jci london council benefits, roles & responsibilities council role...accordance with the mission...

JCI London Council Benefits, Roles & Responsibilities

JCI LONDON COUNCIL ROLE 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

MAJOR RESPONSIBILITIES/EXPECTATIONS FOR ALL DIRECTORS

Major Activities Outcome (What you do) (Why you do it)

Contribute to the development of the business plan Appropriate plan representing all areas of opportunity will be developed

Attend monthly council meetings To discuss and make decisions on the running of the chamber with other directors

Fill in activity reports prior to monthly meetings

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

Attend at least one networking Thursdays event per quarter

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

Attend open evenings These are one of the key ways to attract new members to the chamber in general and your area of responsibility

Ensure project reports are filled in after major projects/events (within one month where possible). May be delegated to a deputy/PM if appropriate.

To promote knowledge transfer, share successes and learning outcomes and make filling in national award forms easier

Publish articles on major events/projects To promote chamber activities and show members who did not come what they missed out on

Send names of event attendees to membership director (within one week of event if possible). May be delegated to a deputy/PM if appropriate.

To allow us to track member activities and follow up with potential members

Promote JCI mission and value, answer member queries and encourage potential members to join

Council directors are expected to be ambassadors to the chamber

Identify and train a successor for the following year Maximise knowledge transfer


PRESIDENT ROLE 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. MAJOR RESPONSIBILITIES/EXPECTATIONS


Day to day direction and management of JCI London - ensure mission and values are well known and used Ensure the chamber is lead and managed appropriately

Represent and vote on behalf of JCI London’s best interests at JCI UK national meetings

To ensure the views and interests of the chamber are represented and protected on the national level

To prepare a business plan and budget Ensure JCIL is run in a professional and business-like manner

Communicating with members by email, newsletters and at events To enhance the visibility, brand and reputation of JCIL

Overseeing the planning and organisation of all major events and projects in the chamber

Members receiving value for money through appropriate, high-quality, professionally-run events which will enhance the reputation of the chamber

Mentor to less experienced members and helping them reach their full potential

Inspire other members, maintain an active membership base and ensure future members prepared to run the chamber

Liaising with JCI alumni and senators, JCI (council) members from other chambers and the national board

Maintain relationships locally and nationally with important friends and supporters of the chamber, so ideas and best practice are shared wherever possible.

Organising knowledge transfer to Deputy President and future council members

Continuity and knowledge transfer to ensure the future viability and success of the chamber

Attend LCCI council meetings Maintain relationships with one of our most important patrons

Attend Stains Memorial Maintain international relationships

Represent JCIL externally, including meetings with sponsors, patrons, and speakers To promote JCIL and secure future funding/benefits

Chair monthly council meetings Guide the council on how to best run the chamber


DEPUTY PRESIDENT

ROLE Supporting the President and Directors in implementing their plans. Responsible for preparing and succession planning for the following year. MAJOR RESPONSIBILITIES/EXPECTATIONS


Be the deputy of the President, be present at events if the President is unable to be there

Ensure the chamber is properly represented at important events

Support the President in his/her activities Help relieve pressure on President where necessary and facilitate learning and knowledge transfer for following year as President

Manage and follow up Awards submissions Ensures JCIL activities and members are appropriately represented and recognised on a national level

Plan and prepare next year’s council until election of next year’s Local President at the AGM

Future of chamber secure via team to run it the following year

Plan transfer of knowledge and activities for next year’s chamber

Maximise continuity, efficiency and sharing of information/best practice

Supervise/support management of JCI events Members receiving value for money through appropriate, high-quality, professionally-run events which will enhance the reputation of the chamber

Track 100% efficiency Guide the council on how to achieve JCI best practice standards and ensure JCIL is recognised for this nationally

Apply for European Academy and attend if a place is secured

Acquisition of suitable leadership skills to lead the chamber and council the following year

Prepare vision, business plan, budget for following year Ensure JCIL is run in a professional and business-like manner

Update council tool book Support council in daily activities, ensuring have the appropriate knowledge to fulfil their roles

Help to organise past presidents/senators event Promote learning from the past/knowledge transfer

Get to know other DPs from local chambers Facilitate good working relationships and sharing of best practice the following year

Contribute to bi-weekly newsletter Promotion/profile raising as candidate for next year’s presidency


FINANCE DIRECTOR/TREASURER/COMPANY SECRETARY

ROLE 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. MAJOR RESPONSIBILITIES/EXPECTATIONS


Annual budgeting with President Ensure chamber is run in financially-viable manner

Preparation and completion of accounts Responsibility to members to show how money spent/invested

Liaison with JCI UK and membership director with regards to membership fees

Make sure correct capitations are paid, so chamber has appropriate funds to finance its activities

Support directors on project book-keeping Events run in profitable way, members learn finance skills

Maintaining relationship with external advisors Ability to call on advisors for support beyond chamber expertise

Manage the chamber’s investments Funds invested in most appropriate manner to maximise value for members

Ensure all monies are banked promptly and all invoices are paid on time Protect the reputation of the chamber

Ensure up to date financial information is available, in a manner that council members understand

Responsibility to the council and members to have a transparent system

Co-ordinating grant applications Secure funding to invest in the chamber

Administer council expenses Council members who have spent their own money running events/activities should be reimbursed in a timely manner


SECRETARY GENERAL

ROLE Responsible for overseeing the completion of all council administration MAJOR RESPONSIBILITIES/EXPECTATIONS


Constitutional oversight Check council running activities in constitutional manner

Compile and distribute agenda for council meetings Maximise efficiency of council meetings

Compile and distribute minutes from council meetings Directors clear on actions on which they should follow up

Collate spreadsheet of director activity reports for council meetings

Maximise efficiency of council meetings and facilitate information sharing between directors

Transfer of knowledge: responsible for central depository for council documents Maximise knowledge transfer and continuity

Post event descriptions provided by directors on JCIL website/Eventbrite/Facebook/ASW etc

Assist directors with promotion and administration of events

Respond to/direct general enquiries from members/potential members Members receive a prompt and professional response


MEMBERSHIP DIRECTOR

ROLE 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. MAJOR RESPONSIBILITIES/EXPECTATIONS


Maintain membership database - information on new/potential/past members Allow chamber to track member activity

Respond to queries from potential members Potential members receive the information they require and see JCIL as a professionally-run organisation

Liaise with JCI UK admin/finance directors re membership numbers/queries

Make sure correct capitations are paid, so chamber has appropriate funds to finance its activities

Send welcome e-mail/new member welcome pack to all new members

Members feel welcome, receive useful information about the organisation and know how to become active/are likely to become more engaged

Remind members about membership renewal Maintain membership numbers

Ask for feedback/reasons for members leaving To learn from mistakes, improve membership experience for members, ensure future growth

Update new member welcome pack Ensure members are getting up-to-date and appropriate information which will best represent the chamber

Organise open evenings Attract new members and grow the chamber


STRATEGIC PARTNERSHIP DIRECTOR

ROLE Responsible for the development of external relationships with strategic partners, resulting in mutual gain to JCI London and the partner MAJOR RESPONSIBILITIES/EXPECTATIONS


Identify and make contact with potential partners and sponsors (local and regional companies, service providers, senators, professional organisations, development and training organisations, student organisations)

Gain high profile partners, monetary or benefits in kind or attract new members to the chamber.

Support the president in maintaining and developing JCI London’s existing relations with London Chamber of Commerce & Industry

Ensure continuity of this relationship as important for JCI London to be able to continue to use LCCI offices for events.

Maintain and develop JCI London’s relations with existing partners (Canary Wharf, Starbucks etc)

Ensure continuity of relationships from which JCI London can benefit

Make sure sponsors and partners are recognized by JCI London in marketing material and through other benefits

The chamber would like to be able to give something back to its partners and this will also help to ensure their ongoing support

Create template sponsor agreements For ease of use, continuity and professionalism

Explore the option of “chamber card” agreements To provide maximum benefits for JCI London members


MARKETING DIRECTOR

ROLE Responsible for the marketing of the chamber, oversee the development of a marketing and PR strategy and the provision of marketing materials and merchandise. MAJOR RESPONSIBILITIES/EXPECTATIONS


Develop and execute JCI London marketing strategy through any media available; networking, media, online.

Promotion of JCI London to help attract new members and sponsors

Develop marketing material Good-looking marketing materials show the chamber is professionally-run

Develop social media marketing strategy, incorporate the JCI website into the strategy

Social media is one of the best ways to promote the chamber and its activities and has been successful at attracting new members

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

So JCI London has a well-attended programme of events contributing to the attraction of new members to the chamber

Find partners and sponsors for marketing materials To help pay for the cost of the materials, so the chamber remains financially stable

Create a budget for marketing materials Ensure that materials are cost-efficient

Promote JCI London in the media Enhance the reputation and visibility of the chamber and its activities

Research and look at potential PR opportunities for JCI London in published materials, radio and TV

Enhance the reputation and visibility of the chamber and its activities

Investigate potential corporate gifts To reward partners, sponsors and members and promote the chamber when these are seen by other people

Encourage common branding So that a consistent and professional image is maintained

Issue press releases/database of media contacts Assist directors with promotion of events and activities leading to increased visibility of the chamber and attraction of new members and partners


• BUSINESS DIRECTOR

ROLE To organise a programme of business events and projects, overseeing and mentoring their project leaders for the activities during the year. MAJOR RESPONSIBILITIES/EXPECTATIONS


Collect ideas for new events and develop event schedule Ensure the chamber has a fresh, relevant and varied business programme

Plan, organise and market events So JCI London has a well-organised and well-attended programme of events contributing to the attraction of new members to the chamber

Contact existing and new business partners, use the network of other (council) members

Develop partnerships for the benefit of the chamber and its members

Create networking opportunities for JCI members and companies and corporations in Greater London

For the mutual benefit of both members and partner companies

Allocate roles and responsibilities to team members, especially concerning the organisation on the day

Ensure events are high quality and professionally run and that team members learn and grow


TRAINING DIRECTOR

ROLE To organise a programme of training events and projects, overseeing and mentoring their project leaders for the activities during the year. MAJOR RESPONSIBILITIES/EXPECTATIONS


To initiate and oversee a programme of personal development events for the Chamber over the course of a calendar year

Ensure the chamber has a fresh, relevant and varied training programme

To build relationships with potential training contacts both within and outside the Chamber

Develop partnerships for the benefit of the chamber and its members

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)

So JCI London has a well-organised and well-attended programme of events contributing to the attraction of new members to the chamber

Help to identify possible competitors for national and international public speaking and debating competitions

Encourage members to develop their skills and enhance the reputation of JCI London as a leading chamber for public speaking and debating training

Promote national and international training events (and help to organise if in 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


INTERNATIONAL DIRECTOR

ROLE 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. MAJOR RESPONSIBILITIES/EXPECTATIONS


Promotion of JCI International Events to members 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

Liaison with international event organisers and travel co-ordination (world conference, European conference, KHT etc)

To make it as easy as possible for members to gain information about and attend international events

Liaise with National International Director re JCI London attendance at 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

Maintaining existing international relationships as well as identifying and responding to queries about new relationships

To maintain and enhance JCI London’s reputation as probably the most international and internationally well-connected chamber in the world

Managing JCI London’s twinning relationships (major European capitals)

To promote the sharing of best practice and friendships across international boundaries

Managing the international project team for JCI London Provide development opportunities and mentoring for JCI London members interested in the international area of opportunity

Organisation of international events in London (twinning weekends, World Language Day, etc)


Promoting JCI’s international aspect, partners and activities

To maintain and enhance JCI London’s reputation as probably the most international and internationally well-connected chamber in the world

International networking on behalf of JCI London Enhancing JCI London’s reputation


COMMUNITY DIRECTOR

ROLE To organise a programme of community events and projects, overseeing and mentoring their project leaders for the activities during the year. MAJOR RESPONSIBILITIES/EXPECTATIONS


Responsible for making sure JCI has an appropriate number and balance of interesting community events over the year

Ensure the chamber has a fresh, relevant and varied community programme

Internally and externally promote the Community part of JCI


Liaise with external organisations/people in order to identify/arrange joint events

For the mutual benefit of the chamber, its members and the partner organisations

Attend and lead community project meetings Ensure events are high quality and professionally run and that team members learn and grow

Prepare budget/event management plans for events Ensure events are high quality, professionally run and as profitable as possible

Identify, appoint and mentor project managers Contribute to the personal development of team members


SOCIAL DIRECTOR

ROLE To organise a programme of social events and projects, overseeing and mentoring their project leaders for the activities during the year. MAJOR RESPONSIBILITIES/EXPECTATIONS


Develop JCI London’s social strategy making sure it is interesting, fun and innovative in accordance with the strategic intent of JCI London

Ensure the chamber has a fresh, relevant and varied social programme

Marketing of social events So JCI London has a well-organised and well-attended programme of events contributing to the attraction of new members to the chamber

Liaison with the other directors of JCI London Sharing ideas and contacts so that social events are well attended and interesting to JCI London members

Organise JCI London’s annual social events • Annual Dinner • Christmas Dinner • Summer Cocktails/Picnic

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!

Organise Networking Thursdays, ensuring promotional materials are available

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.


IMMEDIATE PAST PRESIDENT

ROLE 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.

jci london council benefits, roles & responsibilities council role...accordance with the mission...

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