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:

    • Assists all Board members as needed
    • Stands in as President when necessary
    • Recruits new Board and Committee members
    • Prepares for term as President, attends Presidents Leadership Symposium (PLS)
    • Serves as liaison to SMPS Headquarters (HQ)
    • Supports the President and acts as his or her advocate to lead the Board and Committees towards the desired results
    • Acts as Board liaison to Committee(s) to ensure the Board has a clear understanding of the activities of each Committee and each Committee has a clear understanding of the Board’s goals and plans
    • Acts as Board liaison to the Past Presidents group to coordinate quarterly meetings in order to communicate Chapter activities and connect group members to Chapter Committees that may need Past President member support
    • Responsible for soliciting nominations and carrying out the judging process for individual Marketing Excellence Awards
    • Responsible for initiating the Chapter Board nomination process for the coming term, securing nominations and working with the Chapter Secretary to vet candidates per the Chapter bylaws and facilitate the election process. 
    • Ensuring the mission, vision, values, and strategic plan align with HQ
    • Monitoring the performance of the Chapter relative to achievement of the strategic plan
    • Setting, maintaining, and constantly improving all ongoing Chapter and Board policies
    • Evaluating and improving Board’s performance as the member’s governing body, setting expectations for Board members’ involvement as volunteers, and maintaining ethical integrity and accountability for the Chapter
    • Attends SMPS national conference, if able

     

    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
    • Attends SMPS national conference, if able

     

    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
    • Attends SMPS national conference, if able

     

    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
    • 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
    • Attends SMPS national conference, if able

     

    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
    • Attends SMPS national conference, if able

     

    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 2018-2019 Annual Sponsors!