NAPM-AKRON RESPONSIBILITIES OF PRESIDENT

Revised January 2001

NAPM-AKRON BOARD OF DIRECTORS TEAMS

Purpose: The purpose of this matrix organization is to allow NAPM - Akron to reach its goals of growth, retention, Certification, and membership involvement. It is felt that this format will more equally spread the duties of the board and lighten the burden on board members by sharing overall responsibilities and forming cross functional teams.

Administration: (l ) This team would be concerned with the long range planning for the organization and communication between the Affiliate and NAPM-National and District VI.

President, DNA, 1st Vice President, 2nd Vice President, Secretary, Treasurer

Programs: (s ) This team would be responsible for developing the yearly program for the Dinner Meetings, Pro-D Forums, Workshops, and other programs for the year.

1st Vice President, 2nd Vice President, Regular Events

Education: (u ) This team would be responsible for the C.P.M. & A.P.P. review program, Satellite Seminars, Spring Conference, other such conferences and the Scholarship Program.

2nd Vice President, Education Chair, Seminar Chair

Marketing: (n ) This team would be responsible for the recruitment, retention, and public relations both within and outside the organization.

Secretary, Public Relations Chair, Membership Activities Chair, Volunteer Director

Special Events: (X ) This team would be responsible for the Golf Outing, Plant Tour, Past Presidents Night, Purchasing Month and other Social Functions.

President, Treasurer, Special Events Chair

NAPM-AKRON RESPONSIBILITIES OF PRESIDENT

l SERVE ON ADMINISTRATION TEAM

l PREPARE NEW MEETING YEAR'S BUDGET FOR BOARD APPROVAL

l CHAIRS FINANCE AUDIT COMMITTEE

l SCHEDULE, SUPPLY AGENDA, AND PRESIDE OVER BOARD MEETINGS

l PRESIDE OVER DINNER MEETINGS, SELECT PRE-DINNER PRAYER AND PLEDGE PRESENTER, AND MAKE SPECIAL AWARDS

l PREPARE ARTICLES FOR MONTHLY NEWSLETTERS

l LEAD ADMINISTRATION TEAM TO ENSURE THAT THE BOARD IS FOLLOWING THE LONG-RANGE PLAN TO REACH GOALS OF GROWTH, RETENTION, CERTIFICATION, AND MEMBERSHIP INVOLVEMENT.

l DIRECTS 1ST VICE-PRESIDENT TO FORM NOMINATING COMMITTEE.

l DIRECTS ELECTION OF NEW BOARD MEMBERS TO OPEN POSITIONS.

l WORKS CLOSELY WITH DNA TO STRENGTHEN COMMUNICATION WITH DISTRICT VI. ATTENDS LOCAL DISTRICT VI MEETINGS AS ABLE.

l ORDER AND PROCESS SERVICE AWARDS ( 1 C.P.M. POINT) TO BOARD MEMBERS AT LAST BOARD MEETING.

s SERVE SPECIAL EVENTS TEAM AS ADVISOR AND ADMINISTRATIVE TEAM REPRESENTATIVE

NAPM-AKRON RESPONSIBILITIES OF FIRST VICE-PRESIDENT

l SERVE ON THE ADMINISTRATION TEAM

l SERVE ON THE FINANCE AUDIT COMMITTEE

l PRESIDE OVER DINNER AND BOARD MEETINGS WHEN THE PRESIDENT IS ABSENT

CHAIRS NOMINATING COMMITTEE

PREPARES, DISTRIBUTES AND COLLECTS PROGRAM COMMENT CARDS EACH MONTH FOR FORUM AND DINNER MEETING. TRACKS CPM CREDITS FOR THESE PROGRAMS.

l AS INCOMING PRESIDENT ATTENDS NAPM NATIONAL CONFERENCE

ORDER AND PRESENT PRESIDENTIAL PLAQUE FOR OUTGOING PRESIDENT

OBTAIN DINNER SPEAKER

s SERVE ON THE PROGRAMS TEAM. WRITE LETTERS AND OTHERWISE COORDINATE THIS ACTIVITY FOR THE FORTHCOMING MEETING YEAR. YOU SHOULD PLAN TO HAVE THE SPEAKER SLATE SET BY THE END OF AUGUST. PLAN CONTINGENCY PROGRAM IN EVENT A SPEAKER CANCELS AT THE LAST MOMENT.

s PREPARE BIOGRAPHICAL SKETCHES OF THE DINNER SPEAKER FOR THE NEWSLETTER.

s INFORMS REGULAR EVENTS CHAIR WHAT VISUAL AIDS DINNER SPEAKER NEEDS.

s INTRODUCES AND AWARDS GIFT TO DINNER SPEAKER. GIFTS ARE AWARDED IF SPEAKER IS NOT PAID A SPEAKER FEE.

s RESPONSIBLE FOR SPEAKER/MEETING RATING FORMS; REPORTS RESULTS TO BOARD

s WRITES THANK YOU LETTERS TO DINNER SPEAKERS.

s ACTS AS OVERALL PROGRAM CHAIRMAN WITH NATIONAL; SUBMITS PROGRAM SCHEDULE FOR C.P.M. POINT APPROVAL. VALIDATES C.P.M. POINT AWARDS FOR MEETING ATTENDANCE BY SENDING REPORT TO NATIONAL AT END OF MEETING YEAR.

s PREPARES & DISTRIBUTES MEMBER C.P.M. CERTIFICATES FOR PROGRAM ATTENDANCE.

NAPM-AKRON RESPONSIBILITIES OF SECOND VICE-PRESIDENT

l SERVE ON THE ADMINISTRATION TEAM

l SERVE ON THE FINANCE AUDIT COMMITTEE.

s SERVE ON THE PROGRAMS TEAM.

s PLAN AND COORDINATE THE ORDERING AND AVAILABILITY OF APPROPRIATE GIFTS FOR OUR SPEAKERS, PRO-D AND DINNER.

s IN CHARGE OF PRO-D SPEAKER SELECTION, WRITE LETTERS AND OTHERWISE COORDINATE THIS ACTIVITY FOR THE FORTHCOMING MEETING YEAR. YOU SHOULD PLAN TO HAVE THE SPEAKER SLATE SET BY THE END OF AUGUST. PLAN CONTINGENCY PROGRAM IN EVENT A SPEAKER CANCELS AT THE LAST MOMENT.

s OBTAINS PRO-D SPEAKER TOPICS, BIOGRAPHICAL SKETCH BIOGRAPHICAL SKETCHES & PICTURES FOR NEWSLETTER.

s INFORMS REGULAR EVENTS CHAIR WHAT VISUAL AIDS PRO-D SPEAKER NEEDS.

s COORDINATE PRO-D MEETINGS; ARRIVE EARLY TO MAKE SURE ROOM IS SET-UP PROPERLY.

s INTRODUCE PRO-D SPEAKER, AWARD GIFT TO SPEAKER UNLESS SPEAKER DOUBLES AS DINNER SPEAKER. GIFTS ARE AWARDED IF SPEAKER IS NOT PAID A SPEAKER FEE. WRITES THANK YOU LETTERS TO PRO-D SPEAKERS.

s CONTACTS OTHER AFFILIATES AND GROUPS, AS BOARD APPROVES, TO SET DATES FOR JOINT MEETINGS. SEND THEM INFORMATION ON SPEAKERS, INSTRUCTORS, AGENDA, ETC., AND COORDINATE OVERALL ACTIVITIES.

s ATTEND BOARD MEETINGS AND PRESENT PRO-D SPEAKER UPDATES, SPEAKER GIFT AVAILABILITY AND OTHER ACTIVITIES NECESSARY TO KEEP THE BOARD INFORMED OR TO OBTAIN THEIR APPROVAL.

ASSIST FIRST VICE PRESIDENT IN RECORDING AND TRACKING FORUM AND DINNER MEETING ATTENDANCE.

AS INCOMING FIRST VICE PRESIDENT, ATTEND NAPM INTERNATIONAL CONFERENCE

u SERVE ON THE EDUCATION TEAM AS ADVISOR AND ADMINISTRATIVE TEAM REPRESENTATIVE

NAPM-AKRON RESPONSIBILITIES OF SECRETARY

l SERVE ON THE ADMINISTRATION TEAM

l KEEPS MINUTES FOR ALL BOARD MEETINGS; DISTRIBUTES MINUTES OF BOARD MEETINGS WITHIN FIVE (5) WORKING DAYS FROM DATE OF MEETINGS.

l PRESENTS MINUTES OF PRIOR BOARD MEETING FOR BOARD APPROVAL.

l PREPARES AND COORDINATES EFFORTS FOR OBTAINING NEW STATIONARY, BUSINESS FORMS, BUSINESS CARDS, AND ENVELOPES, IF REQUIRED.

l PLANS AND COORDINATES ACTIVITIES RELATED TO FINDING JOB OPPORTUNITIES FOR NEW MEMBERS.

l DISTRIBUTE BY-LAWS TO ALL NEW BOARD MEMBERS.

l RECONCILE TREASURER’S CHECK BOOK WITH BANK STATEMENT MONTHLY.

n SERVE ON THE MARKETING TEAM AS ADMINISTRATION TEAM REPRESENTATIVE.

NAPM-AKRON RESPONSIBILITIES OF TREASURER

l SERVE ON THE ADMINISTRATION TEAM

l ATTEND BOARD MEETINGS AND SUBMIT TREASURER'S REPORT FOR APPROVAL.

l MAINTAIN FINANCIAL RECORDS.

l WRITES CHECKS TO PAY APPROVED INVOICES.

l COORDINATE BANK CHECKING ACCOUNT AND MAKE BANK DEPOSITS.

l SUBMIT FINANCIAL RECORDS TO SECRETARY FOR MONTHLY RECONCILIATION.

l PLAN, ORGANIZE AND COORDINATE DISTRIBUTION OF MEMBERSHIP DUES NOTICES DURING OCTOBER AND NOVEMBER; COLLECTS DUES; MAKE TIMELY, CORRECT DUES PAYMENTS TO NATIONAL.

l AUTHORIZE CHANGES TO THE MEMBERSHIP ROSTER INCLUDING TRANSFERS, SUBSTITUTIONS, ETC. BASED ON PAYMENT OF DUES.

l MAINTAIN INTEGRITY OF INSURANCE AND OTHER KEY DOCUMENTS IN SECURE PLACE.

l PRESENTS FINANCIAL RECORDS TO THE FINANCE COMMITTEE AT LEAST ONCE PER YEAR.

l INFORMS THE FOLLOWING MEMBERS WHEN NEW MEMBER PAYS DUES:

1. MEMBERSHIP CHAIR (FOR NATIONAL REPORT UPDATES, MEMBERSHIP LIST, CERTIFICATE, & WELCOMING LETTER)

2. REGULAR EVENTS CHAIR (OBTAIN BADGES & INFORM TELEPHONE COMMITTEE)

3. VOLUNTEER COORDINATOR ( ASSIGN NEW MEMBER TO A HOST)

l OBTAIN TAX IDENTIFICATION NUMBER FROM SPEAKERS AND GIVE THEM A 1099 FORM WHEN APPLICABLE.

l VERIFY COMPLIANCE WITH NATIONAL SECRETARY/TREASURER MANUAL.

l RESPONSIBLE FOR FILING ANNUAL TAX REPORTS.

l TERM OF OFFICE TO END AFTER END OF FISCAL YEAR; TREASURER HANDS OVER BOOKS TO FINANCE COMMITTEE WHO HANDS RECORDS OVER TO INCOMING TREASURER.

l PREPARE RECORD OF WORK ACTIVITIES TO AID INCOMING TREASURER.

X SERVES ON SPECIAL EVENTS TEAM AS ADMINISTRATIVE TEAM REPRESENTATIVE AND FINANCIAL ADVISOR.

NAPM-AKRON RESPONSIBILITIES OF DIRECTOR OF NATIONAL AFFAIRS

l SERVE ON THE ADMINISTRATION TEAM

l ATTEND DISTRICT VI MEETINGS.

l ATTEND BOARD MEETINGS AND UPDATE BOARD ON NATIONAL AFFAIRS.

l READ AND ADVISE BOARD ON PROPOSED CHANGES TO LOCAL, DISTRICT, & NATIONAL BY-LAWS.

l COORDINATE APPROPRIATE CHANGES TO LOCAL BY-LAWS.

PREPARE NEWSLETTER ARTICLES FOR NEWSLETTER CONCERNING DISTRICT AND NATIONAL AFFAIRS.

UPDATES BOARD MEMBER DUTIES AND RESPONSIBILITIES LIST

l NOMINATE MEMBERS FOR DISTRICT AND NATIONAL AWARDS.

NAPM-AKRON RESPONSIBILITIES OF PUBLIC RELATIONS CHAIR

n SERVE ON THE MARKETING TEAM

n ATTEND BOARD MEETINGS AND UPDATE BOARD ON PUBLIC RELATION ACHIEVEMENTS.

n RESPONSIBLE FOR PREPARATION AND MAILING OF THE MONTHLY NEWSLETTER. MAIL BY END OF 1ST WEEK OF MONTH IN MONTHS PUBLISHED.

n ASSISTS OTHER COMMITTEES WITH PUBLICITY WHEN REQUESTED.

n PLAN, ORGANIZE AND COORDINATE PROGRAM FOR PUBLICIZING SCHEDULED MONTHLY MEETINGS, PRIOR MEETING HIGHLIGHTS, AND THE ACTIVITIES OF OUR ASSOCIATION.

n SUBMITS MEETING ANNOUNCEMENTS AND PUBLIC RELATIONS ARTICLES TO THE AKRON BEACON JOURNAL, INSIGHTS, AND OTHER PUBLICATIONS.

n CHAIRS WEB SITE COMMITTEE. KEEPS AFFILIATE WEB SITE UPDATED WITH CURRENT INFORMATION AND NEWSLETTER.

NAPM-AKRON RESPONSIBILITIES OF VOLUNTEER DIRECTOR

n CHAIRS THE MARKETING TEAM

n RESPONSIBLE FOR ORIENTATION OF NEW MEMBERS

n MAINTAINS A LIST OF POTENTIAL VOLUNTEERS AND THEIR TALENTS AND OR INTERESTS.

GREETS NEW MEMBERS AT THEIR FIRST MEETING. INTRODUCE THEM TO BOARD MEMBERS. ASSIGNS A MEMBERSHIP COMMITTEE PERSON TO ACCOMPANY EACH NEW MEMBER AT THEIR FIRST MEETING.

LEADS SCHOLARSHIP COMMITTEE (VOLUNTEER DIRECTOR AND TWO BOARD MEMBERS), INCLUDING THE SELECTION PROCESS AND AWARD PRESENTATION.

NAPM-AKRON RESPONSIBILITIES OF MEMBERSHIP CHAIR

n SERVE ON THE MARKETING TEAM

n PREPARES NATIONAL MEMBERSHIP REPORT.

n PLAN, ORGANIZE AND COORDINATE DRIVES FOR INCREASING LOCAL MEMBERSHIP.

CHAIRS THE MEMBERSHIP COMMITTEE

RESPONSIBLE TO UPDATE LOCAL AND NATIONAL MEMBERSHIP ROSTER, AND DISTRIUBUTES UPDATED LIST TO BOARD MEMBERS

n PRESENTS MEMBERSHIP APPLICATIONS FOR BOARD APPROVAL AND FOLLOWS-UP ON NEW MEMBER PAYMENT TO THE TREASURER.

n PROVIDES VOLUNTEER COORDINATOR WITH LIST OF NEW MEMBERS AND ADVISES OF NEW MEMBERS ATTENDING THE MONTHLY MEETING.

n PROVIDE LIST OF NEW MEMBERS EACH MONTH TO PUBLIC RELATIONS CHAIR TO INCLUDE IN MONTHLY NEWSLETTER & PUBLICITY RELEASES AND TO REGULAR EVENTS CHAIR FOR BADGES.

n OBTAINS SCRIPTED NEW MEMBER CERTIFICATES.

n INTRODUCES NEW MEMBERS AT THE DINNER MEETING WHEN THE PRESIDENT CALLS FOR THESE INTRODUCTIONS.

n COORDINATES THE WRITING AND SENDING OF WELCOMING LETTERS TO NEW MEMBERS, WHEN NEEDED.

NAPM-AKRON RESPONSIBILITIES OF REGULAR EVENTS CHAIR

s SERVE ON THE PROGRAMS TEAM.

s ATTENDS BOARD MEETINGS AND UPDATES BOARD ON REGULAR MEETING ATTENDANCE BY MEMBERSHIP CATEGORIES, INCOME AND EXPENSES FOR EACH MEETING, NUMBERS OF GUESTS AND PROSPECTIVE NEW MEMBERS, PLUS OTHER HIGHLIGHTS OF REGULAR MEETINGS.

s FORMS, CHAIRS AND COORDINATES THE ACTIVITIES OF THE "MEETING SIGN-IN COMMITTEE".

s COLLECTS DINNER PAYMENT FROM MEMBERS AND SENDS MONEYS WITH RECONCILIATION TO THE TREASURER.

s KEEPS THE MEMBERSHIP BADGE BOX AND COORDINATES HAVING IT AT EACH MEETING.

s ORDERS NEW BADGES FOR NEW MEMBERS AND OFFICERS.

s FORMS, CHAIRS AND COORDINATES THE ACTIVITIES OF THE "TELEPHONE RESERVATIONS COMMITTEE" AND ASSIGNS NEW MEMBERS TO CALLERS.

s COORDINATES DINNER RESERVATIONS, GUARANTEED ATTENDANCE AND ACTUAL ATTENDANCE COUNT.

s COORDINATES REGULAR MEETING LOGISTICS, SUCH AS, MEETING ROOM AVAILABILITY, LIGHTING, HEATING, AMERICAN FLAG, TABLES, MICROPHONES, PODIUM, VISUAL AIDS, FOOD, PLUS OTHER DETAILS.

s SUBMITS PERIODIC DINNER ATTENDANCE SUMMARIES TO D.N.A. AND FINAL REPORT TO FIRST VICE-PRESIDENT FOR SUBMISSION OF LIST OF ATTENDEES EARNING C.P.M. POINTS FOR ATTENDANCE.

NAPM-AKRON RESPONSIBILITIES OF SPECIAL EVENTS CHAIR

X ATTENDS BOARD MEETINGS AND UPDATES BOARD ON STATUS OF ALL PLANNED AND BOARD APPROVED SPECIAL EVENTS.

PLANS, ORGANIZES AND COORDINATES ALL BOARD APPROVED SPECIAL EVENTS FOR THE MEETING YEAR.

PLANS, ORGANIZES AND COORDINATES ACTIVITIES ASSOCIATED WITH 'PURCHASING MONTH', WHICH NORMALLY TAKES PLACE IN MARCH OF EACH YEAR.

X CHAIRS "PLANT TOUR", "GOLF OUTING", AND OTHER SPECIAL EVENTS COMMITTEES.

X COLLECTS MONEYS FOR ALL SPECIAL EVENTS AND SENDS MONEYS OR BANK DEPOSIT SLIPS WITH RECONCILIATION TO THE TREASURER.

X CONTACTS ALL PAST PRESIDENTS FOR PAST PRESIDENTS NIGHT.

NAPM-AKRON RESPONSIBILITIES OF SEMINAR DIRECTOR

SERVES ON EDUCATION TEAM

ATTENDS BOARD MEETINGS AND UPDATES BOARD ON STATUS OF ALL PLANNED AND BOARD APPROVED SEMINAR ACTIVITIES.

u PREPARES NEWSLETTER ARTICLES AND NEWS RELEASES ON ALL SEMINARS AND CONFERENCES. SUBMITS ARTICLES AND NEWS RELEASES TO PUBLIC RELATIONS CHAIR ON A TIMELY BASIS.

u CHAIRS AND COORDINATES THE SPRING CONFERENCE ACTIVITIES AND SUBMITS C.P.M. POINT APPROVAL REQUEST TO NATIONAL. RESPONSIBLE FOR PREPARATION AND DISTRIBUTION OF C.P.M. CERTIFICATES AT CONCLUSION OF EVENT.

u RESPONSIBLE FOR NAPM-TEMPE SPONSORED SATELLITE SEMINARS INCLUDING COORDINATION WITH NATIONAL, COORDINATE PUBLICITY WITH PR CHAIR, RESERVATIONS, LUNCHES, HANDOUTS, ETC. RESPONSIBLE FOR PREPARATION AND DISTRIBUTION OF C.P.M. CERTIFICATES AT CONCLUSION OF EVENT.

NAPM-AKRON RESPONSIBILITIES OF CONTINUING EDUCATION CHAIR

SERVES ON EDUCATION TEAM

u PLAN, ORGANIZE, AND COORDINATE THE SCHEDULE, INSTRUCTORS, AGENDA, C.P.M. AWARD POINTS AND CERTIFICATES FROM NATIONAL AND OTHER DETAILS FOR THE NAPM-AKRON SPONSORED C.P.M. COURSES.

u ATTEND BOARD MEETINGS AND PRESENT STATUS OF C.P.M. CLASSES.

u PRESENTS C.P.M. AND RECERTIFICATION AWARDS AT DINNER MEETINGS.

KEEPS UPDATED TALLY ON C.P.M.'S AND ADVISES MEMBERSHIP CHAIR TO UPDATE MEMBERSHIP LIST.

BOARD OF DIRECTORS

TERM OF OFFICE: 3 YEAR TERM, NO MORE THAN 2 CONSECUTIVE 3 YEAR TERMS.

VOLUNTEER COORDINATOR: PREVIOUS SERVED AS DIRECTOR FOR MINIMUM OF 1 YEAR

DIRECTOR OF NATIONAL AFFAIRS: PREVIOUSLY SERVED AS DIRECTOR FOR MINIMUM OF 3 YEARS; SERVED IN ONE ELECTIVE OFFICE.

PRESIDENT: PREVIOUSLY SERVED AS DIRECTOR FOR MINIMUM OF 3 YEARS

FIRST VICE-PRESIDENT: PREVIOUSLY SERVED AS DIRECTOR FOR MINIMUM OF 2 YEARS

OFFICERS: DIRECTOR OF NATIONAL AFFAIRS, PRESIDENT, FIRST VICE PRESIDENT, SECOND VICE PRESIDENT, TREASURER, AND SECRETARY.

STANDING COMMITTEES: MEMBERSHIP, PUBLIC RELATIONS, REGULAR EVENTS, SPECIAL EVENTS, VOLUNTEER, SEMINAR AND CONTINUING EDUCATION.

SPECIAL COMMITTEES

SPEAKER COMMITTEE: PRESIDENT, 1ST VICE-PRESIDENT, & 2ND VICE-PRESIDENT.

NOMINATING COMMITTEE: 1ST VICE-PRESIDENT AND TWO (2) REGULAR MEMBERS, ONE OF WHO SHALL BE A PAST BOARD MEMBER.

FINANCIAL AUDIT COMMITTEE: PRESIDENT, 1ST VICE-PRESIDENT, & 2ND VICE-PRESIDENT.