Santa Clara Valley Section Chapter Officer Year-end Tasks Taylor Winship 2017-2018 IEEE Santa Clara Valley Section Secretary Prepared: 12/12/2018

IEEE OFFICERS DUTIES AND RESPONSABILITIES

SUMMARY OF DUTIES AND RESPONSIBILITIES OF CHAPTER CHAIR In possession of and familiar with the IEEE Constitution, Bylaws, MGA Operations Manual and the Section Bylaws (the Chapter is managed according to the administrative parent Section’s bylaws). Presides at meetings of the Chapter and the Chapter Executive Committee. Operates the Chapter to maximize satisfaction of Chapter member needs with the resources available. Develops and presents plans for meeting members' needs to the Chapter Executive Committee for review. Identifies appropriate volunteers and presents their appointments to the Chapter Executive Committee for review. Insures that all Chapter Officers and Committee Chairs are properly trained for their jobs. Signs off on financial report where appropriate and confirms all reporting accurate and submitted in a timely manner. Insures satisfactory performance from the other Chapter Officers and the Chapter Committee Chairs. Represents the Chapter at all IEEE gatherings. Transfers Chapter records to the new Chapter Chair at the end of the year.

1 – Chair Year-end Tasks Complete annual chapter election: Appoint a Nominating Committee Chair, who then appoints their Nom Committee members, and with them conducts the annual election, per MGA Ops Manual* ** Ensure annual officer election is completed per MGA Ops Manual* ** After the election, notify each candidate of the election results After each candidate has been notified, provide chapter members with election results Ensure incoming and outgoing Officers are updated in vTools “Officers” application Recommendation: overlap officer terms, with start date of 12/1 and end date of 2/28 Overlap is especially important for Treasurer, who has to do financial reporting in Feb Overlap is for e-mail and smooth transition purposes – not for voting Support other chapter officers and ensure they are on track with their year-end tasks-VERY important * Unless the officers have been elected for a two year period ** vTools “Voting” provides for online elections, allowing all members opportunity to vote

SUMMARY OF DUTIES OF CHAPTER VICE CHAIR The Chapter Vice Chair shall assist the Chair in the coordination of all Chapter activities. At the request of the Chapter Chair or in the absence of the Chapter Chair, the Chapter Vice Chair shall chair meetings of the Chapter, Chapter Committee, or Chapter ExCom. Assist the Chair.

2 – Vice Chair Nothing specific in the MGA Operations Manual So, here are possibilities that come to mind: Check on venue availability for the coming year Check on COLI (certificate of liability insurance) Work on collecting/proposing membership development ideas Assist Chair with any tasks that he requests help with

SUMARY OF DUTIES OF CHAPTER SECRATARY The duties of the Chapter Secretary shall include correspondence, the keeping of the minutes of the Committee meetings Listing chapter events using v-tools Emailing notices Maintaining the chapter website Submitting of meeting reports to the parent Section Secretary or Secretary/Treasurer at the end of each year. Other such other duties as are assigned to him/her by the Chair.

3 – Secretary Year-end Tasks Ensure an Event record has been created in vTools “Events” application for every chapter technical meeting (TM) event (or every chapter event for Affinity Group) Ensure the L31 reporting has been submitted in all of those chapter Event records Ensure all of the details in the Event records are correct, for example: "OU Name" is your chapter's name (e.g., not “(section)” and not a co-sponsor’s name) Date and time are correct and match co-sponsor Event record, if there are any co-sponsors L31 headcounts are reporting attendee check-in (not pre-registration counts) and match co-sponsor Event record, if there are any co-sponsors If there are any errors in the Event records: Fix them, if it’s still within the one-week edit period Request L31-Help@ieee.org fix them if it’s pas the one-week edit period

SUMMARY OF DUTIES OF CHAPTER TREASURER A. The duties of the Chapter Treasurer shall include the development of a Chapter budget for approval by the Chapter and Section B. Accounting of all Chapter funds C. Keeping financial records D. Submitting a yearend financial record to the Section.

4 – Treasurer Year-end Tasks Prepare chapter year-end financial reporting Submit chapter year-end financial reporting on time, based on date(s) specified by the Section Treasurer Facilitate bank signing card changes with other officers Help incoming treasurer with budget for new year Be available to help incoming treasurer with tasks and reporting in new year