DCF BOARD POSITION DESCRIPTIONS

President

The President sets the tone and direction for the organization during his/her year in office — in order to fulfill the mission and vision of DCF and to provide quality products and services for the members. In order to accomplish that, the President:

Presides over DCF BOD meetings
Leads/facilitates DCF monthly membership meetings.
Sets goals and direction for the DCF in conjunction with the BOD.
Ensures that the by-laws are being followed appropriately.
Oversees the finances of the DCF, in partnership with the treasurer.
Manages the BOD to ensure that board members are doing their jobs (marketing, education, finance, etc.) effectively, in a timely manner and within the budget.
Signs all legal documents (such as the Charter Chapter agreement with the ICF).
Resolves conflicts and complaints from members or board members.
Oversees and works to resolve any industry-wide concerns that could directly affect DCF members, such as the potential for government regulation of coaching in Colorado.
Promotes and upholds the integrity of the coaching industry in the community.
Networks with other professional organizations to advance DCF in Colorado.
Attends ICF Conferences, or, if unable to attend, selects another BOD member to attend.
Liaisons with the ICF and other chapters of the ICF.
Keeps DCF membership informed of the current direction of the ICF.

Estimated time commitment: 20-25 hours per month.

President-Elect

The President-Elect is elected to a one-year term—and then automatically becomes president at the end of that year. The most important duty of the president-elect is to participate in DCF and BOD meetings and events, observe how the DCF works, and learn as much as possible in order to be ready to step up as president. The President-Elect must:

Attend DCF meetings and events.
Attend BOD meetings, participate in discussions, and vote.
Work with the president and BOD members to set goals and plans for the organization.
Assist the president in maintaining connection with the most current direction of the ICF and the coaching industry.
Share (with the president) the role of liaison with the ICF and other charter chapters.
Fill a slate of candidates for the new BOD by the time of the annual elections in April.
Create goals and plans for improving the organization when he/she becomes President.
Coordinates/manages volunteers

Estimated time commitment: 10-12 hours per month.

Education Director

The job of the Education Director for DCF is an important one—to plan, organize and facilitate the organization’s educational programs—presentations, lectures, panel discussions, workshops, and teleclasses. The job can be done solo, or with the help of a committee of volunteers. The specific duties include:

1. Book speakers, presenters or panels (who are not paid) for the nine monthly DCF meetings each year (Jan/Feb/Mar/Apr/May/June/Sept/Oct/Nov). Two of those speakers could also be engaged to do a paid three-hour workshop the morning after the DCF meeting (this would happen twice a year).

2. Book speakers/presenters for three or four DCF-sponsored teleclasses each year.

3. Well in advance of each program, and with the help of the speaker, write up the announcement/promotional material for the DCF website and any email blasts that are going out to the database to promote the program.

4. Organize the logistics and run the educational programs.

Work with the PPA Event Center staff to reserve the Event Center space for DCF’s monthly meetings and workshops.
If the speaker for the month is coming from out of town, the education director—or an education committee member—may need to assist the speaker in his/her travel, lodging arrangements or transportation to the meeting.
Arrive at each DCF meeting by 5:30 pm and make sure the room is set up properly and the audio-visual equipment (if needed) is operating correctly. Coordinate with the on-site PPA Event Center staff person to make sure everything is set up properly.
Communicate with the speaker to make sure that handouts for the presentation are distributed to attendees and the speaker’s book table (if any) it set up.
Introduce the speaker to the audience and thank the speaker at the end of his/her presentation.
Announce the speaker for the next meeting.
Distribute the speaker evaluation forms and collect them at the end of the meeting.

5. Create an education report for each DCF board meeting.

Summarize the results of the previous speaker’s evaluations so that the board can measure how the speaker was received by the audience.
Report on upcoming confirmed speakers—as well as proposed/potential speakers for future meetings, workshops and teleclasses.

Estimated time commitment: 15 hours per month (less if committee members are there to help).

Communications Director

A primary goal of Communications/Marketing is to make DCF's presence better known in our community and to educate and inform the general public of coaching as a profession. This can be done in a variety of ways.

It is up to the Communications Director to provide the BOD with options for a focus for his/her term in office. One year that focus was on getting our website updated and transferred to a new hosting company. As a Board member, you assist as needed (e.g. - help with events). Communications often works closely with both the Membership and Education Directors as sometimes our projects have overlap. (e.g. - make signage of upcoming speakers, putting announcement of our speakers in community publications).

In addition, Communications is responsible for providing the BOD with selection choices for our Member of the Quarter and Member of the Year. The BOD votes and the Communications Director will interview and write-up articles for our website and newsletter.

The Communications Director should work on forming a strong committee to help with marketing projects.

Estimated time involvement:
14 hr/month minimum.
Meetings: 5-6 hrs/month for BOD and DCF meetings.
Projects/communications: 8-10 hrs/month minimum and could be more depending on the projects you take on.

Membership Director

1. Attendance at DCF Board meeting: Prepare a membership plan for the year and a membership report each month for the board, outlining key membership stats for the month—such as number of members in different membership categories, etc. Verify with treasurer and virtual assistant.

2. Attendance at DCF Monthly Meeting.
Prior to meeting purchase snacks for meeting and set them out at meeting. Arrive by 5:30pm to have time to set up before people start arriving for the Special Interest Groups, which start at 6:00pm.

Set up check-in desk:

Lists printed for check-in
Member name badges – in boxes, sorted by first name
Guest name badges and pens
Membership Application forms
Guest forms

Check in members as they arrive:

Highlight their name on Membership listing.
Find their name badge – if missing, make a note of it.

Collect applications:

Verify all required information on application is included and legible, particularly any CC details.
If member is paying by check, write check # on application then put check in envelope for virtual assistant.

Welcome guests:

All guests must fill out a Guest form.
Ensure CC details are legible on form OR collect check and write check number on top of guest form and put check in envelope for virtual assistant.
Ask them to fill out a name tag.

After check-in is complete, provide copies of the following to the Virtual Assistant and distribute to President and Treasurer: Membership Application, guest forms and money paid for membership dues.

3. Write a short membership report for the DCF Newsletter.

Total time involved: approximately 15 hours a month

Secretary

Organizations are required by law and by custom to maintain certain records for several purposes, including:
• accurate recollection of decisions
• determination of eligibility to vote
• continuity of policies and practices
• accountability of directors and officers

OVERVIEW:
The Secretary is responsible for attending all Board meetings and ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how, and by whom the board's business was conducted. In order to fulfill these responsibilities, the Secretary records minutes of meetings, ensures their accuracy and availability, and proposes policies and practices.

SPECIFIC DUTIES:
The Secretary is responsible for ensuring that accurate minutes of meetings are taken and approved. Minutes should include at a minimum:
• date, time, location of meeting
• list of those present and absent
• list of action items discussed
• list of reports presented (include in binder along with that month’s minutes)
• text of motions presented and description of their disposition

After the Board meeting, prepare notes for distribution to each Board member for their review and approval. Make any changes as needed. The Secretary ensures that each month’s copy of the minutes is saved on DCF’s website. (The Virtual Office Manager does this after you email her the approved minutes). Put a copy of the approved minutes along with any department reports in the binder for DCF’s records. Email a copy of the previous month’s minutes to each Board member a day or two before the upcoming Board meeting so that everyone can review what was discussed last month and complete any action items before the next meeting. The Secretary ensures that the records of the organization are maintained as required by law and made available when required by authorized persons. These records may include founding documents, (i.e. articles of incorporation), lists of directors, board meeting minutes, financial reports, and other official records. These are kept in the binders which you will hold on to during your position as Secretary. The Secretary ensures that an up-to-date copy of the bylaws is available as needed. Make changes to the bylaws as decided by voting members of the Board, have them uploaded to DCF’s website, and put a copy in the binder.

The Secretary participates in Board meetings as a voting member.

TIME REQUIREMENTS:
The amount of time it takes to drive to and from the meeting as well as the length of the meeting will vary each month depending on where you decide as a group to meet and how much time is needed to cover the agenda. A typical meeting usually lasts close to 2 hours. Typing up the minutes each month and then distributing them to each member via email takes about an hour. Emailing the approved minutes to the Virtual Office Manager each month takes a minute. Putting each month’s reports and minutes in the binder takes a few minutes.

Treasurer

The job of the Treasurer for the DCF is to hold responsibility for the money, taxes, bookkeeping and accounting, government compliance and reporting, financial tracking and reporting, bank accounts, paying the bills, credit card processing, and any other activities or responsibilities involving money and finances and related reporting and compliance for the organization.

Estimated time involvement:  25 hr/month minimum:   Meetings: 5-7 hours/month for BOD, DCF and related meetings. Bookkeeping, Accounting, Compliance and Reporting: 12-15 hours/month. Communicating, coordinating, and resolving financial and money issues with vendors, members, banks, suppliers, other board members, etc. 8-12 hours/month.

Past President

The Past President acts as an advisor and voice of experience to the Board of Directors and the current President for a one-year term. Duties include:

Attend Board of Director meetings
Attend monthly membership meetings
Fill in for President when the President and President-Elect are absent
Run the annual elections for new officers at the April meeting

Estimated time commitment: 10-12 hours per month.

If interested in serving on the DCF Board, please send an email to info@denvercoach.com