1. Be responsible for conducting the affairs of the assigned
committee. As required, prepare
information for submittal to the Board of Directors for their approval on any
particular function.
2. Obtain files from previous year's
chairman, maintain said files in the current year, and give completed files to
the following year's chairman.
3. Select a co‑chairman and committee
member(s) (as necessary) to properly conduct the affairs of the committee. If committee meetings are necessary, call
such meeting, notifying all committee members, the board contact (who serves in
an advisory capacity) and the President of the date, time and place of said
meeting.
4. Advise membership of committee
activities by most expedient means‑verbal (using General Arrangements
Committee), mail, bulletin, or announcement at a general membership meeting.
5. Attend Board meeting(s) as
requested. If necessary, ask the
President for time on the agenda and submit a written report to the board
contact, giving both of them at least a 24‑hour notice.
6. Furnish the Corresponding Secretary with
the necessary information to write thank you letters.
7. Collect and/or disburse any monies in
the name of Desk and Derrick, assuring all checks are made payable to
"DESK AND DERRICK CLUB OF THE WESTBANK," and properly supporting all
expenditures with proper documentation (i.e., receipts and invoices).
8. As required, provide a copy of the
committee's report made to the Board of Directors or General Membership Meeting
to the President, Vice President and Recording Secretary.
9. In the beginning of the year, furnish a
written, detailed proposed budget for the year to the Treasurer by the
specified deadline. At the end of the
year, provide a written report of the year's financial activity to the
Treasurer.
10. Distribute
the Club’s “Pin Awards” as outlined in the guidelines.
DETAILED
RESPONSIBILITIES OF THE COMMITTEE CHAIRMEN
AIMEE AWARDS
1. For
current year, review, categorize, and select all material for appropriateness
as contest entries for AIMEE, accordance with most recent ADDC Contest
Committee guidelines.
2. Prepare the selected entries for
submittal to the ADDC Contest Chairman by the designated deadline.
BULLETIN
1. Gather
information, prepare material for printing, and publish the bulletin monthly,
impartially reporting news, Club activities, members' birthdays, and all
current Regional and Association news.
2. Supply successor with work schedule and
any other pertinent information concerning timely publication of the bulletin.
3. Become familiar with the awards
guidelines for Bulletin entries and provide copies of bulletins to the AIMEE
Awards Committee in a timely manner.
BYLAWS/HANDBOOK
1. Update
changes in the Charter, Bylaws, Standing Rules and Duties and Responsibilities,
always in conformance with ADDC Bylaws, as proposed by membership. Process these amendments and present to the
Board of Directors and membership in accordance with guidelines in the Club
Bylaws.
2. Maintain the Charter on a current basis
according to state law.
3. Provide copies of Club Bylaws to ADDC
Bylaws Committee as designated.
4. Prepare and distribute the final Bylaws
to membership for inclusion in the Handbooks.
5. Submit any proposed amendments to the
Association Bylaws, in writing, to the Association Rules Committee at least
ninety (90) days prior to the annual Convention.
6. Maintain current information on all
sections of the Handbook, making any interim distribution to membership as may
be necessary. Prepare complete
Handbooks for new members and distribute to them as necessary.
ELECTION
1. Make an alphabetical list of eligible
voters.
2. Provide ballots, tally sheets, and
teller's report.
3. At the voting meeting, distribute
ballots, assuring that each member initials the voter list, acknowledging
receipt of the ballot.
4. After all ballots have been cast, count
ballots, make teller's report, and give it to the President, who shall report
the results.
FIELD TRIP
1. Contact
company officials relative to sponsoring a field trip and submit the proposal
to the Board of Directors for approval.
2. Once approved, coordinate plans with
officials and provide all details to membership at the general membership
meeting or via the most expedient means in any case where time is crucial.
3. Handle reservations, necessary
transportation arrangements, and collection of monies.
4.
Become familiar with
the awards guidelines for Field Trip entries and provide copies of field trip
materials to AIMEE Awards Committee in a timely manner.
5.
Prepare a framed
certificate of appreciation for the speaker(s) and arrange for a $20.00
donation to be made to the Westbank Scholarship Fund in honor of the speaker(s)
or his/her company, if funds are available.
FINANCE
1. Organize all fund‑raising activities, presenting
complete information to the Board of Directors for approval and then to
membership. Organize and guide any
subcommittees that may be required to complete the project.
2. Work with the Board of Directors, and
most particularly with the Treasurer, to see that IRS regulations will not be
violated.
3. Conduct a 50/50 raffle at the general
membership meeting. If head table
flowers and gifts are available, a raffle for them may also be conducted.
1. Select as many committee members as necessary to handle the
responsibilities of the committee in a timely manner.
2. Prepare an assignment list for
committee members.
3. Accept dinner meeting reservations from
committee members on the day deemed appropriate to making timely reservations
with the meeting place.
4. Receive from the Program/Monthly
Decorating and Membership/Orientation Committees the number of reservations
needed for the speaker and/or guests.
5. Verify the invitations of guests, prior
to accepting reservations.
6.
Obtain an advance
from the Treasurer at the beginning of the year for change purposes, and return
the advance money to the Treasurer at the end of the year.
7.
Arrive at the meeting
place by 5:30 p.m., setting up badges prior to the meeting. Collect badges
after the meeting.
8.
Provide a friendly
welcome to members and guests on all occasions.
9.
After collection of
all monies, balance money with total meals ordered and turn money over to the
Treasurer along with the invoice for the meeting place for payment.
10. Become
familiar with the names of new members and guests to present at each meeting.
Introduce the guests and new members at the General Membership meeting.
11. Provide new
member badges and guest tags. Identify new member badges with a gold ribbon and
guest badges with a black ribbon. At the beginning of each year, provide
up-to-date name badges for all members.
12. Provide
Officers and Board Members special identification badges for year-round
recognition.
13. Make
arrangements for head table flowers, if possible.
14. Advise the
meeting place of the total number of reservations needed.
15. Report at
the General Membership meeting the number of members and guests who are in
attendance.
16. Select the
meal menu each month and inform the Bulletin Committee Chairman and the
President of the selection.
17. If a member
makes reservations and does not attend the meeting or cancel the reservation
prior to the stated deadline, send a letter to the member requesting payment
for the meal.
18. Notify
Membership of any vacancy on the Board of Directors or in any office for
special elections only.
19. Remind
members of club functions, including any special activities which may quickly
arise, as requested by the President.
IAN/SOCIAL
1. Plan
an annual special activity and/or program representative of our appreciation
for the industry.
A. Obtain estimated costs.
B. Submit information regarding the activity to the Board of Directors for approval or rejection.
C. Present particulars of activity to membership.
D. Collect all
monies for reservations in advance; give all monies to the Treasurer in a
timely manner.
E. Coordinate a guest list with the Communications Leadership
Training/Eduction, Field Trip and Program/Monthly Decorating Committees of
those who have sponsored field trips and who have been speakers (including Desk
and Derrick club members) as well as any special people who have shown great
support to the club, who may be included as our guests.
F. Submit the guest list to the Board of Directors for
approval or rejection.
G. Issue written invitations to approved guests and one
guest or his/her choice, if funds are available.
H. Prepare name tags, secure table decorations, and arrange
to greet guests at the function.
2. Plan
social activities.
A. Obtain estimated costs.
B. Submit information about the activity to the Board of
Directors for approval or rejection.
C. Present particulars of activities to membership.
D. Collect all monies for reservations, preferably in
advance; give all monies to the Treasurer in a timely manner.
LEADERSHIP
RESOURCE COMMITTEE – EDUCATION
1. Promote
Leadership Resource Training within the Club by organizing seminars on
"LR" topics and actively pursuing participation by membership.
2. Advise the ADDC "LR" Regional
Representative of the name(s) of the Club's Committee Chairman.
3. Become familiar with the awards
guidelines for "LR" Committee entries and submit the seminar/program
materials to the AIMEE Awards Committee in a timely manner.
4. Maintenance of the Committee's files
shall include the “LR” Training Kit, name and address of the "LR"
Regional Representative as well as the ADDC Chairman, a list of local
organizations which arrange speaking engagements, and a schedule of the year's
activities (i.e., club participants, speech topics, etc.).
5.
Submit copies of all
reports of speaking engagements to the ADDC "LR" Chairman and the
Region III "LR" Representative in accordance with ADDC guidelines.
6.
Furnish education
information to the club members as it is received; plan and coordinate
educational seminars, arranging for and working with instructors; coordinate
and maintain records for "Study Courses" and forward required
information to the Regional Representative for ADDC/PETEX certification; follow
through and distribute certificates when appropriate; help members in their
participation in Correspondence Courses; and if desired, request ADDC/PETEX
certification through the Regional Representative.
7.
Submit the Education
Seminar Reporting form to the ADDC Education Chairman and the Region III
Education Representative.
8.
Maintain attendance
record.
9.
Prepare a framed
certificate of appreciation for the speaker(s) and arrange for a $20.00
donation to be made to the Westbank Scholarship Fund in honor of the speaker(s)
or his/her company, if funds are available.
MEMBERSHIP/ORIENTATION
1. Relative
to coming year, collect completed applications and annual dues from renewing
members.
2. Provide applications for membership to
eligible prospective members.
3. Submit applications for new membership
to the Board of Directors for approval or rejection.
4. Furnish an alphabetical list of new
members and renewals to all members.
5. Provide all collected dues to the
Treasurer in a timely manner.
6. Advise the Board of Directors and
Membership of any formal resignations or membership terminations.
7. Notify Officers, Board of Directors,
and the appropriate committee chairmen of any changes in home or office
addresses, phone numbers, or membership status of any member.
8. Submit names of guests to the Board of
Directors for approval or rejection, verifying that these guests meet
qualifications for future membership, in accordance with Article IV of Club
Bylaws.
9. Forward names of approved guests to the
General Arrangements Committee.
10. Create an
orientation program to inform new members and remind existing members of the
purpose, history, past achievements, and principal functions of Desk and
Derrick on the local, regional, and association levels.
1. Maintain a record of offices held,
committees served, and attendance at Regional meeting, Convention, socials, and
educational events for each member via the historian sheet which membership
completes.
2. Transfer sheets for members who have
terminated their membership, moved away, etc., to inactive book.
3. Prepare the President's Memory book,
securing pictures, mementos, newsworthy items and anything befitting memories
of her year.
4. Present the Memory book to the
President at the April Birthday Meeting.
1. Contact members regarding their
consideration of serving the Club in various positions (or particular offices,
in the case of special elections) for the coming year.
2. If possible, secure two (2) candidates
for each office.
3. Request a brief resume from each
candidate stating their qualifications, including educational background,
employment history, and any Desk and Derrick achievements.
4. Mail
resumes to membership at least ten (10) days prior to an election
meeting, unless there is a single slate of officers.
5. Provide copies of all resumes to the
Bulletin Committee prior to the October bulletin deadline.
6. Inform nominees, prior to an election
meeting, that all nominees are to make a brief presentation at an election
meeting.
7. Introduce all nominees to membership at
an election meeting.
PROGRAM/MONTHLY
DECORATING
1.
The term for this Committee only will run from February to February
effective
immediately (10/18/2006) .
2. Secure
speakers for the general membership meeting, submitting names, company
affiliations, and topics (if known) to the Board of Directors for approval or
rejection. Once approved, issue a
written invitation/confirmation to the prospective speaker(s) and one (1) guest
of their choice.
3. Advise
General Arrangements chairman of required reservations.
4. Arrange for members to give an
invocation and formally introduce the speaker at each meeting.
5. Secure
any needed equipment.
6. Prepare a certificate of appreciation for
the speaker(s) and arrange for a $20.00 donation to be made to the Westbank
Scholarship Fund in honor of the speaker(s), if funds are available.
7. Provide
information on speakers and a short outline of the topics to the Bulletin
Chairman prior to bulletin deadline.
8. Furnish Corresponding Secretary with complete
information to write thank‑you
letters.
9. Prepare a small
written program for each general membership meeting, putting one at each member’s place prior to dinner. Send
one copy of each program to Memory Book
Committee.
10. Arrange for
decorations for special meetings, if possible.
11. Become
familiar with the awards guidelines for Program entries and submit all
presentation materials to the AIMEE Awards Committee in a timely manner.
12. Prepare and
submit the Program Report to the Region III Program Representative in
accordance with ADDC guidelines.
PUBLIC
RELATIONS/LEGISLATIVE INFORMATION/EMPLOYMENT COMMITTEE
1. Maintain a list of local newspapers, trade journals, and
magazines. Prepare and submit articles of interest to them.
2. Arrange for a photographer at special
events/activities, when possible.
3. Prepare releases for the Desk and
Derrick Journal. Furnish the Memory Book Committee with copies of published
releases.
4. Provide a non-partisan, informative
source of information concerning federal and state legislation.
5. Prepare legislative reports as
available for publication in the club bulletin.
6. At the general membership meetings,
inform members who are seeking employment of companies with job openings. Act as a source of information only and not
as an employment agency.
7. Members seeking employment or who are
aware of job opportunities should notify the committee chairman.