Virginia  Chapter

Executive Committee Elections

The Surfrider Foundation, Virginia Chapter, will hold its annual elections for Executive Committee positions on November 15, 2021 at the Atlantic Wildfowl Heritage Museum 1113 Atlantic Avenue, Virginia Beach, Virginia 23451 (the deWitt Cottage) from 6:30 pm to 7:30pm. In accordance with Surfrider Foundation Bylaws, we are notifying the Surfrider Foundation Virginia Chapter membership of the meeting and that nominations are now open for election to the Chapter’s Executive Committee including Chair, Secretary, and Treasurer, and Volunteer Coordinator positions as well as various Committee Leads.

These positions will serve for 2 years. This is to get us on a staggered election cycle in the future where all positions will be for two years. Thereafter, half, plus or minus one, will be elected each year.

Any current member of the Surfrider Foundation Virginia Chapter may nominate him/herself as a candidate by submitting his/her name in writing to the chair@vb.surfrider.org and jweber@surfrider.org. If you need to join or renew your membership you can do that by clicking here.

All candidates are required to complete a background check after being elected.

Any active member may also present him/herself as a write-in candidate at the Annual Meeting on November 15, 2021. All candidates must be members in good standing at the time of the election. A member in good standing is a paid-up, current member of the Surfrider Foundation who has attended at least two events, meetings, or programs in the last year. Only Members in good standing are able to vote. Newly appointed positions terms will commence on January 1, 2021.

General and Specific Duties of Chapter Leaders

 
Universal expectation

Surfrider Foundation chapters are led and run by a small group of incredibly dedicated volunteers. Running a chapter should be fun, but it’s important to remember that your chapter is a direct extension of a non-profit organization and thus should seek in every way possible to conduct business in a professional manner. How your chapter conducts itself will determine how your chapter is perceived in your community.

General Functions of a Surfrider Foundation Chapter
  • Identify and work on mission-related issues in the chapter’s geographic area. This means running campaigns to win a decision in favor of the environment
  • Involve members through regular communications, meetings, and by giving them mission-related ways to volunteer
  • Grow chapter membership, including retaining current members
  • Cultivate, train, and mentor volunteers
  • Raise funds to support chapter activities
  • Identify new leaders and groom them for leadership positions
General Duties of Chapter Executive Committee Members

ESSENTIAL FUNCTIONS

  • Organize and implement Issue Campaigns and Programs
  • Organize and staff outreach events
  • Organize and plan fundraising and awareness events
  • Coordinate and develop volunteers
  • Participate in and co-lead subcommittees, I.e. campaign, program or event committees. Develop a “staff” from volunteer base for assistance
  • Communicate regularly with and be responsive to Regional or National Staff
  • Communicate regularly with and be responsive to chapter membership
  • Conduct annual chapter planning early each year, including rough sketches of campaigns and budgets. Implement the annual plan during the year
  • Ensure that chapter funds are raised, spent, and accounted for properly
  • Meet minimum requirements for chapter operation (see “How to Run an Effective Chapter”) and comply with Chapter Bylaws
  • Use Chapter emails as a way of capturing information relevant to running the Chapter

MARGINAL FUNCTIONS

  • Respond to media requests as needed
  • Public speaking

ADDITIONAL FUNCTIONS

  • Sign up for Chapternet and use it
  • Attend national or regional chapter conferences if possible

Available Positions

Chair

Must be a Surfrider Foundation Member, 2 to 20 hours a week, 2-year commitment, one chapter meeting per month and/or Executive Committee meeting per month

  • Acts as the main administrator & leader of the chapter
  • Acts as main contact to SFHQ
  • Transmits all communications from the national office to the chapter
  • Runs monthly chapter meetings
  • Makes meeting agendas
  • Makes calls/contacts before the meetings to ensure those with updates either attend or provide their update
  • Checks chapter email account and distribute emails appropriately. This could be delegated.
  • Checks Chapter PO Box if applicable and distribute US Mail appropriately. This can be delegated
  • Is a signer on the Chapter Bank Account
  • Is a spokesperson for the chapter. Fields media calls or delegate them out
  • Calls for votes among the chapter’s Executive Committee
  • Contributes to the chapter’s website and social media pages
  • Uses the Chair@[chaptername].surfrider.org email address for chapter related emails
Secretary

Must be a Surfrider Foundation Member, 2 to 20 hours a week, 2-year commitment; one chapter meeting per month and/or Executive Committee meeting per month

  • Takes notes at chapter meetings, including key decisions and action items, and distributes to attendees and Regional or National Staff in a timely manner (i.e. within one week of the meeting)
  • Sends meeting reminders via email. This could be delegated or shared
  • Writes letters to outside parties as needed including elected officials, donors, and others deserving thanks from the chapter
  • Contributes to the chapter’s website and social media pages
  • Maintains a supply of chapter stationary or has electronic letterhead
  • Maintains EC member’s info in the Chapter Database
  • Possibly -communicates to the chapter membership via mass emails
  • Uses the Secretary@ email address for chapter related emails
Treasurer

Must be a Surfrider Foundation Member, 2 to 20 hours a week, 2-year commitment; one chapter meeting per month and/or Executive Committee meeting per month

  • Maintains chapter financial records
  • Establishes and or maintain chapter bank account with proper signers
  • Reports chapter financial transactions at monthly meetings
  • Use the Treasurer@ email address for chapter related emails
  • Expends chapter funds as decided by the chapter
  • Executive Committee
  • Submits quarterly financial reports to the national office
  • Participates in “Dropbox” software to share financial data with SFHQ
  • Pays chapter bills on time including PO Box and or storage space if applicable
  • Gives donor information to Secretary for thank you letters
  • Contributes to the chapter’s website and social media pages
  • Adheres to the Chapter Financial Manual Policies, Procedures, and Guidelines.
Volunteer Coordinator

Must be a Surfrider Foundation Member, 2 to 20 hours a week, 2-year commitment; one chapter meeting per month and/or Executive Committee meeting per month

  • One of the most important jobs in the chapter because there are typically hundreds of members in every chapter being led by a few
  • Coordinates with committees (campaign or events) and/or campaign and program leaders to identify volunteer needs
  • Leads volunteer recruitment by communicating those needs to the membership and posting volunteer opportunities elsewhere as appropriate
  • Build and manage a database or list of volunteers and potential volunteers
  • Gets to know volunteers, their interests and match them to opportunities
  • Responds to inquiries from people seeking to volunteer
  • Contributes to the chapter’s website and social media pages
    • Possibly -communicates to the chapter membership via mass emails
    • *Note: unless the Volunteer Coordinator wants to, the Volunteer Coordinator is not expected to lead a program (Le. beach cleanups) or lead specialized volunteer training (Le. for water quality monitoring. These duties fall to the respective Program Leaders.
  • Uses the Volunteercoordinator@email address for chapter related emails

We are also seeking Committee Leads who have the following role requirements:

Committees should be where much of the work in a chapter happens. Committees can be for a campaign like “Ban Plastic Bags in our little town USA”, or for a program like Blue Water Task Force or Ocean Friendly Gardens, or for an event like an annual fundraiser. Committees should serve as the training grounds for those who want to be on the Executive Committee and those terming off the Executive Committee should take an active roll in a Committee.

  • Must be a Surfrider Foundation Member; 2 to 20 hours a week, 2-year commitment; one chapter meeting per month and/or Executive Committee meeting per month
  • Holds committee meeting and makes agendas
  • Reports to Executive Committee regularly
  • Mentors and develop new chapter leaders