Regional Chapter Coordinator London

1. Send an introductory letter to all chapter members.
• Distribute a letter, written by the Chapter President, to introduce the new London 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.
• At the direction of the Board, liaise with key members of the endorsed/associate supplier community to facilitate the flow of information, support events and partner to enhance member value. Represent Landscape Ontario at supplier events.
• Provide a communication conduit between the regional professional and endorsed supplier membership. Attend partner events and functions to represent the London Chapter of Landscape Ontario as identified by the Chapter Board.
• 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; encourage chapter participation as a professional LO member; develop sources for referrals to new and potential members.
3. Assist with coordination of Chapter meetings.
• Make contact with guest speakers and educational opportunities to ensure all logistical requirements are met (with input and support 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 table at the meetings with LO resources such as 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.
4. 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. Attend events and functions to represent the London Chapter of Landscape Ontario as identified by the Chapter Board.
5. 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.
• At the direction of the Board assist with promotional, logistical and administrative tasks to produce networking events (such as golf tournaments or Garden Tour, Home Show, Lifestyle Show, SLOME –show/events day and pre-show/event set up).
• Author activity and progress reports
• Report on all regional chapter activities in a timely manner to the Head Office representative and London Chapter Executive Board.
• Report regularly on progress towards regional chapter objectives set periodically by the London Chapter board.
6. Attend All Board of Directors meetings
• Support minute recording of meetings and submission to LO head office and the London Chapter Board. The meeting minutes to be distributed to board members on a monthly basis.
• 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 2 above.
7. Attend Provincial Membership Team Meetings, Training and Events
• With London Chapter Board approval, attend and participate in meetings as set out by the LO Head office/Membership team to encourage communication, provincial alignment and improved efficiencies. Most meetings will require conference call attendance while training and orientation meetings will require attendance in person at Milton. Attendance is required at Congress annually.
8. 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 two days before a board meeting, whichever is the earliest). This report will be provided to the London Board Staff Liaison, and the Controller and Head Office Chapter Representative. 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.

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 as set out in the retention and recruitment plan.
4. The efficient organization of Chapter events and educational opportunities.
5. The effectiveness of communication with the board of directors, current and potential members and the provincial office.
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.).

• 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 one 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.