Executive Roles and Responsibilities

The following describes the roles and responsibilities of the Executive of IPMS London.

Overview

Together, the members of the Executive (officers) are responsible for the operation and administration of the club to the satisfaction of the membership.

All officers must have a good knowledge of the club operations as well as the roles of the various officeholders. They should be involved with and informed about the activities, events and financial position of the club.

The President is responsible for the decision making of the club – routine decisions and strategic decisions. Other officers are responsible to advise the President on decision making. (Routine decisions are those required for the day-to-day management of the club’s affairs. Strategic decisions are those that affect future operations, finances or membership of the club and will be ratified by a vote of the club members.)

Some of the specific duties outlined below can be distributed amongst the officers based on skill sets, availability, and personal interests so long as they are performed to the satisfaction of the membership. That said, there must be a minimum of 3 officers of the club as the bank accounts require 3 signing authorities of which 2 must sign for the withdrawal of funds.

The Chapter President and Chapter Liaison Officer must be current members of IPMS Canada. (The club will pay 50% of the IPMS Canada membership fee for those holding these positions.)

President

The President is responsible for the overall running of the club and acts as the club’s meeting convener, spokesperson and representative.

The following are duties which the President typically performs:

  • Ensure that the officeholders complete all tasks they are assigned to the satisfaction of the membership.
  • Direct the club’s strategic planning and the execution of the strategic plan.
  • Act as the primary public relations person.
  • Arrange meeting space and establish a meeting schedule.
  • Set meeting agendas, arrange for guest speakers, and chair club meetings.
  • Establish the biennial model show committee and represent the Executive’s interests as a member of the committee.

Secretary

The Secretary is responsible for assisting the other officers in the running of the club and is charged with managing the club’s records.

The following are duties which the Secretary typically performs:

  • With the President, ensure that the officeholders complete all tasks they are assigned to the satisfaction of the members of the club.
  • Advise the President in setting the strategic direction of the club and assist in the execution of the strategic plan.
  • Chair club meetings In the absence of the President.
  • Keep a register of the members of the club.
  • Keep a record of correspondence to and from the club.
  • Issue e-mail or other notices to the club members as necessary.
  • Ensure all new members are integrated with the club.

Treasurer

The Treasurer is responsible for assisting the other officers in the running of the club and is charged with managing the club’s finances.

The following are duties which the Treasurer is typically expected to perform:

  • With the President, ensure that the officeholders complete all tasks they are assigned to the satisfaction of the members of the club.
  • Advise the President in setting the strategic direction of the club and assist in the execution of the strategic plan.
  • Chair club meetings in the absence of the President and Secretary.
  • Receive all monies on behalf of the club and deposit them to the club’s account. Prepare and issue cheques or other payments to settle debts of the club. Keep a set of books open for the inspection of the members and make a financial report to the membership quarterly.

Chapter Liaison Officer

The Chapter Liaison Officer is responsible for assisting the other officers of the Executive in the running of the club. They are charged with representing the club to other chapters of IPMS and for informing the members of the club of activities of other clubs that may interest the membership.

The following are duties which the Liaison Officer typically performs:

  • With the President, ensure that the officeholders complete all tasks they are assigned to the satisfaction of the members of the club.
  • Advise the President in setting the strategic direction of the club and assist in the execution of the strategic plan.
  • Chair club meetings in the absence of the President, Secretary, and Treasurer.
  • Inform the other members of the Executive regarding correspondence with other clubs or IPMS Canada.
  • Visit the IPMS Liaison page on the IPMS Canada website. Keep the section on IPMS London up to date with current contact information.
  • Respond to requests from other clubs or IPMS Canada.

Support for the Executive

There are certain duties which may be delegated by the Executive to others where specialized knowledge is required. Examples would include:

  • Website Technical Support
  • Website Publishing
  • Manage Social Media Accounts
  • Audio/Visual Support
  • Outreach
  • Marketing

Those performing support services may be called upon to assist the Executive in decision making where their expert knowledge is of value.