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Board Position Descriptions
All Officer and Committee Chair Descriptions
(PDF)
Chair | Chair-Elect |
Past Chair | Secretary | Treasurer |
Alumni/Community
Events Chair |
Community
Liaison Chair
Curriculum Chair |
Placement | Program | Publications | Recruitment |
Social Chair
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Oversee planning of all Mesa
Leadership meetings and activities and be reasonably involved to assure
overall success. This includes meeting, class and event dates,
times, locations and agendas.
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Be in charge of all Mesa
Leadership
Board, Executive Council and Alumni meetings. Make sure that
meeting agendas are followed, Robert's Rules are abided by and
decorum occurs.
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Ensure that Mesa Leadership's
Governing Rules, Policies and Procedures are followed.
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Guarantee that the
organization adheres to Mesa Leadership's Mission and Goals.
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Appoint chairpersons for all
standing or ad hoc committees.
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Recommend board vacancy
appointments for approval by the Board.
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Manage the preparation of an
Annual Report to be accepted by the Board and by the General
Membership at each Annual Meeting.
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Represent Mesa Leadership as a
member of the Mesa Chamber Commerce Board of Directors and
attend their monthly meetings.
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Act as Mesa Leadership's
spokesperson and community representative.
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Solicit sponsorships for
classes and events.
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Voting member of the Mesa
Leadership
Executive Council.
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Write monthly column for Mesa
Chamber newsletter
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Write thank-you notes to
class sponsors.
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Perform other duties assigned
by the Board.
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Chair-Elect
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Assume Mesa Leadership leadership in
the absence of the Chair.
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Work closely with the Chair
on an on-going basis to ease taking over his/her duties when
needed.
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Oversee all Committee Chairs
and support their committee functions as required.
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Coordinate all aspects of the
Mesa Leadership May Class Graduation and Annual meeting.
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Maintain good rapport with
Mesa Leadership's alumni.
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Manage all aspects of the
Mesa Leadership alumni program planning, implementation and associated
duties.
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Keep alumni correspondence
list updated.
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Is the apparent person to
serve as the next year's Chair.
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Voting member of the Mesa
Leadership
Executive Council.
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Perform other duties assigned
by the Board.
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Past Chair
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Served as Mesa Leadership Chair for
the previous year.
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Perofrm Organizational Review
in an advisory capacity.
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Voting member of the MLeadership
Executive Council.
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Perform other duties as
assigned by the Board.
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Secretary
- Document all meeting minutes and maintain
accurate records of all actions taken by Mesa Leadership's Executive
Council, the Board and the Beneral Membership.
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Send draft meeting minutes out no later than one
week after the meeting occurs and request
additions/changes feedback within a specified time
period.
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Keep the minutes of all Mesa Leadership meetings in
books proper for that purpose and in a place
accessible to the general membership.
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Send out the monthly board meeting notice to all
board members one week prior to the meeting
requesting inputs to the meeting agenda and
requesting written activity reports.
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Provide the official meeting agenda for all board
meetings.
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Make sure all meeting notices are duly given in
accordance with the provisions of the Governing Rules and board
policies.
- Be custodian of all the organization’s records
except those assigned to other officers and
Committee Chairs and make the records accessible to
the general membership.
- Send copies of all approved Mesa
Leadership Board and
Executive Council meeting minutes and amended Mesa
Leadership documents to the Mesa Chamber Foundation
representative.
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Voting member of the Mesa Leadership Executive Council.
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Perform other duties assigned by the Board.
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Treasurer
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Custodian of all funds and materials of the
organization pertaining to the office.
- Assist the Chamber Foundation in collecting dues and
tuitions.
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Direct the Chamber Foundation in issuing
reimbursement to Board Members from Association
funds only as authorized by the Annual Budget and
approved by the Mesa Leadership Board.
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Review all submitted scholarship applications to the
approved Mesa Leadership criteria and send out recommendation to
the Executive Council for their answer to approve or /not
approve the application. Notify the applicant of the
decision.
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Send an acknowledgement e-mail to applicants when
their tuition payment has been received and copy all
Board members.
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Give a financial report at each meeting, as needed,
of the Executive Council, Board of Directors, and
the General Membership.
- Prepare an Annual Financial Report to be approved by
the Board and accepted by the General Membership at
each Alumni Meeting.
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Utilize financial tracking software (QuickBooks,
etc.) to accurately record all financial
transactions.
- Prepare reimbursement form for Board member monthly
expenditures based on the Treasurer’s reimbursement
deadline and payment procedure.
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Reconcile each month’s transactions and submit to
the Chamber Foundation representative.
- Give a monthly report of the successful
reconciliation to a Chair appointed Board member to
verify and ensure completeness and accuracy.
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Provide a monthly report to each Board member
detailing updated annual spending and the available
unspent amount within that member’s budget.
- Perform a budget analysis beginning on the first day
of the fiscal reporting period and complete the
budget to be approved by the Board at the first
meeting of the fiscal year.
- Highlight specific transaction or spending concerns
at each board meeting for discussion and resolution.
- At the end of the fiscal year, transfer all year-end
financial records to the incoming Treasurer and send
copies of the transferred records to both the
incoming Chair and the Mesa Chamber Foundation
representative.
- Create any financial reports (year-end, etc.) as
requested by the Mesa Chamber Business in Education
Foundation.
- Voting member of the MESA
Leadership Executive Council.
- Perform other duties assigned by the Board.
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Alumni/Community
Events Chair
- At the beginning
of the fiscal year, develop a proposed list of
community and/or alumni events and present it to
the Board for their review.
- After the Board
approves an event, put together a schedule and
budget.
- Recruit alumni
to serve on the event committee.
- Oversee the
entire event accomplishment process by working
closely with the Board, Mesa Chamber Foundation
and event committee.
- Perform other
duties assigned by the Board.
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Community Liaison Chair
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Arrange for and coordinate all class tours.
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Identify a tour leader for each tour and provide
leader with a sign-in list and group tour evaluation
form.
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Use the previous year’s tour schedule as a guide,
initiate tour contacts and bookings.
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Coordinate with the Curriculum Chair to develop
tours related to upcoming class topics.
- Work closely with the Curriculum Chair and Program
Chair to assure excellent communications are given
to class members requiring all tours and events
scheduled, who signed up for tours, tour leader
assignment and tour reporting requirement.
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Send e-mail notification of all tours/events to all
class members and Board of Directors.
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Send out reminder e-mail notification to class
members signed up for a particular tour and disclose
who the tour leader is.
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Prior to tour, send a list of names attending the
tour to the tour host.
- Verify ride-a-long contacts and preferred procedure
with police, fire, code compliance and park ranger
departments at the beginning of the class year.
Assist class members as needed in arranging their
ride-a-longs. Mesa Police Department requires a
copy of the class roster to schedule their
ride-a-longs.
- Provide an updated list of non-profit boards (from
the Placement Chair) to class members to assist
their decision in attending non-profit board
meetings.
- Create an updated list of possible shadowing
opportunities for class members to evaluate. Each
class member will make the appointment with the
person they choose to shadow. If members are having
difficulties in this area, they will contact the
Community Liaison Chair for help.
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Perform other duties assigned by the Board.
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Curriculum Chair
(2)
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Key link between the Mesa Leadership Class and the
Board.
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Send a welcome letter to each class member after
receiving Treasurer’s notification that
tuition payment has been received.
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Put together official Mesa Leadership informational
notebook for each class member and distribute at
first class.
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Structure monthly class topics and publish the
annual class calendar prior to the first class
meeting.
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Organize the monthly class agenda and arrange
for appropriate speakers and meeting locations.
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Lead the monthly class meetings.
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Have on-going contact with the Program and
Community Liaison Chairs to assure class
requirements, tours and appropriate points are
communicated accurately.
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Work closely with the Social Chair on monthly
class food requirements.
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Provide monthly program evaluation surveys from
the class to the Board.
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Send thank-you cards to speakers.
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Perform other duties assigned by the Board.
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Placement
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Communicate volunteer openings on City of Mesa
Advisory Boards/Committees and Non-Profit Boards
to class members and alumni.
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Assist interested Mesa Leadership members in applying
for positions.
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Update and publish Non-Profit Board information
and meeting schedules.
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Announce any Mesa Leadership appointments to boards or
committees.
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Write articles for the Mesa Leadership newsletters,
Mesa Leadership web site and Mesa Chamber of Commerce
newsletters.
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Distribute updated Alumni Directories to
non-profits.
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Present class member community service
opportunities at one of the class meetings.
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Perform other duties assigned by the Board.
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Program
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Collect, track and publish points earned by
class members.
- Work closely with the Curriculum Chair and
Community Liaison Chair to assure excellent
communications are given to class members on
number of the points allocated per activity,
points reporting method and total points
required to graduate.
- Establish method and procedures on how class
members report their participation in class
tours, event tours, non-profit board reports and
shadowing reports.
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Publish monthly spread sheet on class point
accumulation.
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Alert the Board of possible problems with class
members acquiring necessary points to graduate.
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Perform other duties assigned by the Board.
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Publications
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In charge of creating and publishing Mesa
Leadership’s
Newsletter.
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Determine frequency of newsletter publication
with the Board’s concurrence.
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Request written Mesa Leadership articles from all Board
members, alumni and the class, and edit articles
before incorporating into the final newsletter.
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Establish deadlines needed for newsletter
articles and send out reminders to the Board.
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E-mail copies of the newsletter to current
paid-up Mesa Leadership alumni, the Mesa Chamber and
the current class. Send the newsletter via
regular mail to those people without e-mail.
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Provide articles to other publications as
required (e.g., Mesa Chamber, East Valley
Tribune, and Arizona Republic).
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Assist in providing layout and printing for all
Mesa Leadership’s social, event and graduation
invitations.
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Provide pertinent informational copy for Mesa
Leadership’s web site.
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Perform other duties assigned by the Board.
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Recruitment
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Recruit class members for the next Mesa
Leadership
Class.
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Prepare and gain Mesa Leadership Board’s ratification
of the annual recruitment plan.
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Review and update the Mesa Leadership application form.
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Obtain neighborhood leaders list from Mesa’s
Neighborhood Services.
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Manage Mesa Leadership class marketing and public
relation activities.
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Attend community group meetings, with
permission, to solicit interest in Mesa
Leadership.
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Communicate the solicitation of class members
through the Mesa Chamber, various businesses and
individuals.
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Write recruitment articles to appear in
newspapers, newsletters and other publications.
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Schedule a Recruitment Open House 4 to 6 weeks
prior to the application deadline.
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Schedule and organize the interviewing of
potential class members.
- Notify applicants in writing whether they have
been accepted or not accepted into the class and
the deadline to submit their tuition payment to
the Chamber Foundation.
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Provide scholarship applications to those
candidates requesting them. Instruct them to
send completed forms to the Mesa Leadership Treasurer
by a specific deadline for review.
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Announce next year’s successful Mesa Leadership class members.
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Perform other duties assigned by the Board.
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Social
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Arrange for and provide food, beverages and
snacks for all monthly class meetings.
Breakfast and lunch are typically supplied.
Dinner is only offered at the first meeting in
August.
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Plan annual social(s) and any other Mesa
Leadership
events as requested by the Board.
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Arrange for and provide food for all social
events and any other Mesa Leadership meetings and
events as needed.
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Frequently communicate with the Chair and
Curriculum Chair(s) regarding class meeting
locations, food requirements, sponsorships, etc.
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Contact caterers and restaurants and arrange for
menus and food delivery.
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Shop at various stores for items not provided by
caterers or restaurants.
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Set up attractive food displays for classes or
meetings when not done by a contracted caterer
or restaurant.
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Make sure cleanup service is provided after
classes and meetings.
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Give an accurate accounting of all food/beverage
expenditures to furnish class sponsors and the
Treasurer for reimbursement.
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Write thank you notes to all class sponsors.
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Perform other duties assigned by the Board.
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