- Attend Leadership Conference in early May. While there meet with the other Chapters Officers from our region to share Chapter “best practice” ideas and consider co-hosting a seminar with one of those Chapters. Also use the conference time to do some planning with the OKC 1st Vice President.
- Check on the regional conference in early May and encourage OKC Officer attendance.
- Ensure that the Chapter survey of members and directors is distributed early in the summer to assist with the planning for the Chapter and provide updates for the directory.
- Consider holding an Officers’ meeting after returning from Leadership to discuss Officer and Chair roles for the Chapter.
- Establish Chapter goals based on input from other Officers and Committee Chairpersons.
- Hold a Board of Governors meeting no later than September for establishment of quorum, approval of budget, approval of goals, and approval of membership and retention plan. Roberts Rules of Order are used for conducting Board meetings. A copy of those rules can be obtained from International.
- Encourage the 1st VP to establish the monthly luncheon schedule as early as possible and remind them it is due to the Secretary for publication in the directory no later than the 1st luncheon meeting.
- Encourage the 2nd VP to get the seminars set up for the year and publish information in the directory if possible.
EACH MONTH DURING THE PROGRAM YEAR:
- Prepare the CAP report using meeting attendance figures from the Treasurer, speaker evaluations from the 1st VP, and any other relevant data for the month (e.g., seminar approvals, article submissions, CIA certificates presented, etc.). Due to Donna Wiley at International (
JULY:
- Chapter Planning Report is due to International on July 31st.
AUGUST:
- Audited financial report is due to International on August 31st. This report must be submitted before we can receive our Chapter allotment.
SEPTEMBER:
- Submit the Membership and Retention Plan to International by September 30th.
- Ensure the directory (including the monthly luncheon schedule) is published and distributed by September 30th.
- Ensure the goals and objectives and budget have been approved by the Board by September 30th.
OCTOBER:
- Make sure our chapter allotment was received from International (the amount is normally $1,000 less $100 for insurance).
DECEMBER:
- Submit International Committee nominations to International by December 10th.
FEBRUARY:
- Request Jim Cobb Member of the Year Award nominations via the newsletter.
- Recruit Officers for the next fiscal year and submit those nominations for approval at the monthly luncheon. Officers are selected this early to allow for schedule modification and travel planning for the Leadership Conference in late April/early May.
MARCH:
- Create Jim Cobb Award ballots based on nomination submissions and leave a blank for additional nominations. Take to the luncheon for voting.
APRIL:
- Submit the Three-year Long Range Plan to International by April 30th.
- Submit the Chapter Self Assessment Report to International by April 30th.
- Submit the District Representative Assessment Report to International by April 30th.
- Assist the incoming Chapter President with nominating next fiscal year’s Chairpersons and Governors. The Chairpersons must be approved by the Board of Governors. The Governors are to be approved by members attending the April luncheon.
MAY:
- Submit the Chapter Associate Trustee Annual Report to International by May 15th.
- Submit the Officer and Chairperson Listing to International and the District Representative by May 31st.
- Submit the Academic Relations Report to International by May 31st.
OTHER DUTIES:
- Oversee the Long-Range Planning, Nominating, and Web Page Committees and provide assistance to these committees as needed. Also oversee other Officers and provide support and direction as needed.
- Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.