Responsibilities of the President

Responsibilities of the Director of Strategic Planning

The Director of Planning is responsible for the following chapter committee activities:

When applicable, provide information to the President for announcements about your committees’ activities during regular program meetings.
From June through August, gather committee manager names, addresses, phone numbers, and email addresses. Give the information to the President before the first Board meeting. Throughout the year, make sure the President has information and changes about your committee managers. Verify that the information gets updated on the President’s Leadership list each month.
From June through August, make sure your committee managers have information they need to prepare budgets and activity plans from past committee managers. Make sure they provide this information to the President and Treasurer on the date requested and that they attend Board meetings when their budgets and activities are discussed.
From June through August, make sure your committee managers receive all committee files and information that they need to plan and manage activities. Make sure past committee managers provide an effective handoff to the new managers.
Before each Board meeting, contact your committee managers for activity updates and to provide committee information as requested by the President.
Review past year’s Chapter Achievement nomination forms; throughout the year, provide information to the President for your committees’ Chapter Achievement activities.

From June through August, gather information about your committees’ planned activities. Give the information to the Director of Communications and make sure it gets passed to the Webmaster, Newsletter Editor, and Publicity committee. Throughout the year, make sure the Director of Communications has information about changes to your committees’ activities. Periodically check the chapter web site and newsletter for accurate information about your committees.
Before the first Board meeting, give the Director of Communications committee manager names, phone numbers, and email addresses. Throughout the year, give the Director of Communications information and changes about your committee managers. Periodically check the chapter web site and newsletter for accurate information about your committees.

As needed, assist the Director of Volunteer Resources and the Volunteer Coordinator with recruitment of managers, committee members, and temporary volunteers for your committees’ activities. Provide descriptions of committee activities. If you can, provide names of potential volunteers. You are not expected to staff your committees, but try to help others who are responsible for staffing.
Periodically, give the Director of Volunteer Resources information about your committees’ volunteers for recognition (Volunteer of the Month, Volunteer of the Year.), Society awards and nominations (Distinguished Chapter Service, Associate Fellow), and for future chapter officer candidates. If you can, assist in the writeup of recognition articles and award/nomination forms.

This committee should be self-sufficient. However, make sure chapter bylaws are updated as chapter processes change and as the organization changes.

This committee should be self-sufficient. However, make sure chapter strategic plans are updated as chapter processes change and as the organization changes.

This committee should be self-sufficient. However, make sure that all chapter records are adequately maintained and stored in a safe place.
Encourage the Historian to write a newsletter articles about significant past chapter events and/or leaders.

Prepare a budget of estimated income and expenses before the first Board meeting and submit to the President in time for inclusion in the President/VP budget. If you expect some expenses to be donated, include them in the budget with an estimated cost. (Keep an extra copy of the budget to pass on to your successor.) Monitor your actual expenses against your budgeted expenses from the Treasurer’s monthly reports.
Give merchants a copy of the Texas Sales Tax Exemption Certificate when buying committee supplies. (We don’t pay sales tax as a nonprofit organization.) Complete the chapter’s Request for Payment/Deposit Form for purchases and deposits and give it to the Treasurer.
Inform the Board if you believe your expenses may exceed your approved budget.

Ability to spend 2 hours a week on chapter work throughout the year.
Ability to hold at least 5 telephone calls a month during business hours; some calls are long distance.
Ability to attend most of the chapter functions for general membership and to periodically attend strategic planning sessions and Region 5 Conference planning sessions.
Access to fax machine and/or email.

March 19991