| President |
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- Lead, Plan and Direct activities of the WMAC-APA.
- Conduct and preside over chapter and board meetings.
- Work with other members of the Executive Committee periodically to form working committees to perform assigned task with the overall goal of ensuring full benefits to all members and fulfilling the goals of the chapter and the National APA.
- Be an ex-officio member to all committees.
- Communicate, communicate, communicate.
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| President-Elect |
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- Obtain speakers for all chapter lunch meetings and Tri-State Conference.
- Present speakers and their lecture subjects to National APA for RCH approval.
- Copy RCH approvals to the President and Treasurer for meeting certificates.
- Assist the President with all administrative functions.
- Fulfill/assume presidential responsibilities in the event of the President's absence or inability to complete the term of office.
- Attend bi-monthly Board Meetings.
- Attend all chapter meetings. Contact the President if you are unable to attend an upcoming meeting.
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| Treasurer (Finance) |
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- Deposit and post checks.
- Reconcile and post credit card payments
- Maintain member profile payment information
- Maintain payment administration section of web site.
- Registration of all meetings
- Distribution of receipts and RCH certificates for meetings.
- Balance monthly bank statements.
- Send monthly financial statements (P&L and Balance Sheet) to board.
- File Form 990.
- Provide Forms W-9 as required.
- Accounts Payable.
- Compile annual budgets and monthly actual to budget comparison reports.
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| Secretary |
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- Record minutes of the Chapter meetings.
- Record minutes of the Board meetings.
- Inform members and non-members by blast e-mail of chapter meetings. Two announcements are to be sent. Once, 3 weeks in advance and a reminder 1 week before.
- Notify members of the Nominating Committee of their selections for the committee.
- Notify members of the candidates nominated for officer for the following year.
- Maintain Officer and committee job descriptions.
- Maintain Ethics forms signed by officers and committee chairs.
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| Chapter Communications |
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- Prepare newsletter for Chapter meetings.
- Advertising.
- Assist in design of electronic or other printed materials.
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| Chapter of the Year / National Payroll Week / APA National Contest |
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- Compile APA Chapter of the Year information.
- Keeping files of all minutes, emails and chapter activities for completion of contest applications.
- Communicate with all Committee Chairs on activities completed throughout the year.
- Understand the requirements outlined by APA for the questionnaire.
- Prepare the final questionnaire and have it reviewed by the Board.
- Submit entries to APA timely.
- Communicate NPW deadlines.
- Organize NPW activities for member participation.
- Organize NPW activity for board participation.
- Update Web Master with details of such deadlines and activities.
- Help submit data to APA for COTY.
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| Chapter Relations |
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- Notify APA National of all WMAC activities.
- Notify other APA Local Chapters of the activities of the WMAC.
- Notify Regional Advisor of WMAC.
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| Community Relations |
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- Request recommendations of charities from WMAC-APA members.
- Facilitate membership selection of annual charity for WMAC-APA support (usually at the February Meeting).
- Conduct fund-raising activity for charity at each WMAC-APA meeting and Tri-State Conference.
- Collect funds, transfer funds to WMAC-APA Treasurer after each meeting.
- Retain record of contributions throughout the year for distribution in the next calendar year.
- Suggest charitable activities throughout the year for WMAC-APA member participation.
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| Education |
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- Coordinate with Meeting Planning / Coordination regarding meeting dates.
- Work with Treasurer to create a budget.
- Line up facilitators and chapter assignments.
- Obtain CPP certificate copy from all instructors.
- Order books.
- Contact APA to Certify the Study Group.
- Coordinate with Web Master to update web page with class dates.
- Coordinate with Web Master to send blast e-mails regarding study group to chapter members.
- Host Train the Trainer Class for Instructors (Optional).
- Coordinate students participating, payments and distribution of books.
- Send RCH certificates to instructors and CPP/FPCs taking course.
- Recognize new CPP/FPCs at December Chapter meeting.
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| Government Liaison |
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- Keep chapter up to date on current government legislation affecting payroll.
- Update chapter members at chapter meetings.
- Provide updates for chapter newsletter and website.
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| Meeting Planning Coordination |
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- Negotiate annual hotel and restaurant contracts in October (for the next year) for:
- Chapter Lunch Meetings
- Tri-State Conference
- CPP/FPC Classes
- Board Meetings
- Plan chapter lunch meetings and Tri-State Conference menus and advise Web Master to update "Calendar of Events".
- Provide the hotel with a final count for chapter lunch meetings and Tri-State Conference.
- Final count is due to the hotel 3 business days prior to the actual event.
- Run the report from the website to see if there are any vegetarian meals requested. No special requests can be made to the hotel outside of requesting a vegetarian meal (this keeps you consistent and the hotel from making several different types of "Vegetarian" plates). Web Master can provide instructions on how to print the attendee report for the hotel.
- Be sure to order extra seats. Standard extra is 10% more than the final count (example - 60 people are confirmed for the lunch, order 66 seats).
- Hotel provides 5% extra to the request amount at no additional charge (example - 66 seats would then be increased to 69 or 70, verify with hotel).
- If more people arrive at the meeting than you have seats available for, contact the Sales Representative at the hotel to make any adjustments possible to accommodate the attendees without registrations.
- Attend Bi-monthly Board Meetings.
- Work with Vendor Relations Chair for Vendor Hall layout (Tri-State) and provide to hotel.
- No update required at Chapter Lunch Meetings.
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| Membership |
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- Responsible for increasing and maintaining membership.
- New member relations.
- Member Recognition
- Development and executing new member recruitment.
- Referral award programs.
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| Nominations and Elections |
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- Coordinate annual nominations and elections procedures per the by-laws.
- Assign 2 committee members and notify the Secretary for official notification of assignment.
- Conduct committee meetings on or before November 1 to select candidates for all officer positions.
- Notify Secretary who notifies candidates.
- Conduct the election during the December meeting.
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| Prizes and Awards |
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- Each Meeting:
- Choose a Theme
- Purchase speaker gift - Approximately $15.00
- Purchase 5 Door Prizes - Approximately $10.00 each.
- Tri-State:
- Purchase the required number of speaker gifts.
- Purchase "Give-away" for completing the survey.
- Year-End:
- Purchase Gifts for Committee Chairs - in collaboration with the President.
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| Tri-State Conference |
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- Chair is responsible for the coordination and supervision of the conference.
- Oversee the activities of all conference committee members.
- Ensure that conference objectives are established and met.
- Establish a program that supports the objectives of the conference.
- Establish committee meetings as needed.
- Assign task to committee members.
- Update committee members and Board on progress.
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| Vendor Relations |
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- Work with WMAC-APA Board to determine vendor fees for:
- Tri-State Vendor Hall
- Corporate Sponsorship - Chapter Lunch Meetings
- Newsletter Advertising
- Work with Tri-State Committee Chair to get Vendor Prospectus and Theme for annual Conference.
- Theme and Date need to be determined prior to advertising the next year's event.
- Work with vendors to encourage them to participate in Tri-State in the Vendor Hall or as a Classroom Sponsor. Advertising in the conference book is also available to vendors who cannot attend.
- Contact all vendors who have participated in the past with the date and them of next year's event.
- Contact all vendors who showed interest in participating in the event but were unable to, due to budgets or that they were booked for that date already. (This gives you a chance to be the first vendor on the list. You don't need to know how much it will cost but you can use last year's registration fees).
- Update the Tri-State Committee and Board with the number of vendors confirmed at each bi-monthly board meeting (vendor hall, classrooms, and/or advertising).
- Work with vendors to do a door prize or have a "goodie" for the registration bags.
- Work with vendors throughout the year to be a Corporate Sponsor (usually the vendors who can't be at the Tri-State Conference).
- Provide the confirmed Corporate Sponsor to the Web Master as soon as possible so the links and company information can be added to the website.
- Work with vendors throughout the year to be an advertiser in the bi-monthly newsletter.
- Send advertisements to the Chapter Communications Committee for the newsletter. Be sure all advertisements are received at least 21 days prior to the Chapter Lunch Meeting.
- Create an invoice for the vendor to pay the cost of the newsletter advertisement. Send a copy of the invoice by e-mail (as a .pdf file so no changes can be made to the invoice) to the vendor and the Treasurer.
- With the vendor, give away door prizes sponsored by the vendor at the Chapter Lunch Meeting and Tri-State. Be sure to have the vendor involved.
- Attend bi-monthly Board meetings.
- Work with Meeting Planning / Coordination for Vendor Hall Layout (Tri-State) to provide to the hotel.
- No update required at Chapter Lunch Meetings unless Tri-State asks you to give an update on the Vendor Hall.
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| Web Master |
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- Update information on website pages, all sections.
- Design new pages as needed for the website.
- Review links on website.
- Maintain calendar of events.
- Set up annual Tri-State Conference on website.
- Post job postings.
- Send blast e-mails.
- Assist other Board members with website issues.
- Renew domain name as needed.
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