· 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.
· Consult with the President, directors, and your two committee members (elected at the October chapter meeting) to nominate officers for the next year.
· Nominate members for Secretary, Treasurer, and seven Directors. Try to find at least two candidates each for Secretary, and Treasurer and nine or ten candidates for Directors.
· Explain to each nominee the responsibilities of the office, and obtain a written statement of willingness to accept office.
· Give the President the slate of candidates in time for announcement at the February chapter meeting. Members may nominate officers directly to the President.
· Give the Newsletter Editor the slate of candidates in time for publication in the March newsletter. Also give the Newsletter Editor a proxy ballot to include in the March newsletter. The proxy ballot is for people to designate a proxy who votes for them at the April meeting.
· Make sure the slate of candidates and the election is publicized. Use the Internal Publicity committee to publicize, or do it yourself. If you do it yourself submit the information to the Webmaster, post a message to the chapter listserv, and make your own flyers (make sure they’re displayed at chapter program meetings).
· Gather biographies of all nominees. Give the biographies and a proxy ballot to the newsletter editor for publication in the April issue. Include instructions from the Houston Chapter Bylaws on voting by proxy. Provide a name, address, and fax number for sending proxy ballots.
· Prepare the ballot for the election at the April chapter meeting, and give copies to the tellers.
· Notify the Arrangements manager that you need space at the April chapter meeting reception table to distribute, receive, and count ballots.
· Obtain a current membership list from the Database/Directory manager. Use this list to verify that proxies and chapter meeting ballots have been completed by members only.
· Receive the mailed and faxed proxies, and verify that they are signed by members. Bring the proxies to the chapter meeting.
· Arrive early at the meeting to receive more proxies and verify that they are signed by chapter members. Give out ballots to chapter members only and receive completed ballots.
· During the program, count the proxies and ballots with your other tellers. Among the Director candidates, the five receiving the highest numbers of votes are the winners.
· At the end of the program, after the President introduces you, announce the winners.
· Give all completed proxies and ballots to the incoming president in case an officer resigns next year.
· After the election, give the Newsletter Editor the slate of incoming officers in time for publication in the June newsletter.
· Advise the President on candidates for Associate Fellow and Distinguished Chapter Service Awards. If needed, help with the completion of the nominations forms.
· 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 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.
· Two committee members elected at the October chapter meeting and three tellers to accept and count votes at the April chapter meeting.
· Extensive knowledge of chapter members and of the responsibilities of officers and directors.
· Copy of the Houston Chapter Bylaws.
· Access to a fax machine and/or email.
|
Deliverable |
Due Date |
Receiver |
|
Preliminary budget |
Aug Board meeting |
Director of Volunteer Resources |
|
Final budget |
Sept Board meeting |
Director of Volunteer Resources |
|
Proxy ballot |
3/1 (April newsletter submission deadline) |
Newsletter editor |
|
Candidate information |
3/1 (April newsletter submission deadline) |
Newsletter editor, Webmaster, Internal Publicity manager |
|
Regular ballots |
April meeting |
Members who attend April meeting |
|
Incoming officer information |
5/1 (May newsletter submission deadline) |
Newsletter editor |
|
Committee status report |
Periodic Board meetings |
Administrative Council |