· Give committee volunteers appreciation for their work.
· Give volunteers support, and enable them to do all they want in the committee. Perform the tasks they don’t want to do.
· If your list is restricted, subscribers will send you email requesting subscription. Review the request and, if approved, set that person up as a member of the list with the STC server. If your list is not restricted, you do not have to set up subscribers.
· Handle bounced emails. The bounce may occur when subscribers change their email address and do not let you know. You may have to track down the person to try to get the correct email address. If you are not able to track down the person, delete the bounced address from the list. Spurious bounced emails (bounces due to errors with the servers, which don't actually mean a bad email address) will also happen. You will have to determine whether a bounce is just a server problem or an email address problem.
· Review and revise (if necessary) the default list subscription messages that are sent to list subscribers.
· Decide how much to monitor/moderate list postings. Even if you set up ground rules for posting messages, but you will eventually get flame wars or other unsavory messages (such as ads). If the list is to be moderated, you will have to spend some additional time dealing with the negative messages. By observing the TECHWR-L list, it seems fairly straightforward—a person is warned about offending messages. If that person continues to abuse the list, he/she is removed.
· Publicize the email list. Periodically write a newsletter article about the list. Include information about the purpose of the list and how to join. Send the article to the Publicity manager to include in the next press release. Periodically, ask the President to make an announcement about the list at the monthly program meetings.
· Prepare a budget of estimated income and expenses for the first 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 merchants a copy of the Texas Sales Tax Exemption Certificate when buying satellite group 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.
· Two email list owners.
· Access to the Internet and email.
· 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.
|
Deliverable |
Due Date |
Receiver |
|
Preliminary budget |
Aug Board meeting |
Administrative Council |
|
Final budget |
Sept Board meeting |
Treasurer, V-P, President |
|
Newsletter publicity articles |
Periodically |
Newsletter editor, Publicity manager, and President |
|
Committee status report |
Periodic Board meetings |
Administrative Council |
|
Receivable |
Due Date |
Sender |
|
Society email list setup and maintenance instructions |
As needed |
Society’s Web server system administrator(s) |