BOARD POSITIONS

Commitments for the Board Members:

  • The terms of office are July 1 to June 30
  • Attendance at regular monthly (September – June) and special board meetings 
  • Attendance at all Chapter Events where possible
  • Participation in community events, speak on behalf of ARMA, or participate in special projects or on committees as required
  • Dedicate 3 to 6 hours per week on ARMA Board activities pertaining to their portfolio duties and responsibilities outlined in the Chapter’s Operating Manual

President

The President is the Board Chair and exercises general supervision over the affairs of the
Chapter.

More specifically, the President will:

  • Be a spokesperson and advocate for the board;
  • Maintain good relations with the Board, with volunteers, with members, with vendors and sponsors, and with the Community at large;
  • Chair or assign a delegate to chair all meetings of the membership of Board of Directors;
  • Provide focus and direction in consultation with the Board of Directors on policy, the strategic vision of the Chapter and the development of annual goals and objectives;
  • Maintain current policies and procedures and ensure that the successor knows how and where to access them;
  • Provide leadership to the board, its directors, and any committees that may be operating including mentoring new board members and board members in new positions. Mentorship is especially important for the Vice President (President-Elect);
  • Ensure compliance with chapter Constitution, By‐laws, and operations guidelines, ARMA International and ARMA Canada directives;
  • Liaise with ARMA Canada regional co‐ordinator, ARMA Canada Region Manager, and ARMA International;
  • Keep the Board of Directors fully informed of the activities of the Chapter, Region and International Association;
  • Ensure that adequate records are captured and retained to document the activities of the chapter and the decisions of the board of directors
  • Prepare monthly reports on portfolio activities and present them at monthly chapter board meetings;
  • Attend monthly board member meetings held once a month (approx. 1-2 hours)

Must have 1 year board experience.

Vice President (President-Elect)

The Vice President (President-Elect) assists the President as required and assumes all duties of the President in the President’s absence. In the event that the President is unable to continue in the role of president or resigns from the position of President, the Vice President continues in the role of President for the unexpired portion of the term. More
specifically, the Vice President will:

  • Assume all of the duties of the President during the President’s absence or disability;
  • Assist the President with his/her duties;
  • Perform duties as assigned by the President and/or the Board of Directors;
  • Ensure that Board members are aware of their responsibilities;
  • Shadow the President to become aware of procedures, to meet important contacts, to become familiar with documents and electronic systems, and learn best practices that are applicable to the management of the Chapter;
  • Identify opportunities for and propose long-range plan enhancements;
  • Identify opportunities for and propose chapter policy and procedure improvements;
  • If requested by the President, update bylaws, procedures, and roles, and portfolio/position responsibilities
  • Prepare monthly reports on portfolio activities and present them at monthly chapter board meetings;
  • Attend monthly board member meetings held once a month (approx. 1-2 hours)
  • Other duties as assigned;

Term of office is 1 year followed by an additional 1 year term as President.

Treasurer

The Treasurer is the custodian and manager of all Chapter funds and securities. More specifically, the treasurer will:

  • Prepare and manage the chapter budget;
  • Ensure that all cheques issued bear the signature of two designated officers;
  • Receive funds and create receipts for attendees at chapter events, where necessary;
  • Manage chapter banking;
  • Provide statements of financial position to Board of Directors;
  • Ensure audit and review of financial statements for accuracy and appropriateness;
  • Prepare monthly reports on portfolio activities and present them at monthly chapter board meetings;
  • Attend monthly board member meetings held once a month (approx. 1-2 hours)
  • Other duties as assigned;

Secretary

The Secretary keeps a record of all meetings of the Board of Directors, has responsibility for correspondence as directed by the Board of Directors or the President. More specifically, the Secretary will:

  • Arrange for monthly Board Meetings and send notice of meeting;
  • Record approvals and distribute agendas and minutes of Board Meetings, Special Meetings, and Annual General Meetings (AGMs) to all Board Members and the Regional Coordinator;
  • Maintain a contact list of Board members;
  • Prepare monthly reports on portfolio activities and present them at monthly chapter board meetings;
  • Attend monthly board member meetings held once a month (approx. 1-2 hours)
  • Other duties as assigned;

Past-President

The Past President continues to have an ongoing, mentoring role in the Chapter Board.
The primary role of the Past President is to provide guidance to the Board of Directors in
general and the President in particular, on issues before the Board, based on experience
gained during a past term as President. More specifically, the Past President will:

  • Advise on executive matters relating to policies, decisions, procedures, long-range goals & directions so as to ensure continuity from one year to the next;
  • If requested by the President, update bylaws, procedures, and roles and portfolio/position responsibilities;
  • Attend monthly board member meetings held once a month (approx. 1-2 hours)
  • Other duties as assigned;

Membership Director/Portfolio

The Member Support Portfolio is responsible for coordinating new member recruitment,
welcoming new members, addressing questions from the membership, and retaining
existing chapter members. More specifically, the Member Support Portfolio will:

  • Develop and implement a Board-approved recruitment program;
  • Respond to questions from members and potential members;
  • Follow up and track inquiries from members and potential members;
  • Create and distribute a welcome package to new members to orient them to the Chapter activities;
  • Communicate with new members and those with expiring memberships;
  • Maintain a current roster of Chapter members and associates;
  • Liaise with ARMA International to resolve discrepancies in membership information reported by members;
  • Coordinate ARMA International and Chapter length of membership pin distribution to members who have reached service award pin thresholds;
  • Prepare monthly reports on portfolio activities and present them at monthly chapter board meetings;
  • Attend monthly board member meetings held once a month (approx. 1-2 hours)
  • Other duties as assigned;

Communications Director/Portfolio

The Communications Portfolio is responsible for planning, coordinating, developing, and
distributing communication tools to inform Chapter members of Chapter activities and
RIM topics, and to increase member and non‐member awareness of ARMA and the
benefits it offers. More specifically, the Communications Portfolio will:

  • Coordinate campaigns to advertise monthly programs, seminars, educational offerings, networking, and social events, and any special events that are suggested in the course of the year using email, the chapter website, posting to the ARMA International Calendar of events, printed material, and any other tools deemed necessary;
  • Coordinate website postings aimed at both members and the external community;
  • Investigate and implement alternative means of communicating and advertising Chapter activities;
  • Notify those in the community at large of upcoming ARMA Chapter events.
  • Submit chapter programs and seminars to the ARMA International website for posting in the Calendar of Events;
  • Prepare monthly reports on portfolio activities and present them at monthly chapter board meetings;
  • Attend monthly board member meetings held once a month (approx. 1-2 hours)
  • Other duties as assigned;

The Communications Portfolio will work very closely with the Newsletter Editor, Social Media Liaison, and/or the Webmaster to ensure consistency of message and a coordinated approach to external contacts.

Marketing Director/Portfolio

The Marketing Portfolio is responsible for liaising with the external community to
increase awareness of ARMA and the benefits it offers. More specifically, the Marketing Portfolio will:

  • Liaises with institutions and organizations (eg. educational institutions, technical associations, Boards of Trade, libraries, archives, etc) to promote awareness of what ARMA is and what it offers, to coordinate partnership arrangements, and to facilitate cross-promotion of and discounts to events for members;
  • Arrange for the promotion of the ARMA Chapter;
  • Seek the formation of mutually beneficial promotional agreements with private firms and other organizations;
  • Facilitate networking opportunities with similar organizations 
  • Liaise with the Director of Membership and Director of Communications to ensure that all marketing initiatives are approached consistently;
  • Devise and distribute sales and marketing strategies, such as advertising sales in the newsletter and social media strategies for advertising the chapter;
  • Establish and maintain regular contact with current advertisers to maintain customer relationships;
  • Develop relationships with potential advertisers;
  • Identify and communicate marketing opportunities to the board as they come up
  • Prepare monthly reports on portfolio activities and present them at monthly chapter board meetings;
  • Attend monthly board member meetings held once a month (approx. 1-2 hours)
  • Other duties as assigned;

The Marketing Portfolio will work very closely with the Communications Portfolio
to ensure consistency of message and a coordinated approach to external contacts.

Programming & Learning Director/Portfolio

The Director of Programing & Learning is responsible for the development and implementation of diversified educational programs for the Chapter Membership and other organizations that have similar/common interests, More specifically the Programming & Learning Portfolio will:

  • Review payables for education sessions;
  • Plan chapter training and development calendar/program;
  • Liaise with others to organize events;
  • Attend as many chapter functions as possible;
  • Prepare monthly reports on portfolio activities and present them at monthly chapter board meetings;
  • Attend monthly board member meetings held once a month (approx. 1-2 hours)
  • Other duties as assigned;