Roles and Responsibilities

PRESIDENT

The president is the principal officer of the chapter exercising general oversight of its affairs and officers. The president chairs and serves on the executive committee of the chapter.

President Tasks:

  • Attends all board meetings.
  • Plans and chairs all board meetings.
  • Serves as the chapter’s spokesperson as needed in the community.
  • Oversees and mentors all board members as they carry out their duties and responsibilities.
  • Implements chapter’s strategic plan and budget for the new program year.
  • Works with the treasurer in planning and creating a responsible fiscal budget for the chapter.
  • Reviews monthly bank statements for the chapter.

 

PAST PRESIDENT

The past president remains on the board in a capacity of advisor and to provide continuity to the new board of directors. The past president also serves on the executive committee of the chapter.

Past President Tasks:

  • Attends all board meetings.
  • Assists the president, as needed, in mentoring board members as they carry out their duties and responsibilities.
  • Stands ready to fill in for the president and the president-elect in cases when both are unable to attend a function.

 

TREASURER

The treasurer is primarily responsible for accurate and timely keeping and reporting of financial activities of the chapter. The treasurer also serves on the executive committee of the Chapter

Treasurer Tasks:

  • Attend all program meetings

  • Maintains knowledge of the organization and personal commitment to its goals and objectives

  • Manages the board’s review of and action related to the board’s financial responsibilities

  • Ensures that appropriate financial reports are made available to the board on a timely basis

  • Presents the annual budget to the board for approval

  • Reviews the annual audit and answer board members’ questions about the audit

  • Prepares and ensures timely filings of IRS tax forms/reports

  • Prepares and files SMPS Headquarter’s chapter financial report, due September 30.

 

SECRETARY

The secretary serves as the recorder for the chapter and ensures minutes are taken, recorded, and distributed at all board and executive committee meetings. The secretary is responsible for the chapter’s bylaws.  The secretary also serves on the executive committee of the chapter.

Secretary Tasks:

  • Attend all board meetings

  • Prepare/distribute minutes for each board meeting within one week of meeting

    • Include Action Items at end

    • Follow up with board members re: Action Items one week prior to meetings for status updates; inform the President

  • Develop board meeting agenda with input from President and distribute Monday before each meeting

  • Maintain document with “lessons learned” from past events; include information in meeting minutes also

  • Maintain/distribute Board and Committee contact list

  • Maintain Archives

 

DIRECTOR-AT-LARGE(one-year position / maximum two-year term)

The Director-at-Large develops and/or coordinates special events and projects, depending on the goals and initiatives of the current Board of Directors. He/She also assists other board members with projects, based on his/her own skills, interests, and the strategic needs of the chapter at the time. The Director-at-Large represents the interests of the membership and conducts projects and accepts duties as assigned by the President and the Board of Directors.

Director-at-Large Tasks:

  • Participates as a member of the Board of Directors, attending regular board meetings and special meetings as scheduled.
  • Provides advice and input to the Board of Directors and participates in important discussions.
  • Conducts projects to further the goals of the chapter, or to develop services for the membership.
  • Serves as chair of any ad hoc committee formed to develop projects or as chair of existing committees not represented by a Board position (i.e., Programs, Sponsorship).
  • Provides reports of projects to the Board and/or committee.
  • Assists as needed at programs and meetings.
  • Attends SMPS national conference, if able.

 

Committees

PROGRAMS

The Program Chair is responsible for planning and implementing all chapter programs that covers Professional Development, Business Development and Special Events. The Programs Committee offers the benefit of direct contact with clients and potential clients through requests for speakers and program planning, as well as the opportunity to drive the industry knowledge that is presented for the A/E/C representatives that attend our events.

Programs Chair Tasks:

  • Attend all program meetings

  • Plans and chairs all program planning meetings

  • Drafts a budget and conceptual plan of programming initiatives for the upcoming year

  • Secures or oversees planning for chapter programs which include location, speakers, food, handouts, audio-visual, etc.

  • Oversees program announcements and ensures timely marketing of each program

  • Works closely with Education Chair to ensure that local programming and education requirements are met

 

MEMBERSHIP

The Membership Chair serves as the contact to SMPS Headquarters on all issues related to membership and is responsible for the recruitment and retention of SMPS chapter members.

Membership Chair Tasks:

  • Attend all board meetings

  • Drafts a budget and conceptual plan of membership initiatives for the upcoming year

  • Provides membership information to prospective members

  • Coordinates communication with members and prospects

  • Conducts new member orientation

  • Organize membership campaigns

  • Tracks membership expirations, new members, renewals, and drops through the SMPS Extranet for chapter leaders

  • Works with SMPS Headquarters in efforts of renewals and new memberships

 

EDUCATION

The Education Committee strives to provide educational, professional, and personal development opportunities through a variety of events and formats. Education topics and learning/implementation tools are defined by the Six Domains of Practice:  Marketing Research, Marketing Plan, Client/Business Development, SOQs/Proposals, Promotional Activity, and Information, Resource and Organizational Management.

Education Chair Tasks:

  • Attend all program meetings

  • Prepare evaluations for each event and tally (SFE)

  • Prepare CPSM CEU forms for each event & submit to Headquarters

  • Post evaluation form and CPSM CEU form to MySMPS.org

  • Prepares, distributes and summarizes program evaluations for each educational event

  • Oversees program announcements and ensures timely marketing of each event

  • Webinar Library

  • CPSM Mentoring Program

  • Annual Education Report to SMPS Headquarters

  • Post Education Report to MySMPS.org

 

COMMUNICATIONS

The Communications Committee is responsible for the public image of the chapter through the use of print, digital and social media. The committee publicizes information about upcoming programs and events, and maintains information about the chapter and its members through the website.  Major responsibilities include:  acting as a brand manager for the chapter, designing and producing all marketing materials, and promoting the chapter through media and digital communications

Communications Chair Tasks:

  • Appoint and chair communications committee

  • Design and distribute yearly program calendar (coordinate with programs committee)

  • Design and distribute monthly program announcements via e-blast and social media (coordinate with programs committee)

  • Design and distribute additional announcements as requested by board (new member event, baseball event, etc.)

  • Collect and develop newsletter content

  • General website updates

  • Maintain social media channels

    • Facebook

    • LinkedIn

    • Twitter

  • Coordinate photography for all program events

  • Post job listings

  • Develop and distribute press releases

  • Create member profiles

  • Develop meeting summaries

 

LOGISTICS

The Logistics Committee is responsible for obtaining the necessary venues, catering, equipment, etc. for all Programs and Special Events.

Logistic Committee Tasks:

  • Attend all program meetings

  • Coordinate venues

  • Gather pricing and availability information

  • Coordinate catering or food

  • Organize and secure A/V equipment

Thank you to our 2016-2017 Annual Sponsors!