Executive Director’s Handbook

Duties and Responsibilities

The Executive Director is responsible for all operations and activities for the 600+ member Chapter. The Executive Director is also closely involved with the law firm and legal vendor sponsors to ensure value for both the ACC membership AND the sponsors.

Financial

  • Develop the budget for review by the Chapter Treasurer and CPA Assistant and ultimate submission to the Board for approval.
  • Prepare the Annual Financial Report and submit to ACC Headquarters after reconciliation by the CPA Assistant.
  • Manage the budget with the Treasurer, CPA Assistant and Board.
  • Submit expenses to Treasurer and CPA Assistant at least monthly for reimbursement. Retain all receipts for Chapter records.
  • Request that the CPA Assistant update all Chapter financial records in Quick Books at least ten days prior to Board and Executive Committee Meetings. Download those financial records to include with the agendas.

Sponsorship

  • Develop Sponsorship Package and present to the Board for approval in July.
  • Distribute Sponsorship Package to both existing sponsors and interested parties in July and throughout the year as appropriate.
  • Follow up with renewing sponsors and new sponsors when they affirm sponsorship. Send an invoice for their sponsorship, obtain logos (as needed) and request the desired date(s) for their presentations for the upcoming year.
  • Maintain ongoing relations with Sponsors; including lunches, planning events and attending their social events.

Web Site

  • Update events calendar as events are planned.
  • Update presentation materials page after obtaining materials from sponsors after presentation.
  • Update President’s Message, Chapter Leadership, Sponsor and Committee pages as soon as possible into each New Year.
  • Update or add other pages as appropriate.
  • Set up Thriva on line registrations for upcoming months’ CLE, Brown Bag, Meet Your Counterpart presentations and social events.
  • Upload event photos to the web site as needed.

Committees and Meetings

  • Assist the Chapter President in planning the Annual Board Retreat.
  • Prepare agendas for Board and Executive Committee meetings andother committee meetings as appropriate. Send the agendas to the President for review 2 weeks prior to the meeting. Send out the agendas with all handouts, including financial records,one week prior to the meeting.
  • Request that the CPA Assistant update the financial records in Quick Books and download to include with the agenda at least 10 days prior to the meetings.
  • Attend Board and Executive Committee meetings and follow up as appropriate.
  • Attendregularly scheduled meetings for the following Chapter Committees:
  • CLO Club
  • Small Law Club
  • Pro Bono/Diversity
  • Professional Development
  • Nominating Committee conference call to propose Officers and new Board Members for the upcoming year. This is scheduled in September.
  • Other Committees upon request
  • Provided assistance to Committees in achieving Chapter Goals.

Programs

  • Work with the sponsors to develop meaningful and timely programs topics and presentations.
  • As presentation topics are obtained add to web site, calendar, list of programs for that year and Thriva on line registration (for all programs except Roundtable Discussions for which there is no on line registration).
  • Assist Administrative Sponsor (currently Exclusively Legal) with any registration questions or concerns prior to the programs.
  • Attend all CLE, Brown Bag and Meet our Counterpart programs (approximately 30 per year) and assist Administrative Sponsor with registration.
  • Assist Roundtable Discussion Group sponsors with any registration questions or concerns prior to the roundtable meetings.
  • Attend all Roundtable Discussion presentations (approximately 30 per year).
  • Work with the sponsors on all logistical aspects of CLE programs.
  • Monitor program registration and work to ensure as many registrations as possible. Keep records of attendance for all program and social events.
  • Work with sponsors on any follow up correspondence to registrants.

Communications

  • Develop bi-weekly Chapter E-newsletter.
  • Start compiling the newsletter late in the week prior to the Emailing which is done Tuesday morning every other week. Include all scheduled events for the upcoming 30 – 60 days.
  • Format the Job List which is sent by the designated Professional Development Committee member on Friday or Monday prior to the newsletter mailing and insert in newsletter.
  • Download the current ACC-SD member Emails from the ACC web site. Merge this list with the list of non-member subscribers (“Individual Roster for Newsletter”) and upload the updated recipient list to Magnet Mail before sending the E-newsletter.
  • Promote social group events as requested.
  • Upon request and when not in conflict with the Co-sponsorship policy, promote events for other professional associations. Historically, this has included the FEI Dinner with the SEC, Corporate Directors Forum Annual Awards Dinner, Lawyers Club luncheons that include an In House panel discussion, and California Minority Counsel Project diversity events.
  • If available, include a substantive article from a sponsor.
  • Publicize Chapter events via Email to membership-at-large every week using the Listserve ()
  • On the Tuesdays with no newsletter send an Eblast including all scheduled events for the next 30 – 60 days.
  • Promote social group events as requested.
  • Every Friday send an Eblast with the events for the next 7 – 14 days.
  • Events can be copied and pasted from the Chapter Home page and inserted in the body of the Email.

Black White Ball

  • The Ball is traditionally held the first Saturday in March.
  • Develop the RFP for charity beneficiary selection and send to inquiring charities in March and April of each year.
  • Traditionally, the following Ball opportunities have been sponsored. Upon confirmation of a sponsorship, action items are listed.
  • Band
  • Pacific Event Productions has the gobo if the sponsor is the same as past years.
  • Contact the band (Cati.llacs) with a save the date and request a contract).
  • Floral Arrangements - Pacific Event Productions has the logo for the vases if the sponsor is the same as past years.
  • Wine Reception
  • Print the Wine Reception signs.
  • Order cocktail napkins from intention advertising.
  • Valet Parking
  • Print parking sponsor recognition cards for valet parkers to pass out.
  • If the large framed sign is in disrepair, re-create and have printed.
  • Table Gifts – Order table gifts from intention advertising.
  • Dessert – Work with the hotel for recognition on the dessert.
  • Casino
  • Contact the casino vendor (Ace High Casino) with a save the date and request a contract).
  • Print the Casino signs to place on the Casino table.
  • If the large framed sign is in disrepair, re-create and have printed.
  • Photo Opportunities
  • Contact the photographer (Jerry Roberts Photography) with a save the date and request a contract).
  • Order photo folders from intention advertising.
  • If the large framed sign is in disrepair, re-create and have printed.
  • Along with the committee, interview charities and select a charity for approval of the Board, preferably at the May meeting. Notify all charities interviewed of the selection decision.
  • With the committee, meet with Pacific Event Productions to select the décor (table overlays, chair covers, floral arrangements etc.) in October to allow time if fabric for the overlays needs to ordered. Finalize the contract with Pacific Event Productions.
  • Notify the following vendors of the date and request contracts. This should be done once the date is confirmed.
  • Audio Visual – EventAvision (Toby Russell)
  • Pianist – Bryan Verhoye
  • With the committee, meet with the hotel staff (most likely the Manchester Grand Hyatt) to taste and select the banquet menu and wines. This is usually done in December.
  • Starting in January, if not sooner:
  • Participate in weekly conference calls with the committee and beneficiary charity.
  • Create the invitation and send to the sponsors.
  • Develop the attendance data base and begin inputting attendees. Keep hounding the sponsors every week for updated attendance.
  • Develop the Rolling Credits (Diana has traditionally done this on Mac so Jon only has a PDF copy).
  • Begin attracting Ball table sponsors.
  • Create the Press Release and distribute to local media.
  • Create the Program for the evening and arrange from printing (D4 Discovery has traditionally sponsored and paid for this).
  • Create and ultimately print signage for the Ball. (I usually save most of these and we have two different colors of card stock – dark silver and light silver):
  • Table numbers (if any are missing from past years). I save these from year to year.
  • Sponsor table signs (if any are missing from past years). I save these from year to year.
  • Registration assistance table tents (Traditionally Exclusively Legal is the main registration and Legal Staff replaces EL at 6:45).
  • Design and arrange for printing of major sponsor recognition sign, Bronze – Platinum Sponsors, (San Diego Business Journal has traditionally sponsored and paid for this).
  • Week prior to the Ball
  • Create Press Packets.
  • Create timelines for the day of the Ball including charity and vendor load in schedules with contact information for all committee members, charity contacts and vendors.
  • Final review and finalize the Group Detail Report from the hotel. Attend the pre-con meeting with the hotel and all vendors on the Wednesday prior to the Ball. At that time, give the hotel the guarantee (3% under the number of attendees that you have at that point).
  • Assign auction bid numbers (after Noon the day prior to the Ball).
  • Print table assignments and attach to Bid Cards (after Noon the day prior to the Ball). The beneficiary charity supplies the bid cards.

Membership

  • Develop and send out monthly new member letters on the first of each month.
  • Respond to communications from members regarding Job List and upcoming events.

Bar Community Relations

  • Attend community functions on behalf of ACC-SD as appropriate/possible.
  • Attend the annual Bar Leaders Meeting hosted by SDCBA.

Social

  • Plan and attend Chapter social functions such as the Black & White Ball (already discussed), Fall Wine Social, and Family Fun Day. Assist with registration as needed.
  • Work with the sponsors to select a venue and catering selections.
  • Plan all aspects of the annual Sponsor Recognition Reception, usually in July, including venue, appetizer menu, beverages, registration and presentation, if one is to be included in the reception.

Miscellaneous Administration

  • Serve as liaison to ACC Headquarters; facilitate communications and Chapter participation in ACC Headquarters activities.
  • Attend the Chapter Administrator Training at the ACC Annual Meeting.
  • Participate in the quarterly Chapter Administrator Conference Calls.
  • Draft Chapter of the Year application and coordinate submission with Chapter President and Immediate Past-President.
  • Take and edit photographs for Chapter events.
  • Negotiate all Chapter purchases and act as liaison for all Chapter contractors.
  • Manage operation of the Chapter “office”, including file maintenance and organization, event logistics and enrollment, preparing documents, composing routine correspondence and announcements (including Email blasts), faxing/receiving messages and correspondence, mail handling.
  • Maintain and update all Chapter documents including lists, Chapter calendars, Sponsor contacts, Event registration reports, Board rosters, Event calendars, Call calendars, etc.
  • Maintain communication with Chapter Officers, Board Members, Chapter Members and Sponsors.
  • Troubleshoot, research and investigate calls and inquiries and complaints and refer to the appropriate officer as applicable
  • Maintain corporate files and Board minute and resolution files.
  • Complete and file the Annual Conflict of Interest Statement with the current year President in January for the previous year.

Weekly Recurring Tasks

Monday

  • Format Job List for E-newsletter and insert in the Newsletter. Publish E-newsletter.See specifics under communications. See specifics under communications.
  • Download the current ACC-SD member Emails from the ACC web site. Merge this list with the list of non-member subscribers (“Individual Roster for Newsletter”) and upload the updated recipient list to Magnet. See specifics under communications.

Tuesday

  • Send E-newsletter every other week.
  • Send Upcoming Events Email to membership-at-large every other week. See specifics under communications.

Thursday

  • Develop bi-weekly Chapter E-newsletter. See specifics under communications.

Friday

  • Send Upcoming Events Email to membership-at-large. See specifics under communications.

Every MonthRecurring Tasks

  • Prepare agendas for Board and Executive Committee meetings andother committee meetings as appropriate. Send the agendas to the President for review 2 weeks prior to the meeting. Send out the agendas with all handouts, including financial records, one week prior to the meeting.
  • Request that the CPA Assistant update the financial records in Quick Books and download to include with the agenda at least 10 days prior to the meetings.
  • Compile the Executive Director’s Activity Report for inclusion with the Board agenda.
  • Attend Board and Executive Committee meetings and follow up as appropriate.
  • Send new member letters and welcome packets after the 1st of every month.
  • Submit expenses to Treasurer and CPA Assistant at least monthly for reimbursement.
  • Develop bi-weekly Chapter E-newsletter. See specifics under communications.
  • Publicize Chapter events via Email to membership-at-large. See specifics under communications.

MonthlyRecurring Tasks

January

  • Complete and file the Annual Conflict of Interest Statement with the current year President for the previous year.
  • Update President’s Message, Chapter Leadership, Sponsor and Committee pages as soon as possible on the web site.
  • Finalize the agenda and venue details for the Annual Board Retreat.
  • Attend the Annual Board Retreat and follow up.
  • Finalize the agenda and venue details for the All Day MCLE and GC Roundtable.
  • Attend the All Day MCLE and GC Roundtable and assist with registration.
  • See specifics under Black & White Ball.

February

  • See specifics under Black & White Ball.

March

  • Finalize all specifics and vendor payment for the Black & White Ball.
  • Attend the Black & White Ball to include supervision of set up the day of the Ball.
  • Assist the beneficiary charity in contacting persons who failed to pay or pick up auction items for the Black & White Ball.

April

  • Book AMN Healthcare for the July Sponsor Appreciation Reception.
  • Begin drafting the Chapter of the Year application and coordinate submission with Chapter President and Immediate Past-President. This is usually due in June.

June

  • Develop Sponsorship Package and present to the Board for approval in July.

July

  • Distribute Sponsorship Package to both existing sponsors and interested parties in July and throughout the year as appropriate.
  • Finalize details with AMN on site catering and order wine and beer from Vons (for delivery to AMN) for the Annual Sponsorship Reception.
  • Attend the Annual Sponsorship Reception.
  • Begin working with MoFo (or current sponsor) on the agenda for the All Day MCE & GC Roundtable. Also work with Breakout Presentation vendors once they have confirmed their sponsorship. Book the venue, historically Hyatt Regency La Jolla.
  • Develop the master calendar and the program calendar for the upcoming year.

August

  • Develop the budget for review by the Chapter Treasurer and CPA Assistant and submission to the Board for approval at the September meeting.

September

  • Finalize the agenda and venue (QUALCOMM) details for the Paralegal Institute.

October

  • Attend the Paralegal Institute and assist with registration.
  • Attend Chapter Administrator Training at the ACC Annual Meeting.

November

  • Prepare the Annual Financial Report and submit to ACC Headquarters after reconciliation by the CPA Assistant.

December

  • Take advantage of downtime to work on web site changes for the following year in the backend including page changes referenced above as well as any following year program dates that are in place.
  • Develop the Board Member Roster for the upcoming year.
  • Assist the Chapter President in planning theJanuary Annual Board Retreat.

Some General Administration Tips