Board of Directors

Volunteer Descriptions


REQUIREMENTS OF ALL BOARD MEMBERS
Each board member/committee chair assumes common responsibilities in addition to those specifics to his/her position:

  • Select a committee with the size and structure necessary for the responsibilities of the position.
  • Develop a plan, with measurable results, for committee activities.
  • Prepare a preliminary budget and submit to the President.
  • If an elected Board member, attend all Board meetings. If not an elected Board member, attend Board meetings as required by the President.
  • Prepare and submit committee reports as requested.
  • Prepare a final report evaluating the year’s activities based on initial goals and objectives. Include final budget figures and recommendations for the following year.
  • Coordinate with other Officers, Directors and committee chairs as needed.


Specific responsibilities are subject to change during and throughout the term. 



PRESIDENT-ELECT
The President-Elect assists the President in Chapter management.  The President-Elect may handle chapter programming, super­vision and coordination of various committees, making sure reports are prepared or long-range planning for the Chapter.

Individuals considering this position must have previous experience as a volunteer of the AMA-SA, other AMA chapter, or have served in similar capacity on other non-profit organizations boards.


Specific Responsibilities 

  • Assume the responsibilities of the President in his/her absence or incapacity to serve.
  • Coordinate and direct the activities of committees on behalf of the President.
  • Call for committee reports as needed.
  • Attend the Chapter Leadership Summit.
  • Handle other assignments or special projects as directed by the President or by the Board.
  • Begin planning for his/her term as President.
  • Assume the responsibilities common to all Officers and Directors.




VP of COLLEGIATE RELATIONS and AVP of COLLEGIATE RELATIONS
The collegiate relations director and assistant director, coordinates local collegiate Chapters and their respective advisors, and provides for an exchange of benefits between the professional and collegiate Chapters.

Specific Responsibilities 

  • Establish contact with the marketing departments of the colleges and universities in the Chapter area. Coordinate with the collegiate Chapters’ faculty advisors.
  • Serve as liaison between the professional Chapter and the collegiate Chapters, as well as between the Professional Chapters and the Collegiate Chapters Departments at AMA International Headquarters.
  • Help to establish collegiate Chapters at local universities and colleges.
  • Help the collegiate Chapters organize, develop and conduct programs.
  • Invite collegiate Chapter members to professional Chapter meetings.
  • Attend collegiate Chapter meetings (may be a member of the collegiate Chapter’s Board of Directors).
  • Cooperate with the marketing awards chair in selecting the outstanding marketing students.
  • Assume the responsibilities common to all committee chairs.

 


 

VP of COMMUNICATIONS and AVP of COMMUNICATIONS
The communications director is responsible for regular communications with Chapter membership. AMA IH requires a published, documented newsletter-online, printed, or email.

Specific Responsibilities 

  • Maintain a mailing list of members and prospective members for the newsletter. Include AMA International Headquarters in all mailings.
  • Write, publish and distribute a scheduled newsletter, email announcements, direct mail, and presentation material, when applicable.
  • Maintain a permanent file of afore mentioned chapter communications, and the like, for archival purpose.
  • Obtain information from other Officers:
  1. President (association, Chapter news)
  2. Programming (seminars/workshops)
  3. Membership (new members)
  4. Public relations (photos, news releases)
  5. Special events (socials, SIG events, Collegiate events)
  6. Assume the responsibilities common to all committee chairs.
  7. Programming (seminars/workshops)
  8. Membership (new members)
  9. Public relations (photos, news releases)
  10. Special events (socials, SIG events, Collegiate events)
  • Assume the responsibilities common to all committee chairs.

 


 

VP of CORRESPONDENCE and AVP of CORRESPONDENCE
The correspondence directory, also known as the chapter’s secretary, communicates closely with members and others, prepares Board minutes, maintains Chapter historical records and keeps current with the AMA activities.

An AVP of correspondence assists the chapter’s secretary, and also communicates closely with members and others, helps prepare board minutes, maintains chapter historical records and keeps current with the AMA activities.

Specific Responsibilities

  • Maintain Chapter Constitution and Bylaws. Work with president to update and present. (Submit proposed amendments to AMA International Headquarters.)
  • Maintain Chapter files including:
  1. Chapter roster, with the membership director
  2. Correspondence
  3. Chapter history
  4. Annual reports, with the immediate past president
  • Make sure that website is up to date, with the technology director and president
  • Maintain Chapter stationery and letterhead.
  • Prepare a roster and organizational chart of all Officers, committee chairs and committee members.
  • Prepare and maintain Board meeting minutes. Collect all board meeting and financial reports and submit to IH.
  • Conduct election procedures including balloting (mail/email ballots by March 1).
  • Provide change of address information on Officers to AMA International Headquarters (within ten days of change).
  • Help prepare Chapter Excellence Awards entry.

 


 

VP of INFORMATION TECHNOLOGY (IT) and AVP of IT
The IT director maintains the chapter’s online presence and communications, and makes recommendations to continually improve the chapter’s technology resources. Such resources include, but not limited to: web content management (CMS) platform, online event registration, email service provider(s), and CRM platform(s). Working primarily as part of the Communications Committee, the IT director will update the website with current chapter information and events.

Additionally, the IT director will coordinate accordingly with the:
·        Programming/Special Events/SIG director-provide event registration data
·        Membership director-assist in online database merging and maintenance
·        Sponsorship director-fulfill online benefits as outlined in each sponsor’s contribution level

Specific Responsibilities

  • Follow and adhere to the communications editorial calendar by making any necessary updates.
  • Update/maintain content on the chapter’s website.
  • Develop and maintain dashboard reports for the areas within the chapter.
  • Ensure reservation, check-in and payment procedures are in operating order. Report issues and resolve with the appropriate vendor as needed.
  • Assume the responsibilities common to all committee chairs.

 


 

VP of MEMBERSHIP and AVP of MEMBERSHIP
The membership director organizes and conducts a member recruitment and retention program for the Chapter. He/she handles all membership requests and updates.

Specific Responsibilities

  • Know AMA membership procedures and materials.
  • Act on address changes, new member notification, etc. as received from AMA International Headquarters and/or members.
  • Develop and conduct a recruitment program with measurable goals, to meet membership goals.
  • Develop and conduct a program with measurable goals to increase membership retention.
  • Welcome new Chapter members
  • Provide Chapter Officers with updates to member information and data. Coordinate with other Officers as needed.
  • Follow up on meeting guests as prospective members.
  • Assume the responsibilities common to all committee chairs.


Specific Committee Responsibilities 

  • Develop a plan with measurable goals to encourage attendance and generate hospitality at Chapter functions.
  • Communicate with Chapter members about meeting reservations. Make sure members and guests know how to make reservations for Chapter events — by phone, fax, email or response card.
  • Create a calling or email committee to encourage attendance at meetings.
  • Provide name tags for members and guests.
  • Welcome members and guests at functions.
  • Provide the membership and newsletter chairs with the names of guests for follow‑up.
  • Assume the responsibilities common to all committee chairs.
  • Track attendance of members and guests at all Chapter functions.

 


 

VP of PROGRAMMING and AVP of PROGRAMMING
The programming director develops, recommends and implements programs for chapter events/activities. Events and activities include regular chapter-wide events/workshops, educational programming (like seminars and conferences), and hospitality-related activities pre-/during/post-event. The programming director, along with the special events director, will also assist in coordinating AMA regional programming efforts as needed.

Specific Responsibilities

  • Determine the yearly meeting schedule, dates and locations with the Board of Directors.
  • Discuss program topics and speakers with Officers. Prepare the yearly program calendar. Coordinate with special events director to include additional events.
  • Select, schedule and arrange for speakers as well as event sponsors
  • Select meeting sites. Handle logistics such as food, rooms, podium and banner. (The facility may handle these tasks.)
  • Ensure reservation, check-in and payment procedures are prearranged. (The Membership Committee may handle these tasks)
  • Prepare an event programming form for each program and send to the communications director for distribution to the membership and to the public relations committee for coverage. (The Communications Committee may handle these tasks.)
  • Assume the responsibilities common to all committee chairs.

 

 


 

VP of PUBLIC RELATIONS and AVP of PUBLIC RELATIONS
The public relations director publicizes the events and affairs, in collaboration with the communications committee, of the Chapter and its members to the media, and to AMA International Headquarters. The public relations director may also conduct and organize community-related efforts to create awareness for the chapter.

Specific Responsibilities

  • Develop a public relations and community relations program, and calendar if needed, with measurable results for the year.
  • Select, schedule and arrange community-related, chapter-relevant events.
  • Select meeting sites for community-related events. Handle logistics.
  • Contact the appropriate media in the Chapter area. Develop a media list and keep it current.
  • Prepare and distribute news releases on speakers, meetings, members and Chapter affairs.
  • Maintain a permanent file of all news releases as part of the Chapter’s historical record.
  • Work with the Board and committee chairs to generate news releases.
  • Assume the responsibilities common to all committee chairs.

 

 


 

VP of SPECIAL EVENTS and AVP of SPECIAL EVENTS
The special events director develops, recommends and implements networking and social events/activities for chapter. Events/activities will be in coordination with and independent from the chapter’s usual and customary programming, and includes hospitality-related efforts pre-/during/post-event. The special events director, along with the programming director, will also assist in coordinating AMA regional programming efforts as needed.

Specific Responsibilities

  • Determine the yearly/quarterly meeting schedule, dates and locations with the Board of Directors.
  • Discuss program topics/speakers with Officers. Prepare an event calendar with programming director.
  • Assist programming director, SIG director, and collegiate director as needed to select, schedule and organize chapter events/activities.
  • Select meeting sites for special events. Handle logistics such as food, rooms, podium and banner. (The facility may handle these tasks.)
  • Ensure reservation, check-in and payment procedures are prearranged. (The Membership Committee may handle these tasks)
  • Prepare an event programming form for each event/activity and send to the communications director for distribution to the membership, and to the public relations committee for coverage. (The Communications Committee may handle these tasks.)
  • Assume the responsibilities common to all committee chairs.

 


 

VP of SPONSORSHIP and AVP of SPONSORSHIP
The sponsorship director identifies Chapter needs that may be supported by corporate sponsorship and coordinates programs to involve the business community in Chapter affairs. He/she will create sponsor relationships by providing specific/personalized benefits suitable for both the sponsor and the chapter.

Specific Responsibilities

  • Work with other committee chairs to determine their needs, such as underwriting an event, providing equipment, or providing direct or in-kind donations.
  • Work with committee chairs to develop sponsorship plans for specific events or activities.
  • Update and adjust sponsorship levels and benefits as needed to maintain favorable sponsor relations.
  • Develop a corporate sponsorship list, update it often and contact businesses for support.
  • Keep accurate records of all donations and in-kind support and report activity monthly to the Treasurer.
  • Coordinate with other board members as needed to assure sponsor benefits are fulfilled.
  • Maintain exceptional sponsor relations. Develop a plan to acknowledge sponsors and send regular “Thank-You’s” to supporting organizations.
  • Monitor sponsor support to avoid conflicts of interest, and review Chapter operating policies to make sure all Chapter obligations to sponsors are met.

 

 


 

VP of FINANCE (TREASURER) and AVP of FINANCE
As part of the executive committee, the VP of Finance, also known as the chapter’s Treasurer, receives and disburses funds and manages the Chapter finances. The chapter seeks an individual who is detail- and deadline-oriented. Having a background in accounting and/or banking is a plus.

Specific Responsibilities

  • Receive and disburses all Chapter funds.  Maintain Chapter financial accounts.  Cash all checks promptly!
  • Secure signature cards and forms for changing signatures on all Chapter accounts before July 1.
  • Prepare the preliminary Chapter budget based on estimates of Chapter Officers.  Submit to the Board for approval and revisions. Email a copy of the completed budget to AMA International Headquarters by August 1.
  • Monitor the disbursement of funds and compare income and expenses to the budget throughout the year. Prepare monthly reports.
  • Maintain official Chapter records with the date of each member’s last dues payment.  Receive and verify dues collected and remitted monthly from AMA International Headquarters.
  • Present a monthly financial report of income and expenses at Board meetings.
  • Prepare a statement of financial condition at Year-End. Include a copy of the preliminary budget and the actual expenditures by category. Send copies to the President and AMA International Headquarters.
  • Submit annually required forms and applications (if necessary) for incorporation and tax exemption. Information is available from AMA International Headquarters.
  • At Year-End, oversee completion of the Professional Chapter Financial Report Form, signed Signature Page and June 30 th Reconciled Bank Statement and send to IH by August 31.



 

DIRECTOR AT-LARGE
The Board of Directors is the official governing body of the Chapter. The Directors, President and other Officers establish Chapter policy, govern Chapter affairs and direct Chapter planning. The Director At-Large is one who has previous experience serving on the AMA San Antonio board. He/She assists the executive committee in future planning and advisement, and can also work closely with the AMA San Antonio Past Presidents Council.

Specific Responsibilities

  • Promote the ideals and goals of AMA.
  • Manage Chapter affairs with the President and other Officers.
  • Help make Chapter policy.
  • Advise the President and other Officers.
  • Participate in planning or review the annual Chapter budget and plan.