Job Description Georgian Lakelands Regional Chapter Coordinator

Landscape Ontario – Georgian Lakelands Chapter

1. To co-ordinate and ensure prompt, effective communications with members of the regional green industry as it relates to both current and potential members of Landscape Ontario. This will involve regular assessment to ensure enquiries are directed to the appropriate individual(s) within the Chapter or Head Office
2. To plan and organize chapter events as directed by the board
3. To facilitate communications with regional education organizations to establish strong relationships
4. To assist with logistics for regional green industry educational events (in conjunction with Head Office staff)
5. To assist with logistics at regional chapter activities
6. To provide administrative assistance to implement the aligned provincial priorities.

Details:

1. Send an introductory letter to all chapter members.

• Distribute a letter, written by the Chapter President, to introduce the new Georgian Lakelands Regional Chapter Coordinator to the members
• Provide the logistics to ensure promotion of upcoming regional and provincial events as directed by the Chapter Board
• Provide contact information for local and provincial board and staff representatives.

2. Facilitate Chapter Member communication and prospect for new members

• communicate via email or telephone with current and potential members to ensure prompt, effective, replies to all day-to-day communications
• maintain current and accurate member contact information



Execute a New Membership Plan as designed and directed by the Board that will:

• highlight, explain and answer questions regarding key LO membership benefits.
• solicit suggestions and ideas regarding professional concerns.
• supply information regarding the communication and educational resources available to the members.
• recruit new members throughout the season.
• encourage chapter participation as a professional LO member.
• develop sources for referrals to new and potential members.
• Assist with co-ordination of Chapter meetings.
• Make contact with guest speakers to ensure all logistical requirements are met (with input from Head office and board members)
• Order meeting supplies and services as well as book event locations
• Coordinate with head office to advertise and promote Chapter meetings well in-advance of the event; greet meeting attendees and record contact information
• Set up a small display board at the meetings with information, handouts, member business cards, resumes etc.
• Take meeting minutes and distribute to board members as required
• After the meeting, follow up with members regarding any items/comments they may have.
• Assist with logistical tasks as required to help organize and promote educational and social events

• At the direction of the Board assist in organizing and promoting educational events including the IPM Symposium
• At the direction of the Board assist with promotional, logistical and administrative tasks to produce networking events

• Attend All Board of Directors meetings.
• Take minutes of the meeting to be submitted to LO head office and members of the Board. The meeting minutes to be distributed to board members in a timely fashion.
• Be prepared to assist Board of Directors with information and follow-up for agenda items
• Record the addition of new business items to the agenda as directed by the Board Chair
• Advise the board, as the information is available, regarding any action items, membership concerns, and items that the Chapter Rep may be aware of, as set out in Section 7.
• Liaise with local educational institutions

At the direction of the Board liaise with key members of the educational community to facilitate the flow of information.

Provide a communication conduit between the regional professional membership and students and faculty.

• Author activity and progress reports

Report on all regional chapter activities in a timely manner to the regional chapter boards and the provincial board to specifications set by these boards.

Report regularly on progress towards regional chapter objectives set periodically by the local chapter boards.

• Report and Control Staff hours

• Provide a summary report of monthly staff hours, in a format to be determined by the Board, by the end of the first week of each month (or a minimum 2 days before a board meeting, whichever is the earliest). This report will be provided to the Board Staff Liaison. The summary will be broken down by activity and will be structured to help monitor hours spent and ensure activities remain within budget for the year.

Summary – the Georgian Lakelands regional chapter coordinator will play a valuable role in assisting the Chapter with logistical tasks associated with administration , coordination, public relations, education, new member recruitment and events.

1. The ability to complete the logistical and organizational tasks needed to produce effective Chapter events using the resources and volunteers available
2. The ability to assist the board in recruiting member volunteers at chapter events
3. The ability to meet the targets set by the boards of directors for new member recruitment
4. The efficient organization of Chapter events and educational opportunities
5. The effectiveness of communication with the board of directors, current and potential members.
6. The quality, accuracy and timeliness of reporting to the board of directors.

Note: All references to “communication duties” refer to having oversight of the local communications function. The details might be executed by provincial staff. (Magazines, brochures, emails, e-news etc)

Addendum: Policy Re Chapter Staff Relationship with Home Office

The purpose of this policy is to provide clarity with respect to the work and accountability structure of a chapter staff member.
General Principles


• All association activity is governed by prioritized strategic plans.
  
  (It is never possible to complete the job of improving and advancing an industry therefore prioritization is always necessary)
• The role of chapters is to establish local member priorities and to filter, prioritize and communicate priorities with all other chapters in order to maximize resources, effectiveness and team work across the Province.
• This procedure is used to develop integrated and aligned provincial priorities. The process represents a “grass roots”, democratic and member-driven accountability model and it ensures that the main priorities of the chapters are aligned with the Province.
• Under traditional governance models the Provincial Board has 1 staff member (executive director) who is responsible and accountable for a team dedicated to implementing the vision, mission and prioritized strategic direction of the board.
• In the Landscape Ontario chapter staff model 50% of the chapter staff activities must align with the strategic direction of the Provincial Board (and is accountable to Provincial staff) and 50% is governed by the Chapter Board in the pursuit of local priorities, sustainability and financial capacity.
• The role of chapter staff is to implement both the main priorities as well as chapter priorities on a 50/50 basis.


Dealing with Conflicts

• In the event of conflicts between chapter and provincial priorities (which theoretically should not happen) the 50/50 model of accountability will be used.
• Chapter boards have the opportunity to request special funding for extra work.

Contact Sally Harvey at sharvey@landscapeontario.com. Deadline for applications is Nov. 17/ 2010.