Board of Directors Recruitment Process

ASTD-TCC Nomination Committee Page 1

ASTD-TCC Board of Directors Recruitment Process

Recruiting new talent for the ASTD-TCC Board of Directors is critical to ensuring we have a strong leadership team

serving ASTD-TCC’s vibrant workplace learning community. The Recruitment process consists of three phases:

Roles and Responsibilities

There are several key roles involved in the recruitment and selection process.

Role Description of Role

Current Year Past President Primary Owner of recruitment process, and will gather

nominations, applications, and set up the interview process.

Provide membership with information about how/when to apply,

and what positions are open via Spectrum/website/Social Media.

Past President will oversee Nomination Committee and present

the slate of candidates to the Board for approval. May participate

in some interviews of potential candidates. Will communicate

voting period to membership, as well as posting election results.

Current Year Executive Committee Recommendations for upcoming President Elect. Also will have

final approval on candidates. Will participate in some interviews

of potential candidates.

Current Year Board of Directors Responsible for identifying potential successors and asking those

potential candidates to apply for a role. Provide committees with

information about how/when to apply, and what positions are

open. May participate in some interviews of potential candidates.

Before

• Determine open positions

• Review role descriptions for accuracy

• Form Nominating Committee to recruit, select, and interview applicants

During

• Gather candidate recommendations from current Board of Directors

• Open application process online

• Write article to inform membership

• Recruit from recommendations, applications, current active members

• Interview candidates via Nominating Committee

After

• Review interviewed candidates with Nominating Committee

• Present recommended slate to current Board of Directors

• Open voting to membership for slate of candidates

• Announce 2014 BOD members to membership (article, meeting, social media)


Nomination Committee Nominating Committee comprised of: one officer, one Board

member and, at least, one general member. Whenever possible,

Director recruiting and selection shall be arranged so that

approximately one-half (1/2) to one-third (1/3) of the total

number of Directors are replaced or selected each year. The

Nominating Committee will recommend to the full Board of

Directors a slate of candidates for approval.

Nomination Process Timeline

Key milestones and typical timing:

Milestone Timing

Confirm open positions and review role descriptions for

accuracy

April/May

Form Nomination Committee June

Open Application Process Late June

Close Application Process Mid-August

Applicant Interviews Late August

Present Slate of Candidates to Board September (Board Meeting)

Open Slate of Candidates to Membership Vote Mid-September – October 1st

Approve incoming Board of Directors October (Board Meeting)

Communicate Election Results to Membership Mid-October – November 1st


ASTD-TCC Nomination Committee The current year’s nomination committee members are listed here.

What the Chapter Bi-Laws Say about Our Committee:

Recruiting and Selection. Director candidates shall be interviewed and selected by a separate Nominating Committee

comprised of: one officer, one Board member and, at least, one general member. Whenever possible, Director recruiting

and selection shall be arranged so that approximately one-half (1/2) to one-third (1/3) of the total number of Directors

are replaced or selected each year. The Nominating Committee will recommend to the full Board of Directors a slate of

candidates for approval. Once approved by the Board of Directors, the slate of candidates will be presented to chapter

members for voting.

Committee Members (Bold=current board member)

Name Email Phone Position/Title

mailto:[email protected]


Apply Interview Select

The Applicant Process

Individuals will apply for their desired role(s) and if selected, go through an interview process, after which successful

applicants are recommended to the Board of Directors as candidates for election.

Apply:

Interested applicants should apply for a position through the link on the ASTD-TCC website. The following information is

requested:

Name of position for which you are applying

Resume or Bio

Letter of intent, to summarize:

o How you interpret the duties of the position and the unique qualities you would bring to ASTD-TCC as a board member

o Applicable professional qualifications, and any areas you feel you can and would like to develop as a Board member o Your history with ASTD Twin Cities Chapter o What you would envision for the chapter in the area of your expertise

Interview:

Applicants will be interviewed by three members of the Nominating Committee. Interviews can be done virtually,

though if possible, an in person interview is preferred. (Skype or other video chats may also be great options!)

Document your interview findings using the interview questionnaire in this document.

Select:

Be prepared to share your findings and recommendations with the Nomination Committee. Each applicant will have an

interview with more than one person, so multiple perspectives will help strengthen recommendations. Recommended

candidates with then be put forth to the ASTD-TCC Board of Directors for approval no later than mid-September. Voting

will open to the membership after this approval is given.


Current Board Position Holders We Will Recruit For:

The 2014 open Board positions we are recruiting for are as follows:

President-Elect NAME PHONE EMAIL

Notes:

Director of Membership NAME PHONE EMAIL

Notes:

Director of Member Engagement (NEW)

NEW ROLE

Notes:

Director of Conference 2014

Notes:

Director of Conference 2015

Notes:

Director of Technology (NEW)

Notes:

Director of Professional Development

Notes:

Director of Finance Notes:




List of Potential Candidates from the Current Board of Directors

Role Name Suggested Who Will Contact? Who Will

Interview?

Complete?

President-Elect

Director of Conference (2014)

Director of Conference (2015)

Director of Finance

Director of Professional

Development

Director of Membership

Director of Member Engagement

Director of Technology

Suggestions for Board Roles


Interview Questions

Exceeds Above Meets+ Meets- Below Limited

10 9 8 7 6 5 4 3 2 1

Related experience

1. _______Please describe your current responsibilities with ASTD-TCC

2. _______Given this involvement, what are your specific goals and results relating to– for the past 12 months (2012-current)?

3. _______What has been the greatest challenge for you these past 12 months relating to your involvement, what did you do about this challenge, and what were the results?

4. _______The Board is a volunteer organization – which brings with it many different working-together dynamics. Please describe your perspective on this, and examples on how you manage some of these different ways to get work done.

Competencies


Financial Planning

1. ______Describe a time when you’ve had to set a business budget. How did you go about doing this, and what kinds of things did you need and include?

2. ______How have you been able to ensure the budget is maintained, and what have you done if things are getting off track?


Communication

1. _______How would you describe your communication style?

2. _______Please outline a time when you realized a communications breakdown. What did you do? What were the results?

3. _______What have you done recently to work through a workplace conflict?

Teamwork/teambuilding

1. _______For the most part, you will need to get work done through teams. What’s your method of working with teams?


2. _______Describe a time when one of your team members was not participating fully. What did you do, and what were the results?

3. _______What kinds of things do you typically delegate, and what kinds of things do you choose to do yourself?

Leadership

1. _______How do you describe “working strategically?” What have you done within the past 12 months to work strategically? What were the results?

2. _______Conversely, what kind of non-strategic work have you done recently?

3. _______In which role do you think you prefer to work, and why?


4. _______Please tell me about a time when you’ve stepped into a new leadership role. What did you do, and what were the results?

Miscellaneous

1. What vision do you see for the future of this chapter?

2. For this position?

3. What kind of support do you have at work and at home for this commitment?

4. What other time commitments do you have that might compete?


5. What support will you need in order to be successful in this position?

Key points to mention in interviews:

Dates of the ASTD National Leadership Conference (October 24-26, 2013) Directors are expected to miss no more than 2 board meetings per year Directors are also expected to regularly attend Professional Development events


President

Position Summary

The role of the President is to oversee the general operations of the chapter, help determine its direction and align

board members’ efforts toward chapter goals. The President acts as an ambassador to the chapter, attending chapter

events, and being visible and accessible to the membership.

Time Commitment:

Term: Three Years

Estimated Time Requirements per month:

Attending board meetings: 2 hours plus travel time

Attending Executive committee meetings: 2.5 hours (virtual)

Support committee meetings: 2-3 hours plus travel time

Attending monthly chapter meetings: 2.25 hours plus travel time

Communicating with administrative office and other Directors about routine issues: 2-4 hours

Planning Board Meetings: 1 hour

Planning Board Retreat: 8 hours (one time event)

• Regional Conference: 1-2 days

• Board Retreat: 1 day

Deliverables

Strategic plan and planning process for the chapter

Yearly operations plans and planning process for the chapter

Measurement system to coincide with the strategic and operations plans

Performance management system for board (position descriptions, goals, and budgets)

Primary Responsibilities

Board Retreats

Monthly board meetings

Chapter planning

Performance management of board (position descriptions, goals, and budgets)

Provide a framework and support systems to coach and support board members in reaching their goals

Create and manage the chapter budget

Recruit and develop a successor

Support Committees

Secondary Responsibilities

Board Staffing (Past President primary)


Identify, recruit, coach and transition successor

Executive committee

Board members


Past President

Position Summary:

The role of the Past President is to advise the Board regarding Chapter business history, best practices, philosophy, and

leadership. The Past President is involved with recruitment, selection, and recommending new Board members. The Past

President helps establish and cultivate relationships with the local and national business community. Overview of the

scholarship award, and act as an ambassador to the chapter are other responsibilities.

Time Commitment:

Term: Three Years







Regional Conference: 1-2 days

Board Retreat: 1 day

Deliverables

Mentor to the President and President Elect

Create, administer and evaluate recruitment process of new Board members

Oversee Nomination Committee to recommend slate of officers for Board and chapter approval

Oversee Ana Alvarez-Holmberg Scholarship process


Advising President and Board

Staffing of the Board


Building relationships among local and national WLP communities (President primary)

Chapter Planning (President primary)

Performance management of the Board (President primary)

Ambassador to chapter at large


President Elect

Position Summary

The role of the President Elect is to prepare to take on the role of the President the following year. This may include developing plans, resources, and gaining commitments to ideas that will be implemented in the following year. Primary role includes acting as a liaison with the chapter’s management association, ASTD National, board development, and succession planning.

Time Commitment:

Term: Three Years









Deliverables

CORE certification

Report evaluating and measuring the management association performance

Orientation meeting with new board members

Report defining ASTD-TCC’s relationship with ASTD National

Updated board handbook

Project plan


Support chapter events and members, including board members and chairs, as needed

Act as a liaison with the chapter’s management association

Interface with ASTD national

Backup and support current President

Outreach with ASTD sister organizations

Conduct new board member orientation

Recruit and develop successor


Support committees (Professional Development, Conference, Marketing)

Participate in Executive Committee meetings

Co-plan board meetings and other board events with President

Assist President with chapter planning (President primary)

Evaluate performance of the board (President primary)

Assist on special projects


New Board Role: Director of Technology

Position Summary:

The Director of Technology is an elected officer of the Chapter who is responsible to identify, implement and maintain

website content and features and other technologies that will support board goals and improve member services.

Time Commitment:

Term: Two Years



Attending committee meetings: 1-2 hours plus travel time




Conference: 1-2 days

Responsibilities:

Operations:

Support board and chapter functions by providing web pages, publishing interface, surveys, discussions, webinars, online-forms, e-commerce and other features as appropriate.

Maintain Home page and update as needed

Provide help in accessing and navigating website

Act as point of contact and liaison with website host

Design annual budget for Technology function; audit income/expenses monthly to ensure chapter's sound financial status.

Research, develop and facilitate the sourcing of new ideas and concepts for using technological innovation to deliver enhanced services to members.

Attend all monthly board meetings and the annual leadership conference

May be asked to write articles for newsletter/blog

Board Participation

Partners with other committees (marketing, programs) to highlight the value to becoming a member

Attends and participates in all monthly board meetings and chapter programs.

Participates in other chapter events, committee meetings, and conferences as available

Represents chapter professionally and ethically in all business functions/organizational activities

Qualifications:

Solid information technology expertise and social media skills


Skilled in written and verbal communication, personal interaction and problem-solving

Ability to plan, organize and execute activities as required by the position

Ability to complete projects within established timeframes

Ability to delegate tasks and monitor follow-through

Time available to fully participate in chapter programs and board meetings

Has a willingness to advocate the chapter

Ability to seek others out as volunteers

National member of ASTD and a member in good standing with the local chapter


Director of Finance

Position Summary

The Director of Finance manages the operational finances of the chapter. The Director of Finance coordinates the

budget and operational issues with other board members, as well as administrative services. The Director leads a

committee that assesses the financial position of the chapter on a monthly basis and reports the financial status of each

functional area to the Board of Directors. The Director of Finance assures that chapter operations are in compliance with

ASTD's Chapter Operating Requirements (CORE).

Time Commitment:

Term: Two Years









Deliverables

• Create an annual operating budget

• Monthly financial report to Board of Directors

• Produce risk analyses, break even analyses, forecasts and other ad hoc financial information as needed


• Creates and monitors annual operating budget and makes it accessible to members

• Audits income/expenses and cash-flow on a monthly basis to ensure chapter's sound financial status

• Reports all income and expenses to the board on a regular basis

• Reports on financial status of chapter each January at membership meeting and each month at board

meetings

• Ensures compliance with CORE

• Ensures chapter is in compliance with state and federal reporting requirements

• Recruits and trains incoming Director of Finance

• Recruits and trains volunteers to support audit functions



• Oversees operations and finance for the chapter

• Reconciles chapter bank accounts on a regular basis

• Oversees the accuracy of record-keeping and reporting

• Issues payment for invoices in a timely manner

• Maintains chapter tax-exempt non-profit status

• Ensures that the chapter maintains adequate insurance coverage

Qualifications:

• Demonstrated experience in budget design, fiscal responsibility and accounting practices

• Good understanding of operations and finance

• Ability to work with administrative services

• Time available to fully participate in chapter and board meetings, and represent the chapter regionally and

nationally

• National member of ASTD and a member in good standing with the local chapter


Director of Membership

Position Summary:

The role of the Director of Membership is to strategize and oversee initiatives related to recruitment, orientation,

retention and recognition of new and current ASTD-TCC members, to consult with other board members on

incorporating membership -boosting strategies, and act as an Ambassador to the chapter. This is done by leading and

coordinating the efforts of four primary sub-committees:

Corporate Membership (Led by the Chair of Corporate Membership) Student Membership (Led by the Chair of Student Membership) Individual Membership ( Led by the Chair of Individual Membership )

Time Commitment:

Term: Two Years








Deliverables:

1. Strategic membership plan to address: How to recruit and retain members Survey membership

2. Membership budget 3. Increasing the membership base by at least 10% year over year

Primary Responsibilities:

Coordinates efforts and initiatives of Membership Subcommittee Chairs and the Membership Committee

Plans and administers budget and membership strategy, particularly around recruitment and retention for: 1. Outreach to students 2. Outreach to corporations 3. Outreach to individual members

Partners with other board members in intersecting strategic plans

Input into Membership Satisfaction survey

Recruits and develop successor

Requirements and qualifications:

A member in good standing of the local chapter and, upon election, National ASTD


Either prior ASTD-TCC committee work or related assignment - volunteer or otherwise

Experience with budget planning and fiscal management

Ability to recruit and enable volunteers and scope project work structures

Flexible and adaptable, with the ability to both give and receive feedback for the greater good of the organization


NEW Board Position: Director of Member Engagement

Position Summary:

The Director of Volunteers oversees the chapter’s volunteer recruiting efforts, manages the matching of volunteers to

volunteer opportunities, and guides the chapter’s succession planning efforts to ensure that all volunteer needs are met.

Time Commitment:

Term: Two years



Attending monthly chapter meetings: 2 hours plus travel time

Managing all volunteer-related issues: 3-6 hours



Responsibilities:

Chapter Support

Develop annual Volunteer goals

Research other professional organizations for ideas on how they approach managing volunteers

Maintain list of volunteers who have expressed an interest in volunteering but have not yet been contacted or matched with a volunteer need

Maintain a list of both unmet and met Board member volunteer needs

Create an “intake checklist” (i.e. a list of skills & interests, available time, etc.) for volunteers to complete

Create a spreadsheet/database of volunteer and volunteer needs demographic data (e.g., name, contact details, volunteer interests, volunteer need & requirements, etc.)

Develop end-to-end process from attracting volunteers through volunteers being matched with volunteer needs

Establish system for tracking volunteer involvement

Create or maintain a chapter leader succession plan and ensure the chapter is following the plan

Board Participation

Provide a report on volunteer activities at monthly Board meeting

Maintain and update records relevant to position for benefit of successor

Before end of Board term, recommend at least two potential candidates for the position

Train successor in duties for this position during transition period prior to successor’s term of office

Participate in Board special task force activities

Support and promote chapter operating requirements (CORE), and the strategic goals and action plans of the chapter

Represent the chapter professionally and ethically in all business functions/organizational activities

Attend and participate in all board and chapter meetings


Participate in other chapter events, committee meetings, and regional conferences as available

Qualifications:

Skilled in written and verbal communication, personal interaction, and problem-solving

Ability to plan, organize, and execute activities as required by the position

Ability to complete projects within established timeframes

Ability to delegate tasks and monitor follow-through

Strong analytical and networking skills

Ability to fully participate in chapter programs and board meetings

Has a willingness to advocate the chapter

Ability to seek others out as volunteers

National member of ASTD and a member in good standing with the local chapter


Director, Current Year Regional Conference (2014)

Position Summary

The Current Year Regional Conference Director executes a successful regional conference during the current year. The conference should meet the financial goals of the chapter and serve the needs of our WLP community. This position also provides support to the Upcoming Year Conference Director to assist in the success of the conference the following year. This is a strategic 2 year position with responsibility to oversee the work of teams and serve as a member of the ASTD-TCC Board of Directors.

Time Commitment:

Term: Two Years








Deliverables

Conference theme for the current year

Conference project plan for current year

Annual conference budget for current year

Conference and pre-conference events


Partner with Upcoming Year Regional Conference Director to accomplish the following: o Develop the conference project plan, team roles, and responsibilities o Establish and monitor conference budget to ensure fiscal responsibility o Implement conference project plan o Collaborate with Sponsorship chair to ensure Conference budget needs are met through sponsorship

activities

o Partner with Director of Finance to ensure signoff of all conference contracts for speakers and exhibitors

o Recruit, develop, and establishes accountability for Team Chairs o Assist in formation of teams and monitor their progress o Facilitate conference planning meetings o Provide direction for Team Chairs to ensure accountability of all team roles

Interact with all Directors to assure strategic alignment of conference activities with chapter goals

Evaluates Regional Conference outcomes and provides recommendations for upcoming year

Actively participate on the ASTD-TCC Board of Directors and serve as conference liaison to the ASTD-TCC Board of Directors

Requirements and qualifications

Familiarity with interests and needs of ASTD-TCC members


A member in good standing of the Chapter and, upon election, National ASTD

Previous service with ASTD-TCC as a leader within the conference committee, or proven experience in this field

Excellent project management, financial planning, communication, teambuilding, motivational, and problem-solving skills preferred

Ability to partner in a leadership role

Desire and ability to develop/coach others

Ability to delegate and hold individuals accountable

Previous experience in conference or convention planning and execution is desired



Director of Upcoming Year Conference (2015)

Position Summary

The Director of Conference for the upcoming year develops the elements of the strategic plan necessary to hold a

successful conference the upcoming year. Also assists the current year Director in executing a successful conference the

current year. The upcoming year Director works with the current year Director to gain knowledge required to execute

the ASTD-TCC conference in the upcoming year. The Director of Conference also serves as a member of the ASTD-TCC

Board of Directors, and also acts as an ambassador to the chapter.

Time Commitment:

Term: Two Years








Deliverables

Conference theme for the upcoming year

Conference project plan for the current year

Lead team chairs

Develop an annual conference budget for the upcoming year

Serve as a member of the ASTD-TCC Board of Directors

Documentation of conference planning processes and procedures


o Assist in developing and implementing the conference project plan, team roles, and responsibilities

o Assist in establishing and monitoring conference budget to ensure fiscal responsibility

o Recruit, develop, and establish accountability for team chairs

o Assist in formation of teams and monitor their progress

o Collaborate with Current Year Conference Director and Finance Director to gain insight into contracting

process and sponsorship activities

o Facilitate conference planning meetings

o Provide direction for Team Chairs to ensure accountability of all team roles

Interact with all Directors to ensure strategic alignment of conference activities with chapter goals

Develop skills and knowledge of conference planning in order to take on the role of Conference Director in the

upcoming year

Identify, recruit, coach, and transition successor

Identify trends, interests, and needs in the WLP field


Actively participate on the ASTD-TCC Board of Directors and serve as conference liaison to the ASTD-TCC Board

of Directors

Requirements and Qualifications

Member in good standing of the Chapter and, upon election, National ASTD

Familiarity with interests and needs of ASTD-TCC members

Prior ASTD-TCC committee work or related volunteer or work assignment

Excellent project management, financial planning, communication, teambuilding, motivational, and problem-

solving skills preferred

Ability to partner in a leadership role

Desire and ability to develop/coach others

Ability to delegate and hold individuals accountable

Previous experience in conference or convention planning and execution is desired


Director of Professional Development

Position Summary

The Director of Professional Development co-leads a committee to plan and implement quality programs and other professional development opportunities to meet member needs. ASTD-TCC professional development opportunities provide chapter members a gateway to acquire knowledge, practice skills, share experiences for learning, and become involved within the chapter, as well as the opportunity to interact with other training and development professionals. This is a strategic position, which oversees the work of teams and serves as a member of the ASTD-TCC Board of Directors.

Time Commitment:

Term: Two Years





Support SIG meetings: 1-2 hours plus travel time

Attend ASTD-U events: 3-4 hours plus travel time




Deliverables

Annual professional development budget

Event location contracts

Program calendar

Speakers and promotional materials

Strategic plan for all professional development events: Webinars, Monthly Chapter Meetings, ASTD-U, SIGs

Marketing materials

Membership survey for topic and speaker preferences

Program evaluations

Program Spectrum teaser and articles

Committee meeting notes

Project plan


Foster positive relationships with sister organizations to schedule events

Coordinates and communicates timing of all events and coordinates a master e-calendar

Ensure fiscal responsibility for ASTD-TCC finances

Manages Professional Development budget – program expenses, mailings, rewards and recognition, etc

Negotiates fees for speakers or initiates Pro Bono arrangements


Sets the strategy for all Professional Development activities and learning events

Conduct regular evaluation of pricing policies as compared to market offerings

Ensures appropriate level of program evaluation


Oversees implementation of all current year Professional Development events

Builds strong leaders through recruitment, coaching and mentoring leaders for each function as needed to support planned events

Coaching/partnership definition; prepare partner for lead role

Ensures communication of committee activities to the Board of Directors and Chapter members in a timely fashion

Leads committee chairs and is ultimately responsible for all committee deliverables

Requirements and qualifications

A member in good standing of the Chapter and, upon election, National ASTD

Advanced management, financial planning, communication, teambuilding, motivational, and problem-solving skills. Ability to delegate and hold individuals accountable

Previous experience in conference, or convention planning and execution is desirable


Past President: Nomination Committee Checklist

High level check list for project management purposes during your recruitment process with the Nomination

Committee.

Task Done ? Y/N Comments

Determine which BOD roles open for

upcoming year

Confirm role accuracy with Board of

Directors

Ask current BOD for successor

recommendations

Write and post article to open the

application process to the

membership --- link open board

positions to article

Form Nomination Committee

Kickoff Nomination Committee

Recruit and Gather Applicants

Interviews Begin

Hold Nomination Committee

Recommendations meeting

Present Recommendations to Board

Open Voting to membership online

Communicate election results to

membership at large

Documents

Board of Directors Recruitment Process