· Give committee members appreciation for their work.
· Give committee members support, and enable them to do all they want on the committee. Perform the tasks they don’t want to do.
· With the incoming President in May or June, schedule facilities for chapter.
· During the summer, and throughout the year as needed, provide the following people with information on meeting time, place, parking, cost, and meals or buffet: Newsletter editor, Webmaster, with the facility and other committee managers for food, reception tables, meeting and Publicity manager.
· With the Program manager, arrange the room size, room layout, and audiovisual equipment for each meeting. Make these arrangements at least a week ahead of time, preferably earlier.
· Make sure there is enough food for the expected number of attendees and that there are adequate display and registration tables. Coordinate this each month with the Program manager, Publicity manager, and President.
· Get $100 in change from the Treasurer before the September meeting. Keep $100 in $1 bills for change at each chapter meeting. (IMPORTANT) If you run out of change, do NOT say you will owe them change. Either ask the person selling drink/beverage tickets or go to the hotel lobby to get change (preferably BEFORE you run out).
· Make sure the bar and/or buffet table are placed appropriately in the meeting room. After each meeting, check how much food is left. This will tell you if you are ordering too much or too little.)
· Make sure the hotel provides a table in the meeting room with pitchers of water and glasses for guests and for the speaker(s). If you don’t see water and glasses when you arrive, request them.
· Make sure you have raffle tickets and a raffle bowl for the raffle prize each meeting. The Corporate Sponsor manager will provide you with a raffle prize each meeting and tell you the ticket price.
· Make sure you have a few printed copies of the membership directory for each meeting. The ??? manager will provide you with the copies and tell you the selling price.
· If the chapter has promotional items for sale, make sure you have them. The Publicity manager will provide you with the items and tell you the selling price.
· Make sure you provide attendees with a meeting fee receipt, if requested.
· Keep the STC banners. Bring them to each meeting and set them up at the podium and registration table.
· Arrive at 5:00 P.M. at each chapter meeting to check that the facility has provided the requested items, to serve as the liaison with the staff, and to set up the registration tables. Make sure lighting, heating, and cooling are comfortable in the meeting room.
· Register arriving members and guests at each monthly chapter meeting, and collect meeting fees. Ask members and guests to sign a member list and a guest list.
· Give the money collected from each meeting for registration, membership directory, raffle tickets, and other publicity items to the Treasurer, except for $100. Provide the Treasurer with clear written records of the amount of money for each different category.
· Give the list of guests to the Database/Directory manager. Give the list of guests and members to other committee managers as requested (for example, Membership and Programs).
· You are not responsible for the Competition Awards banquet arrangements in January, but you may need to provide information to the Banquet manager about the hotel and audiovisual arrangements.
· Prepare a budget of estimated income and expenses for the August Board meeting. If you expect some expenses to be donated, include them in the budget with an estimated cost. (Keep an extra copy of the budget to pass on to your successor.)
· Give merchant’s a copy of the Texas Sales Tax Exemption Certificate when buying committee supplies. (We don’t pay sales tax as a nonprofit organization.) Complete the chapter’s Request for Payment/Deposit Form for purchases and deposits and give it to the Treasurer.
· Inform the Board if you believe your expenses may exceed your approved budget.
· Attend each Board meeting, if possible. If you cannot attend, submit a report to the President beforehand on your committees activities.
· Report on your committees actual expenses and income and on your committee’s accomplishments at the June Board meeting.
· Ability to attend all regular program meetings.
· Ability to attend the first Board meetings during budget discussion and approval.
· Ability to attend Board meetings whenever the agenda includes topics relating to your committee.
· A group of at least five rotating volunteers to help at the registration table for each program meeting.
· Chapter’s money box with $100 in $1 bills for change at each program meeting.
· Ability to make about five telephone calls a month during working hours.
· Access to fax machine and/or email.
Bring the following items to each monthly chapter
meeting:
· Change--always have $100 in $1 bills
· Name tags--blue for members; red for guests
· Pens
· Member list and guest list
· Blank meeting fee receipts
· Raffle prize, tickets, and bowl
· Printed membership directory for sale
· Optional--promotional items for sale (for example, t-shirts and mugs)
|
Deliverable |
Due Date |
Receiver |
|
Preliminary budget |
Aug Board meeting |
Administrative Council |
|
Final budget |
Sept Board meeting |
Treasurer, V-P, President |
|
Committee status report |
Periodic Board meetings |
Administrative Council |