• Community Service
  • Represent committees at monthly Board meetings. Provide updates to Board on current events and future plans.
  • Hold meetings with or for committee heads as needed.
  • Attend community efforts as determined by the committee.
  • Coordinate with Communications  to publish information on the chapter website about Community Relations events and activities.

• Committee Recruitment and Support
  • Assist committee heads in recruiting members and in succession planning.
  • Serve in a leadership role by providing focus and resources for committee heads when needed.
  • Serve as a liaison between the volunteer ASTD members and the community organization receiving the service. 

• Board Member Responsibilities
  • Participate in annual retreat to collaborate on strategic goals and budget for the year.
  • Manage the community relations portion of the budget and stay within 5% of projected budget.
  • As part of chapter leadership, meet and document Chapter Operating Requirements (CORE).
  • Assist President Elect in recruiting successor and train incoming VP Community Relations.
  • Attend monthly board meetings prepared with completed prework and report of functional area for the month.
  • Attend monthly chapter meetings.

• Strong communication skills both written and verbal.
• Good project management skills and organizational skills.
• Demonstrated ability to recruit and retain volunteers.
• Demonstrates strong teambuilding and leadership skills.
• Member of National ASTD.

• CORE Requirements
  • Ensure that Chapter Operating Requirements for fiscal responsibility are met by organizing an annual financial review (or more frequently as circumstances dictate) by the 
  • Financial Review Committee. Reports financial audit to the Board within two months of audit completion.
  • Organize the Financial Review Committee, consisting of the President-elect, at least three current chapter members who have not served on the board in the last two years. The VP of Finance is not eligible to serve on the Financial Review Committee but provides the committee and/or independent auditor with all and all records necessary to complete a review of Chapter finances.
  • A full audit conducted by a Certified Public Accountant is mandated every [2] years, and may be undertaken more frequently, if warranted. See CORE guidelines for specifics.
  • Ensure that audit results are published on Chapter web no later than 90 days following fiscal term.

• Operations
  • Collect Chapter mail from the Middle Tennessee ASTD mailbox at least bi-monthly.
  • Pay Chapter bills within three weeks of receiving invoice. Reimburse Board and Chapter members within three weeks of receipt of expense.
  • Bring any expense items in question to President and/or Board within one month of receipt.
  • Deposit membership and Chapter meeting checks monthly.
  • Reconcile Chapter bank accounts, CDs, monthly.
  • Report all expenses and income to Board on a monthly basis, providing a summary report of actual versus budget.

• Board Member Responsibilities
  • Participate in annual retreat to collaborate on strategic goals and budget for the year.
  • Create annual budget based on each area’s projected operations budget.
  • Manage the budget and provide monthly financial reports (P&L, Balance Sheet, etc.) to Board with current status and variance percent/amount.
  • As part of chapter leadership, meet and document Chapter Operating Requirements (CORE).
  • Assist President Elect in recruiting successor and train incoming VP Finance.
  • Attend monthly Board meetings prepared with completed prework and report of functional area for the month.
  • Attend monthly Chapter meetings and receive any monies for the program from guests, completing receipts. If unable to attend a designee should be appointed to carryout this duty.

• Fundamental knowledge of finance.
• Demonstrated attention to detail
• Basic accounting skills ideal.
• Proficiency in the use of Quicken
• Spreadsheet, preferably Excel, expertise required.
• Proven organizational skills needed.
• Member of National ASTD

• Communicate to the chapter membership timely and clear information regarding, chapter news and activities. Provide membership with a source for personal and professional learning and development.
• Market and promote ASTD Chapter benefits to individuals and corporations in the Middle Tennessee area for the purpose of growing the membership and providing a strong support network for the training and development community.

• Review professional publications, solicit chapter membership for professional contributions, and network with other ASTD Chapters and professional organizations to select appropriate information for membership development via the chapter website. 
• Survey chapter membership, corporate sponsors, and other stakeholders periodically to determine areas of interest in Training/HR/OD for website content (i.e. online newsletter). Participate in the biannual Membership Survey to identify member satisfaction and needs.
• Develop collateral marketing pieces. Collaborate and coordinate with committees to publish information on chapter website.
• Submit monthly to local media publications chapter meeting announcements and special events and coordinate efforts to promote chapter special events in collaboration with the VP of Programs.
• Provide a point-of-contact for various print and electronic media outlets; act as coordinator of information on HR/OD and Training trends, activities, methodologies and models.
• Provide communication support to board members in creating and distributing internal and external chapter information, not to include program information. 
• Develop and implement a comprehensive communication and marketing plan that will include marketing and communication goals, timelines, activities, and responsible persons to reflect changing needs in the chapter.
• Forecast and manage the budget for chapter communication and marketing activities. 
• Assist with and support chapter activities to achieve and maintain CORE requirements.
• Coordinate volunteer activities related to Chapter communication and marketing efforts.
• Promote Chapter benefits and activities to area university students it the attempt to develop a ASTD Student Chapter. 
• Recruit and train incoming VP Communications and Marketing.

• Strong communication skills both written and verbal.
• Ability to stay current on Training and HR/OD trends and topics.
• Good project management skills.
• Demonstrates strong teambuilding and leadership skills.
• Active in the Training/HR/OD profession.
• Manage priorities to insure regular attendance of Board Meetings and chapter events.
• Member of National ASTD

• Recruit new individual and corporate members to meet membership target set by the board
• Respond to prospective member inquiries
• Maintain membership database on Cvent working with data from National and local join/renewals
  • Download the monthly Chapter billing service reports
  • Bring membership applications for the registration table at monthly meetings
  • Responsible for greeting attendees who wish to join or renew membership at meetings
  • Ensure all monies collected for membership are sent to the VP of Finance using the Expense and Income Voucher.
  • Update Cvent with membership information
  • Notify National of all membership information updates
• Maintain prospect, guest, and inactive member databases on Cvent to assist in growing the membership
• Track new, renewed, and expired memberships and report to board monthly 
• Receive new membership applications from Web, brochure, or other sources and forward to others
• Chapter Billing Service at National ASTD All board members 
• Respond with welcome letter to all new members
• Conduct new member orientation at least twice a year
• Forecast and manage the budget for chapter membership activities
• Assist with and support chapter activities to achieve and maintain CORE requirements. 

• Strong communication skills
• Good project management skills
• Knowledge of elemental database functions
• Active in Training/HR/OD profession
• Manage priorities to insure regular attendance at Board Meetings and Chapter events.
• Member of National ASTD

• Support President and Board
  • Fill in when the President and President-Elect are not available. Generally, this duty is limited to chairing a board meeting or serving as the welcoming officer at monthly chapter meetings.
  • Be available to President and board members who have questions about their roles and responsibilities.
  • Assist with responsibilities for any board vacancies until the vacancy has been filled.

• CORE
  • Work with the President and board members to ensure that the Chapter stays current on all Chapter Operating Requirements.
  • Craft annual report, based on chapter’s achievements, and have it posted on the Chapter web site.

•  Chapter Networking
  • Represent chapter with other ASTD chapters. 
  • Contact other regional chapters to attract attendance to Middle Tennessee events and coordinate publicity for other chapter events within our geographical region.

• Board Orientation
  • Create/Update the board orientation notebook to include: job description, new member orientation outline, task list and timeline for each position.
  • Facilitate board orientation in early January

• Supporting the President
  • Succeeds the President upon resignation, incapacity, or death of President.
  • Acts for the President in her/his absence by presiding over board meetings, making introductions at Chapter functions, organizing the board agenda and following up on Chapter business as needed.
  • Works with President to facilitate annual board retreat to develop strategic goals for functional areas using needs assessment/satisfaction survey and CORE requirements.
  • Assists other VP functional areas as needed, and as able, serves as an informal member for that area. 
  • Carries out assignments as identified in the annual plan.

• Assessing Needs

Takes lead in developing, administering, compiling and communicating chapter needs assessment (chapter must be assessed biannually), ensuring that chapter addresses member needs and that CORE requirements set down by National ASTD are met.

• Succession Planning
  • Serves as central point person for volunteers for committees. Initiates volunteer drive at least once a year, gathers names of volunteers at Chapter meetings, and contacts all new members who indicated interest in committee work.
  • Maintains volunteer listing and regularly sends list to all board members. Follows up at monthly board meetings to ensure that volunteers have been contacted.
  • Plans for succession of officers by forming and chairing nominating committee of at least five members, including the Past President, one Director and two members in good standing who are not currently serving in elected positions.
  • Along with other Nominating committee members, contacts current and potential board candidates to develop a well-rounded slate of candidates for consideration.

• Board Member Responsibilities
  • Participate in annual retreat to collaborate on strategic goals and budget for the year.
  • Assist in managing chapter budget and stay within 5% of projected budget.
  • As part of chapter leadership, meet and document Chapter Operating Requirements (CORE).
  • Attend monthly board meetings prepared with completed prework and report of functional area for the month.
  • Attend monthly chapter meetings.
  • Be a member of National ASTD (discounted membership available).

• Previous board experience highly desirable; ASTD board experience preferred.
• Demonstrated experience in building and retaining a volunteer base.
• Experience in strategic planning, budgeting, or project management essential. Prefer expertise in all three areas.
• Skilled in interpersonal relations, including verbal communication, diplomacy, conflict resolution, and problem solving. 
• HRD, OD, Performance Consulting or Improvement experience or education required.
• Current National ASTD membership required.
• Availability to attend monthly board meetings and chapter functions.

• Leads Strategic Planning
  • Facilitates a strategic planning retreat to develop Chapter goals for the Annual Plan.
  • Communicates Annual Plan and budget to members.
  • Establishes projects to achieve strategic goals.
  • Monitors the projects to keep on track for achieving the goals. 

• CORE
  • Completes CORE assessment report for national ASTD.
  • Monitors Chapter compliance with CORE and works with the Board to maintain compliance.

• Mentor Board Members
  • Mentors and trains President Elect.
  • Is available to Board members who have questions about their roles and responsibilities.
  • Supports Board members with difficulties and recognizes special accomplishments.

•  Facilitate Board Meetings
  • Develops agenda for monthly board meetings and facilitate discussion. If unable to attend, requests another Board member to facilitate discussion. Gets materials and information to Board members before the board meeting.
  • Distributes information from ASTD National.

• Host Chapter Meetings
  • Welcomes new members and makes announcements at monthly program meetings. If unable to attend, requests another Board member to host meeting.
  • Networks with attendees.

• Represent Chapter
  • Represents Chapter at functions requiring ASTD presence. If unable to attend, requests another Board member to represent the chapter.
  • Serves as Chapter Contact with ASTD National. 
  • Answers all inquiries from prospective members quickly and warmly. 

• Plan December Board Meeting

Plans the December Board meeting as a festive occasion for board members to celebrate the year, network, and learn more about each other.

• Plan December Program Meeting
  • Appoints committee for Golden Torch Awards by September.
  • In conjunction with the VP of Programs, develops the program to thank the outgoing Board for their service, report achievements to the membership, and recognize award winners. 
  • Gets gifts for Board members.

• Previous board experience highly desirable; ASTD board experience preferred.
• Demonstrated experience in building and retaining a volunteer base.
• Experience in strategic planning, budgeting, or project management essential. Prefer expertise in all three areas.
• HRD, OD, Performance Consulting or Improvement experience or education required. 
• Current National ASTD membership required.
• Availability to attend monthly board meetings and chapter functions.
• Skilled in interpersonal relations, including: verbal communication, diplomacy, conflict resolution, and problem-solving.

• Program Planning
  • Develop Program goals to address chapter needs assessment and to meet annual strategic goals.
  • Select monthly program topics to meet the Program goals.
  • Identify potential speakers for topics and present to board for buy in.

• Program Implementation
  • Contact speakers and book for specific date:
  • Give the speaker or facilitator pertinent information about the chapter, the membership, and their interests. 
  • Request bio for introduction.
  • Communicate ASTD Middle Tennessee speaker requirements (no selling allowed, interactive in nature, etc)
  • Select a location for the meeting. Use locations that charge room rent only when alternatives are not available or when space and locations create limitations
  • Make arrangements with the host of the meeting to provide refreshments, generally soft drinks, water, fruit and cookies. This is often provided at no charge to ASTD, but can be reimbursed through the chapter.
  • Send invoices in a timely manner to the VP of Finance for payment or reimbursement
  • Provide program information ( Program topic and outline, speaker bio, time, date and location, and any charge) to the Communications Committee at least three weeks before each meeting date.
  • Purchase appropriate thank you gifts for the speakers and present them at the end of the meeting.
  • Distribute program evaluations at the end of each program and have a committee member tabulate the results.
  • Create meeting notices and announcments on Cvent
  • Maintain calendar of future meeting dates on Cvent

• Board Member Responsibilities
  • Participate in annual retreat to collaborate on strategic goals and budget for the year.
  • Oversee management of the chapter budget and stay within 5% of projected budget.
  • As part of chapter leadership, meet and document Chapter Operating Requirements (CORE).
  • Assist President Elect in recruiting board members and train incoming President.
  • Attend monthly board meetings prepared with completed prework and report of functional area for the month.
  • Attend monthly chapter meetings.

• Follow up
  • Send speaker a thank you note, along with summary of evaluation.
  • Attend monthly board meeting and report on future programs and past evaluations. 

• Previous experience in an ASTD leadership role, either in a Board Position, as a committee member, or in volunteering for a chapter initiative
• Experience in planning and coordinating training or workshops highly desirable.
• Excellent organizational skills, project planning capabilities and ability to juggle multiple tasks essential.
• Current National ASTD membership required.
• Availability to attend monthly board meetings and chapter functions.
• Skilled in interpersonal relations, including: verbal communication, diplomacy, conflict resolution, and problem-solving.

• Board Meetings
  • Take notes of all discussions and actions at the Board meeting; make a record of who is absent/present.
  • Type the notes in report form; designate ACTION ITEMS according to Board members who must take an action and report at the next meeting. Mail/E-Mail minutes to Board members within 10 days after the Board meeting, including any materials that were handed out at the meeting for those who were absent; enclose any materials that any Board members want distributed for study before the next Board meeting. 
  • If Administrative VP has to miss a meeting, contact another Board member to take Minutes/Notes and mail them to you for writing and processing.

• Supplies
  • Maintain adequate supply of current Chapter Membership brochures and order as necessary.
  • Maintain adequate supply of current National Membership brochures and order as necessary.
  • Maintain and provide supplies for the registration table (name badges, pens, change for guest fees etc.)
  • Order and store other supplies as necessary such as paper for printing, envelopes and promotional items. 

• Maintenance of Archives

Store minutes from previous 3 years’ meetings for historical purposes.

• Communicate with Chapter

Point of contact for inquiries about chapter

• Monitor chapter email
  • Provide information requested or redirect request
  • Maintain form letters for new members, prospects, lapsed memberships, inactive members, corporate memberships, and any others deemed necessary. Provide these to board members as needed or send out upon request.
  • Send out special notices and other communications requested by a board member through Cvent and USPS. 

• Web Maintenance
  • Responsible for posting information to the website that does not fall under the responsibility of other board members. (For example, job listings, Golden Torch awards,Resources, community events, etc.)
  • Ensures that these articles, spotlights, announcements, etc. are posted to the Website on a timely basis. Work with VP of Communications and other board members to obtain information.   

• Monthly Chapter Meetings

1. Attend all chapter meetings.
2. Print name badges from Cvent the day of the meeting
3. Bring name badges, sign in sheet, markers and pens, and change
4. Arrive a half an hour early to set up sign-in table and resource table.
5. Greet attendees, direct them to sign in, give out name badges
6. Assist treasurer in receiving any monies for program, completing receipts
7. Assist membership in collecting membership dues 

• Other duties as needed
  • Attend annual retreat for board members and assist in preparation of any materials
  • Assist with and support chapter activities to achieve and maintain CORE requirements.

• Command of written English; good writing skills
• Proficient with Microsoft Word and Internet applications
• Interest in HRD or related field, marketing, or human resources preferred
• Manage priorities to insure regular attendance at Board Meetings and Chapter events.
• Member of National ASTD