ORGANIZATIONAL STRUCTURE

 Operating Board
Each Council shall be governed by an Operating Board which shall consist of three officers (a Chair, a Vice-Chair, a Past Chair) and the Leader of each Council Workforce.  Each Council Operating Board is directly accountable to the ISHLT Board of Directors.  A Board Liaison appointed by the Board of Directors will serve as an ex-officio member of the Operating Board and shall be included on all conference calls, meetings, and communications.  Every effort shall be made by Council to achieve geographic, gender, and generational diversity among its leadership.
 
The Chair, Vice-Chair, and Past Chair shall each serve a two-year term, for a total of 6 years of service in all three positions.  The Vice-Chair shall also serve as Secretary and shall be responsible for taking and distributing minutes of the meetings of the Council Operating Board and Council members. 
 
Council Officers may not serve concurrently on ISHLT Committees, and current / past Board members may not serve as Council Chairs.  Council Officers may not serve as Chair, Co-Chair, Project Lead / Sub-Committee Lead, or Expert Reviewer of any Council project, workforce, writing committee, ISHLT Academy, etc. during their terms of office so as to avoid conflicts of interest and to be able to provide oversight and guidance to those Council members who are engaged in such projects.  Exceptions may be made for Councils with fewer than 200 primary members.  For such Councils, the Past Chair may also chair a Council project, Workforce, writing committee, etc., if no other suitable individual can be found.
 
Workforces
Each Council shall create those Workforces mandated by the Board of Directors and any additional Workforces the Operating Board deems necessary.
 
The various Workforces which are mandated by the Board and are to be maintained within each Council shall include but are not limited to the following:

* Education Workforce
* Standards and Guidelines (S&G) Workforce
* International and Inter-Society Coordinating (I2C2) Workforce
 
Each Workforce is directly accountable to the Council Chair and is responsible for addressing Council activities within their specified area of endeavor. The Leaders of the S&G and I2C2 Workforces shall each serve as a member of the respective ISHLT Committees.
 
ELECTIONS/APPOINTMENTS      
 
Council Officers
Every other year prior to the Annual Meeting, the primary members of each Council shall elect one person to fill the position of Vice-Chair of their respective Councils, in accordance with established ISHLT policy and procedures.
 
Should the Vice-Chair be unable to complete his/her term, the Council will conduct an election to select a new Vice-Chair.  Should the Chair be unable to complete his/her term in the first year, the Vice-Chair will serve the remainder of the Chair’s term and then serve one additional year as Chair, and an election will be held to elect a new Vice-Chair.   Should the Chair be unable to complete his/her term in the second year, the Vice-Chair will serve the remainder of the Chair’s term and then serve his/her two-year term as Chair, and an election will be held to elect a new Vice-Chair. 
 
Council Workforce Leaders
The Leader of each Council Workforce shall be appointed by the Council Officers for a three-year term.  Terms shall be staggered across the Councils so that one third of any one Committee’s Council representatives rotates off in any given year and so that all Workforce Leaders do not rotate off the Operating Board in any given year.
 
Council Workforces may have additional members as deemed necessary by the Council Officers and Workforce Leaders.  Such individuals may be appointed by the Council Officers or the Workforce Leader, as determined by each individual Council. 
 
COUNCIL OFFICER RESPONSIBILITIES
 
Council Chairs shall be responsible for:
  • Proactively pursuing the above outlined Council purposes
  • Developing the agenda for and leading bi-monthly conference calls at a minimum of the full Operating Board, including the Board Liaison
  • Holding yourself accountable for timely delivery of the responsibilities of the Chair and any tasks delegated to you by the Board
  • Communicating regularly with, delegating tasks to, providing guidance and direction to, and providing oversight of the Council Officers and Workforce Leaders
  • Holding others accountable for timely delivery of responsibilities that you have delegated to them
  • Drafting and publishing bi-monthly updates to the Council membership via ISHLTConnect, ISHLTLinks, or email regarding Council news, decisions, activities, deadlines, etc.
  • Submitting reports and updates by the assigned deadlines to the Board via the Board Liaison
  • Developing and circulating to all Council members an agenda 2 weeks in advance of the April Council meeting
  • Leading the Council meeting at the April Annual Meeting
  • Working with the appropriate Council Workforce Leaders, Committee Chairs, and staff to develop and submit proposals for programs and services
  • Ensuring fair representation of Council membership diversity is achieved when developing workgroups and workforces
  • Responding to inquiries, concerns, requests and proposals from members, council leaders, staff, the Board, etc. by the specified deadline or within 7 calendar days
  • Attending the annual leadership retreat
  • Attending the annual leadership orientation in April
  • Mentoring the Council Vice-Chair to ensure a smooth leadership transition within the Council
 
Council Vice-Chairs shall be responsible for:
  • Serving as Council secretary
  • Recording and editing the minutes of Council conference calls and meetings and communicating them to Council members
  • Thoroughly understanding and providing guidance to the Council Chair and Council Operating Board regarding ISHLT policies and procedures relevant to Council activities
  • Thoroughly understanding ISHLT’s governance and operational structures
  • Assisting the Council Chair as needed
 
Council Past-Chairs shall be responsible for:
  • Promoting Council leadership opportunities
  • Identifying and mentoring future Council leaders
  • Identifying and recommending suitable candidates for Council Workforce Leader positions
  • Working with staff to coordinate the Council Vice-Chair nominations and elections process
  • Working with staff to coordinate the Council Workforce Leader appointment process
 
QUALIFICATIONS REQUIRED OF COUNCIL CHAIRS
 
Candidates for Council Chair should have prior experience in one or more of the following areas of leadership within ISHLT:
  • Academy Co-Chair
  • Council Workforce Leader
  • Committee Chair
  • Program Committee Member (ideally the content liaison)
  • Writing Group Lead for Standards and Guidelines or Monograph
  • Registry Committee Chair
  • Other Project Lead
 
Additional supporting qualifications for candidates for Council Chair include:
  • Abstract reviewer
  • Liaison to another Council
  • Registry Committee member
  • Annual Meeting Session Co-chair
  • Invited speaker
 
SKILL SETS AND ABILITIES REQUIRED OF COUNCIL CHAIRS
 
  • Demonstrated leadership abilities, particularly of volunteers
  • Excellent written and verbal communication skills
  • Excellent organizational skills, particularly regarding planning and deadlines
  • Timely and thorough communications
  • Good relations with staff
  • Collegiality with Council members and other ISHLT leaders
  • The ability to follow through on commitments and assigned responsibilities
  • A proactive rather than reactive approach to his/her responsibilities
  • The ability to delegate effectively and provide effective oversight and follow-up
  • The ability to lead a team forward to project completion
  • The desire and ability to identify and mentor future Council and Society leaders
  • A willingness to serve as a good advocate for ISHLT and the Council
  • The ability to solve problems and resolve conflicts
  • An understanding of and willingness to follow and enforce ISHLT policies and procedures
  • Adequate time to devote to the task
 
KEY INTERACTIONS/COMMUNICATIONS OF COUNCIL CHAIRS
 
  • Council Vice-Chair, Past-Chair, and Board Liaison
  • Council Workforce Leaders
  • Board of Directors
  • Council Members
  • Committee Chairs
  • Staff
 
TIME REQUIRED FOR THE COUNCIL CHAIR POSITION
 
Approximately 3 hours per week are required by the Council Chair to manage and oversee Council activities, delegate and follow-up on various projects, and communicate with Council leaders and members (significantly more time will be required if work is not effectively delegated to others within the Council leadership structure)
 
Approximately 5 hours per month are required to prepare for and lead conference calls of the Council Officers and/or Operating Board
 
Approximately 6 hours per year are required to prepare reports for the Board of Directors
 
Approximately 10 hours per year are required to prepare for and lead the Council annual meeting
 
Participation in the following meetings is required: 
  • Annual Leadership Orientation (3 hours at the annual meeting)
  • Annual Leadership Retreat (3 days over a weekend)
 
RESPONSIBILITIES OF BOARD LIAISONS
 
  • Ensure that Council leaders understand their roles and the relationship between the Councils, the Committees, and the Board
  • Provide guidance to the Council leaders in accomplishing their Board approved goals and objectives
  • Participate in all Council leadership conference calls
  • Provide direct communication between the Council leaders and the Board
  • Ensure the required periodic Council updates and task reports to the Board are adequately prepared and submitted on time
  • Provide additional information to the Board regarding Council updates and task reports as requested by the Board
  • Communicate with Council leadership when Board-assigned tasks and responsibilities are not being completed in a timely manner and ask for assistance from Society officers if this communication is not effective in moving things forward
  • Regularly provide feedback to the Board, Governance Committee and Executive Committee regarding the effectiveness of the Council and its leaders
  • Proactively inform their Council leaders of Board actions that will directly or indirectly affect them
 
WHAT SUCCESS LOOKS LIKE
 
  • Chair creates effective working relationships with the Council Operating Board, Board of Directors, Council workforce leaders, Board liaison, and staff
  • Chair successfully delivers on Council purposes and Chair responsibilities
  • Council successfully meets the deadlines and expectations for its projects
  • Chair receives positive feedback from the Council Operating Board, the Council membership, Council workforce leaders, Board of Directors, Board liaison, and staff
  • Council members feel engaged in both the Society and the Council and feel that their needs and interests are being met by the Society and the Council
  • Chair responds favorably to constructive input and course correction, if needed.