WID-TVC Call for Nominations for Board Positions

Nominations are now being accepted for the following WID-TVC Board Positions for the 2021 – 2023 Term: 

Vice President 
Treasurer
Secretary
Communications Director
Mentorship Director

Nominations are now being accepted for five board positions for the 2021-2023 term. Nominations (to include self-nominations) are required in order for WID membership to be able to cast their votes on their selection for open positions in September. Nominees must also be in good standing (yearly dues paid). 

Please take your time and consideration for nominating / self-nominating a board position. There is a commitment involved with not only performing duties, but attending monthly board meetings, and preparing reports for WID. In addition, attendance at events that are planned within our own programs and our affiliate organization of NDIA is highly encouraged. Time commitment is important in moving this organization forward! 

Nomination name and current bio with no more than 250 words should be submitted to Lindsey Pollard (lpollard@hsvha.org) and Margaret Loperena (mhtaylor41@yahoo.com) no later than August 13, 2021 at 5 p.m. 

Please see the description for all open positions below. If further clarification is required, please contact either of these ladies mentioned above! 

Vice President
The Vice President shall perform all duties of the President in the absence of the President and perform any other duties as assigned by the President.

Duties & Responsibilities

  • The Vice-President shall assume the office of the President in every odd year.
  • Performs the duties and exercises the powers of the President during the absence of the President.
  • Ensures meetings and business are conducted IAW Robert’s Rules of Order and acts as Parliamentarian.
  • Ensures the WID-TVC image to the community is consistent with WID National Chapters purpose, vision, and mission.
  • Reviews data on the Chapter Website ensuring it is in accordance with WID National guidelines.
  • Review’s policies in place, makes suggestions for updating policies and distributes to WID National and the board.
  • Reviews calendar input monthly and provides to the Secretary for dissemination to the board.
  • Annually reviews and assists the President to update Chapter Strategic Goals.
  • Attends/supports all WID-TVC sponsored and co-sponsored events.
  • Provide monthly report/action items to WID National Secretary the Friday before the Board meeting. Report at monthly BOD meeting.
  • Aids and assists the President.

Treasurer
The Treasurer is the custodian of Chapter’s money and is responsible for collecting, depositing in a timely manner, and disbursing the funds of the association. They shall:

Duties

  • Get appropriate authorizations for all financial transactions, either as established in the operating principles or by adopted motion.
  • Maintain all bank account(s) of the Chapter as separate fund(s) and be responsible for signature cards and the drafting of all disbursements.
  • Arrange for auditing of the books and records of the Chapter, as necessary.
  • Chair the budget and investment committees, assisting in the preparation of the annual budget for the Chapter.
  • Maintain, in a timely manner, all financial books and records of the Chapter and prepare financial reports on a quarterly basis including a balance sheet and income and expense statement. Such reports are to show the status of all accounts including the balance at the beginning of the period, all receipts, all disbursements, and the balance at the ending of the period.
  • Support the NDIA annual finance audit, providing required information in a complete and timely manner.
  • Regularly compare actual costs and income to budgeted costs and income and recommend adjustments in spending and/or the budget, as necessary.
  • Transfer all material pertaining to the office.

Responsibilities

  • Review 4th Quarter previous years approved budget and verify budget/fees with each Director.
  • Develop annual WID National budget with Directors in September and present to BOD in Oct for approval.
  • Receive and maintain all WID-TVC income and distribute accounts payable as authorized.
  • Maintain financial records on investment accounts.
  • Maintain all financial record keeping and prepare quarterly reports for President’s signature.
  • Maintain signature authority on bank accounts/EventBrite accounts in accordance with WID National guidelines.
  • Distribute sponsorship/scholarship checks accordingly.
  • Act as signatory with the President for all contracts on behalf of the Chapter.
  • Ensure WID-TVC is financially self-sustaining with income exceeding expenses.
  • Provide monthly report/action items to WID National Secretary the Friday before the Board meeting. Report at monthly BOD meeting.
  • Annually review/update Chapter Strategic Goals.
  • Transfer records to successor or other record’s holders as designated by the BOD.
  • Attend/support all WID-TVC sponsored and cosponsored events.

Secretary
The Secretary maintains records of the board and ensures effective management of the Chapter’s records.

Duties

  • Keep accurate minutes of all Chapter board meetings.
  • Work in close harmony with the President.
  • Take to each meeting: the minutes, operating principles, a list of members and a list of committees and members, agenda, records, ballots, and any supplies as needed.
  • Call the meeting to order if the President and the Vice President(s) are absent and preside until a temporary chair is elected.
  • Notify officers, committee members and delegates of their election or appointment.
  • Transfer all material pertaining to the office to the newly elected Secretary and indoctrinate the newly elected Secretary as to the role of the position.
  • Supply to Chapter board members and National Headquarters a current slate of BOD names to include company affiliation and contact formation.

Responsibilities

  • Maintain the minutes of all Executive BOD meetings. Provide minutes to the President following the monthly board meeting. Distribute the minutes to the Board the Monday before each board meeting.
  • Collects and consolidates input received from Executive Officers and Directors and prepares the monthly agenda.
  • Ensure that all notices are duly given in accordance with the provisions of the operating principles.
  • Acts as assistant Parliamentarian to the Vice-President.
  • Responsible for obtaining those names of board members attending a WID-TVC sponsorship event. Providing that information to the appropriate host.
  • Tracks Board Members terms.
  • Annually review/update Chapter Strategic Goals.
  • Transfer records to successor or other record’s holders as designated by the BOD.
  • Attend/support all WID-TVC sponsored and co-sponsored events.

Communications Director
The primary objective of the Director of Communications is to promote the Chapter through a variety of mediums, to increase awareness of efforts, encourage participation, and promote positive outcomes from the Chapter’s hard work.

Duties

  • Developing and sending email notices, social media postings, flyers, etc. to promote upcoming events.
  • Maintaining and updating the website regularly.
  • Taking photos and videos of Chapter activities.
  • Creating press releases and updating social media accounts.

Responsibilities

  • Follow Communications Standard Operating Procedures (SOP) for material distribution:
    • Member Notification Policy
    • First notification (email to membership and posted in Facebook and LinkedIn groups) goes out two Tuesdays before the event.
    • Second notification (email to membership) goes out one week before the event.
  • Publicity / External Communications:
  • Marketing / Internal Communications:
    • WID-TVC Newsletter (emailed and printed) – Track all activities for newsletter and annual report, collects board input – articles/ pictures, publishes newsletter bi-annually.
    • WID-TVC Save the Date cards (emailed and printed)
    • WID-TVC Website – Event Page (WID National calendar) – manages, monitors, posts periodic updates.
    • WID-TVC Social Media Sites – maintains and distributes chapter info on all events.
      • WID-TVC Facebook Group
      • WID-TVC Twitter (only for event recaps – not to be used for sharing event details beforehand, as this is our only public social platform)
      • WID-TVC LinkedIn Group
      • WID-TVC Instagram Page (only for event recaps for sharing photos)
      • WID-TVC Eventbrite Page, if applicable
      • WID-TVC Facebook Public Page
  • Develop an annual budget as part of the planning process. Input into annual budget the requirement for board approval.
  • Build a committee to support activities as needed.
  • Annually review/update Chapter Strategic Goals.
  • Provide monthly report/action items to WID National Secretary the Friday before the Board meeting. Report out at monthly BOD meeting.
  • Attend/support all WID-TVC sponsored and co-sponsored events.
  • Transfer records to successor or another records holder as designated by the BOD.

Mentorship Director
The Director of Mentorship is responsible for planning mentorship events that provide opportunities to attendees for networking, the development of relationships, and aid in professional development. 

Duties & Responsibilities 

  • Develop an annual budget for each event as part of the planning process. Input into annual budget the requirement for board approval.
  • Maintain records of all activities/expenditures.
  • Plan and execute per the board/budget approval the required number of yearly mentorship events. A minimum of 3.
  • Track event/activity metrics (actual vs. budget cost, gov’t & industry participation, lessons learned) for newsletters, quarterly financial reports, and future event planning.
  • Build a committee to support activities as needed.
  • Maintain records of all activities/expenditures.
  • Track/report all activities for newsletter and annual report.
  • Provide monthly report/action items to the WID National Secretary the Friday before the Board meeting. Report at monthly BOD meeting.
  • Annually review/update Chapter Strategic Goals.
  • Transfer records to successor or another records holder as designated by the BOD.
  • Attend/support all WID-TVC sponsored and co-sponsored events.