CHAPTER OFFICER DESCRIPTIONS AND RESPONSIBLITIES

The Board has the overall responsibility for administration of the chapter, for following the Chapter Bylaws, for abiding by the tenets of the Compact, and for ensuring the chapter’s financial health and application of fiscal controls. Chapter officers handle the day-to-day actions necessary to run the chapter.

The following positions represent a typical minimum chapter structure. Leaders in these positions may be elected for successive terms of one or two years. Those elected to and holding these positions should have the following:

  • Active membership within The IIA - in good standing
  • Affiliation with the local chapter
  • The time, commitment level and skills necessary to carry out the respective duties
  • The ability to attend required meetings
  • The desire to serve local chapter members.

The duties and responsibilities shall include, but not necessarily be limited to:

President

  • Ensure the chapter abides by the commitment outlined within the Compact.
  • Serve as the main point of contact between the chapter and the DR.
  • Serve as the main point of contact between the chapter and HQ (if necessary after contacting theDR).
  • Preside at all meetings of the chapter, the Board, and the nominating committee.
  • Enforce the IIA Bylaws and Chapter Bylaws.
  • Review the Chapter Bylaws annually.
  • Appoint all chapter committee chairpersons and committee members, except as limited by theChapter Bylaws.
  • Establish chapter goals based on input from other officers and committee chairpersons.
  • Identify and implement services to meet the needs of the chapter membership.
  • Ensure a succession plan by identifying future leaders for local positions, NA Committees, andInternational Committees.
  • Chair a transitional meeting at the end of the chapter year between outgoing and incoming officers.
  • Ensure a sound financial plan for chapter funds with the approval of the Board or as authorized bythe Chapter Bylaws.
  • Review available president training.
  • Ensure other officers are aware of and participating in applicable role-based training.

President-Elect (Vice President)

  • Be familiar with the commitment outlined within the Compact and assist the president and other officers in abiding by the Compact.
  • Perform the duties of the president in the absence or disability of the president.
  • Manage the activities of committees reporting to the president-elect.
  • Advise and assist the president in staffing chapter committees.
  • Assume primary responsibility for education programs, including coordination of chapter eventssuch as member meetings, seminars and conferences.
  • Perform other duties as assigned by the president.
  • Review available president-elect training.

Secretary

  • Prepare, publish, and maintain all minutes of meetings of the Board and the chapter.
  • Maintain chapter membership records.
  • Coordinate publication and mailing lists for meeting notices, newsletters, and the member directory (if applicable).
  • Establish the communication flow concerning chapter member issues among all officers, the Board and committees.
  • Notify members of all chapter events.
  • Be familiar with the commitment outlined within the Compact.

Treasurer

  • Read and be familiar with the Treasurer’s Manual.
  • Ensure that the guidance provided by the Treasurer’s Manual including implementation andmaintenance of internal controls has been adopted by the chapter.
  • Read the Best Practices for Internal Controls – Chapter Treasury.
  • Ensure proper segregation of duties and other internal controls for managing the chapter’s financial assets are in place and operating.
  • Be aware of red flags for chapter defalcations indicating possible problems, and promptly report as appropriate.
  • Maintain chapter financial records and receive/disburse chapter funds as authorized by the Board.
  • Prepare a preliminary budget based on input from committees for approval by the Board.
  • Prepare monthly financial reports with comparative budget figures for presentation to the Board.
  • Make financial records available to the chapter auditor and submit independently reviewed financial reports to HQ as required.
  • Ensure a sound financial plan for chapter funds with the approval of the Board or as authorized by the Chapter Bylaws.
  • File the required financial documents with the appropriate legal entities or taxing authorities of the country (such as the United States Internal Revenue Service (IRS)).
  • Deposit funds received from monthly meetings, generally within one business day of the meeting.
  • Review available treasurer training.
  • Be familiar with the commitment outlined within the Compact.

Chapter Board of Governors (Board)

Objectives

Chapter officers and the Board together constitute the governing body of the chapter. In addition to the collective chapter responsibilities, it is recommended that each member of the Board be given an individual responsibility, such as chairing a major committee.

Annual goals for chapter committees should be documented and reviewed with the Board preferably before the first regular chapter member meeting of the year.

The Board should hold regular meetings (monthly, bimonthly, or quarterly) using Recommendations for Successful Board Meetings and the Sample Board of Governors’ Meeting Agenda. These meetings should be used to review the progress reports from each officer and committee. These meetings are often held before or after a chapter meeting/event. Board members are encouraged to participate in all chapter meetings/events as schedules allow.