The Director of Programs is responsible for the following chapter committee activities:
· Arrangements
· Programs
· Registration
· Seminars/Workshops
· Share-the-Knowledge (STK)
· SIGs
· When applicable, provide information to the President for announcements about your committees’ activities during regular program meetings.
· From June through August, gather committee manager names, addresses, phone numbers, and email addresses. Give the information to the President before the first Board meeting. Throughout the year, make sure the President has information and changes about your committee managers. Verify that the information gets updated on the President’s Leadership list.
· From June through August, make sure your committee managers have information they need to prepare budgets and activity plans from past committee managers. Make sure they provide this information to the President on the date requested and that they attend Board meetings when their budgets and activities are discussed.
· From June through August, make sure your committee managers receive all committee files and information that they need to plan and manage activities. Make sure past committee managers provide an effective handoff to the new managers.
· Before each Board meeting, contact your committee managers for activity updates and to provide committee information as requested by the President.
· Review past year’s Chapter Achievement nomination forms; throughout the year, provide information to the President for your committees’ Chapter Achievement activities.
· From June through August, gather information about your committees’ planned activities and programs (topics, speakers, dates, location, etc.). Give the information to the Director of Communications and make sure it gets passed to the Webmaster, Newsletter Editor, Phone Service committee, and Publicity committee. Throughout the year, make sure the Director of Communications has information about changes to your committees’ activities. Periodically check the chapter web site, chapter phone service message, and newsletter for accurate information about your committees.
· Before the first Board meeting, give the Director of Communications committee manager names, phone numbers, and email addresses. Throughout the year, give the Director of Communications information and changes about your committee managers. Periodically check the chapter web site, chapter phone service message, and newsletter for accurate information about your committees.
· As needed, assist the Director of Volunteer Resources and the Volunteer Coordinator with recruitment of managers, committee members, and temporary volunteers for your committees’ activities. Provide descriptions of committee activities. If you can, provide names of potential volunteers. You are not expected to staff your committees, but try to help others who are responsible for staffing.
· Periodically, give the Director of Volunteer Resources information about your committees’ volunteers for recognition (Volunteer of the Month, Volunteer of the Year.), Society awards and nominations (Distinguished Chapter Service, Associate Fellow), and for future chapter officer candidates. If you can, assist in the writeup of recognition articles and award/nomination forms.
· As needed, assist the Program manager in scheduling chapter meetings to avoid major holidays, annual Region 5 Conference, annual WinHelp Conference, STC Annual Conference, and other events.
· You may need to assist in deciding program topics and locating potential speakers.
· This committee should be self-sufficient. Occasionally, they may need help securing meeting rooms and AV equipment, deciding topics, and locating potential presenters.
· SIGs should be self-sufficient. Occasionally, they may need help securing meeting rooms and AV equipment, deciding topics, and locating potential presenters.
· As needed, assist the Seminar committee in scheduling a seminar or workshop to avoid major holidays and STC events. You may need to assist in deciding program topics and locating potential speakers.
· Assist in finding a hotel. Help negotiate the cost and sign the contract with the hotel.
· As needed, assist the Arrangements committee in finding a new meeting location. Help negotiate the cost and sign the contract with the hotel.
· Prepare a budget of estimated income and expenses before the first Board meeting and submit to the President in time for inclusion in the President/VP budget. 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.) Monitor your actual expenses against your budgeted expenses from the Treasurer’s monthly reports.
· 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.
· Ability to spend an average of 2 hours a week on chapter work throughout the year.
· Ability to hold at least 5 telephone calls a week during business hours; some calls are long distance.
· Ability to attend most of the chapter functions for general membership and to periodically attend SIG, STK, and Seminar meetings or workshops.
· Access to fax machine and/or email.
· 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.
· Compile a list of possible topics for the coming year and distribute on a flyer at the June meeting. Suggestions for gathering topics: meet in May with the incoming President and Vice-president to discuss possible topics. If roundtable discussions (on various topics) are held during a spring chapter meeting, host a table with the incoming President to gather possible program topics; ask members informally what programs are of top interest to them.
· By the August Board meeting, have the final program schedule for each chapter meeting. You do not have to have every speaker arranged, but you should have every topic arranged. Give this information to the President, Vice-president, Webmaster, Publicity manager, and Newsletter editor. Do not schedule programs for December (holiday) and January (Competition Awards banquet/reception).
· Make sure the scheduled programs are announced in the September newsletter (submission deadline is August 1st). Make copies of flyers and distribute at the September chapter meeting.
· Arrange for speakers for each program. Ask members to help locate speakers. (Ask only those members with whom you’ve built a strong rapport and who you believe will work with you well and follow through on assignments.)
· After you set up a program and speaker, send each speaker a letter confirming the topic, presentation format, room layout and audiovisual requirements.
· Two to three weeks before the meeting, reconfirm room layout and audiovisual requirements. After you receive final confirmation, notify the Arrangements manager of the requirements.
· At least 6 weeks before each meeting, obtain detailed program and biographical information from the speaker. Give the information to the person writing the newsletter feature article and to the Publicity manager.
· At least one month before each meeting, give summary program and speaker information to the Webmaster to include in the Calendar on our Web site and to the Phone Service manager to include in our answering service announcement.
· Check with the speakers about donating an item for the raffle. Coordinate this with the Corporate Sponsor manager, who is responsible for the raffle prize. Make sure that the prize for each meeting is appropriate for the program and does not conflict with the speaker’s affiliation.
· Consider giving the Database & Directory manager the names and addresses of the speakers so that the speakers will receive three guest newsletters.
· Consult with the President on the order of events at each meeting, and introduce the program and speaker after the chapter announcements.
· Before each meeting, help the speaker set up equipment, buy the speaker a refreshment, introduce the speaker to the President and others, and place a program feedback form on each attendee’s chair.
· After the meeting, give the speaker a small gift, for example, a certificate or STC pen. Coordinate with the Corporate Sponsor and Publicity managers for possible gifts.
· After the meeting, collect the feedback forms and analyze the data.
· Write a thank-you note to the speaker, and include results from the feedback 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 all regular program meetings.
· 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.
· Three or four committee members to recruit speakers, arrange programs, gather program and speaker information, analyze completed feedback forms, and attend programs.
· Ability to make about 15 telephone calls a month during working hours.
· Ability to spend 10 or 15 hours a month on committee work, including attending chapter meetings.
· 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 |
|
Speaker gift |
Every program meeting |
Speaker |
|
Program evaluation forms |
Every program meeting |
Attendees |
|
Committee status report |
Periodic Board meetings |
Administrative Council |