· 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.
· Work with the President, Vice-president, and officers, and Nominating manager on nominations for the following Society honors
— Associate Fellow
— Distinguished Chapter Service
— Jay Gould Award for Excellence in Teaching Technical Communication
· Work with the President to complete the nomination form and assemble the backup for Associate Fellow. Work with the President to complete the nomination letter for Distinguished Chapter Service. Work with the Student committee manager to complete the nomination form and backup for Jay Gould Award.
· Work with the President, Vice-president, and Volunteer Coordinator on the Volunteer of the Month award, the Volunteer of the Year, and other member awards that your committee wants to present.
· Publicize Volunteer of the Month, Volunteer of the Year, and other member awards that your committee wants to present in the newsletter and, when applicable, publicize on the Web site.
· Coordinate with other committee managers to make sure that all member honors and awards are publicized in the newsletter and, when applicable, publicized on the Web site. For known Society awards, the committees to coordinate with are
— Competition committee for local and international Tech Pubs, Art, and Online Competition winners
— Student committee for local and international High School Science Fair and Engineering winners
— Student committee for Jay Gould Award
— Student committee for new Sigma Tau Chi members
— Student committee for Ken Caird Student Article winner
— Student committee for Austin chapter’s Melody Colby Student Writing winner
— Newsletter editor for Chapter Newsletter award
— Publicity committee for Chapter Public Relations award
— President and Vice-president for research grants awarded
— President and Vice-president for international Tech Video Competition winners
— President and Vice-president for Frank Smith Outstanding Journal Article winner
— President and Vice-president for Associate Fellow, Fellow, and Honorary Fellow awards
— President and Vice-president for Society-level office nominations and winners
· Work with the President and Vice-president to buy gifts for Associate Fellow and Fellow honorees. We traditionally give them a desk set, crystal, or another expensive gift. We also traditionally order flowers delivered to their hotel rooms during Annual Conference.
· Work with the President to order the incoming President a President’s pin that is presented at the last June meeting.
· Work with the Vice-president to order the outgoing President a plaque with a gavel and the dates of service and an outgoing President’s pin.
· Work with the President to check the chapter’s supply of blank recognition/awards certificates. Reorder and/or redesign more certificates if necessary.
· Prepare a budget of estimated income and expenses for the September 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 committees actual expenses and income and on your committee’s accomplishments at the June Board meeting.
· Give committee members recognition for their work.
· 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 or three committee members to help complete nomination forms and backup information.
· Ability to make from 5 to 10 telephone calls a month during working hours.
· Ability to spend from 4 to 8 hours a month on committee projects.
· Access to fax machine and/or email.
|
Deliverable |
Due Date |
Receiver |
|
Honorary Fellow nomination form, if applicable |
8/1 |
Society |
|
Volunteer of the Month newsletter writeup |
8/1 |
Newsletter manager |
|
Volunteer of the Month newsletter writeup |
9/1 |
Newsletter manager |
|
With President, International High School Science Fair & Engineering Houston winners newsletter article, if applicable |
9/1 |
Newsletter manager |
|
Preliminary budget |
Sept Board Meeting |
Administrative Council |
|
With Student committee, Jay Gould Award nomination form and backup, if applicable |
10/1 |
Society |
|
Volunteer of the Month newsletter writeup |
10/1 |
Newsletter manager |
|
Final budget |
Oct Board Meeting |
Treasurer, President, VP |
|
Associate Fellow nomination form, if applicable |
10/21 |
Society |
|
Volunteer of the Month newsletter writeup |
11/1 |
Newsletter manager |
|
Distinguished Chapter Service nomination letter |
11/30 |
Director-Sponsor |
|
Volunteer of the Month newsletter writeup |
12/1 |
Newsletter manager |
|
Volunteer of the Month newsletter writeup |
1/1 |
Newsletter manager |
|
With Competition committee, local Tech Pubs, Online, Art winners newsletter article |
2/1 |
Newsletter manager |
|
Fellows and Associate Fellows newsletter article, if applicable |
2/1 |
Newsletter manager |
|
With Student committee, Jay Gould Award Houston winner newsletter article, if applicable |
2/1 |
Newsletter manager |
|
With Student committee, Sigma Tau Chi Houston member newsletter article, if applicable |
2/1 |
Newsletter manager |
|
Distinguished Chapter Service newsletter writeup |
2/1 |
Newsletter manager |
|
Volunteer of the Month newsletter writeup |
2/1 |
Newsletter manager |
|
Volunteer of the Month newsletter writeup |
3/1 |
Newsletter manager |
|
With Student committee, local High School Science Fair and Engineering winners newsletter article |
3/1 |
Newsletter manager |
|
With Student committee, Ken Caird Student Houston winner newsletter article, if applicable |
3/1 |
Newsletter manager |
|
With President, Frank Smith Outstanding Journal Houston winners newsletter article, if applicable |
3/1 |
Newsletter manager |
|
Volunteer of the Month newsletter writeup |
4/1 |
Newsletter manager |
|
With President, International Tech Pubs, Online, Art, Video Houston winners newsletter article, if applicable |
4/1 |
Newsletter manager |
|
With Publicity committee, Chapter Public Relations Houston winner, if applicable |
4/1 |
Newsletter manager |
|
With Newsletter committee, Chapter Newsletter Houston winner newsletter article, if applicable |
4/1 |
Newsletter manager |
|
With Student committee, Melody Colby Student Writing Houston winner newsletter article, if applicable |
5/1 |
Newsletter manager |
|
Associate Fellow and Fellow gifts and flowers for delivery during Society Annual Conference, if applicable |
May |
Associate Fellows and Fellows |
|
Volunteer of the Year writeup |
May |
Webmaster |
|
Volunteer of the Year newsletter article |
June |
incoming Newsletter manager |
|
Receivable |
Due Date |
Sender |
|
Honorary Fellow nomination information, if applicable |
July |
President, V-P |
|
Volunteer of the Month suggestion |
July |
Volunteer Coordinator, V-P, President |
|
Volunteer of the Month suggestion |
August |
Volunteer Coordinator, V-P, President |
|
Jay Gould Award nomination information, if applicable |
September |
President, V-P, Student committee |
|
Volunteer of the Month suggestion |
September |
Volunteer Coordinator, V-P, President |
|
Associate Fellow nomination information, if applicable |
September |
President, V-P |
|
Volunteer of the Month suggestion |
October |
Volunteer Coordinator, V-P, President |
|
Distinguished Chapter Service nomination information |
October |
President, V-P |
|
Volunteer of the Month suggestion |
November |
Volunteer Coordinator, V-P, President |
|
Volunteer of the Month suggestion |
December |
Volunteer Coordinator, V-P, President |
|
Local Tech Pubs, Online, Art winners |
January |
Competition manager |
|
Fellows and Associate Fellows winners, if applicable |
January |
President, V-P |
|
Jay Gould Award Houston winner, if applicable |
January |
President, V-P, Student committee |
|
Sigma Tau Chi Houston winner, if applicable |
January |
President, V-P, Student committee |
|
Distinguished Chapter Service winners |
January |
President, V-P |
|
Volunteer of the Month suggestion |
January |
Volunteer Coordinator, V-P, President |
|
Volunteer of the Month suggestion |
February |
Volunteer Coordinator, V-P, President |
|
Local High School Science Fair and Engineering winners |
February |
President, V-P, Student committee |
|
Ken Caird Student Houston winner, if applicable |
February |
President, V-P, Student committee |
|
Frank Smith Outstanding Journal Houston winner, if applicable |
February |
President, V-P |
|
Volunteer of the Month suggestion |
March |
Volunteer Coordinator, V-P, President |
|
International Tech Pubs, Online, Art, Video Houston winners, if applicable |
March |
President, V-P |
|
Chapter Public Relations Houston winner, if applicable |
March |
President, V-P, Publicity manager |
|
Chapter Newsletter Houston winner, if applicable |
March |
President, V-P, Newsletter manager |
|
Volunteer of the Month suggestion |
April |
Volunteer Coordinator, V-P, President |
|
Melody Colby Student Writing Houston winner, if applicable |
April |
President, V-P, Student committee |
|
Volunteer of the Month suggestion |
May |
Volunteer Coordinator, President, V-P |