Regional Vice President/Director

Background:

RVPs are required to:

• Attend all board meetings. There are usually three (3) conference calls and three (3) face-to-face meetings.
  • The conference calls are an average of two (2) to three (3) hours each. The face-to-face meetings are from usually one (1) to two (2) days and,when possible, are in conjunction with a Regional Conference or National meeting. Attendance is required at all meetings unless specifically excused by the Board of Directors. All requests shall be submitted to the Executive Director who will forward to the President for inclusion in the agenda.
    • If at any time an RVP is unable to attend a board meeting, at least 14-days advanced notice is required to be submitted to the President and Executive Director for consideration of an excused absence.
    • According to the bylaws excused absences are approved by the Board. One (1) unexcused absence or two (2) excused absences within the year of service will be grounds for replacement of that Board of Director.
• Review all meeting agendas and data prior to the Board meeting and make sure all reports are submitted two weeks prior to the Board Meeting. All agenda questions on reports/motions should be forwarded to the Executive Director who will try and obtain the necessary answer for the meeting.
• Attend his/her Regional conference.
• Attend National’s annual convention.
• RVP reports are used for the purposes of documenting to the entire Board what is truly happening in a specific RVP’s Region. By way of example, a Chapter update on the report should include updates that are no older than 45-days and should clearly demonstrate the RVP is active with his/her local Chapters. Unacceptable RVP updates include, but not limited to, using language such as “ditto” or “no update” for multiple report submissions.
• Make a good faith effort to visit his/her Region’s Chapters a minimum of one time each year. Ultimately, the number of Chapter visits should be based on Chapter needs. The RVP visits should be productive and bring added value to the Chapter.RVP visits usually involve a minimum of one (1)to three (3) days depending on the occasion of which two (2)nights will be reimbursed per Chapter and city visited.
• Communicate with the Chapter Support Manager and the Executive Director before, during or after each Chapter visit to help assess each Chapter’s needs and direction.
• Prompt communications between National staff and a RVP is necessary and therefore should not to exceed 48-hours in a reply from either party. Failure to remain in contact with National could result in a vote by the Board of Directors to terminate director from the RVP position.
• When traveling the RVP is to notify the Executive Director.
• Write a minimum of two (2) Residential Resource articles per year.
• Identify and select two (2) Chapter members to write one article each for the “Chapter Spotlight” for the Residential Resource magazine. Both of these articles will be published at the same time the RVP article is published.
• Plan and execute a minimum of four (4) Chapter leader conference calls and work with National staff to send out e-mail blasts reminding them several times before the meetings along with an agenda for meeting. The last e-mail should be sent no less than 3-days before the scheduled meeting.
• Follow-up after any and all meetings when necessary.
• Work to improve the relationship between National NARPM and the Chapters by communicating with Chapter leaders at least every three (3) months.
• Promote education and professionalism to all members via e-blasts or via leadership conference calls.
• Appoint and support a Chairperson and Vice Chairperson for the Regional Event. The Vice Chairperson should be the Chair of the next year’s event.
• Help the Chairperson find Committee sub-chairs for the Regional event by suggesting at least two (2) qualified names to the Chairperson.
• For Regional events, plan and execute monthly/weekly and then daily meetings starting at least six (6) months prior to the event. If the RVP delegates these responsibilities to the event Chairperson then the RVP must follow up to make sure tasks are being accomplished. Attend all planning meeting conference calls unless prior arrangements to lead the calls are made. Be prepared to participate and advise all planning meeting conference calls.Ifan RVP is unable to attend a call then he/she should review the agenda with the event Chairperson prior to the call.
• Be aware of the Chapters, if any, that are not doing well and provide them with guidance and expertise in getting them back on track. This includes engaging and working with the National staff and the respective National Committee(s.)This will be accomplished by spending time discussing the issues and brainstorming solutions or finding other chapters/members to help this chapter or it might mean traveling to this chapter to do whatever might be reasonably needed.
• Plan a presentation for Chapter visits for the year so that you have something interesting to present when you visit the Chapters. Consider teaching or organizing an Ethics class or having an “installation ceremony” for incoming Chapter board members.
• Attend the Director training session in the fall —where designated. This is usually a three (3) day session held in September of each year but is subject to change.
• Be aware of geographic areas that want to form a new Chapter and start mentoring them as to what is needed.Upon contact with these members immediately disseminate the Chapters-in-Formation (CIF) information so they can begin meeting to ensure they have enough support to form a viable Chapter and have people who are genuinely interested in taking leadership and committee chair positions. Also notify the national staff and Member Services Chair of these areas so they can follow up with necessary information and assist in promotion of their upcoming event. The RVP should submit the executed CIF form to National NARPM for approval by the Board of Directors.
• Develop and help administer an action plan for struggling Chapters. This plan is to be mutually developed with the local Chapter leadership team and to be utilized by the local Chapter President, President-Elect, Executive Director and other Chapter leaders.
• Collect informational data on the Chapters and become familiar with the Board members and make your mailing groups, contact lists, phone trees, etc. Assist with the communications between National staff and Chapters in regard to Chapter Compliance. Remind Chapter leaders of the December 1st Chapter Compliance deadline and participate in webinar that trains leaders how to complete the on-line Chapter uploads.
• When new member emails are sent from National the RVP should immediately e-mail them welcoming him/her to their Region. It is recommended that the welcome email contain pertinent new member information such as local Chapter contacts, upcoming NARPM events, etc.
• RVP to oversee and assist with Chapter compliance reports for all Chapters in the Region. RVP to assist Chapters, at their request, wishing to apply for Chapter Excellence.

Each RVP should choose a “team” of least two (2) people to assist them in the duties throughout their term. The intent of the team approach is to have someone trained and ready to step in at any time if they desire to do so. Team members should be replaced if the volunteer is not performing as needed. This team would consist of a minimum of two (2) professional members from different Chapters within the Region. The team members will not travel unless a request is submitted to the Executive Director, who forwards to the President for approval. The main duties of the team would be to assist the RVP in all the paperwork, articles, e-mails and communication with the Chapters. This way, in theory, there is always a strong pool of candidates for future RVP and/or leadership roles. Along with this team each National committee shall appoint one (1) member to assist the RVP with educating Chapter leaders of actions of their committee. The Chairs shall introduce the RVP’s to their respective Committee representatives.

Team members can help the RVP in areas such as, but not limited to: sending welcome letters for new members when the new member e-mails arrive; assist in creating an agenda for the RVP calls; set up conference call e-mails and have Chapter Support send them out; make sure the National committee representative is always on the call; follow up with members that have dropped out due to non-renewal.

Remember to delegate and use others outside your state/area to help out. Always have one of the team members be the transition person when the RVP changes by keeping one of the team members for each year as this person can help with continuity with the region and will help the new RVP. Also, use this position to prepare people possibly to move up in the position as it will assist in grooming future leaders or help with transition to new RVP. Keep National staff aware of who your team members are and what the team members are doing. The team gives NARPM^® someone to fill in if something should happen to RVP.

RVPs shall have oversight councils that shall be comprised of the Regional Vice President, who shall act as Chair, along with Chapter President or their assignees. The affairs and the activities of the Region shall be directed by the RVP in accordance with Association policies.

If it is deemed that during the term of the RVP that if any of the above duties are not met, followed and practiced in good faith, then the respective RVP could be removed from the National Board by a majority vote of the National Board of Directors.