JCI London Council Benefits, Roles & Responsibilities

Transcription

1 JCI LONDON COUNCIL The role of the JCI London Council is to run the chamber in a professional and businesslike manner, in accordance with the mission and vision of JCI. BENEFITS TO DIRECTORS JCI business cards JCI director pin Invitations to exclusive London Chamber of Commerce & Industry (LCCI) events Opportunity to help shape the future of our organisation Gaining CV enhancing skills, e.g. leadership, project management, business management Working with a team of energetic, ambitious people, in which life-long friendships are often formed ADDITIONAL RESPONSIBILITIES/BENEFITS FOR THE PRESIDENT Attendance of JCI UK National Council meetings Sit on the LCCI council Invited to give a speech at the Belgian National Convention as part of the Stains Memorial Contribution towards travel costs to national and international events where representing the chamber Become a freeman of the City of London FOR ALL DIRECTORS Contribute to the development of the business plan Attend monthly council meetings Fill in activity reports prior to monthly meetings Attend at least one networking Thursdays event per quarter Attend open evenings Ensure project reports are filled in after major projects/events (within one month where possible). May be delegated to a deputy/pm if appropriate. Publish articles on major events/projects Send names of event attendees to membership director (within one week of event if possible). May be delegated to a deputy/pm if appropriate. Promote JCI mission and value, answer member queries and encourage potential members to join Identify and train a successor for the following year Appropriate plan representing all areas of opportunity will be developed To discuss and make decisions on the running of the chamber with other directors These ensure a record is kept of activities, passes important information between directors and means less time is wasted during meetings on day-to-day activities so we can concentrate on strategic issues These are one of the key ways to attract new members to the chamber in general and your area of responsibility and to let existing members know how they can become active These are one of the key ways to attract new members to the chamber in general and your area of responsibility To promote knowledge transfer, share successes and learning outcomes and make filling in national award forms easier To promote chamber activities and show members who did not come what they missed out on To allow us to track member activities and follow up with potential members Council directors are expected to be ambassadors to the chamber Maximise knowledge transfer

2 PRESIDENT To develop and oversee the strategic and day-to-day management of JCI London. The President is the public face of the chamber attending the key national and international events. Day to day direction and management of JCI London - ensure mission and values are well known and used Represent and vote on behalf of JCI London s best interests at JCI UK national meetings To prepare a business plan and budget Communicating with members by , newsletters and at events Overseeing the planning and organisation of all major events and projects in the chamber Mentor to less experienced members and helping them reach their full potential Liaising with JCI alumni and senators, JCI (council) members from other chambers and the national board Organising knowledge transfer to Deputy President and future council members Attend LCCI council meetings Attend Stains Memorial Represent JCIL externally, including meetings with sponsors, patrons, and speakers Chair monthly council meetings Ensure the chamber is lead and managed appropriately To ensure the views and interests of the chamber are represented and protected on the national level Ensure JCIL is run in a professional and business-like manner To enhance the visibility, brand and reputation of JCIL Members receiving value for money through appropriate, high-quality, professionally-run events which will enhance the reputation of the chamber Inspire other members, maintain an active membership base and ensure future members prepared to run the chamber Maintain relationships locally and nationally with important friends and supporters of the chamber, so ideas and best practice are shared wherever possible. Continuity and knowledge transfer to ensure the future viability and success of the chamber Maintain relationships with one of our most important patrons Maintain international relationships To promote JCIL and secure future funding/benefits Guide the council on how to best run the chamber

3 DEPUTY PRESIDENT Supporting the President and Directors in implementing their plans. Responsible for preparing and succession planning for the following year. Be the deputy of the President, be present at events if the President is unable to be there Support the President in his/her activities Manage and follow up Awards submissions Plan and prepare next year s council until election of next year s Local President at the AGM Plan transfer of knowledge and activities for next year s chamber Supervise/support management of JCI events Track 100% efficiency Apply for European Academy and attend if a place is secured Prepare vision, business plan, budget for following year Update council tool book Help to organise past presidents/senators event Get to know other DPs from local chambers Contribute to bi-weekly newsletter Ensure the chamber is properly represented at important events Help relieve pressure on President where necessary and facilitate learning and knowledge transfer for following year as President Ensures JCIL activities and members are appropriately represented and recognised on a national level Future of chamber secure via team to run it the following year Maximise continuity, efficiency and sharing of information/best practice Members receiving value for money through appropriate, high-quality, professionally-run events which will enhance the reputation of the chamber Guide the council on how to achieve JCI best practice standards and ensure JCIL is recognised for this nationally Acquisition of suitable leadership skills to lead the chamber and council the following year Ensure JCIL is run in a professional and business-like manner Support council in daily activities, ensuring have the appropriate knowledge to fulfil their roles Promote learning from the past/knowledge transfer Facilitate good working relationships and sharing of best practice the following year Promotion/profile raising as candidate for next year s presidency

4 FINANCE DIRECTOR/TREASURER/COMPANY SECRETARY Responsible for administering day to day finances and long-term financial planning, to ensure the financial interests of the chamber are protected and managed in an appropriate way to secure the future success and financial viability of the chamber. Annual budgeting with President Preparation and completion of accounts Liaison with JCI UK and membership director with regards to membership fees Support directors on project book-keeping Maintaining relationship with external advisors Manage the chamber s investments Ensure all monies are banked promptly and all invoices are paid on time Ensure up to date financial information is available, in a manner that council members understand Co-ordinating grant applications Administer council expenses Ensure chamber is run in financially-viable manner Responsibility to members to show how money spent/invested Make sure correct capitations are paid, so chamber has appropriate funds to finance its activities Events run in profitable way, members learn finance skills Ability to call on advisors for support beyond chamber expertise Funds invested in most appropriate manner to maximise value for members Protect the reputation of the chamber Responsibility to the council and members to have a transparent system Secure funding to invest in the chamber Council members who have spent their own money running events/activities should be reimbursed in a timely manner

5 SECRETARY GENERAL Responsible for overseeing the completion of all council administration Constitutional oversight Compile and distribute agenda for council meetings Compile and distribute minutes from council meetings Collate spreadsheet of director activity reports for council meetings Transfer of knowledge: responsible for central depository for council documents Post event descriptions provided by directors on JCIL website/eventbrite/facebook/asw etc Respond to/direct general enquiries from members/potential members Check council running activities in constitutional manner Maximise efficiency of council meetings Directors clear on actions on which they should follow up Maximise efficiency of council meetings and facilitate information sharing between directors Maximise knowledge transfer and continuity Assist directors with promotion and administration of events Members receive a prompt and professional response

6 MEMBERSHIP DIRECTOR To promote membership to potential members so the chamber grows and maintain a database of members so profile of members and activities can be tracked. Maintain membership database - information on new/potential/past members Respond to queries from potential members Liaise with JCI UK admin/finance directors re membership numbers/queries Send welcome /new member welcome pack to all new members Remind members about membership renewal Ask for feedback/reasons for members leaving Update new member welcome pack Organise open evenings Allow chamber to track member activity Potential members receive the information they require and see JCIL as a professionally-run organisation Make sure correct capitations are paid, so chamber has appropriate funds to finance its activities Members feel welcome, receive useful information about the organisation and know how to become active/are likely to become more engaged Maintain membership numbers To learn from mistakes, improve membership experience for members, ensure future growth Ensure members are getting up-to-date and appropriate information which will best represent the chamber Attract new members and grow the chamber

7 STRATEGIC PARTNERSHIP DIRECTOR Responsible for the development of external relationships with strategic partners, resulting in mutual gain to JCI London and the partner Identify and make contact with potential partners and sponsors (local and regional companies, service providers, senators, professional organisations, development and training organisations, student organisations) Support the president in maintaining and developing JCI London s existing relations with London Chamber of Commerce & Industry Maintain and develop JCI London s relations with existing partners (Canary Wharf, Starbucks etc) Make sure sponsors and partners are recognized by JCI London in marketing material and through other benefits Create template sponsor agreements Explore the option of chamber card agreements Gain high profile partners, monetary or benefits in kind or attract new members to the chamber. Ensure continuity of this relationship as important for JCI London to be able to continue to use LCCI offices for events. Ensure continuity of relationships from which JCI London can benefit The chamber would like to be able to give something back to its partners and this will also help to ensure their ongoing support For ease of use, continuity and professionalism To provide maximum benefits for JCI London members

8 MARKETING DIRECTOR Responsible for the marketing of the chamber, oversee the development of a marketing and PR strategy and the provision of marketing materials and merchandise. Develop and execute JCI London marketing strategy through any media available; networking, media, online. Develop marketing material Develop social media marketing strategy, incorporate the JCI website into the strategy Make sure all project teams and council members are up to date on marketing strategies, where to market events, and have the material they need Find partners and sponsors for marketing materials Create a budget for marketing materials Promote JCI London in the media Research and look at potential PR opportunities for JCI London in published materials, radio and TV Investigate potential corporate gifts Encourage common branding Issue press releases/database of media contacts Promotion of JCI London to help attract new members and sponsors Good-looking marketing materials show the chamber is professionally-run Social media is one of the best ways to promote the chamber and its activities and has been successful at attracting new members So JCI London has a well-attended programme of events contributing to the attraction of new members to the chamber To help pay for the cost of the materials, so the chamber remains financially stable Ensure that materials are cost-efficient Enhance the reputation and visibility of the chamber and its activities Enhance the reputation and visibility of the chamber and its activities To reward partners, sponsors and members and promote the chamber when these are seen by other people So that a consistent and professional image is maintained Assist directors with promotion of events and activities leading to increased visibility of the chamber and attraction of new members and partners

9 BUSINESS DIRECTOR To organise a programme of business events and projects, overseeing and mentoring their project leaders for the activities during the year. Collect ideas for new events and develop event schedule Plan, organise and market events Contact existing and new business partners, use the network of other (council) members Create networking opportunities for JCI members and companies and corporations in Greater London Allocate roles and responsibilities to team members, especially concerning the organisation on the day Ensure the chamber has a fresh, relevant and varied business programme So JCI London has a well-organised and well-attended programme of events contributing to the attraction of new members to the chamber Develop partnerships for the benefit of the chamber and its members For the mutual benefit of both members and partner companies Ensure events are high quality and professionally run and that team members learn and grow

10 TRAINING DIRECTOR To organise a programme of training events and projects, overseeing and mentoring their project leaders for the activities during the year. To initiate and oversee a programme of personal development events for the Chamber over the course of a calendar year To build relationships with potential training contacts both within and outside the Chamber To attend and ensure the smooth running of training events during the calendar (e.g. confirm venue bookings, introducing and thanking speakers/trainers, purchasing refreshments) Help to identify possible competitors for national and international public speaking and debating competitions Promote national and international training events (and help to organise if in London) Ensure the chamber has a fresh, relevant and varied training programme Develop partnerships for the benefit of the chamber and its members So JCI London has a well-organised and well-attended programme of events contributing to the attraction of new members to the chamber Encourage members to develop their skills and enhance the reputation of JCI London as a leading chamber for public speaking and debating training For the benefit of members and the vitality of the chamber as members are more likely to stay members after attending national and international events

11 INTERNATIONAL DIRECTOR To promote and organise where relevant a programme of international events and projects, overseeing and mentoring their project leaders for the activities during the year. Promotion of JCI International Events to members Liaison with international event organisers and travel coordination (world conference, European conference, KHT etc) Liaise with National International Director re JCI London attendance at international events Maintaining existing international relationships as well as identifying and responding to queries about new relationships Managing JCI London s twinning relationships (major European capitals) Managing the international project team for JCI London Organisation of international events in London (twinning weekends, World Language Day, etc) Promoting JCI s international aspect, partners and activities International networking on behalf of JCI London For the benefit of members and the vitality of the chamber as members are more likely to stay members after attending national and international events To make it as easy as possible for members to gain information about and attend international events Assist national promotion and co-ordination of events and help JCI London members connect with the national organisation and members from other chambers To maintain and enhance JCI London s reputation as probably the most international and internationally wellconnected chamber in the world To promote the sharing of best practice and friendships across international boundaries Provide development opportunities and mentoring for JCI London members interested in the international area of opportunity So JCI London has a well-organised and well-attended programme of events contributing to the attraction of new members to the chamber To maintain and enhance JCI London s reputation as probably the most international and internationally wellconnected chamber in the world Enhancing JCI London s reputation

12 COMMUNITY DIRECTOR To organise a programme of community events and projects, overseeing and mentoring their project leaders for the activities during the year. Responsible for making sure JCI has an appropriate number and balance of interesting community events over the year Internally and externally promote the Community part of JCI Liaise with external organisations/people in order to identify/arrange joint events Attend and lead community project meetings Prepare budget/event management plans for events Identify, appoint and mentor project managers Ensure the chamber has a fresh, relevant and varied community programme So JCI London has a well-organised and well-attended programme of events contributing to the attraction of new members to the chamber For the mutual benefit of the chamber, its members and the partner organisations Ensure events are high quality and professionally run and that team members learn and grow Ensure events are high quality, professionally run and as profitable as possible Contribute to the personal development of team members

13 SOCIAL DIRECTOR To organise a programme of social events and projects, overseeing and mentoring their project leaders for the activities during the year. Develop JCI London s social strategy making sure it is interesting, fun and innovative in accordance with the strategic intent of JCI London Marketing of social events Liaison with the other directors of JCI London Organise JCI London s annual social events Annual Dinner Christmas Dinner Summer Cocktails/Picnic Organise Networking Thursdays, ensuring promotional materials are available Ensure the chamber has a fresh, relevant and varied social programme So JCI London has a well-organised and well-attended programme of events contributing to the attraction of new members to the chamber Sharing ideas and contacts so that social events are well attended and interesting to JCI London members These are large events and very important within the calendar. They provide excellent opportunities to promote the chamber and its activities to potential members and sponsors. They re also fun! Attract new members and grow the chamber. Give existing members a chance to network and find out how they can become active in the chamber.

14 IMMEDIATE PAST PRESIDENT The role of the Immediate Past President (IPP) is to be a mentor to the President and offer support and advice to the council. It is the only non-elected position.