Responsibilities of the Web Site Committee

· 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.

· Manage the chapter Web Site. Information on this site must follow the STC international policy:

— Do not place a member’s address, telephone number, or Internet address online without written permission from the member (all committee managers and chapter officers give their permission).

— Do not place information online for which the chapter charges, without permission from the chapter Board.

— Do not place international information online, such as information from Intercom, without permission from the Society Executive Director.

· Oversee the updating of the Web Site with chapter information, and make sure the site conforms to Board-established formats and the Society’s policy. The manager either places all information online or instructs other committee managers on how to do so.

· Make sure that the following information is updated before the first program meeting of the year in September:

— Committee and officer descriptions

— Committee and officer contact names and email addresses

— Monthly program meeting place, dates, and times

— SIG and satellite group meeting places, dates, and times

— If applicable, seminar or workshop meeting places, dates, and times

— Corporate sponsor information

— Volunteer opportunity information

· Coordinate the creation and maintenance of SIG and satellite group Web pages with SIG and satellite group managers. Agree on whether you or the SIG/satellite group managers should create and maintain their Web page(s). If SIG/satellite group managers will be responsible, make sure they have the appropriate login and password information. If you will be responsible, agree on a maintenance process and schedule.

· Coordinate the posting of the chapter online membership directory with the Database & Directory manager. The file is updated quarterly.

· Coordinate the one-time conversion and posting of online downloadable registration forms in PDF format with committee managers for:

— Seminars, workshops, or training sponsored by the chapter

— Competition call-for-entries

· Periodically write newsletter articles about the Web Site for the newsletter, and give copies to the Publicity manager.

· 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 committees actual expenses and income and on your committee’s accomplishments at the June Board meeting.

Resources Needed and Meeting Availability

· 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.

· One or two committee members to help verify and update chapter leader contact information, Calendar event dates, and outside links.

· Access to the Internet World Wide Web and the ability to download and upload files.

· Access to a fax machine and/or email.

Deliverables

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

Receivables

Receivable	Due Date	Receiver
Committee and officer descriptions, contact names, and email addresses for next year	July and August	President
Regular monthly program meeting place(s), dates, and times	July and August	President or Program manager
SIG and satellite group meeting place(s), dates, and times	July, August, and as scheduled or changed	SIG and satellite group managers
Updated corporate sponsor information and Web links	As needed	Corporate Sponsor manager
Downloadable registration forms in PDF format for chapter events	As requested	Competition, Seminar managers
Committee status report	Periodic Board meetings	Administrative Council

Click here for an MS-Word version of this Web Site Committee responsibilities document.