· 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.
· Recruit a group of volunteers to call or email members each month, reminding them of the upcoming chapter meeting. All members should not be called every month; instead, call each person about once a quarter. The elected officers and committee managers should not be called.
· Every quarter, download a new online membership directory from the chapter Web site to make sure your information is current.
· When you learn about new contact information for certain members, urge those members to contact the Database & Directory manager and the Society with their updated information. It is best not to give updated contact information to the Database & Directory manager, because members may not want certain information published in the directory and members should be responsible for notifying the chapter of their changes. When in doubt, ask the President, Vice-president, Volunteer Coordinator, or Immediate Past-president .
· Maintain current greetings, leadership contact information, and activity announcements with the chapter phone answering service. The information about the next chapter program meeting must be up-to-date. Get information about the next program meeting from the Program committee manager on or before the day after every program meeting.
· If asked by the President or Vice-president, temporarily add information about the Technical Arts, Publications, and Online competitions and special events to the answering service. Find out from the President or Vice-president when you should add and delete this information.
· 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 committees 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.
· At least 10 volunteers to make phone calls to members each month.
· One committee member to forward phone service messages to the appropriate people.
· Ability to make 1 to 10 short telephone calls a week during working hours (using email can reduce the phone calls).
· 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 |
|
Committee status report |
Periodic Board meetings |
Administrative Council |