The VP Membership Communications Position Within the Ecological Society of Australia (ESA)

SUMMARY

The VP – Membership Communications position within the Ecological Society of Australia (ESA) plays a critical role in strategic membership management, and in maintaining effective communications with our membership.

BOARD OF DIRECTORS

The Ecological Society of Australia (ESA) is governed by a Board of Directors (Board). Directors are elected at the Annual General Meeting (with the exception of the Past President) and hold their position for a three-year (Executive positions) or two-year (Ordinary Director) term.

The Board is made up of several executive positions – President, Vice-Presidents, Secretary and Treasurer, as well as Ordinary Directors and otherspecial positions. The ESA employs several staff members that assist with the executive function of ESA, finance, membership, website and media.

The business of the Board is largely conducted by emails, monthly teleconference meetings and at the annual Planning Day.

GENERAL OBLIGATIONS OF ALL BOARD MEMBERS:

Put the interests of the Ecological Society of Australia (ESA) at the foremost in their deliberations as Board members
Use reasonable care, skill and diligence in the performance of their duties
Be honest, act in good faith and do not use their role or information obtained as a Board member dishonestly
Be aware of their responsibilities under the relevant legislation and case law
Disclose any potential conflict of interest by acknowledging likely conflicts (in writing) and withdrawing from any related discussion or decisions, (and ensuring these steps are noted in the minutes of the meeting)
Refraining from gaining personally from being a Board member
Refraining from divulging any confidential information outside of the appropriate forum.

GENERAL DUTIES OF ALL BOARD MEMBERS:

Understand how ESA works, including membership services, programs and staff
Keep up to date by reading the minutes, reports and any other necessary meeting papers;
Regularly participate in Board meetings
Be familiar with the organisation’s constitution and by-laws, including the specific roles and responsibilities of the Board outlined within it
Approve relevant documents, including documents related to the organisation’s finances;
Ensure ESA’s compliance with funding agreements, policies, legislation and regulations
Be active in planning for the future direction of the organisation
Take responsibility for particular areas of work, perhaps through involvement in sub-committees or working groups
Ensure that new committee members are aware of their statutory obligations and responsibilities to the organisation
Be as active as possible in Board decision making
Be supportive of the organisation inthe eyes of the public
Attend annually, where possible, ESA Planning Day, the Annual General Meeting and Annual Conference.

VICE PRESIDENT – MEMBERSHIP & COMMUNICATIONS

CONTEXT:

ESA is the peak body for Ecologists within Australia and is a membership based Society. Managing our membership well and maintaining effective member communication is critical in providing both the professional support required, fostering networks, and promoting Ecology within the broader community.

This role:

Is an honorary position, a member of the Executive Board and has a minimum expected term of 3 years and a maximum term of 6 years;

works closely with the President, Executive Officer and Membership Officer to manage ESA membership and member communications;
leads the Membership Working Group;
oversees the Conferences, Practitioner-engagement and Bulletin working groups, and enews.

The VP – Membership & Communicationis responsible for:

MEMBERSHIP

working with the Executive Officer and Membership Manager to:
monitor membership trends and maintainmembership management systems
develop and implement strategies for membership retention and recruitment
broaden the membership base to an extended ecology professional sector
convening the Membership Working Group to identify initiatives and best practice in membership management
seeking broader engagement & contribution from the membership in Society activities

COMMUNICATIONS

working with the Executive Officer and Web Officer in managing effective online member communications including e-news and online content
working with the Executive Officer, Web Officer & Web Developers to enhance website capability in delivery of member communications initiatives
oversee & support the Bulletin Editor in the production of quarterly editions
oversee the conference working group

TIME COMMITMENT

Board Meeting preparation and participation – 2.5 hours per month,
Membership working group meetings and preparation –4 hours per month
Planning Day – face to face Board meeting held in conjunction with the annual conference (last Sunday in November)
new initiatives–2-6 hours per month, depending on the extent of your initiative!

REMUNERATION

Complimentary membership to the ESA (per year of service)
Free travel and accommodation to attend meetings to fulfil obligatory roles (i.e. Planning Day, linked to the Annual Conference – in 2017 Hunter Valley NSW, and occasional face to face Membership Group meetings)