ARMA DALLAS CHAPTER

ARMA Dallas Handbook Page 1 of 53 V2.0 CONFIDENTIAL – for internal use only

Title: Dallas Chapter Handbook

Responsible Officer: Secretary

Effective Date: May 7, 2014

I. Overview

This handbook contains responsibility details for each Board Member of the ARMA Dallas Chapter (the “Chapter”) as outlined in the Chapter By-Laws.

II. Purpose

The American Records Management Association was established in 1955. The Association of Records Managers and Administrators (ARMA) was founded July 1, 1975 and came into being as a result of the consolidation of the American Records Management Association and the Association of Records Executives and Administrators in 1975. Its approximately 27,000+ members include information managers, information governance professionals, archivists, corporate librarians, imaging specialists, legal professionals, IT managers, consultants, and educators, all of whom work in a wide variety of industries, including government, legal, healthcare, financial services, and petroleum in the United States, Canada, and more than 30 other countries around the globe. The Dallas chapter of ARMA International was chartered in February 1964. It is a member of the Southwest Region of ARMA International and one of 170 chapters worldwide. The Dallas chapter of ARMA is composed of records and information professionals in the Dallas metro area. Our goal is to offer education and information about the constantly changing field of records and information management

Records management is the systematic control over the creation, use, maintenance, retention, protection, preservation or destruction of all types of records, active and inactive, for the purposes of reducing costs, increasing efficiency, and servicing management.

The Dallas Chapter of ARMA provides a forum for the exchange of ideas through the Chapter meetings, seminars, the Chapter website, and other social media sites. The Chapter keeps members current on what is happening within the chapter and the profession.

The Chapter conducts workshops and seminars designed to help advance individuals in the Records and Information Management (RIM) profession, provides awards and recognition for those who accomplish outstanding achievements in RIM, encourages the adoption of ARMA International Generally Accepted Recordkeeping Principals (the Principles), and encourages an even higher level of professionalism through support of the Institute of Certified Records Managers (ICRM).

Additionally, the Chapter helps watch for legislation that might have an impact on RIM and rallies support for or against pending legislation.

The Chapter posts job opportunities on the Chapter website for members seeking jobs.

ARMA Dallas Chapter Handbook

Revised 5/7/2014 CONFIDENTIAL – for internal use only Page 2 of 53

The Dallas Chapter strives to provide training and support to our membership by securing quality speakers at the monthly meeting as well as providing workshops and seminars on RIM topics.

III. Officers (See Attachment A – Organizational Chart).

Officers shall assume duties July 1 and shall hold office until their successors are installed. No elected officer shall serve more than two consecutive terms in the same office. Responsibilities - Each officer shall seek other chapter members to mentor for future potential board roles and committee leadership.

A. President

The President is elected for a one-year term and serves as ex officio member of all committees except the Nominating Committee and the Long-Range Planning Committee. (For Responsibilities, see the attached Responsibilities Checklist)

B. President Elect

The President-Elect is the second executive officer of the Chapter. The President-Elect is elected for a one-year term. (For Responsibilities, see the attached Responsibilities Checklist)

C. Treasurer

The Treasurer is the Chief Financial officer of the Chapter and advises the board of Directors via a written monthly Treasurer’s report. The Treasurer is elected for a one year term. (For Responsibilities, see the attached Responsibilities Checklist)

D. Secretary

The Secretary is the corresponding and recording officer of the Chapter. The Secretary is elected for a one year term. (For Responsibilities, see the attached Responsibilities Checklist)

E. Vice Presidents

The Vice-Presidents are Chapter Officers. Each Vice-President shall be elected for a two-year term by the members of the Chapter. (For VP Responsibilities, see the attached Responsibilities Checklists.)

Even Numbered Years – Vice Presidents of Member Relations and Public Relations shall be elected in even numbered years.

Odd Numbered Years - Vice-Presidents of Professional Development, Seminars and Community Relations shall be elected in odd numbered years.

NOTE: No Vice-President shall be eligible to serve in the same office for more than two consecutive terms.

IV. Committees

The Chapter has three types of committees Permanent, Standing and Ad Hoc. The committees are assigned as responsibilities to Board Members as defined in the By-Laws. (For each Committee’s responsibilities, see the attached Responsibilities Checklist)

A. Committee Types

Permanent Committees – Permanent Committees are required Committees and will be filled each Chapter year.

ARMA Dallas Chapter Handbook

Revised 5/7/2014 CONFIDENTIAL – for internal use only Page 3 of 53

Standing committees - Those deemed necessary by the Board to implement the Chapter’s program shall be formed with chairpersons appointed by the Immediate Past-President, Past-President, President, or Vice-President to whom they report (see organization chart) with the approval of the Board. Committee members shall be appointed as needed by the committee chairperson. The President shall serve as an ex officio member of all standing committees, except Long-Range planning.

Ad hoc Committees (those formed for temporary duties) may be formed from time to time as the Board of Directors directs.

NOTE: When no chapter volunteers are found, the Vice President over that committee shall ensure the duties are completed as required.

B. Committee Formation

Committees may be formed by Vice Presidents, as needed. Below is a list of typical committees and who is responsible for forming them. . (For each Committee’s responsibilities, see the attached Responsibilities Checklist):

President

- The President is elected for a one-year term and serves as ex officio member of all committees except the Nominating Committee and the Long-Range Planning Committee.

President Elect

- Finance Committee - The Finance Committee is a permanent committee.

Immediate Past President

- Nominating Committee - The Nominating Committee is a permanent committee.

- Awards - The Awards Committee is a standing committee.

- Historian - The Historian, although not a committee, has the same responsibilities as a committee.

- Long-Range Planning - The Long-Range Planning Committee is a standing committee.

Past President

- Teller Committee – The Teller Committee is a permanent committee.

VP Community Relations

- Community Relations - The Community Relations Committee is a standing committee.

- Vendor Relations - The Vendor Relations Committee is a standing committee.

VP Member Relations

- Membership - The Membership Committee is a standing committee.

- New Members - The New Member Committee is a standing committee.

ARMA Dallas Chapter Handbook

Revised 5/7/2014 CONFIDENTIAL – for internal use only Page 4 of 53

VP Professional Development

- Programs - The Program Committee is a standing committee.

- Library - The Library Committee is a standing committee.

- Education/Scholarship – Education Committee is a standing committee.

- ICRM Liaison - The ICRM (Institute of Certified Records Managers) Liaison Committee is a standing committee.

VP Public Relations – The VP of Public Relations may form any of the following committees:

- Publicity Committee - The Publicity Committee is a standing committee.

- Publications Committee - The Publications Committee is a standing committee.

- Internet Committee - The Internet Committee is a standing committee.

- Conference Committee - The Conference Committee is a standing committee.

VP Seminars

- Seminar Committee – The Seminar Committee is a permanent committee.

V. Election Procedures

The chairperson shall prepare or have prepared an electronic ballot and send the ballot to the VP Public Relations who will transmit electronically the ballots in accordance with the procedures outlined in the Dallas Chapter Handbook. The ballot shall contain the slate of nominees and provided space for write-in votes. (See Attachment G) Ballots must be transmitted electronically no later than April 15th. Accompanying the ballots should be a letter from the chairperson of the Nominating Committee giving the date ballots are due. (See Attachment F)

Guidelines for Officer Candidates: The following guidelines will be used by the Nominating Committee as criteria for the selection of candidates. For the purpose of serving on the Board of Directors:

- A candidate must be a member in “Good Standing” as defined in By-Laws Article 1, #3 (A member in good standing is one who’s current with ARMA International and Dallas Chapter dues and who complies with the provisions of the Articles of Incorporation, By-Laws, and Code of Ethics) and actively participated in chapter functions.

President:

o A member in good standing.

o Actively served on the Dallas Chapter Board of Directors during the past five (5) years.

o Consider current Board members for this position.

o Active involvement in Records Management.

o If current Board member, candidate must have proven accountability in previous position.

o Company sanctioned.

ARMA Dallas Chapter Handbook

Revised 5/7/2014 CONFIDENTIAL – for internal use only Page 5 of 53

President-Elect:

o A member in good standing.

o Actively served on the Board for one year within the last five years.

o Active involvement in Records Management.

o Consider current Board members for this position.

o If current Board member, candidate must have proven accountability in previous position.

o Company sanctioned.

o Assume the office of President upon the President’s term having been fulfilled or stepping down.

Secretary, Treasurer, Vice-Presidents:

o A member in good standing.

o Actively served for one year on a committee as chairperson or an active member.

o Active involvement in Records Management.

o Company sanctioned.

VI. Governance / Implementation

Board Members are responsible to understand and ensure that the duties of their office are managed in a timely, efficient and cost-effective way. This Handbook is supported by the Dallas Chapter By-Laws. If you have any questions or need additional guidance relating to this Procedure, please contact the Dallas Chapter President.

Document Revision History

Version # Date Approved by Description/Impact to Document

V 1.0 8/2003 Board of Directors Document Created.

V 2.0 5/7/2014 Board of Directors Revised

ARMA DALLAS CHAPTER

ARMA Dallas Handbook Page 1 of 53 V1.0 CONFIDENTIAL – for internal use only

APPENDIX

The following attachments are to be used by ARMA Dallas:

A. Organizational Chart

B. Monthly Balance Sheet – Treasurer’s Report

C. Annual Financial Statement (Need Copy)

D. Billing Letter (No-Shows) and Invoice

E. Chapter Member-of-the-Year Application

F. Letter to Accompany Ballots

G. Official Ballot Sample

H. Prospective Member Letter

I. Membership Renewal Letter

J. Welcome Letter, New Members

K. Membership Change Form

L. Retention Schedule

M. Expense Voucher (Sample)

Attachment A

ORGINIZATIONAL CHART

Revised 11/15/13 CONFIDENTIAL – for internal use only Page 2 of 53

The following charts outline the organization structure of the Chapter:

Board of Directors

Elected: Non-Elected: President Immediate Past President President-Elect Past President Treasurer Secretary Five (5) Vice Presidents

Attachment B

TREASURER’S REPORT

Revised 11/15/13 CONFIDENTIAL – for internal use only Page 3 of 53

Attachment C

ANNUAL FINANCIAL STATEMENT

Revised 11/15/13 CONFIDENTIAL – for internal use only Page 4 of 53

Gentlemen:

The Dallas Chapter of the Association of Records Mangers and Administrators, Inc. (ARMA International) authorizes the Association of Records Managers and Administrators, Inc. to include this Chapter in the group information return, Form 990, if eligible for such inclusion.

Under penalty of perjury, I declare that this authorization and the information submitted to be included in the group return are, to the best of my knowledge and belief, true, correct, and complete.

Signature ___________________________________ Date ______________

Name _______________________________________

Title _________________________________________

Address______________________________________

Attachment D

Billing Letter (No Show)

Ms. Jane Doe ABC Company P.O. Box 1234 Dallas, TX 75102

Dear Jane,

We are sorry you were unable to attend the February ARMA meeting.

Since the Dallas Chapter is obligated to pay for all dinner reservations made that are not cancelled 24 hours prior to the meeting date, we are requesting a remittance of $20.00 from you to cover that expense. Please use the enclosed invoice for processing your payment.

We hope to see you at our next meeting, and if for some reason you are unable to attend, please be sure to cancel your reservation.

Sincerely,

Treasurer

(Date)

========================================================================

Please return this portion with payment

Dallas Chapter ARMA Meeting $20.00 February meeting

Remit to: Dallas Chapter of ARMA P.O. Box 2428 Dallas, TX 75221

Attachment E

Member of the Year Application

The Dallas Chapter Member-of-the-Year Award will be presented to an applicant member in good standing as of June 30 who has achieved the highest merit point value for participation in ARMA for a period from July 1, 2001 to June 30 of the chapter year. To apply, please complete the form below and return to ARMADallasChapter@yahoo.com

************************************************************************************************************* Note: Questions in italics below require documentation; please provide names, dates, etc. on

the reverse of this form.

NAME: _______________________________________ PHONE: _______________________

Point Your Criteria/Event: Value Total 1. Attendance:

Attend Dallas Chapter meeting or workshop (each workshop or meeting) 10 _____ Attend Dallas Chapter Seminar 30 _____ Attend other Chapter meetings (non-members/outside place of employ) 10 _____ Attend other records management seminars (outside of chapter/employ) 10 _____ Attend ARMA Annual Conference 5 _____ Attend Southwest Region Leadership Conference 15 _____ Attend ARMA International ISG meeting 15 _____ Attend Chapter Board Meeting (non-officer, each meeting) 5 _____

2. New Members/New Chapters:

Bring first-time prospective member to chapter meeting 5 _____ Responsible for member joining (per person joining) 10 _____ Assist another chapter to become chartered 10 _____

3. Service to Chapter:

Serve full year as Dallas Chapter Officer 35 _____ Serve full year as Chairperson of chapter committee (non-officer) 25 _____ Member of Standing Committee 15 _____ Chairperson of Association or Regional project or committee 25 _____ Member of Association or Regional project or committee 15 _____ Volunteer services for Chapter sanctioned outside organization (each) 5 _____

4. Publications/Speeches:

Publish article in professional journal, records management topic 25 _____ Speak at ARMA Annual Conference 30 _____ Speak at ARMA chapter meeting, seminar, or workshop 20 _____ Speak outside organization regarding ARMA or records management 20 _____ 15 _____

5. Education:

Complete or teach records management course at an accredited College 20 _____ Pass CRM examination (*10 pts. each for Parts 1-5; 50 pts. for Part 6) * _____

Attachment F

Communication to Accompany Ballots

DATE:

TO: All members of Dallas Chapter

FROM: (Name)____________________, Chairperson of Nominating Committee

SUBJECT: Election of Chapter Officers

Enclosed you will find a ballot for the election of Chapter Officers. Please either vote for the individuals nominated or write in your selection. Permission must be obtained from individuals before they are written in the ballot. Any Chapter member in good standing and who meets the requirements, as set forth in the Chapter By-Laws is eligible to hold an office.

Ballots and nomination forms must be returned to the Chairperson Teller Committee by ____(date)____. Ballots received after __(date)__ will be invalid. Support your Chapter by participating in these voting and selection procedures.

Attachment G

Official Ballot

Attachment H

Prospective Member Letter

(Current date) (Name) (Title) (Company name) (Address) (City, state, zip) Dear (name), Thank you for your inquiry concerning the Dallas Chapter of the Association of Records Managers and Administrators. There are presently over 300 members in the Dallas ARMA Chapter. These members include records managers, educators, consultants, and vendors, all active in the promotion of professionalism in the management of information and records. The Dallas Chapter meets on the second Tuesday of each month—September through June. The meetings vary as to location and usually are at noon, although some have been held in the evening or before work in the morning. The Program Committee strives to provide an educational speaker that relates to records and information management. The Dallas Chapter sponsors seminars and workshops with educational topics and vendor exhibits. Enclosed is a membership application. ARMA International dues are $ 115.00 per year. If you want to join an Industry Specific Group (ISG), such as petroleum or law, there is an additional $ 10.00 fee. The back of the application form lists all industry codes. The ISG provides specialized support for your industry. Finally the Dallas Chapter dues are $ 35.00 per year. Please mail your completed application along with the appropriate monetary amount to ARMA Dallas Chapter, 101 S. Coit Road, Suite 36-283, Richardson, TX 75080. ARMA membership includes special rates on technical publications, on annual conference registration fees and a subscription to RECORDS MANAGEMENT QUARTERLY. This periodical is a compilation of timely articles in the field of information management written by professionals, and the magazine enjoys a fine reputation as a valuable reference publication in many public and post-secondary school libraries. If there is anything further that I can help you with concerning ARMA membership, please write or call me. My direct office number is (telephone number). Very truly yours, (Committee member name) Membership Committee Enclosures

Attachment I

Membership Renewal Letter

(Current date)

(Former member name)

(Company)

(Address)

(City, state, zip)

Dear (name),

We’ve noticed that you have not renewed your membership in ARMA. We miss you and hope

that your non-renewal is an oversight.

If your past membership has been worthwhile and you are interested in renewing, I’ll be happy

to send you a member application form. Current annual dues are $115.00 for ARMA

International and $35.00 for the Dallas Chapter. If you want to join an Industry Specific Group

(ISG), there is an additional $10.00 fee.

To receive a membership application form or to share your comments about ARMA

membership, please contact me at my work number (telephone number).

Very truly yours,

(Name)

Vice President Member Relations

Attachment J

New Member Welcome Letter

(Current date) Dear (name), Welcome to the Dallas Chapter of ARMA International. You should be receiving meeting announcements. I am enclosing a certificate of membership that was forwarded to me from ARMA International’s offices. Our Chapter meets the second Tuesday of each month, except for July and August. The time, location, and topic are announced on the Chapter website, www.armadallas.com and emailed to members. Periodically, the Chapter also conducts workshops before or after the monthly meeting. Information on the workshops is announced with the meeting information. Chapter members are encouraged to participate as a volunteer on a Chapter committee. Committees include Program, Public Relations, Seminar and Membership. Feel free to ask around or call me for ideas. My work number is (telephone number). Please call me about any membership questions that you may have. Very truly yours, (Name) Vice President Member Relations Enclosures

Attachment K

Membership Change Form

In order to insure our mailing and membership roster information is correct, please fill in the information requested below if you have any changes in name, company, and address or phone number. Please also include ISG designation and ARMA join date. A completed form can be submitted via email to ARMADallasChapter@yahoo.com or handed to any board member. Name: ______________________________________________________________________ Title: _______________________________________________________________________ Company: __________________________________________________________________ Address: ___________________________________________________________________ ISG: ________________________________________________________________________ Phone: _________________________________ Fax: _____________________________ Send to: (name) ARMA join date:

(Company) (Address) (City, state, zip)

Attachment L

Retention Schedule

Item Record Title or Description Total Retention

1 Articles of Incorporation Permanent 2 Audit Reports 6 years 3 Bank Statements 6 years 4 Books of Original Entry (General Ledger) 6 Years 5 Brochures, Chapter (1 copy) Permanent 6 Brochures, Association Until Superseded 7 Bylaws Permanent 8 Cancelled Checks 6 years 9 Charter Permanent

10 Chapter of the Year Submissions Permanent

11 Check stubs 2 years 12 Committee Files Historian Review

13 Correspondence, General 2 years

14 Deposit Slips 6 years 15 Handbooks, Chapter (1 copy) Permanent 16 Handbooks, Association Until Superseded 17 Meeting Announcements (1 copy) 2 years 18 Membership Rosters, Chapter (1 copy) Permanent 19 Membership Rosters (Association Interim Reports Until Superseded 20 Membership Rosters (Association Final/Year-to-Date Report) Until Superseded 21 Minutes & Agendas, Board of Directors (1 copy) Permanent 22 Newsletters, Chapter (1 copy) Permanent 23 Newsletters, Other Chapters Active 24 Paid Invoices/Disbursements 6 years 25 Policies & Procedures, Chapter (1 copy) Permanent 26 Policies & Procedures, Association Until Superseded (including Administrative letters or directives) Print and electronic records for the current year shall be retained by the applicable Chapter Officers. These records will be passed on to the newly elected Chapter Officers upon position transfer. Inactive records (previous chapter year) that have continuing retention requirements are to be turned over to the Secretary for inclusion into the Chapter archives. Library materials such as trade publications, books, audit, and videocassettes, etc. will be transferred to the Chapter Librarian for future reference.

Attachment M

Expense Voucher

Responsibilities Checklist

President

The President has the following responsibilities:

Board Meetings

- To set specific, attainable, realistic goals with the Board at the first meeting during his/her term of office.

- To keep the Board fully informed of the activities of the Chapter.

- To consult with the Board on matters of Chapter policy.

- To receive reports from each Board member and obtain necessary action by the Board and forward reports to the Secretary for the Chapter file.

Mentoring

- To assure the Chapter of a groomed future President and Board by training the President-Elect for his/her future role and by delegating duties and authority necessary to achieve completion of assigned goals and/or projects.

- To identify chapter members to mentor for future potential board roles and committee leadership

Chapter Meetings

- To preside at regular and special meetings of the Chapter.

- To issue calls for meetings of the Board and to prepare and forward agendas to Board members with the meeting notice.

- To conduct meetings of the Board.

- Status Reporting

- Chapter Policy

Information Distribution

To Interpret and report information received from ARMA International to the Board and Chapter members.

To provide ARMA International with information requested.

Public Relations

- To represent the Chapter in relations with other professional, business, and service organizations.

- To represent the Chapter in relations with the Southwest Region and ARMA International. (See Financial Obligations Section)

Reporting

- To prepare special reports on Chapter activity at the request of the Southwest Region Manager for use at ARMA International Board meetings.

- To compile an annual report on the Chapter which should be completed by June 30th. This report will be presented at the Annual Southwest Region Officer

Responsibilities Checklist

Workshop. A copy of the report is sent to ARMA International Executive Director, ARMA International Headquarters, Southwest Region Manager, and to any other designated individuals.

Correspondence

- To acknowledge all letters and correspondence addressed to the Chapter and route to the persons concerned.

- To prepare letters of thanks and congratulations, notes of condolence, expressions of regret to resigning members, letters of appreciation and all letters of a like nature, as well as the official communications of the Chapter.

Legal Responsibilities

- To sign contracts.

NOTE: The President is the ONLY Officer with the authority to sign contracts on behalf of the Chapter.

- To sign checks or authorize payment via the online banking system in the absence of the Treasurer.

Board of Directors

- In the temporary absence of any Vice President, the President may assign various duties to other Board Members.

- If a Vice President position is open, it is the responsibility of the President to fill the position, with approval by the Board.

RESPONSIBILITIES CHECKLIST

PRESIDENT ELECT

President Elect

The President-Elect is the second executive officer of the Chapter. The President-Elect is elected for a one-year term by the members of the Chapter. The President Elect has the following responsibilities:

Board of Directors

- To perform all duties of the President and assume other such powers or duties as the Board or President may delegate, in the absence or disability of the President.

- To assist the President in the executive direction of Chapter affairs.

The President Elect has responsibility over the following Committees:

Finance Committee - The Finance Committee is a permanent committee.

- The committee shall be composed of a chairperson and at least three two committee members. Board of Directors approval is not required.

- The Chairperson:

Reports to the President elect.

Appoints committee members.

Directs the activities of the committee

Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

- The Treasurer shall not be a member of the Finance Committee.

- The Chairperson should have “Read Only” access to the Chapter’s online banking.

- The Finance Committee shall review the Treasurer’s books quarterly or a minimum of twice a year and submit findings to the Board. (Note: Bank statements should be examined at each review.)

- The Finance committee shall oversee all audits.

Meetings - To conduct one Chapter meeting and one Board meeting annually.

Financial Reporting

- To prepare the Chapter’s annual budget for the new fiscal year on or before August 30 and present it to the Board at the September Board Meeting.

- To sign checks or authorize payment via the online banking system in the absence of the Treasurer and President.

- To arrange for an Audit at the conclusion of the chapter year (June 30).

- To file with ARMA International an annual financial report at the end of the fiscal year, June 30th.

Governance

- To ensure the Chapter maintains its incorporated status.

RESPONSIBILITIES CHECKLIST

PRESIDENT ELECT

Fundraising

- To guide and direct fundraising activities as needed.

Mentoring

- To perform assigned duties, preferably in new areas, in order to gain experience that will be instructive for the role for President.

- To identify chapter members to mentor for future potential board roles and committee leadership.

RESPONSIBILITIES CHECKLIST

TREASURER

Treasurer

The Treasurer is the Chief Financial officer of the Chapter and advises the board of Directors via a written monthly Treasurer’s report (supported with banking statements for banking transaction reports). The Treasurer is elected for a one year term and is responsible for:

Bank Accounts – The chapter shall maintain as many bank accounts as necessary to conduct the business of ARMA Dallas.

- A General Business Account shall be used for all regular Chapter business.

- A separate Account shall be maintained for:

All funds designated for Scholarship shall be deposited. This account shall manage the distribution of scholarship monies approved by the Board.

Restitution payments from the Probation Department of Dallas County to be deposited and tracked.

Bank Account Reconciliation

- Print statements monthly.

- Maintain General Ledger and Journal Entries.

- Reconcile the bank statements monthly to show receipts and expenditures.

- All accounting records are open at all reasonable times to inspection by the Board, Officers, and membership, except that scholarship recipients’ names are to be kept confidential.

Checkbooks

- Maintain the check register and balance monthly.

- Record all checks written and deposits made.

Deposits – Make deposits as received.

- Membership Dues (Work with Membership VP for Collection and Deposit of Annual Membership Dues).

- Monthly Meeting Work with Professional Development VP to:

Track advanced payments online.

Collect payments due prior to the Meeting and at the door. (See Monthly Meeting Registration /Accounting)

- Seminar registration (Collection and Deposit of registration payment prior to each Seminar and at the door).

Payment of all invoices.

Payment of Conference expenses.

RESPONSIBILITIES CHECKLIST

TREASURER

- Restitution payments – Ensure payments are tracked and deposited in the appropriate Checking Account.

Disbursements – As requested by invoice.

- Pay by check or authorize payment via Chapter online banking system all approved bills of the Chapter. All payments must be documented with a receipt. Those submitted by members must also include the Chapter chart of accounts work area and account codes.

- Reimbursements to Board Members will be made upon submission of Expense Voucher (See Attachment M)

- Keep all bills representing disbursements on file with the monthly bank reconciliation.

Annual Financial Statement

- Provide a final reporting at the last Board Meeting of the year.

Annual Report - To prepare and forward to the President-Elect an annual financial report and statement at the end of the fiscal year, June 30th. (See Attachment C).

Monthly Meeting Accounting - Working with the Vice President Professional Development to reconcile the attendance and receipts at or following each monthly meeting,

- The VP of Professional Development provides the Treasurer with the Registration and Attendance rosters.

- The Treasurer or other designated member will collect all cash and checks and credit card payments at the door. (See Monthly Meeting Procedures and Credit Card Reader Procedures.)

The Treasurer will deposit all receipts, membership dues, and fees from meetings and activities in a timely manner within five (5) business days

- Receipts are recorded in the Chapter’s financial management software and in a checkbook register with the following information: date, from whom it is received, items covered, and amount. Deposit receipts are kept for the record.

- Upon receiving an invoice, the Treasurer pays for the venue and catering.

- All members and guests who fail to attend a luncheon or dinner after having made reservations and not canceling them will be billed using a Billing Letter. (See Attachment D).

Application Fees - To receive and deposit application fees for membership. These can be received directly or the Membership Chairperson may forward after processing. This process is generally handled as follows:

- The Treasurer forwards the original application along with a check to cover the Association’s portion of the dues to ARMA International.

- The check is deposited into the Chapter’s account.

RESPONSIBILITIES CHECKLIST

TREASURER

- When the membership check has not included the correct amount for the Dallas Chapter dues, the Treasurer invoices the member for the added amount.

Reporting

- Budget – The Treasurer will monitor performance of budgets and report financial status to the Board monthly, noting any overage or other potential problems, after preparation of the budget by the President-Elect and its approval by the Board.

- Balance Sheet – The Treasurer will prepare a monthly balance sheet and distribute it to Board members.(See Attachment B)

This report should show the beginning balance, total deposits and disbursements for the month, and the ending month’s balance.

These financial statements are filed with the monthly bank reconciliation.

Attachments - A copy of the bank statement or Chapter online banking system shall be attached to the report.

- Audit

Work with Finance Committee to conduct an annual audit (every June).

Present findings at the next scheduled Board Meeting.

- Mentoring - To identify chapter members to mentor for future potential board roles and committee leadership.

Credit Card Account

- Closely monitors and audits the use of any credit card(s) issued to the Chapter to insure all usage and expenditures fall within the approved financial needs and approved budget of Chapter.

Credit Card use must be approved by the Board of Directors each chapter year.

All credit card charges must be documented with a receipt. The Chapter chart of accounts work area and account codes must be identified for each charge.

Credit card signature authorization will be immediately revoked should the credit card holder(s) resign or when their tenure on the board ends.

Chapter credit card(s) can only be used by individuals actively serving on the board and as approved by the Board of Directors.

If available by the banking institution, usage alerts should be set up to notify at least three board members whenever a credit transaction occurs.

- Print statements monthly.

- Includes statements and explanations as part of the monthly report to the Board.

- Reconcile the credit card statements monthly to review expenditures and credits.

- All credit card records are open, at all reasonable times, for inspection by the Board, Officers, and membership.

RESPONSIBILITIES CHECKLIST

SECRETARY

Secretary

The Secretary is the corresponding and recording officer of the Chapter and has the following responsibilities:

Board of Directors

- To serve as a member of the Chapter’s Board of Directors.

- To prepare official minutes and keep records of all Board meetings and actions taken, and to distribute a copy to each member of the Board and to the Southwest Region Manager. Original committee and officer reports, with attachments, should be attached to and become part of the official minutes.

- To make minutes available during Chapter meetings.

To submit the approved minutes of the Board of Directors to the VP Public Relations to the VP Public Relations including officer reports for posting on the chapter website.

Correspondence - To initiate correspondence as directed by the Board or the President.

Chapter Documentation

- To supervise the Chapter Handbook Committee.

To maintain the distribution of Chapter handbook copies and updates.

- Keep Chapter By-Laws and Constitution consistent with current practice by proposing needed changes to the Board.

- To maintain the Board’s boxes of inactive materials through the Chapter account at Recall (#ON102229). Also work with succeeding Secretaries to add them to the Chapter’s account and remove previous authorized users.

Mentoring - To identify chapter members to mentor for future potential board roles and committee leadership.

Maintains the Chapter’s historical archives and records.

- Verifies that records created during the chapter year are collected and preserved according to the retention schedule.

- Authorizes the destruction of records that have satisfied their required retention period.

To perform such other duties as may be assigned by the President and President-Elect.

RESPONSIBILITIES CHECKLIST

VP PROFESSIONAL DEVELOPMENT

Vice President Professional Development

VP Professional Development - Elected in odd numbered years, the VP of Professional Development has the following responsibilities:

Monthly Meetings:

- Organize and coordinate monthly meetings including the selection of venue, catering and speaker in conjunction with the Programs committee

- Work with VP of Public Relations to advertise the meeting’s topic and speaker.

- Track Registrations.

- Work with Treasurer to collect registration payments.

- Provide Meeting Attendance list to Treasurer.

- Work with the Treasurer to send No Show letters to Members who registered and did not attend. (Attachment D)

Committees – The VP of Professional Development Is responsible for the following committees:

- Programs

- ICRM (Institute of Certified Records Managers) Liaison Committee

- Library

Study Groups:

NOTE: If no chapter members can be found to form the committees, the VP shall ensure all responsibilities are completed.

RESPONSIBILITIES CHECKLIST

VP PROFESSIONAL MEMBER RELATIONS

Vice President Member Relations

Elected in even numbered years, the VP of Member Relations has the following responsibilities:

Track prospective members and send Prospective Member Letter. (Attachment H)

Track new Members and send Welcome Letter. (Attachment J)

- Send Treasurer notice of New Member Vouchers.

Track membership renewals and send reminder letter. (Attachment I)

Provide, as requested the Membership Change form, and update member information as requested. (Attachment K)

Provide name badges at monthly meetings and seminars

Membership – Monitors current and new membership. Sends membership renewal reminders.

New Members – Sends welcome letter and meeting voucher to each new member. Provides direction and materials to new members.

Committees - The VP Member Relations is responsible for the following committees:

- Membership Committee

- New Member Committee

NOTE: If no chapter members can be found to form the committees, the VP shall ensure all responsibilities are completed.

RESPONSIBILITIES CHECKLIST

VP PUBLIC RELATIONS

Vice President Public Relations

Elected in odd numbered years, the VP of Public Relations has the following responsibilities:

Managing and maintain the Chapter’s website including:

- Sending out monthly meeting reminders.

- Posting new job announcements.

- Updating the Calendar.

- Revising web pages, as necessary.

- Oversee web hosting including:

SSL Certificate renewal.

Domain Name renewal.

Payment to web hosting Vendor.

The VP of Public Relations is responsible for the following committees:

- Internet Committee – Maintains the Chapter website.

- Conference Committee – Coordinates all Chapter organized conferences.

- Publicity Committee – Develops and coordinates publicity for Chapter events.

- Publications Committee – Reviews and edits any publications / communications presented by the Chapter.

NOTE: If no chapter members can be found to form the committees, the VP shall insure all responsibilities are completed.

RESPONSIBILITIES CHECKLIST

VP SEMINARS

Vice President Seminars

Elected in even number years, the VP of Seminars has the following responsibilities:

Developing and coordinating all Chapter Seminars.

Work with the VP of Public Relations to send Seminar announcements to all Chapter Members.

Work with VP Community Relations and Vendors to secure funding of Seminar lunches and other activities.

Tract Seminar Registrations.

Work with Treasurer to collect and deposit Seminar registration funds.

Work with Treasurer to pay for Seminar expenses including venue costs, catering, etc.

Select and negotiate contract with venue management.

Committees - The VP of Seminars has responsibilities over the following committees:

- Seminar Committee

NOTE: If no chapter members can be found to form the committee, the VP shall ensure all responsibilities are completed.

RESPONSIBILITIES CHECKLIST

VP COMMUNITY RELATIONS

Vice President of Community Relations

Elected in odd numbered years, the VP of Community Relations has the following responsibilities:

Work with Vendors and outside organizations to promote ARMA Dallas and encourage collaboration and support.

Select a RIM Project for another organization as a volunteer effort.

To organize volunteers to complete the RIM project.

Community Relations – Formed to organize volunteer opportunities in the community.

Vendor Relations – Formed to oversee Vendor sponsorships and donations to the Chapter.

Committees - The VP of Community Relations is responsible for the following committees:

- Community Relations Committee

NOTE: If no chapter members can be found to form the committee, the VP shall ensure all responsibilities are completed.

RESPONSIBILITIES CHECKLIST

IMMEDIATE PAST PRESIDENT

Immediate Past President

The Immediate Past President is a member of the Board. The term of office is one year beginning July 1, immediately after the year served as President. This is a non-elected position.

The Immediate Past President has the following responsibilities:

- To assist the Board in the maintenance of continuity from one administration to the next.

- To serve as a member of the Chapter’s Board of Directors.

- To assume responsibility for the awards and installation of new officers at the June meeting.

- Assist the Board in the maintenance of continuity from one administration to the next.

Committees – The Immediate Past President has responsibilities over the following committees:

- Nominating Committee

- Awards Committee

The Immediate Past President purchases award materials and organizes all awards presentations.

Present award recommendations to the Board.

- Long-Range Planning – Oversees the planning and budget requirements of future activities of the Chapter.

- ARMA International Submission- To supervise the Chapter-of-the-Year award submission to ARMA International, if chapter is applying.

NOTE: If no chapter members can be found to form the committees, the VP shall ensure all responsibilities are completed.

Mentoring - To identify chapter members to mentor for future potential board roles and committee leadership.

To perform such other duties as the Board may direct.

RESPONSIBILITIES CHECKLIST

PAST PRESIDENT

Past President

The Past President is a member of the Board. This is a non-elected position appointed by the President from Chapter Past Presidents.

The Past President has the following responsibilities:

- Board of Directors - To serve as a member of the Chapter’s Board of Directors.

- To serve as Chairperson of the Long-Range Planning Committee.

Committees – The Past President has responsibilities over the following committees:

- Teller Committee

- Long Range Planning Committee

NOTE: If no chapter members can be found to form the committees, the VP shall ensure all responsibilities are completed.

Mentoring - To identify chapter members to mentor for future potential board roles and committee leadership.

To perform other duties as the Board may direct.

NOTE: In the absence of a Past President, the current President may assign these duties to another Board Member. If no chapter member can be found to form the committee, the VP shall ensure all responsibilities are completed.

RESPONSIBILITIES CHECKLIST

NOMINATING COMMITTEE

Nominating Committee - The Nominating Committee is a permanent committee. The committee shall be composed of the Immediate Past-President, who shall serve as Chairperson and at least two other members in good standing with the approval of the Board of Directors.

The Immediate Past-President, with the approval of the Board, appoints the Nominating Committee and serves as Chairperson of the Nominating Committee.

NOTE: If the Immediate Past-President is unable to serve as Chairperson, the vacancy procedures shall be followed.

The Chairperson:

- Appoints committee members.

- Directs the activities of the committee.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- Draft and send (either paper or electronic) Letter to Accompany Ballots and Ballots to all Chapter Membership. (Attachments F and G)

- Work with Past President and Teller Committee to count Ballots and present final tally to the Board.

RESPONSIBILITIES CHECKLIST

TELLER COMMITTEE

Teller Committee - The Teller Committee is a permanent committee. The Committee shall be composed of a chairperson and at least (2) other committee members.

The Chairperson is appointed by and reports to the Past President.

The Chairperson:

- Appoints committee members.

- Directs the activities of the committee.

Committee responsibilities:

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

RESPONSIBILITIES CHECKLIST

LONG RANGE PLANNING COMMITTEE

Long Range Planning Committee - The Long-Range Planning Committee is a standing committee. The committee shall be composed of a chairperson and two (2) members who are the immediate two past presidents of the Chapter.

The Past President, with the approval of the Chapter Board of Directors, shall appoint the committee chairperson. If a past president is unable to serve on the committee, another Chapter member shall be selected.

The Chairperson shall:

- Appoint committee members.

- Direct the activities of the committee.

- Develop and submit a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

- The committee chairperson shall serve as a member of the Chapter’s Board. The chairperson shall also attend all regular and special meetings of the Board.

Committee responsibilities:

- The committee shall meet as necessary. Committee meetings will be held in open session for anyone to attend. Suggestions, ideas, and/or comments from all sources are to be solicited and welcomed.

- Be charged with the responsibility of conducting studies and evaluations, recommending strategies, and developing plans and programs designed to direct the efforts of the Chapter toward meeting the needs of the members’ professional growth.

- Be directed by the President and/or the Board to:

Address specific issues or projects that will insure continuity in reaching Chapter goals.

Develop plans and timetables to satisfy long-range Chapter needs.

RESPONSIBILITIES CHECKLIST

COMMUNITY RELATIONS COMMITTEE

Community Relations Committee - The Community Relations Committee is a standing committee. The Committee is composed of a chairperson and at least one (1) committee member.

The Vice President of Community Relations serves as the chairperson or appoints a chairman who reports to him/her.

The Chairperson shall:

- Recruit committee members.

- Direct the activities of the committee.

- Develop and submits a budget to the VP of Community Relations listing expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- Coordinates the Chapter’s outreach activities to Dallas-area community organizations to support them with donations and RIM expertise.

- Selects at least one Dallas-area community organization for support at one monthly meeting.

- Obtains approval of selection from Vice-President of Community Relations.

- Coordinates the Dallas Chapter’s participation in community service projects selected by the Board:

Works with Public Relations to publicize the project through the chapter website

Gives all monetary donations to the chapter Treasurer and receive a check in the same amount made out to the Charity selected.

Coordinates the delivery of the donations to the selected charity.

RESPONSIBILITIES CHECKLIST

SEMINAR COMMITTEE

Seminar Committee - The Seminar Committee is a permanent committee. The committee shall be composed of the VP of Seminars who shall serve as Chairperson and at least two (2) other members in good standing with the approval of the Board of Directions.

The VP of Seminars acts as the chairperson for this committee.

The Chairperson:

- Appoints committee members.

- Directs the activities of the committee.

- Develops and submits a budget to the Vice President of Seminar to cover expenses for annual committee activities (on or before August 30).

- Coordinates and plan the annual Chapter seminar.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

NOTE: If the VP of Seminars is unable to serve as Chairperson, the vacancy procedures shall be followed.

Committee responsibilities:

- The responsibilities of the committee shall be to coordinate all Chapter organized seminars including: speaker/topic selection, venue and meal selection and presentation equipment/materials.

RESPONSIBILITIES CHECKLIST

CONFERENCE COMMITTEE

Conference Committee - The Conference Committee is a standing committee. The Committee shall be composed of a chairperson and at least one (1) committee member.

The chairperson is appointed by and reports to the Vice President of Public Relations.

The Chairperson shall:

- Appoints committee members.

- Directs the activities of the committee.

- Develops and submits a budget to the VP of Public Relations listing expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- Coordinates activities for the Chapter at the annual conference.

- Coordinates hospitality suites and other such activities for the Chapter at Annual Conference.

RESPONSIBILITIES CHECKLIST

PUBLICITY COMMITTEE

Publicity Committee - The Publicity a Committee is a standing committee. The committee shall be composed of a chairperson and at least two (2) committee members.

The chairperson is appointed by and reports to the Vice President of Public Relations.

The chairperson:

- Appoints committee members.

- Directs the activities of the committee.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- To promote ARMA, understanding, and advancement of records and information management in the community.

- To assist the VP Professional Development to make education presentations about records and information management to local companies and other professional organizations. May assist the Education Committee with presentations to high schools, colleges, and universities.

- To coordinate ARMA representation at various conference exhibits.

- To arrange for ARMA speakers for various engagements at other professional organizations’ meetings when requested.

- To arrange for ARMA meeting and seminar announcements to be publicized.

RESPONSIBILITIES CHECKLIST

PUBLIC RELATIONS COMMITTEE

Public Relations Committee - The Publications Committee is a standing committee. The committee shall be composed of at least six (6) committee members.

The chairperson is appointed by and reports to the Vice-President of Public Relations.

The chairperson:

- Appoints committee members.

- Directs the activities of the committee.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- To promotes ARMA through the Chapter newsletter, local media and social media.

- To develop public relations brochures, packages, and presentations for promotional use.

- To act as editor-in-chief of the newsletter, if published.

- To supervise the planning and budgeting for the newsletter, if published.

RESPONSIBILITIES CHECKLIST

INTERNET COMMITTEE

Internet Committee - The Internet Committee is a standing committee. The Committee shall be composed of a maximum of four (4) members.

The Chairperson (VP of Public Relations) shall:

- Appoints committee members.

- Directs the activities of the committee.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

The Committee shall:

- Promote the ARMA organization as a whole, the ARMA Dallas Chapter, and the records & information management industry through social media and public promotion.

- Update and maintain regulatory, industry, and other educational information provided from the other chapter members and Board members on the website.

- Send out chapter communication emails updating the members and supporters of chapter events, new job opportunities, new educational information, etc.

- Act as the managing editor of all materials posted on the internet to represent the chapter.

- Maintains electronic chapter records and processes for their preservation according to the retention schedule requirements.

- Writes and posts instructional guides on how to navigate through web tasks for board members.

RESPONSIBILITIES CHECKLIST

MEMBERSHIP COMMITTEE

Membership Committee - The Membership Committee is a standing committee composed of a chairperson and at least one (1) committee member.

The chairperson is appointed by and reports to the Vice-President of Member Relations.

The chairperson:

- Appoints committee members.

- Directs the activities of the committee.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

The Committee shall:

- Conserve the existing membership of the Chapter and to achieve continued growth by recruiting new members.

- Prepare and submit, through the VP of Member Relations, a monthly report of committee activities prior to monthly Board meetings.

- Submit to VP of Member Relations the names and contact information of new and renewed members.

- Submit to VP Publicity the names and contact information of new and renewed members for inclusion in the member roster on the website, to generate name tags for distribution at the monthly meeting and other chapter events.

- Distribute membership solicitation letters to prospective members, enclosing Chapter and Association Brochures when appropriate. (See Attachment H)

- Appoint and coordinate a telephone committee to contact prospective members.

- Send letters to former members who have not renewed their membership to encourage them to renew. (See Attachment I)

- Appoint and coordinate a telephone committee to contact each chapter member and remind them of the meeting.

RESPONSIBILITIES CHECKLIST

NEW MEMBER COMMITTEE

New Member Committee - The New Member Committee is a standing committee. The committee shall be composed of a chair and at least one (1) committee member.

The chairperson is appointed by and reports to the Vice President of Member Relations.

The chairperson:

- Appoints committee members.

- Directs the activities of the committee.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- Actively welcome new members to the Dallas Chapter and to encourage new member involvement in Chapter activities.

- Prepare and submit, through the Vice President of Member Relations, a monthly report of committee activities, prior to the monthly Board meeting.

- Contact new members by telephone to welcome them, invite them to the next monthly meeting, and explain how to access the ARMA Dallas website and how to register for regular monthly meetings and other events.

- Conduct New Member Orientation periodically to familiarize new members with the workings of the Chapter, Southwest Region, and Association, and to present Certificates of Membership. Certificates should be mailed to new members unable to attend Orientation.

- Be available at regular monthly meetings to greet new members and make them welcome.

RESPONSIBILITIES CHECKLIST

PROGRAM COMMITTEE

Programs Committee - The Program Committee is a standing committee. The committee shall be composed of a chairperson and at least 1 (one) committee member.

The chairperson is appointed and reports to the Vice President of Professional Development.

The chairperson:

Appoints committee members.

Directs the activities of the committee.

Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- To arrange educational and professional development programs for monthly general membership meetings and workshops.

- To schedule meeting programs at least three months in advance.

To make arrangements for speakers, tours, films, etc. for monthly meetings and workshops.

To make travel and hotel arrangements for speakers when needed.

To obtain a biography from each speaker to use as introduction at the meeting/workshop.

Provide announcement of the upcoming meeting/workshop to be posted on the website. The announcement should state the date, and location of the meeting/workshop with the Speaker bio and topic.

- To arrange for a gift or certificate of appreciation for each speaker.

- To coordinate monthly meetings. Including:

Facilities/location selection.

Food service requirements including any special meal requests.

Audio/visual requirement of speaker(s).

Work closely with caterer or restaurant and notify them of planned monthly menus and number of members attending.

Ensure meeting room is set up in an adequate manner.

Take reservations and advise the Treasurer and VP Membership who will be attending .

To distribute Meeting Evaluation forms at each meeting. Prepare a synopsis of the results and include in monthly report on VP Professional Development.

Distribute a Program Committee Member Survey each year in April. Results are compiled and used to determine direction the Program Committee should take in future program planning including the website and through speaker surveys throughout the Chapter year.

RESPONSIBILITIES CHECKLIST

ICRM LIAISON COMMITTEE

ICRM Liaison Committee - The ICRM (Institute of Certified Records Managers) Liaison Committee is a standing committee. The committee shall be composed of a chairperson and may, at the chairperson’s discretion, have additional members.

The Chairperson is appointed by the Vice President of Professional Development and must be a Certified Records Manager.

The Chairperson shall:

Appoint committee members.

Direct the activities of the committee.

Develop and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- Serve as liaison between the ICRM and the local chapter and chapter members who desire information regarding the CRM examination.

- Prepare, prior to Chapter Board meetings, and submit, through the Vice President of Professional Development, reports on committee activities as activities warrant.

- Promote interest in certification.

- Advise candidates on exam preparation, giving special emphasis to the publication preparing for the CRM Examination: A Handbook, produced and distributed by ICRM.

- Provide a vehicle for the facilitation of study groups for members preparing to take the exam, either in conjunction with Chapter meetings or separately.

NOTE: The CRM examination requires considerable individual study. Discussion among candidates and with CRMs is helpful to candidates, but each candidate’s level of knowledge and experience in each area is different, so each person’s program of preparation must be individualized.

- Encourage candidates to take advantage of the Chapter library to obtain many of the reference materials listed in the study guide.

- Keep Chapter members informed of ICRM activities through any/all of the following:

Chapter newsletter

Announcements at Chapter meetings

Networking

Correspondence

Telephone calls

Chapter website

- Ensure the renewal of the ICRM Prep Exam license each year before the end of June of each year.

- Coordinate the presentation of the CRM Exam Prep course at least once a year.

RESPONSIBILITIES CHECKLIST

LIBRARY COMMITTEE

Library Committee - The Library Committee is a standing committee. The committee shall be composed of a chairperson and at least one (1) committee member.

The chairperson is appointed by the Vice President of Professional Development.

The Chairperson shall:

- Appoint committee members.

- Direct the activities of the committee.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- Prepare and submit, through the Vice President of Professional Development, a monthly report of committee activities prior to monthly Board meeting.

- Select, house, and maintain the Chapter Library of books, periodicals, tapes, and other appropriate material for use by Chapter members.

- Monitor current Records Management literature and recommend purchases to the Vice President of Professional Development, which should be made for the Library.

- Process and circulate materials to Chapter members.

- Advise membership of new Library items, via the Chapter Newsletter or website.

RESPONSIBILITIES CHECKLIST

FINANCE COMMITTEE

Finance Committee – The Finance Committee is a permanent committee. The committee is composed of a chairperson and at least two (2) committee members.

The Chairperson is appointed by and reports to the President-Elect.

The Chairperson shall:

- Have READ ONLY access to the Chapter online banking system.

- Appoints committee members.

- Directs the activities of the committee.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- Review the Treasurer’s books quarterly (a minimum of twice a year) and report the findings to the Board.

- Conduct a full audit after the close of the June business.

- Schedule, at least every third year, an audit by a CPA or someone with financial audit experience, who is not affiliated or related to a Board member.

All audit reports shall be presented to the Board at the next Board meeting.

- Monitor Chapter budget, expenditures, cash flow, and bookkeeping procedures.

- Perform a quarterly audit of the following:

Cash receipts and disbursements transactions

Accounts payable (every 4 months)

Accounts receivable (every 4 months)

Membership dues paid to associations (every 4 months)

Investments (every 4 months)

Minutes of Board meetings to verify all non-budgeted expenditures have been appropriately approved according to the By-Laws

- Apply general and overall tests and checks to the Board’s satisfaction that the records accurately represent the financial position of the Chapter.

- Review the books and records of the Treasurer, including:

Cash disbursement records

Checkbook

Credit Card statements and activity

Bank statements and reconciliation

Monthly financial reports (Treasurer’s report submitted monthly)

Investments: Money Market account, Certificates of Deposit, etc.

- Marshal all evidence and data reviewed and then prepare Finance Committee annual report with accompanying exhibits.

RESPONSIBILITIES CHECKLIST

FINANCE COMMITTEE

- Upon completion of the quarterly review a report stating all findings shall be submitted to the Board. The Finance Committee report and accompanying schedules shall be made available for distribution after each audit (review). Copies are sent to the Executive Council upon request.

NOTE: If no chapter members can be found to form the committee, the VP shall ensure all responsibilities are completed.

RESPONSIBILITIES CHECKLIST

HISTORIAN

The Historian, although not a committee, has the same responsibilities as a committee.

Responsibilities:

- Prepare and submit, through the Vice President of Professional Development, a monthly report of activities prior to monthly Board meeting.

- Develop Vendor sponsorship opportunities.

- Reach out to Vendors to offer sponsorship opportunities.

- Create any Vendor sponsorship-required advertisements.

- Provide sponsorship information to the VPs of Professional Develop and Seminars for appropriate announcements/acknowledgements during monthly meetings and Seminars.

- Announce sponsorships at each meeting or seminar.

RESPONSIBILITIES CHECKLIST

VENDOR RELATIONS COMMITTEE

The Vendor Relations Committee is a standing committee. The committee shall be composed of a chairperson and at least one (1) committee member.

The chairperson is appointed by the Vice President of Public Relations.

The Chairperson shall:

- Appoint committee members.

- Direct the activities of the committee.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- Prepare and submit, through the Vice President of Professional Development, a monthly report of committee activities prior to monthly Board meeting.

- Develop Vendor sponsorship opportunities.

- Reach out to Vendors to offer sponsorship opportunities.

- Create any Vendor sponsorship-required advertisements.

- Provide sponsorship information to the VPs of Professional Develop and Seminars for appropriate announcements/acknowledgements during monthly meetings and Seminars.

- Announce sponsorships at each meeting or seminar.

RESPONSIBILITIES CHECKLIST

AWARDS COMMITTEE

The Awards Committee is a standing committee. The committee shall be composed of a chairperson and at least one (1) committee member.

The Immediate Past President will serve as the Chairperson for this committee.

The Chairperson shall:

- Appoint committee members.

- Direct the activities of the committee.

- Develops and submits a budget to the Past President to cover expenses for annual committee activities (on or before August 30).

Committee responsibilities:

- Determine the awards to be presented.

- Purchase the awards.

- Select members who are to receive awards and provide the list to the Board for approval.