Board of Directors Roles
The Board of the Advertising Club of Edmonton is made up of 12 positions. Three of these positions are President, Vice President and Past President; the remaining nine positions are directors of the board. Being a Board Member for the Advertising Club of Edmonton entails varying responsibilities depending on which portfolio you have responsibility for.
It is the responsibility of the incoming President of the Club to assign portfolios to the new directors. Often, individuals will run for the Board with a portfolio in mind. Typically, the President tries to accommodate the matching of Board Director interest to a specific portfolio.
Being an ACE Board Member is a two-year commitment (except for the VP position that is a three-year term including President and Past President). The portfolio assigned to each Board Member may or may not change for the second year of their term.- Universal Roles
- President
- Vice-President
- Treasurer
- Membership Chair
- Communications Chair
- ACE Awards Chair
- Sponsorship Chair
- Advertising Auction / ACE on Display Chair
- Programming Chair
- Student Liaison
- Past President
All members of the Board of Directors have individual tasks, but there are a few items that are universal to all:
All Directors must:
- Attend all board meetings or provide a report to be presented in their absence.
- Attend as many ACE functions as possible.
- Contribute their opinions for the betterment of the Club.
- Fulfill the specific duties of their portfolio.
- Establish and maintain key relationships based on their portfolio.
- Keep organized records of the years’ work to pass along to the next Board Member taking over the portfolio.
- Attend the annual AGM.
NOTE: The board positions below are current roles and duties as they have been reflected in the past few years. The Board positions and roles outlined are subject to change.
In addition to the 11 positions outlined below, there is one additional board member position that floats. It is anticipated that for the 2010-2011 Board, this position will be ACE Awards Co-Chair. The role of this “floater” position has been modified depending on where the President sees gaps to be filled within the mandate for the year.
- Appoint roles for each Director.
- Work with each Director to execute Club mandate, assignments, etc.
- Chair ACE Board meetings.
- Is an ex officio member of all sub-committees with the exception of the nominating committee.
- Promote the Edmonton Advertising Industry to the business community.
- Acts as main point of contact for many partnerships including with other industry associations (e.g., local chapter of GDC, Calgary’s Ad Rodeo, etc.), NABS (National Advertising Benevolent Society) and local post secondary institutions (MacEwan, NAIT, University of Alberta).
- Acts as official spokesperson for ACE.
- Works with Communication Chair to develop general ACE content for the website (e.g., overview of club, club history, board roles, etc.)
- Signatory for all resolutions, along with other board members.
- Assign rotation of Board members to take minutes of Board meetings.
- Keep an up-dated binder of all relevant happenings throughout the year that can be passed down to the next President.
- Sits as Past President for an additional year once presidency is completed.
- Sit as advisor on sub-committees as required.
- Perform duties of President in the absence of President.
- Recruit nominees for election to the Board of Directors prior to the AGM.
- Observe and learn roles of each portfolio in order to prepare for Presidency.
- Assist directors to execute Club mandate, assignments, etc.
- Upon completion of Vice-Presidency, sit for one year as President followed by one year as Past President.
- Upon completion of Vice Presidency, sits for one year as President followed by one year as Past President.
Treasurer (combined with Membership in 2009/10)
- Supervises and approves the finances of the Club.
- Reviews and approves budgets submitted by Board members.
- Prepares and sends invoices.
- Processes payments of expenses and deposits cheques.
- Reports to Board on monthly financial statement and delivers year-end financial report at AGM.
- Checks Club post office box on a regular basis.
- Files Society Annual Return with Alberta Registries.
- Submits all necessary documentation with insurer(s).
- Processes financial transactions for membership and student membership applications, along with Membership and Student Liaison Chairs.
- Liaises with other portfolios as needed.
- Pays quarterly GST payments to Canada Revenue Agency.
- Meets with bookkeeper on a monthly basis and delivers bank statements and copies of all invoices/receipts and related documents.
- Files annual tax return.
- Coordinates annual audit (review engagement - not a full audit).
- Processes all payments in a timely fashion.
- Keeps Board accountable for spending by ensuring budgets are maintained. Manages and maintains website payments
Membership Chair (combined with Student Liaison in 2009/10)
- Champion member recruitment, retention and renewal strategies.
- Process membership applications once the Treasurer receives payment.
- Provide reminder notices to delinquent members.
- Budget control of all membership related activities.
- Update membership database.
- Creates content for and is responsible for Membership section of ACE website.
- Coordinate Marketing Magazine renewals.
- Head up production and delivery of membership directory, including budget control.
- Promote membership at club events and on website or other forms of communication.
- Develop and send out weekly email updates.
- Promotes the ACE profile in the community and promotes Club events
- Manages ACE website and works with President and various Chairs to create content.
- Sends out regular emails to membership.
- Updates and monitors ACE Facebook page.
- Updates and monitors ACE Twitter feed.
- Writes media releases (coordinating with other Chairs as needed).
- Liaises with Membership Chair and other Chairs as needed.
- Coordinates stationery production as required.
- Coordinates website updates / rebuilds / etc.
- Budget control of all communication related activities.
- Oversees the ACE Awards committee and entire event, including Call for Entries, Marketing/PR, Food/Décor, VIP Reception, Judging, Volunteers, Ticket Sales and Budget.
- Recruits ACE Awards co-chair (if not a designated Board position).
- Recruits ACE Awards committee.
- Works closely with Sponsorship, ACE on Display and other portfolios to execute event and related activities.
- Creates content for and is responsible for ACE Awards section of ACE website.
- Creates content for and is responsible for ACE Awards stand-alone site.
- Acts as official spokesperson for the ACE Awards.
- Solicit and control all sponsorship related activities for ACE Awards, Ad Auction, ACE After Hours, ChristmACE Party and/or any other functions.
- Works with ACE Awards Chair to establish sponsorship budget for ACE Awards.
- Ensures ACE Awards sponsorship budget is met in a timely manner by re-signing sponsors from previous years and soliciting new sponsors.
- Updates the ACE Awards sponsorship packages (with approval from the board).
- Creates content and is responsible for Sponsorship section of ACE website.
- Liaises with other Chairs as needed
Advertising Auction / ACE on Display Chair
- Liaises with ACE Awards, Sponsorship and other Chairs as necessary.
- Recruits and chairs volunteer organizing committees for each event.
- Plans and executes all aspects of both events, including budget control.
- Acts as official spokesperson for the Ad Auction
- Creates content for and is responsible for Ad Auction section of ACE website.
Programming Chair (two Chairs in 2009/10)
- Supervises and promotes professional development and social activities for the Club, which currently include ACE After Hours events, ChristmACE Party, ACE Awards Judges event, ACE Awards VIP Party and all professional development sessions (including all Ad Week events).
- Plans, executes and attends all ACE events.
- Establishes, follows and reconciles budgets for each event.
- Coordinates event ticket sales.
- Liaises with Communication and Membership Chairs for event communications.
- Creates content for and is responsible for Programming (Calendar of Events) section of ACE website. Works with Treasurer to administer related payments.
Student Liaison (combined with Membership Chair in 2009/10)
- Promotes ACE to postsecondary institutions.
- Makes presentations to relevant programs and classes within post secondary institutions.
- Coordinates student mentorship program.
- Champions student membership recruitment.
- Acts as scholarship liaison with post secondary institutions.
- Liaises with Treasurer to coordinate student membership payments.
- Creates content for and is responsible for Student Membership section of ACE website.
- Acts as Board connection to students for ACE volunteer and PD opportunities.
- Liaises with local chapter of GDC for student-focused initiatives, including Speed Mentoring Event and ACE Awards Student Competition.
- Attend all Board meetings.
- Provides advice to the Board.
- Coordinate selection of recipient of the Fellowship Award with other Past Presidents.
