Advertising Club of Buffalo District 2AAF Affiliate
 
 

Job Descriptions

Ad Club Board and Committee Chairman Position Descriptions

The board positions and committees listed here are the basic leadership team of the Advertising Club of Buffalo. Each year, each position will need to be filled, and committees will need a chair. That chair may or may not be a board member. Other committee members can be recruited as needed by the chair.

President

The President shall be the chief executive and administrative officer of the Corporation and shall have the general powers and duties of supervision and management of the Corporation and shall perform all such other duties as usually pertain to the office or are properly required by the Board.

Vice President

The Vice President shall, in the absence or at the request of the President, perform the duties and exercise the powers of the President. The Vice President shall also have such powers and perform such duties as usually pertain to the office or are properly required by the Board.

Secretary

The Secretary shall issue notices of all meetings of directors and members where notices of such meetings are required by law or these bylaws. The Secretary shall attend all meetings of the Board and shall serve as a backup to the office services manager to keep minutes thereof. The Secretary is responsible for reviewing and approving the minutes prior to being distributed. When necessary, the Secretary shall have items officially notarized and shall perform such other duties as it pertains to the office or as properly required by the Board.

Treasurer

The Treasurer shall have the care and custody of all the monies and securities of the Corporation. The Treasurer shall cause to be entered in the books of the Corporation to be kept for that purpose full and accurate accounts of all monies received and paid on account of the Corporation. The Treasurer shall make and sign such reports, statements and instruments as may be required of him or her by the Board or by the laws of the United States or of any state or country, and shall perform such other duties as usually pertain to the office or are properly required of the Treasurer by the Board.

ADDY Awards Show (Chair and Co-Chair)

Purpose: Produce and coordinate all elements of the club's annual ADDY Awards Show. This committee is generally split into two areas, Creative and Logistics. Be aware that the club has a good core of volunteers who like to work on this annual event, so there is plenty of help.

Creative Tasks:

  • Design the creative elements for the Save the Date notification, Call for Entries, reminder email blasts, invitation and response, and the Show Book.
  • Receive ads to be placed in the Show Book.
  • Secure a printer for the Show Book. This can be done in conjunction with the Logistics chair and the board. Hopefully, this printing service can be donated.
  • Keep the President and the Board advised of activities and progress.
  • Assure that the Executive Committee, through the President, proofs copy and approves the event and costs before information is released to print.
  • Coordinate with Logistics chair and speak at the Show.

Logistics:

  • Secure the venue and the show date.
  • Provide menu.
  • Secure the venue and date for drop off day.
  • Secure the venue and date for judging weekend.
  • Provide judges.
  • Enter judges' scores into the AAF software.
  • Notify winning entrants that they have won (but not what they have won).
  • Make arrangements for purchase of the awards.
  • Secure a vendor to provide audio/visual needs for the show.
  • Set up the club's site within AAF for entries.
  • Secure a printer for the Show Book. This can be done in conjunction with the Creative chair and the board. Hopefully, this printing service can be donated.
  • Assure that the Executive Committee, through the President, proofs copy and approves the event and costs before information is released to print.
  • Coordinate all other details of the Show.
  • Coordinate with Creative chair and speak at the Show.
  • Order and secure the awards themselves for presentation at the Show.

Electronic Communication

Purpose: Manage the electronic communications of all club activities. This includes general membership emails, website updates as well as working with the Newsletter chairman to post the newsletter to the website and blast the newsletter with appropriate links to the website to the membership.

Tasks:

  • Work with our website administrator, Mike Beato, as needed.
  • Work with our email blast provided as needed.
  • Post items of interest to the website as needed.
  • Work closely with committee chairs, especially Programs and Newsletter, to assure the information is electronically communicated to the membership in a timely manner.
  • Oversee PayPal transactions. Report to Tina all confirmed reservations and update Treasurer on account balance and transfers.

Membership

Purpose: Manage the annual membership drive for corporate, individual and student members, and to assure the membership directory is created, printed and sent to the membership.

Tasks:

  • Membership year runs from Sept 1 to Aug 31.
  • Membership drive letters should go out around August 1 or earlier.
  • Deadline for membership, to be included in the directory, is October 15.
  • Field calls and email inquiries on membership as needed.
  • Update the membership application as needed (dates, rates, etc.)
  • Work the Electronic Communications chair to be sure the updated application is posted to the website.
  • Work with our Administrative Assistant to assure that the membership mailing goes out on time.
  • Call corporate members who have not yet renewed and remind them to get their membership in so they are listed in the directory.
  • Solicit someone to prepare the layout for the directory as a donation to the club.
  • Solicit someone to print the directory (hopefully as a donation to the club).
  • Proof the layout of the directory.
  • Proof the printer's proof of the directory.
  • Work with the printer in getting the directory printed and delivered to the club.
  • Attend as many club events as possible and be prepared to answer membership questions and solicit new memberships whenever possible.
  • Once the ADDY Awards Show Call for Entries has been sent to the membership, contact the corporate members to remind them that their corporate membership provides them with a free half-page ad in the ADDY Show Book.

Newsletter

Purpose: Coordinate the club's newsletter, Ad Club Hub, and to blast it to the membership.

Tasks:

  • Work with the board and committee chairs in obtaining articles of interest for the members.
  • Write articles as needed or secure assistance with writing articles.
  • Edit the copy as needed (if possible).
  • Assure that the Executive Committee, through the President, proofs the newsletter and provides approval before it is released.
  • Format the newsletter.
  • Work with the Electronic Communications chair in sending the newsletter to the membership.
  • Obtain approval from outside sources to use pertinent content, as needed.

Nominating

Purpose: secure candidates for the Board of Directors.

Tasks, as stated in the club's Bylaws:

  • At its regular meeting in March of each year, the Board shall appoint two directors and two Voting Members who are not directors as a nominating committee.
  • The nominating committee shall solicit candidates for election to the Board of Directors, including but not limited to solicitation through the Corporation's newsletter or direct mail.
  • The candidates selected by the nominating committee shall be presented to the Voting Members for election at the next annual meeting of the Voting Members as provided in Article II of these bylaws.
  • All candidates should be determined/confirmed by mid-April so that Tina can prepare and mail ballots.
  • Balloting can be in person at the Annual Meeting or via Proxy to the PO Box.
  • Ballots will be due back to the club by mid-May so that the winners can be announced at the Annual Meeting in early June.

Programming

Purposes: Plan and coordinate educational programs for club members and the general WNY advertising community.

Tasks:

  • Gather ideas from any and all sources, including board members.
  • Negotiate venue, food and cash bar.
  • Prepare copy for the event notice to be sent out. Notices can be sent electronically and through the US Mail.
  • Secure assistance as needed to provide creative services.
  • Assure that the Executive Committee, through the President, proofs copy and approves the event and costs before information is released to print.
  • Work with speakers on transportation and housing as may be needed.
  • Introduce programs/speakers at events.
  • Strive for a minimum of four (4) programming events per year.

Public Relations

Purpose: Send appropriate press releases to area publications to announce club events.

Tasks:

  • Work with committee chairmen to obtain information as needed.
  • Work with local publications and establish contacts.
  • Proactively seek opportunities to positively and professionally position the Club in Western New York among the advertising and educational community.

Sponsorship

Purpose: Obtain sponsor for club sponsored events. Sponsorships help to offset costs of our events and keep them affordable.

Don Nichols – This scholarship is named for Don Nichols who began teaching at the Albright Art School. He founded its Graphic Design Program in 1950 and brought it to UB where, until his death on July 7, 1987, he served as the program's head and an extraordinarily dedicated teacher. He educated hundreds of graphic designers, a number of whom attained national prominence. Nichols received the Osborn Award for Creative Excellence from the Art Directors/Communicators of Buffalo and the Chancellor's Award for Teaching from UB in 1982.

This scholarship is open to all WNY undergraduates in design, writing, communications, illustration, photography or the fine arts. The judges for this award are from the local creative community.

Prizes awarded: One Gold Certificate + $1,000; one Silver Certificate + $500, one bronze certificate + $300 and up to 5 Honorable Mention Certificates.

Tasks:

  • Work with the board and committee chairs to determine when there is a need for a corporate sponsor.
  • Contact appropriate companies and solicit their participation and contribution.
  • Be sure the sponsors know they will receive written and verbal acknowledgement of their sponsorship at the event. This may be in the form of acknowledgments on printed materials,
    print ads if applicable and display space at events.
  • President will then send a letter of thanks.