· 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.
· Obtain feedback about topics of interest from other chapter committees, SIGs, ad-hoc committees, and other Region 5 chapters.
· Develop a list of STK presentation guidelines or requirements and a presentation evaluation form. Provide these to potential STK discussion leaders.
· Meet with STK discussion leaders to review proposed presentations and requirements.
· Develop a list of facilities and vendors that provide meeting rooms and audiovisual equipment for STKs. This list is for discussion leaders who are unable to provide their own meeting room and audiovisual arrangements.
· Schedule STKs at least two months in advance (preferably more), so that you have time to adequately publicize the event. You should provide information about each upcoming STK to the following people:
— Newsletter editor--the submission deadline is the first of the preceding month.
— Webmaster--periodically review the Web site to make sure the information is correct.
— Publicity manager--so that STKs can be included in press releases to local media.
— President--so that announcements can be made at each monthly chapter meeting.
— Provide flyers for each monthly chapter meeting.
· Make arrangements with the Publicity manager to have photographs taken at some STKs and published in the newsletter and in press releases.
· Each year, write an article for the newsletter that explains the purpose of the STK sessions, that provides a list of target topics and presentation formats, and that encourages participation. Preferably, do this for the September or October newsletter.
· Write a mid-year (December/January) and/or end-of-year (May/June) article to publish the successes of the STK sessions and to encourage participation for the coming year.
· Attend each STK presentation and introduce each discussion leader.
· Review session STK evaluation forms for information about future STKs.
· Write a thank-you note to each discussion leader. Include results from the STK evaluation forms and provide a certificate of appreciation to them.
· 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 a 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 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 to four committee members to solicit feedback on topics of interest, write newsletter articles, meet with potential STK discussion leaders, assist with the preparation of each presentation (if necessary), and attend each STK presentation. The required number of committee members usually corresponds to the number of STK presentations each month.
· Ability to create, reproduce, and distribute flyers about upcoming STKs at monthly meetings.
· Ability to make from five to ten telephone calls a month (including long distance) during working hours.
· Ability to spend two to three hours every month attending STK presentations.
· Access to a 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 |
|
Flyers |
Preferably 4 - 8 weeks before the STK |
Arrangements manager for program meetings |
|
Newsletter articles |
Preferably 4 - 8 weeks before the STK |
Newsletter and Publicity managers |
|
Messages to email lists |
2 to 4 weeks before the STK |
SIG managers, Publicity manager, other members |
|
Appreciation certificates |
During the STK |
Discussion leaders |
|
Committee status report |
Board meetings before and after seminar |
Administrative Council |