professional, Associate, Industry, Affiliate, Educator and Students. Participates in monthly Membership calls as established by IIDA Headquarters Senior Director of Membership. Updates Board on Membership news and events throughout IIDA as an organization. Serves as mentor for City Center Directors of Membership and ensures that the Chapter s Policy and Procedures are followed by Directors and Committees. Coordinates monthly teleconference with City Center Directors of Membership. Coordinates an annual Member Appreciation event in each City Center. Promotes the Chapter s advocacy and philanthropic efforts to Members and encourages participation on Event and Program planning committees. Coordinates Campus visits to increase awareness of Student membership. Communicates with the College liaisons in the Chapter and develops a working program for student participation. Coordinates activities to encourage interaction between students, emerging and professional designers including a Student Portfolio Review Meet & Greet. Oversees the Chapter s Competition committee in conjunction with the President-Elect to establish the Award categories, create call for entries documents, select impartial judges for Board approval, collect entries for the judges review, coordinate the purchase of an award and maintain confidentiality of all competition entries and awards until the Gala announcements. Page 73

10 SECTION III - APPENDIX 3.E.8 CITY CENTER DIRECTOR OF EVENTS Reports to: VP of City Centers Events, President and Chapter Board of Directors Must be a Professional or Associate member in good standing. Previously active on planning committees within the City Center. City Center Director of Events coordinates the City Center s social, networking and philanthropic activities. Each City Center should plan at least one Signature Event each year that exemplifies the goals of the Association. The four Directors coordinate within the City Center to establish a calendar of Events and Programs that further the collaboration, education and professionalism of the City Center members. City Center (Serve) Chapter Gala and Design Competition (Serve) Sponsorship (Serve) City Center Signature Event (Chair) Abides by the Chapter s Policy and Procedures on all Event planning activities. Reviews Event planning recommendations with the Chapter VP of City Centers Events. Participates on monthly teleconference with City Center Directors of Events. Submits budget and event planning forms for approval in a timely manner. Encourages participation of members on committees and attendance at events. Develops Events that appeal to the profession and enhance member recruitment. Documents meeting minutes of Event planning committees for review by the Board. Organizes and/or participates in City Center Committee meetings. Assists with the Chapter wide events held within their City Center. Provides Newsletter articles pertaining to meeting, agenda, committees and goals for their City Center. Attends as many City Center programs coordinated by Director colleagues as possible. Prepares the City Center Event planning budget with anticipated expenses and sponsorship to submit to the VP of City Centers Events for review with the Board of Directors. Page 74

11 SECTION III - APPENDIX 3.E.9 CITY CENTER DIRECTOR OF COMMUNICATIONS Reports to: VP of Communications, President and Chapter Board of Directors Must be a Professional or Associate member in good standing. Possess technical abilities relevant to the position. City Center Director of Communications coordinates flyers, sponsorship thank you boards and other documents to promote the City Center activities. The four Directors coordinate within the City Center to promote Events and Programs that further the collaboration, education and professionalism of the City Center members. City Center (Serve) Chapter of the Year Award (Serve) Newsletter (Serve) Sponsorship (Serve) Abides by the Chapter s Policy and Procedures on all communication activities. Reviews graphic documents with the Chapter VP of Communications. Participates on monthly teleconference with City Center Directors of Communications. Organizes and/or participates in City Center Committee meetings. Acts as secretary for the City Center, compiling meeting minutes and task assignments. Compiles the City Center Planning Calendar and updates information as dates are set. Updates the Chapter Facebook page with City Center activities. Coordinates committee members to assist with Newsletter and social media communications. Coordinates Newsletter articles pertaining to meetings for the City Center. Coordinates Event photos and uploads to the Chapter s Facebook page. Coordinates Twitter feeds for Event and Program notices. Attends as many City Center events and programs coordinated by Director colleagues as possible. Assists with the Chapter of the Year submission. Compiles information on City Center Sponsorship for review by Board of Directors. Page 75

12 SECTION III - APPENDIX 3.E.10 CITY CENTER DIRECTOR OF PROGRAMS Reports to: VP of GRA Programs, President and Chapter Board of Directors Must be a Professional or Associate member in good standing. LEED AP certification preferred. City Center Director of Programs coordinates the City Center s educational and advocacy activities. Director of Programs coordinates CEUs, Project Tours and Sustainability Programs to inform the design community. The four Directors coordinate within the City Center to establish a calendar of Events and Programs that further the collaboration, education and professionalism of the City Center members. City Center (Serve) Legislative Advocacy (Serve) Professional Development and Continuing Education (Serve) NCIDQ Study Sessions (Serve) Abides by the Chapter s Policy and Procedures on all Program planning activities. Reviews Program planning recommendations with the Chapter VP of GRA Programs. Participates on monthly teleconference with City Center Directors of Programs. Submits budget and program planning forms for approval in a timely manner. Encourages participation of members on committees and attendance at CEU programs. Develops CEU Programs that appeal to the profession and enhance member recruitment. Documents meeting minutes of Programs planning committees for review by the Board Organizes and/or participates in City Center Committee meetings. Assists with the Chapter s Advocacy and legislative programs held within their City Center. Solicits Industry member organizations for CEU content and sponsorship. Recruits members to facilitate NCIDQ Study Sessions. Provides Newsletter articles pertaining to Programs for their City Center. Attends as many City Center programs coordinated by Director colleagues as possible. Prepares the City Center Program planning budget with anticipated expenses and sponsorship to submit to the VP of GRA Programs for review with the Board of Directors. Page 76

13 SECTION III - APPENDIX 3.E.11 CITY CENTER DIRECTOR OF MEMBERSHIP Reports to: VP of Membership, President and Chapter Board of Directors Must be a Professional or Associate member in good standing. Previously active participant within the City Center. City Center Director of Membership coordinates the City Center s Member Appreciation Event, Student activities and events that encourage collaboration between Students, Emerging and Professional members. The four Directors coordinate within the City Centers to enhance membership recruitment, retention, member benefits and services. City Center (Serve) Membership (Serve Student Affairs (Serve) Campus Center (Liaison between the Chapter and the Colleges within the City Center) Abides by the Chapter s Policy and Procedures on all Membership planning activities. Reviews Membership activities with the Chapter VP of Membership. Participates on monthly teleconference with City Center Directors of Membership. Submits budget and event planning forms for approval in a timely manner. Encourages participation of members on committees and attendance at events. Coordinates with Director colleagues on planning Event and Programs that appeal to the profession and enhance member recruitment. Organizes and/or participates in City Center Committee meetings. Encourages Student participation at Professional events and vice versa. Assists with the Chapter membership activities held within their City Center. Provides Newsletter articles highlighting Members in their City Center. Attends as many City Center programs coordinated by Director colleagues as possible. Prepares the City Center Membership planning budget with anticipated expenses and sponsorship to submit to the VP of Membership for review with the Board of Directors. Page 77

14 SECTION III - APPENDIX 3.E.12 CHAPTER ADMINISTRATOR Reports to: Treasurer (President-Elect), President and Board Detail oriented with strong communication skills. 5-years or more bookkeeping/accounting experience. Bachelor s degree in business or accounting, preferred. Ability to work part time, 10-hours per week, flexible hours including day, evening and weekends. Ability to maintain home office with standard office equipment and reliable transportation Ability to attend monthly Board Meetings, Chapter Retreats and some committee meetings. Job Description: This position is an independent contractor position and the Chapter Administrator / Executive Director holding this position is solely liable for all Federal, State and Local Taxes in respect to this position. Accounting/Bookkeeping Services include maintaining adequate accounting records conforming to generally accepted accounting practices and ensures that all receipts and reimbursements of Chapter funds are adequately documented. Assist the President- Elect in learning the accounting standards of the Chapter. Accounting responsibilities include accounts payable and accounts receivable. Making certain that Chapter expenses are paid on time and appropriate records are kept. Preparing financial reports on a monthly and quarterly basis for review by the Board. Assisting with the preparation of the annual budget and providing a detailed budget analysis on a quarterly basis and after all major events. Monthly reconciliation of the bank statements. Preparing year end reports for IIDA Headquarters. Make deposits, invoicing, etc. as necessary in the normal operations of the Chapter. Administrative Services - Oversees the day-to-day operations of the Chapter Office including checking the Chapter voice mail, picking up mail from the P.O. Box, filing paperwork, running errands as required by the Board and assisting in other jobs upon the request of the Board. Maintains the roster of the Florida Central Chapter members in an efficient manner to facilitate communication. Assist the VP of Communications with newsletters, blasts and hard mailings. Attend Board Meetings and taking meeting minutes in the absence of the VP of Communications or Communications Director. Assists, as needed, on event committees. Attends both the summer and winter retreats. Contact w/ all Event Committees as needed As defined by job description Other duties as may be asked by Executive Committee or Board of Directors. Page 78

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