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Example Board Member Position Descriptions (Houston)
BOARD POSITION DESCRIPTION
TITLE: Arrangements
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Programs
PRIMARY RESPONSIBILITY:
Arrange for the physical facilities for regular dinner meetings, technical sessions, and board meetings.
ADDITIONAL RESPONSIBILITIES:
Arrange for audio-visual equipment for dinner speaker and/or technical session speaker.
Monitor dinner and drink prices and keep board informed of changes.
Primary contact for organization providing meals and bar drinks.
Help plan the annual Christmas Party and handle all arrangements.
Help sell drink tickets at regular meeting.
Collect dinner cards, and give to the Membership Promotion Director to announce guests.
Provide count of members eating dinner to the organization providing the meals. The count will be provided by the Membership/Retention chairman.
Review invoices from organization providing the meals for accuracy.
Schedule dinner meeting dates at least one year in advance. Get Board approval if any meeting dates are changed from a 3rd Monday date to avoid a holiday.
Select dinner menu items for each monthly meeting and provide this information to the Newsletter Director.
Assist Treasurer by selling dinner and drink tickets and making sure each meeting attendee signs the sign-in roster and wears a name badge.
Bring any materials used at the registration table. These include blank dinner tickets, name badges, sign-in sheets and new member applications. Drink tickets in various colors are provided by the restaurant.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Estimated Head Count Membership Retention Monthly
Audio-Visual Needs Education-Special Int. Monthly
Audio-Visual Needs Programs Monthly
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Audio-Visual Needs Facility Monthly
Head Count/Meal & Set Up Facility Monthly
Guest Dinner Tickets Membership-New Monthly
Attendance Sign in Sheets Points & Awards Monthly
Dinner Tickets Points & Awards Monthly
Menu Publications-Newsletter Monthly
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 8
BOARD POSITION DESCRIPTION
TITLE: Audit and Finance
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Membership
PRIMARY RESPONSIBILITY: To audit the financial records of the local chapter.
ADDITIONAL RESPONSIBILITIES:
Prepare a preliminary annual budget for the January Board meeting.
Prepare the final annual budget due for approval at the February board meeting. Provide the approved budget in a month-by-month format for each account to the Treasurer.
Perform annual audit of prior year books due no later than the March board meeting.
Prepare financial variance analysis of quarterly Treasurer reports (actual vs. budget).
Assist the Treasurer to control and protect the finances of the chapter.
Assist the Treasurer in preparing the Tax Forms for the chapter.
Review the chapter Chart of Accounts and make suggestions for changes or additions.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Old Budget Treasurer Annually
Year-End Statements Treasurer Annually
Quarterly Financial Treasurer Quarterly
Statements
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Proposed budget with
Comparison All Board Members Annually
Quarterly Budget Variance All Board Members Quarterly
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 3
BOARD POSITION DESCRIPTION
TITLE: Education - Student Groups
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Membership
PRIMARY RESPONSIBILITY:
Coordinate activities with all student and youth groups including student chapters, clubs, and scouts in high schools, colleges, technical schools and universities.
ADDITIONAL RESPONSIBILITIES:
Recruit and assign "sponsor" for student clubs.
Assist student groups in obtaining speakers for their meetings.
Order supplies requested by student groups.
Assist new groups in completing paperwork required for International membership.
Coordinate all activities required in awarding scholarships (announcements, selecting review committee, actual award, etc.).
Recruit and retain committee members and chairman.
Maintain roster of active faculty advisors for mailings.
Present chapter, region, or international awards to the student group when earned, notify Publicity Chairman for photos.
Coordinate the "student night" dinner meeting: introduce student chapter sponsors and student scholarship recipients; present student scholarship checks requested from the Treasurer.
Attend student group functions as necessary.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
SCOPA Applications Student Chapters Annually
Student Chapter News Student Chapters As Required
Scholarship Selections Student Sponsors Annually
Student Rosters President Monthly
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
SCOPA Applications DPMA Association Annually
Student Chapter News Publications-Newsletter Monthly
Scholarship Selections Publications-Newsletter Annually
Scholarship Check Requests Treasurer Annually
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 10
BOARD POSITION DESCRIPTION
TITLE: Education - Membership
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Membership
PRIMARY RESPONSIBILITY:
To provide educational opportunities for the membership such seminars, conferences, and CDP review courses.
ADDITIONAL RESPONSIBILITIES:
Arrange for CDP review courses to be given at local universities.
Disseminate information to the membership and other organizations about the CDP exam. Provide CDP exam dates to Secretary and Newsletter Director for publication.
Recruit volunteer instructors to teach CDP review sessions.
Order CDP review manuals for review attendees at cost.
Provide a list of CDP review attendees to Points and Awards Director to record individual points.
Act as liaison for Project MAP sessions.
Coordinate seminars for the Management Development Foundation or seminars sponsored by the chapter. Provide MDF seminar dates to Secretary and Newsletter Director for publication.
Request mailing labels from Membership Records Director to send to MDF in advance of a seminar date.
Provide Points and Awards Director with a list of MDF session attendees immediately following the session.
Keep the membership informed of educational activities put on by other organizations.
Coordinate with the Publicity Chairman to help publicize educational opportunities for the membership.
Set up at least one seminar each year for the membership. Coordinate all activities necessary to put on the seminar.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Mailing Labels Membership Records As Required
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Mailing Labels Mgmt. Dev. Found. As Required
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 4
BOARD POSITION DESCRIPTION
TITLE: Education - Special Interest
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Programs
PRIMARY RESPONSIBILITY:
To provide technical sessions directed towards specific areas of interest such as small users, management, industry or software applications.
ADDITIONAL RESPONSIBILITIES:
Introduce session speaker.
Provide "thanks" to technical session speaker at dinner meeting.
Contact Arrangements Chairman if audio-visual equipment is required and speaker cannot supply.
Handle the ordering of slides, tapes, and other information available from International for the membership. Keep a library of all chapter educational materials and process check-outs.
Provide audio-visual technical sessions occasionally using material ordered from International.
Provide for technical sessions for the following months: February thru November plus January of the next year.
Request "give-aways" from vendors to help promote attendance at Tech Sessions and dinner meetings.
INFORMATION RECEIVED FROM OTHER SOURCES:
None
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Audio-Visual Needs Arrangements Monthly
Tech Session Info Membership-Retention Monthly
Tech Session Info Publicity Monthly
Tech Session Info Publications-Newsletter Monthly
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 4
BOARD POSITION DESCRIPTION
TITLE: Membership - New
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Membership
PRIMARY RESPONSIBILITY:
To conduct an active membership campaign throughout the year to enlist new members.
ADDITIONAL RESPONSIBILITIES:
Receive and review new applications for membership, contact the prospective member when the application is incomplete or the dues are inadequate, and assign sponsors to new applications when omitted.
Present completed new applications and transfers to the board for approval. Provide a recap report to be given to each Board Member containing name, company, title, sponsor name, and committee selections for each new member.
Announce the names of approved new members at the meeting.
Forward all originals, along with any checks, and transmittal form to DPMA Headquarters; provide additional copy of application to Membership/records Chairman; file a copy. Provide a list of new members to Chapter Secretary and to Newsletter Director.
Send welcoming letter to approved new members and invite them to the next meeting.
Bring register for guests to the regular meeting or use guest dinner tickets and announce their names. Phone guests before the next meeting to see if they want to attend, get their address and send follow-up letter with an application. Invite guests to next meeting.
Contact prospective members and provide them with applications; head up the new membership drive.
Coordinate all activities necessary during the annual membership drive, including mailouts and awards for sponsorship.
Provide primary contact with International regarding new membership.
Provide a year-to-date new member sponsor list to the Points and Awards Director on a quarterly basis.
Mail meeting announcement and call guests for last two meetings and new member for last two months prior to each meeting.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Guest Dinner Tickets Arrangements Monthly
Membership Applications DPMA Association Monthly
Membership Applications General Membership Monthly
Membership Roster President Monthly
Region Reporting President Monthly
New Member Certification President Monthly
Program Abstract and Programs Monthly
Speaker Bio
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Membership Applications Secretary Monthly
Invitation to Join DPMA Guests Monthly
Membership List Points & Awards Monthly
New Members Publications-Newsletter Monthly
Application Forms and Board Monthly
Membership Information
New Member List Membership-Records Monthly
New Members & Sponsors Points & Awards Monthly
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 12
BOARD POSITION DESCRIPTION
TITLE: Membership - Records
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Membership
PRIMARY RESPONSIBILITY:
To maintain the records database of the Chapter.
ADDITIONAL RESPONSIBILITIES:
Supply labels upon request of the President or Board.
Provide notice of member "change of address" to the chapter Secretary for reporting to International: bring pre-paid postcards to the meeting for use of members.
Provide calling lists monthly and mail to the callers, mail master list to Membership/Retention Chairman; receive changes in address or phone number from Membership/ Retention, returned mail, and dinner cards from the Points and Awards Chairman.
Maintain separate list of all members who moved out of the Houston area during the year to help with COPA membership points.
Provide to the Newsletter/Publications Chairman a list of all members without phone numbers for publication in the chapter newsletter.
Provide annually to the Newsletter/Roster Chairman a listing of members and an alternate listing by company to be used as part of the roster.
Regularly use the computer listing provided by International for changes in address; annually compare your database with International's database and correct prior to turnover.
Maintain the DPMA membership system and all files. Provide copies of membership files and program changes to Points and Awards Director monthly.
Copy points and data files from diskette provided by Points and Awards Chairman to keep membership attendance counts and point totals current. Run point reconciliation program.
Make address/phone number/company name changes to membership records using dinner tickets from regular meeting from Points and Awards Director and calling committee sheets from Membership Retention Director.
Provide primary contact with International regarding membership addresses.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
National Secretary Monthly
Membership Roster
New Member List Membership-New Monthly
Address Changes Membership-Retention Monthly
Shared System Disk Points & Awards As Required
Transaction Log President Monthly
Membership Roster President Monthly
Region Reporting President Monthly
Bad Address List Secretary Monthly
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Callings Lists Membership-Retention Monthly
Shared System Disk Points & Awards As Required
Mailing Labels Education-Membership As Required
Point Summary Points & Awards As Required
Membership List Publications-Roster Annually
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 12
BOARD POSITION DESCRIPTION
TITLE: Membership - Retention
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Membership
PRIMARY RESPONSIBILITY: To encourage the renewal of memberships.
ADDITIONAL RESPONSIBILITIES:
Maintain a list of phone callers that phone the membership 3-4 days before each meeting; have callers provide dinner counts to you by 10:30 am the day of the meeting (or phone the callers); be sure address and phone number changes are given to the Membership/ Records Chairman.
Use caller list and labels provided by Membership/Records. Notify Membership/Records of any changes in callers.
Keep a photo copy of the last caller list in case a new list is not received from Membership/Records in a timely manner.
Contact each caller at the beginning of each year to verify caller commitment. Periodically replace callers if calls not made.
Have backup caller available to make calls for regular callers on vacation, etc. using the master list provided by the Membership/Records Chairman.
Assist Membership/Records in resolving bad addresses/phone numbers and finding lost members.
Provide count of members eating dinner to the Arrangements Director before the meal.
Phone members whose names appear on both the 60-days prior to expiration and the 60-days expired list to help with the renewal of their membership. If not renewing, try to determine why.
Mail International Letter number 6 monthly to members whose memberships are expiring in 30 days. Do this for a test period.
Provide primary contact with International regarding membership renewal and inquiries regarding existing membership status.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Head Count Calling Committee Monthly
Address Changes Calling Committee Monthly
Technical Session Info. Education-Special Int. Monthly
Calling Lists Membership-Records Monthly
Membership Roster President Monthly
Region Reporting President Monthly
Program Abstract & Programs Monthly
Speaker Bio
National Membership Roster Secretary Monthly
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Estimated Head Count Arrangements Monthly
Address Changes Membership-Records Monthly
Program Abstract & Calling Committee Monthly
Speaker Bio
Technical Session Info. Calling Committee Monthly
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 6
BOARD POSITION DESCRIPTION
TITLE: Points and Awards
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Membership
PRIMARY RESPONSIBILITY:
To maintain the records of all members leading to the Individual Performance Award, and of chapter activities required for COPA.
ADDITIONAL RESPONSIBILITIES:
Maintain list of members and activities that generate points.
Ensure accurate logging of all meeting attendees on the sign-in register and use to maintain attendance records for the regular meetings.
Keep a log of member and guest attendance. After the November meeting, update the individual points for members with perfect attendance.
Order individual performance awards as required and present them to the recipient at the regular meeting; notify the awards winner prior to presentation, publish in the newsletter after the presentation, notify the Publicity Chairman for photos.
Record chapter activities that generate points, keep a running total, inform the board of potential problem areas monthly, and publish the results in the monthly newsletter.
Annually complete the forms for COPA, file a copy with the chapter secretary, and send the original to the region vice president. This must be done whether the chapter qualifies for COPA or not.
Load new Board positions (Director, Chairman, VP...) and committee members into the Point database and produce Board member labels, point lists, and committee lists.
Review membership point totals and identify individual award and potential award candidates. Print individual point histories and send to candidates for review and correction.
Provide primary contact with International regarding points and awards.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Attendance Sign-in Sheets Arrangements Monthly
Dinner Tickets Arrangements Monthly
New Members & Sponsors Membership-New Monthly
Point Forms General Membership As Required
Committee Lists All Directors As Required
Activities All Directors As Required
Shared System Disk Membership-Records As Required
COPA Application DPMA Association Annually
Point Summary Membership-Records As Required
Membership List Membership-New Monthly
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Shared System Disk Membership-Records As Required
COPA Application DPMA Association Annually
Point Summary All Directors As Required
Rules for Points & Awards Publications-Roster Annually
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS):
BOARD POSITION DESCRIPTION
TITLE: Programs
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Programs
PRIMARY RESPONSIBILITY:
To provide speakers and programs for the regular meetings of the chapter from February through November plus January of the following year.
ADDITIONAL RESPONSIBILITIES:
Solicit ideas for topics and speakers from the membership matching the topic with the schedule of events (bosses night, student night, etc.).
Send an invitation letter confirming date, time, place and the topic. Preview the planned speaker, if possible.
Confirm the date scheduled and contact the Arrangements Chairman if the speaker needs audio-visual equipment that he cannot provide. Always have a backup speaker at the meeting.
For out of town speakers, arrange hotel, airport pickup, etc.
Sit with the speaker at dinner and introduce the speaker to other members at the table, complete expense form (get dinner card from the Treasurer, pay for drinks and file for reimbursement).
Formally introduce the speaker at the meeting.
Moderate the question and answer period and have questions ready in advance for the speaker. For panel discussions, get with panel in advance to determine what material each will cover and then act as panel moderator during the meeting.
Prepare, distribute, gather, and analyze program evaluation forms for each meeting.
Close the meeting by thanking the speaker(s), presenting a momento of the occasion (if not a paid speaker), and informing the membership of the speaker and the topic for the next meeting.
Send follow-up thank you letter along with membership application and copies of evaluations, and copies of that month's Newsletter.
Have speakers scheduled at least 4 months in advance.
For speakers that want reimbursement for fees, expenses, have them complete an expense report and attach the actual receipts. File with the Treasurer.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
None
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Review of Previous Meeting Publications-Newsletter Monthly
Audio Visual Needs Arrangements Monthly
Program Abstract & Membership-New Monthly
Speaker Bio Publicity Monthly
Membership-Retention Monthly
Publications-Newsletter Monthly
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 4
BOARD POSITION DESCRIPTION
TITLE: Publications - Roster
TYPE POSITION: Elected TERM: 2 Years
REPORTS TO: Vice President - Membership
PRIMARY RESPONSIBILITY: To publish an annual roster of members.
ADDITIONAL RESPONSIBILITIES:
Coordinate with the Chairman of Publications/Advertising to find advertisers for the roster.
Coordinate with the Chairman of Membership/Records to get the listing of members and the alternate listing by companies.
Include the chapter standing rules and the rules for individual points in the roster.
Select a publisher, select artwork for the cover.
Assist Director Publications/Newsletter in producing the monthly newsletter.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Membership List Membership-Records Annually
Rules for Points & Awards Points & Awards Annually
New Ads and Artwork Publications-Advertising Annually
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Roster Printer Annually
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 1
BOARD POSITION DESCRIPTION
TITLE: Publications - Newsletter
TYPE POSITION: Elected TERM: 2 Year
REPORTS TO: Vice President - Programs
PRIMARY RESPONSIBILITY:
To publish a monthly bulletin of chapter activities and announcements.
ADDITIONAL RESPONSIBILITIES:
Coordinate receipt of all material to be included in the newsletter (deadline for material is one week after the regular monthly meeting). Print information provided by International.
Ensure that board member names and phone numbers are current and include within the newsletter.
Include list of newly approved members plus list of guests from the last monthly meeting.
Place a current membership application in the center section at least twice a year.
Include an announcement of the monthly meeting (speakers, etc.) plus a schedule of events for the remainder of the year.
Include a letter from the president.
Layout newsletter with correct placement of advertisements (as paid for).
Provide table of contents.
Select a publisher; select artwork for the cover.
Deliver prepared copy to publisher 12 mailing days before the monthly meeting. Keep publisher informed as to name of chapter President, Treasurer, and Newsletter Editor.
Bring additional bulletins to monthly meeting.
File three bulletins per month, two for the Newsletter contest and one for historical purposes.
Renew the bulk postage permit at the main post office.
Assure that money is deposited in the Post Office Bulk Mailing account in advance to cover newsletter mailing.
Enter the annual newsletter contest.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Menu Arrangements Monthly
New Members Membership-New Monthly
Review of Previous Meeting Programs Monthly
President's Letter President Monthly
New Ads & Artwork Publications-Advertising Monthly
Tech Session Information Education-Special Int. Monthly
Student Chapter News Education-Student Groups Monthly
Scholarship Selections Education-Student Groups Annually
Newsletter Items Government Affairs As Required
Newsletter Items CDP Ambassador As Required
Advertising Copy President Monthly
Program Abstract & Programs Monthly
Speaker Bio
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Newsletter Printer Monthly
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 10
BOARD POSITION DESCRIPTION
TITLE: Publications - Advertising
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Programs
PRIMARY RESPONSIBILITY: To solicit and receive advance payment for advertisers.
ADDITIONAL RESPONSIBILITIES:
Forward all camera-ready artwork to the Chairman Publications/Newsletter.
Forward check for payment of advertising to the chapter Treasurer.
Monitor advertising to verify correctness and placement.
Notify Chairman Publications/Newsletter when the status of an advertiser changes.
Solicit advertising for the annual roster.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
New Ads and Artwork Advertisers As Required
Checks Advertisers As Required
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
New Ads and Artwork Publications-Newsletter Monthly
Advertising Checks Treasurer As Required New Ads and Artwork Publications-Roster Annually
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 5
BOARD POSITION DESCRIPTION
TITLE: Publicity
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Vice President - Programs
PRIMARY RESPONSIBILITY:
To publicize the activities of the chapter through available media.
ADDITIONAL RESPONSIBILITIES:
Provide notice of recognized speakers including mailout material.
Be primary contact with local newspapers, magazines, radio, and TV for reporting chapter activities (standard form letter). Maintain list of contacts. Send self-addressed stamped confirmations for radio and TV publicity to be used with COPA.
Submit relevant local chapter activities to International.
File copies of printed articles (with date) for historical purposes and for chapter COPA points including Chapter Newsletters.
Be aware of activities of chapter members for possible publication.
Handle all photography for special awards, events, or speakers.
Maintain Chapter photograph album.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Technical Session Info Education-Special Monthly
Interest
Program Abstract & Programs Monthly
Speaker Bio
INFORMATION GIVEN TO OTHER SOURCES:
None
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 2
BOARD POSITION DESCRIPTION
TITLE: Secretary
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: President
PRIMARY RESPONSIBILITY:
To record and distribute the minutes of meetings of the Board of Directors.
ADDITIONAL RESPONSIBILITIES:
Serve as primary contact with the DPMA Association regarding all Chapter activities.
Order and maintain Chapter supplies; DPMA flyers, records from previous years. Keep stationery, stamps, and envelopes on hand.
File a copy of the Minutes and attendance of the Board of Directors meetings with Chapter Records, which are kept b the Secretary. Distribute copies of Minutes to Board members at next Chapter meeting.
Photocopy checks received along with new applications (received from Membership/New Chairman). Complete and sign the transmittal forms, mail forms and checks to DPMA Association Headquarters in Chicago, and file copy into the Chapter files.
Follow-up on the correctness of member information on the computer listings supplied monthly by DPMA Association (verify amounts, names, addresses, and inclusion of all applications mailed).
Provide copies of above computer listing to the various committee chairmen (Points and Awards, Membership/Records, Association Director, Membership/Retention).
Turn over checks received from DPMA Association to Treasurer.
Received member certificates for new members from DPMA Association, and mail them to the member along with a cover letter.
Receive changes in address on pre-printed form from Membership/Records Chairman, sign and forward them to DPMA Association Headquarters in Park Ridge.
Disseminate information received from DPMA Association to the appropriate Director or member.
Prepare various announcements for the President.
Assist the President in other duties as requested.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Membership Applications Membership-New As Required
Membership Roster President Monthly
Region Reporting President Monthly
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Membership Applications DPMA Association As Required
National Membership Roster Membership-Retention Monthly
Membership-Records
Bad Address List Membership-Records Monthly
DPMA Association
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 8
BOARD POSITION DESCRIPTION
TITLE: Vice President - Programs
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: President
PRIMARY RESPONSIBILITY: Coordinate activities between board members.
ADDITIONAL RESPONSIBILITIES:
Assist in recruiting committee members for board committees.
Provide input to assist the nominating committee.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Director Letters President Monthly
Membership Roster President Monthly
Region Reporting President Monthly
Advertising Copy President Monthly
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 5
BOARD POSITION DESCRIPTION
TITLE: Vice President - Memberships
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: President
PRIMARY RESPONSIBILITY: Coordinate activities between board members.
ADDITIONAL RESPONSIBILITIES:
Assist in recruiting committee members for board committees.
Provide input to assist the nominating committee.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Director Letters President Monthly
Membership Roster President Monthly
Region Reporting President Monthly
Advertising Copy President Monthly
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 5
BOARD POSITION DESCRIPTION
TITLE: Executive Vice President
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: President
PRIMARY RESPONSIBILITY:
In the absence of or during the incapacity of the President, as determined by the Board of Directors, perform all duties and assume all responsibilities of the President until the Board of Directors so revoke such authority.
ADDITIONAL RESPONSIBILITIES:
Act in behalf of the Chapter at official functions in the absence of the President or other elected Officers, as directed by the President.
Accomplish special projects as designated by the President and/or the Board of Directors.
Assist other Chapter Officers or Directors in the performance of their duties as requested by the President or such Officers or Directors.
Chair the Chapter By-Laws Committee, and keep the Chapter By-Laws and Standing Rules current.
Maintain the Chapter Officer and Director Handbook to include Charter, By-Laws, Standing Rules, Organization Chart, Position Descriptions, Published Procedures, and Current Summary of Actions Approved by the Board.
Maintain minutes of previous meeting in order to reference issues that have been resolved in previous board meetings.
Ensure that parliamentary procedures are followed. Roberts' Rules of Order acts as the guide.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Director Letters President Monthly
Membership Roster President Monthly
Region Reporting President Monthly
Advertising Copy President Monthly
INFORMATION GIVEN TO OTHER SOURCES:
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 5
BOARD POSITION DESCRIPTION
TITLE: Association Director
TYPE POSITION: Elected TERM: 2 Years
REPORTS TO: DPMA Region Vice President
PRIMARY RESPONSIBILITY:
Keep the Chapter informed about National and Region activities.
ADDITIONAL RESPONSIBILITIES:
Represent the Chapter at the Region's spring and fall Association Director Meetings and present reports on Chapter strengths and weaknesses.
Attend the Annual Association Director's Meeting at the National Conference.
Review material from National, prepared for the Annual Association Director's Meeting, for discussion at the fall Region Association Director's Meeting.
Explain National and Region policies to the Chapter and pass our opinions on to the National and Region organizations.
Coordinate activities between the National and Regional organizations and the local Chapter.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
None
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 2
BOARD POSITION DESCRIPTION
TITLE: President
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: Board of Directors
PRIMARY RESPONSIBILITY:
Exercise general supervision over the activities and welfare of the Chapter.
ADDITIONAL RESPONSIBILITIES:
Preside at all meetings of the Chapter and its Board of Directors.
Call special meetings if deemed necessary.
Serve as ex-officio member of all committees except the Nominating Committee.
Maintain contact with other Officers to stay abreast of happenings and possible needs for action.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Region Newsletter Region Monthly
New Member Certification Association Monthly
Package of tab runs, Association Monthly
letters, etc.
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Membership Rebate Treasurer Monthly
Check
Transaction Log Treasurer Monthly
Membership-Records
Student Rosters Education-Student Groups Monthly
Director Letters Executive V.P. Monthly
Vice Presidents
Other Directors
(Where appropriate)
TITLE: President - continued
ITEM GIVES TO FREQUENCY
Membership Roster Executive V.P. Monthly
Vice Presidents
Secretary
Membership-New
Membership-Records
Membership-Retention
Region Reporting Executive V.P. Monthly
Vice Presidents
Secretary
Membership-New
Membership-Records
Membership-Retention
Advertising Copy Executive V.P. Monthly
Vice Presidents
Publications-Newsletter
Region News As appropriate Monthly
New Member Membership-New Monthly
Certification
President's Letter Publications-Newsletter Monthly
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 10
BOARD POSITION DESCRIPTION
TITLE: Immediate Past President
TYPE POSITION: Automatic TERM: One Year
REPORTS TO: Board of Directors
PRIMARY RESPONSIBILITY:
Act in an advisory role to all Officers and Board members.
ADDITIONAL RESPONSIBILITIES:
Direct Special Projects as requested by Chapter President.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
None
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 3
BOARD POSITION DESCRIPTION
TITLE: Association Observer
TYPE POSITION: Appointed TERM: 1 Year
REPORTS TO: Chapter Board of Directors
PRIMARY RESPONSIBILITY:
Assist Association Director in representing Chapter in regional and association meetings.
ADDITIONAL RESPONSIBILITIES:
Attend regional meetings in the absence of Association Director.
Direct special projects upon request of Association Director or Chapter Board of Directors.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
None
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 1
BOARD POSITION DESCRIPTION
TITLE: Past President's Committee
TYPE POSITION: Appointed TERM: 1 Year
REPORTS TO: Chapter Board of Directors
PRIMARY RESPONSIBILITY:
Coordinate activities of all Chapter Past Presidents.
ADDITIONAL RESPONSIBILITIES:
Maintain name and address list of Past Presidents.
Notifying Past Presidents of annual Past Presidents Meeting.
Advise and assist Chapter as needed.
Other duties as requested by the Chapter President.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
None
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 1
BOARD POSITION DESCRIPTION
TITLE: Treasurer
TYPE POSITION: Elected TERM: 1 Year
REPORTS TO: President
PRIMARY RESPONSIBILITY:
To receive and disburse funds of the Chapter and to keep proper vouchers and accounting records.
ADDITIONAL RESPONSIBILITIES:
Primary contact with the Association regarding Chapter finances. Provide reports requested by the Association.
Primary contact with banks regarding Chapter accounts. Reconciles all account statements from financial institutions in a timely manner. Assures that signature cards are kept current.
Assist Audit and Finance in maintaining the Chapter Chart of Accounts and making recommended changes to the Board.
Provide written report of Chapter finances monthly to the Board. Publish annual Financial Statement in Chapter Newsletter.
Be available at Board meetings, regular meetings, and as needed for writing checks. Keep supply of "Request for Expenditure" forms on hand for supporting documentation.
Monitor interest rates obtained on Chapter Certificates of Deposit and service charges on bank accounts and recommend changes when better rates can be obtained.
Sit in witness of the Audit of the previous fiscal year's books by Audit and Finance. Include copies of Audit and Finance's reports, findings, and recommendations with the Chapter's financial records.
Receive the Annual Budget from Audit and Finance, and annualize it into appropriate amounts for the General Ledger.
Assure that funds are not disbursed in excess of approved budgeted amount without additional Board approval. Funds disbursed during January and February, before budget approval, must be reasonable and necessary to maintain Chapter's financial status.
Upon completion of Annual Audit, turn over all financial records to Secretary for recordkeeping.
Annually file IRS forms as required by regulations (990 or 990EZ, 990T, and 1099) for Chapter records and funds recipients.
Serve as Chapter Custodian of the charge card imprinter, cash box, deposit endorsement stamp, and petty cash bank envelope.
Coordinate staffing and supplies of registration desks at Chapter meetings. Assure that all necessary Board functions are adequately represented and prepared.
Turn over books and supplies to the Treasurer Elect after the last meeting of the year and before the first meeting of the subsequent year. Explain the accounting procedures used to the new Treasurer.
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Scholarship Check Requests Education-Student Groups Annually
Membership Rebate Check President Monthly
Transaction Log President Monthly
Advertising Checks Publications-Advertising As Required
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Old Budget Audit & Finance Annually
Year-End Statements Audit & Finance Annually
Quarterly Financial Audit & Finance Quarterly
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 12
BOARD POSITION DESCRIPTION
TITLE: Government Affairs
TYPE POSITION: Appointed TERM: 1 Year
REPORTS TO: President
PRIMARY RESPONSIBILITY:
ADDITIONAL RESPONSIBILITIES:
INFORMATION RECEIVED FROM OTHER SOURCES:
TEM RECEIVED FROM FREQUENCY
Newsletter Items DPMA Association As required
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Newsletter Items Publications-Newsletter As required
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 1
BOARD POSITION DESCRIPTION
TITLE: Nominating
TYPE POSITION: Appointed TERM: 1 Year
REPORTS TO: Chapter Board of Directors
PRIMARY RESPONSIBILITY:
To provide and place in nomination a slate of candidates for election to the Officer and Director positions of the Chapter no later than the regular meeting of the membership in September of each year.
ADDITIONAL RESPONSIBILITIES:
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 4
BOARD POSITION DESCRIPTION
TITLE: CDP Ambassador
TYPE POSITION: Appointed TERM: 1 Year
REPORTS TO: President
PRIMARY RESPONSIBILITY:
ADDITIONAL RESPONSIBILITIES:
INFORMATION RECEIVED FROM OTHER SOURCES:
ITEM RECEIVED FROM FREQUENCY
Newsletter Items DPMA National Intermittent
ICCP
INFORMATION GIVEN TO OTHER SOURCES:
ITEM GIVES TO FREQUENCY
Newsletter Items Pub-Newsletter As required
ESTIMATED OUTSIDE TIME PER MONTH
(IN HOURS): 1
