Apra-NY Board Role Descriptions

Board Role: President 

Charge/Responsibility: 

In accordance with established bylaws, policies and procedures, the President will serve as a member of 

the Executive Board of Apra-NY. The president provides executive leadership, direction and support 

to the strategic planning effort, meeting and communicating regularly with both internal and external 

constituents. 

Term of Service: 

The President is elected bi-annually, by a majority vote of the membership to serve for a term of two years. Upon the completion of their term of service, the President will deliver to their successor all pertinent materials for which they are responsible. 

Duties: 

The duties of the President may include but are not limited to: 

Independently: 

• Preside at Board meetings, and participate as a voting member 
• Ensure that Board Members have the information they need to make informed decisions 
• Maintain contact with committee chairs, helping them to stay on track and monitoring whether they need any additional support 
• Enforce adherence to the Chapter’s By-laws and assure the integrity of the Board process 
• Ensure that all new Board members get a proper orientation to the Board through access to International’s Chapter Leaders materials 
• Submit our total active membership, board roster, a financial statement, and our nonprofit tax status to APRA International each year 
• Oversee the delegation of responsibilities, making sure that they are spread out equitably among the 
• Board Members Organize the Board committees, appoint committee chairs and ensure that all are properly served by Board Members 
• Represent the Chapter at public functions and before public bodies 
• Prepare, in consultation with the Secretary, the agendas for the Board meetings 
• Review financial reports and advise the Board of these reports and any necessary actions by the Board. This includes monitoring the bank accounts of the chapter to maintain financial checks and balances 
• Work with the and Secretary to submit tax forms for the chapter to both IL Secretary of State and IRS to meet the May deadline 

With Director of Programs: 

• Coordinate the planning of the chapter’s activities for the year ahead and plans for the Chapter's future. In this capacity, the President is responsible for ensuring that an ongoing planning process exists for the Chapter 

With Director of Membership: 

• Coordinate the recruitment of volunteers for each committee and board positions 
• Monitor member benefits and sponsorship opportunities 

With Director of Website/Social Media: 

• Help maintain the chapter’s online accounts including WildApricot, LinkedIn, Facebook, Twitter, GoDaddy, etc. 
• Communicate with the membership on a regular basis  

Time Commitment: 

The estimated time commitment for the President is approximately ten to twelve hours per month. This 

time commitment may vary based on the frequency of membership events, special circumstances, etc. 

Confidentiality: As a member of the Apra-NY Board of Directors, the President shall consider all 

Board and Committee discussions to be confidential and shall abide by APRA’s Conflict of Interest 

Policy. 

Eligibility: 

Board membership is open to any Apra-NY chapter member who meets all the following criteria: 

• A member of good standing of Apra-NY for at least one full year prior to the election
• The President of Apra-NY must be a member in good standing of Apra International 
• Currently serve as a director or officer of Apra-NY 

 

Board Role: Vice President 

Charge/Responsibility: 

In accordance with established bylaws, policies and procedures, the Vice President will serve as a 

member of the Executive Board of Apra-NY, chief advisor to the President, assisting the President in 

coordinating Apra-NY activities. The Vice President agrees to be available for consultation by the 

Board President and other Board Members on an as-needed basis. This may include meetings with 

vendors for negotiation of contracts and ad hoc meetings with small groups of board members in person 

or by telephone or email. Most tasks are accomplished via email and telephone. In the event that the 

President requiresassistance with or is unable to coordinate or lead Apra-NY activities such as a board 

meeting, the Vice President is responsible for ensuring Apra-NY’s continuity. 

Term of Service: 

The Vice President is elected bi-annually, by a slate vote of the executive board and approved by the Membership to serve for a term of two years.  

Duties: 

The duties of the Vice President may include but are not limited to: 

• Partner with the Director of Programs in the planning and executing of committee business and in the event of a vacancy of the Director position, serves as the Director until filled 
• Assist the President in recruiting committed Apra-NY members to serve on committees 
• Participate in Board meetings as a voting member 
• Ensure that records are available when required for reports, elections, referenda, other votes, etc. 
• Receives and reviews general ledger and bank statements monthly 
• Ensure that an up-to-date copy of the bylaws is available at all meetings 
• Ensure that proper notification is given of Directors' and Members' meetings as specified in the bylaws
•  In the absence of the President, the Vice President may call meetings to order, presiding until a new president is elected 
  

Time Commitment: 

The estimated time commitment for the Vice President is approximately one to five hours per month. This time commitment may vary based on the frequency of membership events, special circumstances, etc. 

Confidentiality:  

As a member of the Apra-NY Board of Directors, the Vice President shall consider 

all Board and Committee discussions to be confidential and shall abide by APRA’s Conflict of Interest 

Policy. 

Eligibility: 

Board membership is open to any Apra-NY chapter member who meets all the following criteria: 

• Spends a portion of their professional duties devoted to prospect development
• A member of good standing of Apra-NY for at least one full year prior to the election 
• The Vice President of Apra-NY must be a member in good standing of APRA International 
• Currently serve as a director of officer of Apra-NY 

 

Board Role: Secretary 

Charge/Responsibility: 

In accordance with established bylaws, policies and procedures, the Secretary will serve as a member of 

the Executive Board of Apra-NY. They manage the general correspondence of the Board of Directors. 

Apra-NY is required by law 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 

The Secretary is responsible for 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. The Secretary records minutes of meetings, ensures their accuracy, and 

availability, proposes policies and practices, submits various reports to the board, maintains membership 

records, and performs other duties as the need arises and/or as defined in the By Laws. 


Term of Service: 

The Secretary is elected bi-annually, by a slate vote of the board, to be 

approved by the Membership and serve for a term of two years. Upon the completion of their term of 

service, the Secretary will deliver to their successor all pertinent materials for which they are responsible. 


Duties: 

The duties of the Secretary may include but are not limited to: 

Before a Meeting 

• Consult with President and other Officers of the Board on order of the business of the meeting and setting the agenda in advance of the meeting
• Schedule and sending notice of scheduled meeting along with the agenda 
• Circulate copies of minutes and any papers to be discussed, any reports or information requested at the last meeting. 

At the Meeting 

• Ensure that accurate minutes are taken, approved by a vote of the Board, and a copy maintained in the corporate records 
• Ensure that the records of the organization are maintained as required by law and made available when required by authorized persons. Records include articles of incorporation, lists of officers, Board and committee meeting minutes financial reports, and other official records 
• Ensure that official records are maintained of members of the organization and Board and that these records are available when required for reports, elections, referenda, other votes, etc. 
• Ensure that an up-to-date copy of the Chapter’s By-laws are available at all meetings 
• Ensure that proper notification is given of Directors' and Members' meetings as specified in the bylaws 
• Participate in Board meetings as a voting member. In absence of President and Vice President, the Secretary may call meeting to order, presiding until a new President is elected. 
• Ensure that documents necessary to maintain the corporation are filed 
  

Time Commitment:  

The estimated time commitment for the Secretary is approximately two to five hours per month, including time spent on calls with the Executive Committee and the Board of Directors. Additional time commitments include those related to annually scheduled Board of Directors meetings, strategic planning sessions, and the APRA Annual International Conference. Confidentiality: As a member of the Apra-NY Board of Directors and Executive Board, the Secretary shall consider all Board and Committee discussions to be confidential and shall abide by APRA’s Conflict of Interest Policy. 

Eligibility: 

Board membership is open to any Apra-NY chapter member who meets all the following criteria: 

• Spends a portion of his or her professional duties devoted to prospect development
• A member of good standing of Apra-NY for at least one full year prior to the election
• The Secretary of Apra-NY must be a member in good standing of APRA International
• Currently serve as a director or officer of Apra-NY 

 

Board Role: Director of Programs 

Charge/Responsibility: 

In accordance with established bylaws, policies and procedures, the Director of Programs will serve as a member of the Board of Apra-NY and as chair of the Programs Committee. The Director of Programs serves as the leader in the planning and execution of events for Apra-NY. The Director organizes and leads Programs Committee meetings and delivers Committee reports to the Apra-NY Board. While the Director is the lead of the Programs Committee, he or she must work in collaboration with the President on high level decisions affecting the budget, contracts, and decisions that need Executive Board approval. 

Term of Service: 

The Director of Programs is an elected member of the Apra-NY Board of Directors and is appointed by the Apra-NY Executive Committee.  The Director of Programs will serve a 2-yearterm and can continue as long as willing to serve and is an elected member of the board of directors. Upon the completion of their term of service, the Director will deliver to their successor all pertinent materials for which they are responsible. 

Duties: 

The duties of the Director of Programs may include but are not limited to: 

• Plan and lead regular Committee meetings. Agendas will be sent out with suitable time for discussion to committee members prior to monthly meeting 
• Delegate committee duties to members such as note-taking and event logistics 
• Plan professional and social events for the Membership of Apra-NY. This includes event content, speakers, volunteers, venue, etc. 
• Attend and manage events
• Partner with Membership Committee to recruit new and current members to host events and to participate in committee activities 
• Communicate regularly with the Apra-NY Board and participate in Board meetings as a voting member 
• Perform other duties as may be assigned by the President and/or Board of Directors 
  

Time Commitment: 

The estimated time commitment for the Director of Programs is approximately five to ten hours per month. This time commitment may vary based on the frequency of membership events, special circumstances, etc. 

Confidentiality:
As a member of the Apra-NY Board of Directors, the Director of Programs shall consider all Board and committee discussions to be confidential and shall abide by APRA’s Conflict of Interest Policy. 

Eligibility: 

Board membership is open to any Apra-NY Chapter member who meets all the following criteria: 

• Spends a portion of his or her professional duties devoted to prospect development 
• Is a member of good standing of Apra-NY for at least one full year prior to election 

 

Board Role: Director of Membership 

Charge/Responsibility:  

In accordance with established bylaws, policies and procedures, the Director of Membership will serve as a member of the Board of Apra-NY and as chair of the Membership Committee. The Director of Membership is responsible for membership retention and satisfaction, and new member acquisition for Apra-NY. 

Term of Service: 

The Director of Membership is an elected member of the Apra-NY Board of Directors, and is appointed by the Apra-NY Executive Committee.  The Director of Membership will serve a 2 year term, and can continue as long as willing to serve and is an elected member of the board of directors. Upon the completion of their term of service, the Director will deliver to their successor all pertinent materials for which they are responsible. 

Duties: 

The duties of the Director of Membership may include but are not limited to: 

• Monitor membership email account as well as general email account for issues related to membership status, renewal, etc. 
• Prepare and run regular Committee meetings as needed. Agendas will be sent out with suitable time for discussion to committee members prior to meeting 
• Development and implementation of comprehensive strategy for membership retention and growth, including recruitment and satisfaction efforts, mail campaigns, promotional materials, and results analysis in accordance with the Apra-NY Board goals 
• Identification of groups of prospective members and the development of outreach approaches 
• Research of member needs and subsequent membership strategy modifications based on analysis 
• Management of renewal, new member, and recruitment communications, including welcome letters, reminder letters, etc. 
• Communicate regularly with the Apra-NY Board and participate in Board meetings as a voting member 
• Perform other duties as may be assigned by the President and/or Board of Directors 
  

Time Commitment: 

The estimated time commitment for the Director of Membership is approximately five to ten hours per month. This time commitment may vary based on the frequency of membership events, special circumstances, etc. 

Confidentiality: 

As a member of the Apra-NY Board of Directors, the Director of Membership shall consider all Board and committee discussions to be confidential and shall abide by APRA’s Conflict of Interest Policy. 

Eligibility: 

Board membership is open to any Apra-NY Chapter member who meets all the following criteria: 

• Spends a portion of his or her professional duties devoted to prospect development 
• Is a member of good standing of Apra-NY for at least one full year prior to election 
  
  

Board Role: Director of Website/Social Media 

Charge/Responsibility:  

In accordance with established bylaws, policies and procedures, the Director of Website/Social Media will serve as a member of the Board of Apra-NY. The Director of Website/Social Media is a co-leader with the President, Vice President, and Directors of Programs and Membership in the planning and execution of marketing for Apra-NY events, programs, and membership drives. Apra-NY is driven by membership, and therefore makes a point to interact regularly with our online community. The Director organizes and leads Marketing Committee meetings and delivers marketing reports to the Apra-NY Board. 

Term of Service:  

 The Director of Website/Social Media is an elected member of the Apra-NY Board of Directors, and is appointed by the Apra-NY Executive Committee. The Director of Website/Social Media will serve a 2 year term, and can continue as long as willing to serve and is an elected member of the board of directors. Upon the completion of their term of service, the Director will deliver to their successor all pertinent materials for which they are responsible. 

Duties:  

The duties of the Director of Website/Social Media may include but are not limited to: 

• Will prepare and run regular Committee meetings as needed. Agendas will be sent out with suitable time for discussion to committee members prior to meeting 
• Work with other board members and volunteers to manage the development of a social media strategy and marketing materials for events, programs, and membership drives 
• Delegate committee duties to members such as blog writing, social media presence, graphic design, and the generation of new marketing ideas 
• Maintains the look and “voice” of the Apra-NY website. Helps teach others how to utilize the site so that external messaging is consistent 
• Creates templates for presentations, emails, letterhead, and other items as needed 
• Leads the organization, design, and distribution of marketing as needed with the President 
• Proposes ideas for events, programming, and campaigns that increase the presence and voice of Apra-NY in coordination with the Director of Programs and the Director of Membership 
• Attends and markets events. Provides and makes it easy for board members and volunteers to share information regarding upcoming events and campaigns 
• Partners with Membership Committee to recruit new and current members to volunteer to utilize social media during and between events, as well as volunteers that have an interest in blog writing and/or design 
• Communicate regularly with the Apra-NY Board and participate in Board meetings as a voting member 
• Perform other duties as may be assigned by the President and/or Board of Directors 
  
  

Time Commitment: 

The estimated time commitment for the Director of Website/Social Media is approximately five to ten hours per month. This time commitment may vary based on the frequency of membership events, special circumstances, etc. 

Confidentiality: 

As a member of the Apra-NY Board of Directors, the Director of Website/Social Media shall consider all Board and Committee discussions to be confidential and shall abide by APRA’s Conflict of Interest Policy. 

Eligibility: 

Board membership is open to any Apra-NY chapter member who meets all following criteria: 

• Spends a portion of his or her professional duties devoted to prospect development 
• Is a member of good standing of Apra-NY for at least one full year prior to election.