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Preside at Administrative
Council and chapter meetings, lead the other elected officers and committee
managers, and monitor the chapter’s projects to keep them on schedule. Obtain
some knowledge of each committee’s operations.
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Give officers,
directors, and committee managers support, and enable them to do their
assigned functions. Make sure they have the help they need to do their jobs.
Provide support, enthusiasm, and a confidential ear.
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Make sure the
President Pro Tem is elected by the Administrative Council at the first Board
meeting.
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In addition to
attending regular chapter meetings, support various chapter activities with
your attendance.
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Represent the chapter
to outsiders and to the rest of STC. Maintain relationships with STC leaders
and projects, and ask for support as needed. Promote what the Houston Chapter
is doing to STC leaders and leaders of other professional organizations.
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Try to attend STC
Annual Conference in May, including the Sunday Leadership Workshop, the
Awards Banquet, and other STC business sessions or social events.
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Write the president’s
column for each issue of Dateline Houston, and get it to the editor
before the deadline.
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Submit articles to Tieline
about Houston activities, or delegate other members to do this.
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Send the Society
office the list of officers and Administrative Council members for the coming
year. Make sure the STC office has the correct individuals for President,
Newsletter Editor, Membership manager, and Employment manager. (These four
peoples name and contact information appears in the STC Administrative
Directory.)
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Send the Society
office the list of competitions that the chapter will sponsor for the new
year.
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Work with the
committee manager or Director who is responsible for the Chapter Achievement
Award application. Ensure that the form is submitted on time.
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Make sure all
directors and committee managers have copies of last year’s Chapter
Achievement form, so they know what kind of activities are expected/valued by
the Society and which of those activities the Houston chapter did last year.
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Revise the new member
welcome letter that the Membership committee sends out.
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Schedule Administrative
Council meetings so that they avoid major holidays, the STC Annual
Conference, and other STC events. Distribute to the Administrative Council
and committee managers.
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Create and maintain a
Calendar of Events for all chapter activities and all deadlines. Distribute
to the Administrative Council and update as needed when you receive
information from the Society about various events and deadlines and when
committee managers submit their activity plans to the Administrative Council.
Post the calendar to the chapter web site.
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Before each Administrative
Council meeting, provide the Admin Council and appropriate committee managers
with an agenda. Solicit feedback to the agenda, update it, and redistribute.
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With input from all of
the directors, respond to requests from the Director-Sponsor and other
Society leaders. The Director-Sponsor asks for quarterly chapter activity
reports (Sept., Dec., June). The Society office asks for quarterly updates to
the Administrative Directory. The Annual Conference Leadership Workshop
managers ask for a list of members attending the workshop on Sunday.
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Distribute copies of Tieline
to the Administrative Council members.
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When you receive the
list of nonrenewing chapter members from the Society office, give the list to
the Membership manager. Work with the Membership manager to contact
nonrenewing chapter members.
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As needed, assist the
Directors and committee managers to plan and complete chapter activities:
·
schedule chapter
meetings
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suggest program meeting
topics and potential speakers
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suggest new or
alternative meeting locations
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schedule the
Competition Awards banquet or reception
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assist in finding a
chapter with which to exchange entries
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schedule seminars and
workshops
·
suggest seminar and
workshop topics and potential speakers
·
create an agenda
listing the order of events and announcements for each regular program
meeting; distribute to Program Committee manager and other managers whose
activities are included in the announcements
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assist in recognizing chapter
volunteers
·
assist in nominating
members for Honorary Fellow, Associate Fellow, Jay Gould Award, and the Distinguished
Chapter Service Award
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assist in nominating
members for Sigma Tau Chi
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Give all volunteers appreciation for their work.
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Help the treasurer
close the chapter financial records for the year: (In June)
·
update budgeted and
actual expenses
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appoint an independent
auditor to review and approve the chapter’s financial records after the
accounting close (June 30th)
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document any
outstanding financial issues for the incoming President and Administrative
Council
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Help the treasurer
file chapter IRS financial reports with the Society Treasurer in a timely
manner, so that the chapter can receive the membership dues rebate in a
timely manner
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Change the vendor
billing, bank account signatories, Postal Service bulk rate permit, and post
office box signatories to reflect the new President and Treasurer.
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With input from all of
the Admin Council members and committee managers and volunteers, update the
committee and officer job descriptions. Changes will come from committee
managers and officers feedback as they learn about their duties and perform
activities and from Board meeting votes that change current policy and
practices. Pass on to your successor.
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Complete an
end-of-year report (with input from all of the Admin Council) that includes
an updated list of vendors, list of chapter software, and other chapter
information that the incoming President will need to know. Pass on to your
successor.
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