· 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.
· Create and maintain a list of local media contacts.
· Write press releases about chapter activities and send to local media. Chapter activities include:
— Chapter program meetings (monthly)
— Special interest group (SIG) presentations (monthly or semi-monthly)
— Satellite group presentations (monthly or semi-monthly)
— Share-the-Knowledge (STK) presentations (periodic)
— Chapter workshops, seminars, and training (periodic)
— Community service activities (periodic)
— Student committee presentations (periodic)
— Technical Art, Publications, and Online competition submission (September-October)
— Competition judging (November)
— Competition Awards banquet/reception (January)
— Judging of High School Science & Engineering Fair Writing Contest (January)
— $500 scholarship to the winner of the senior division of the High School Science & Engineering Fair Writing Contest (at SEFH Awards ceremony in February and at STC Houston meeting in May or June)
· Coordinate with the incoming President and Vice-president to create and print a chapter brochure during the summer. The brochure should be available for the September monthly chapter meeting. Print about 1,000 copies. You need the input of the President, Vice-president, and several committee managers to determine the number of brochure copies needed and based on the following information:
— Number of program meetings, SIG meetings, satellite group meetings
— Seminars, workshops, and training sessions
— Estimated number of new members for the new year
— Estimated number of potential corporate sponsors
· Mail press releases to local media at least one month (preferably two months) before the events. Periodically, call media contacts and remind them of our activities. With each press release, list yourself as the media contact and include standard information about the chapter and STC.
· Coordinate requests from local media for interviews or information about STC and technical communication with the President, Vice-president, and appropriate committee managers.
· As requested, provide copies of the chapter brochure to the Membership, Share-the-Knowledge, SIG, Satellite Group, Seminar, Corporate Sponsors, and other committee managers.
· Help other committees publicize their committee activities and special events Take the initiative to stay informed about all chapter activities. Do not sit back and rely on other people to tell you what is going on.
· Attend monthly Board meetings to stay informed. If you cannot attend, make sure that you keep informed by reading the Board agenda and meeting notes.
· You are responsible for making sure that photographs are taken at each monthly chapter meeting and at certain committee activities for publication in the newsletter and in press releases. You should periodically arrange for pictures to be taken at SIG meetings, satellite group meetings, seminars/workshops, and STKs. If you cannot attend chapter events, make sure that someone takes photographs and gives them to the Newsletter editor and to you.
· Keep a copy of STC Guidelines for the Use of the Society Symbol and Logotype. The STC logo is available in camera-ready sheets from the STC office and in TIF format from the STC Internet site. Give to other committees as needed.
· Decide as soon as you are appointed if you will enter the STC Chapter Public Relations Competition. If so, follow the guidelines and enter before the designated deadline (usually in January or February).
· 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 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 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.
· At least two committee members to research and write press releases and to arrange photographs at most chapter functions.
· Ability to make about five telephone calls a month during working hours.
· Ability to spend about 2 hours a month attending program meetings, SIG meetings, seminars or workshops, and other events/activities.
· Ability to create, reproduce, and distribute information about chapter activities.
· Chapter stationery.
· STC Guidelines for the Chapter Public Relations Competition.
· STC Guidelines for the Use of the Society Symbol and Logotype.
· 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 |
|
Chapter brochure |
Sept program meeting |
Membership, Share-the-Knowledge, SIG, Satellite Group, Seminar, Corporate Sponsors managers |
|
Press releases |
Every month and as required |
Local media contacts |
|
Photographs |
Every month per activity |
Newsletter editor, local media |
|
Receivable |
Due Date |
Receiver |
|
Activity information |
4 to 6 weeks before the event |
Program, Share-the-Knowledge, SIG, Satellite Group, Community Service, Corporate Sponsors, and Seminar managers |