Duties of Executive Committee Officers and Committees
Section 1.1 Executive Committee Roles and Responsibilities:
Elected officers shall assume their responsibilities on September 1 and shall serve for a period of one year.
The following officers and committees are responsible for the activities of the Central West Coast Chapter, as directed by the President, Vice Presidents and/or Board of Directors:
Past Presidents’ Council
The Past Presidents’ Council of the Central West Coast Chapter is composed of all past presidents of the Chapter. Past presidents of other FPRA chapters, who are now members of the Central West Coast Chapter, are also eligible. Past Chapter presidents must be FPRA members either active or retired. The purpose of the CWC Chapter PPC is to act as an advisory group to the current CWC Chapter Board. Any suggestions made by the PPC must be approved by the CWC Chapter Board of Directors prior to implementation. The PPC may take on a project if it is approved by the CWC Chapter Board. The PPC is chaired by a past president. The CWC Chapter Immediate Past President shall serve as the liaison between the PPC and the CWC Board.
Finance
The Vice President of Finance is responsible for the financial recording and fiduciary activities of the Central West Coast Chapter. The VP of Finance will document all expenses and income in QuickBooks and will provide monthly, quarterly and yearly reports as needed or requested by the Board. The VP of Finance will maintain sound financial records and control operating expenses, prepare monthly accounting for the board’s review, which is presented at the monthly board meeting. The report should include receipts, disbursements and current account balances. The VP of Finance works with the President to compile the chapter budget, ensuring that the annual expenses do not exceed the annual income. The VP of Finance must attend chapter programs and functions to assist in registration, recording payments and issuing receipts.
Director of Sponsorships/Fundraising – This committee, which is led by the Director of Sponsorships/Fundraising, is responsible for developing and conducting fund-raising projects in support of various Central West Coast Chapter activities. The committee will also secure sponsorships for all monthly professional development luncheons, as well as one major fundraising event each year.
Membership
The Vice President of Membership supervises the duties and activities of the Membership Committee. He or she insures that all membership applications are properly prepared and channeled to the Board of Directors and to the State Association for acceptance or rejection. This VP also maintains a list of and encourages membership to all prospective members, including PR professionals identified in the media. This committee, under the supervision of the Vice President of Membership, is responsible for the enlargement of the chapter membership by giving encouragement to other qualified persons throughout the area to seek membership in the State Association. The Board of Directors shall also be responsible for stimulating attendance at all chapter meetings and meetings of the State Association.
Website Communications, Media Relations, E-Newsletter And Social Media
The VP of Communications is responsible for being the Editor-in-Chief of the newsletter and manages the development, writing and distribution of monthly member publications. The newsletter will serve as the primary communication link among the organization and is frequently used as a recruiting tool. The VP of Communications must develop an editorial calendar, solicit articles for publication, and coordinate its posting on the website with the Director of Website. Under the supervision of the Vice President of Communications, this committee is responsible for all activities necessary for the publication of a monthly communication tool and all email communication from the chapter using an established electronic software system, emerging communications through social media, website communications and maintenance and media relations. This committee is comprised of:
Director of Website Communications – This committee, under the direction of the Director of Website Communications, is in charge of the chapter website and will maintain and update it at least monthly with new content, professional development opportunities, job postings, chapter information, etc. This committee will also be responsible for photos of events and activities as well as capturing testimonials from members and keynote speakers. A monthly report on website analytics will be provided to the VP of Communications.
Director of Social Media – This committee, under the direction of the Director of Social Media, is responsible for posting relevant and timely content on social media pages related to monthly luncheons, special events, scholarships, state organization information, and community service and fundraising activities. This is in addition to staying abreast of up-and-coming communication trends and topics, facilitating social media outreach including the chapter’s blog, and working with the other communication team-members on projects. A monthly report on social media analytics will be provided to the VP of Communications.
Director of Media Relations– This committee, under the direction of the Director of Media Relations, is responsible for planning strategies to build public awareness of chapter activities through publicity and image building, to achieve greater public knowledge of the objectives and activities of the chapter and State Association. A monthly report will be provided to the VP of Communications, detailing who the release was sent to and who picked it up. Clippings and web links should be included.
Professional Development
Under supervision of the Vice President of Events, this committee is responsible for developing monthly professional development luncheon programs, special events and community service/fundraising opportunities. This committee is comprised of:
Director of Professional Development – This committee, under the direction of the Director of Professional Development, is responsible for developing all regular monthly professional development luncheon programs, creating/printing a program sheet or flyer for all attendees, and seeking and tabulating evaluations of each program that is reported back to the Executive Committee and Board.
Director of Special Events and Community Service – The committee, under the direction of the Director of Special Events/Community Service, is responsible for educational projects and activities of the chapter. It will develop two or more educational events for the professional development of members and area public relations professionals. This committee will determine the need for service and special projects in the chapter and community. Projects are researched and presented to the Board of Directors for approval prior to submitting to membership for approval and support.
Director of Image Awards – The Image Awards Committee, under the direction of the Director of Image Awards, is responsible for activities necessary for hosting an Image Awards competition and recognition program in the chapter’s geographic area of service. The committee will follow all rules established for the Florida Golden Image competition.
Accreditation/Certification
This committee, under the leadership of the Vice President of Accreditation, encourages the membership to pursue accreditation/certification appropriate to their background and experience. Activities in support of the accreditation/certification program developed by the state association will be offered to the members of the Central West Coast Chapter.
Audit Committee
This committee is identified by the President no less than one month before the end of the fiscal year. The committee should include the President-elect/Finance, the President and the Assistant Director of Finance, if there is a current person in this board position, or one other person, with the responsibility of finalizing the budget and selecting an auditing firm. The cost of the audit will be included in the annual budget. The audit will be completed by December 1.
Nominating Committee
This committee is appointed by the President with no less than three months before the State Annual Conference. See Section 4.2 of the CWC Bylaws.
Other Committees
When the chapter finds that other committees are needed for the achievement of special objectives or to carry out current or new goals of the chapter, other committees will be appointed by the President upon the recommendation of the Board of Directors.