· Give committee members recognition 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.
· Maintain a database of names, addresses, telephone numbers, and other information about:
— Chapter members
— Other chapters’ newsletter editors
— STC international office, Executive Council, and Director-Sponsors
— Representatives of other local related organizations
— Speakers at chapter meetings
— Guests at chapter meetings
— Other persons interested in STC
· Other information about chapter members must include:
— Whether to exclude the member from a published membership directory
— Whether to exclude the member from a mailing list exchange or sale
· Update the database weekly.
· Speakers and guests at chapter meetings receive three free issues of the newsletter. The Arrangements manager will forward the program meeting guest list to you every month.
· Other chapter newsletter editors, STC international office and Executive Council, Region 5 Director-Sponsor, some representatives of local related organizations, and other persons interested in STC receive free issues of the newsletter during the entire year. The President will inform you of changes to this exchange list.
· Member information can come from the following sources:
— Members contact you directly
— Members contact the Membership manager directly
— Members contacting the Society who, in turn, contacts the Membership manager
— Members communicate a change via the sign-in list at regular program meetings (Arrangements manager will forward to you)
· The Society office periodically sends member lists to the Membership manager. If possible, use the Society office’s electronic service to keep the database updated. Some reconciliation between local Houston records and Society records will periodically be necessary, because members do not always contact both the chapter and national levels for information changes. Enlist the help of the President, Vice-president, Volunteer Coordinator, and Immediate Past-president in reconciling differences.
· You may receive updated member contact information from the Phone Service committee, because they are calling members each month to remind them of upcoming meetings. Be careful in using this information, because members may not want certain contact information published in the directory. When in doubt, ask the President, Vice-president, Volunteer Coordinator, or Immediate Past-president .
· Every quarter, update the downloadable online directory and make sure its posted on the chapter Web site.
· Every March, the chapter President receives a list of non-renewers. The Membership manager may choose to send renewal postcards or make phone calls asking whether non-renewers will renew. Make sure that the people who are on the non-renewal list and who did not respond to the Membership manager are deleted from the database. You should receive and incorporate this information into the database by the end of May for next year’s mailings and directory.
· At least once a year, write a newsletter article about how to update member directory information. Remind members to change their information both locally and nationally.
· Coordinate monthly with the Newsletter manager to supply mailing labels to the mailing service for each issue. Guests at chapter meetings and other persons interested in STC receive three free issues. The others in the exchange list receive every issue.
· Supply mailing labels to the mailing service for the Seminar and other committee managers as requested.
· Obtain the President’s approval before supplying labels to any outside person or organization.
· 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 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 committee’s activities.
· Report on your committee’s actual expenses and income and on your committee’s accomplishments at the June Board meeting.
· Ability to attend as many regular program meetings as possible.
· 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.
· Chapter’s copy of database software, a computer, and software to convert the directory to online downloadable format. The chapter owns a copy of Microsoft Access for Windows. The software to convert the directory to online downloadable format is free from the Internet.
· Ability to make a few telephone calls a month during working hours.
· Access to fax machine and/or email.
|
Deliverable |
Due Date |
Receiver |
|
Preliminary budget |
Aug Board meeting |
Administrative Council |
|
Final budget |
Sept Board meeting |
Treasurer, V-P, President |
|
Mailing labels |
End of every month for Newsletter. As needed for training, seminars, competition, or special events |
Mailing service |
|
Online downloadable membership directory |
Every quarter |
Webmaster |
|
Final budget |
Sept Board meeting |
Treasurer, V-P, President |
|
Newsletter article about how to update membership information |
Once a year |
Newsletter editor |
|
Committee status report |
Periodic Board meetings |
Administrative Council |
|
Receivable |
Due Date |
Sender |
|
Changes in member information |
Regularly throughout the year |
· Members · Arrangements, Membership managers |
|
Changes in non-member information (exchange list) |
Periodically, as needed |
President |
|
List of members to delete (non-renewers) |
end of May or earlier |
Membership manager |