Hampton Roads Chapter of ASPA - Description of Position  Responsibilities

Click on Position to see responsibly - summarized from Constitution

Elected Positions: President, President Elect (Program Chair), Student Representative, Council Members

Officers - Appointed Positions: Secretary, Treasurer, Web Administrator

Committees - Appointed Positions: Membership, Marketing, Symposium, Nominating, Awards, Scholarship

 
 

Elected Positions

President

·        Assumes position for one year after serving as President-Elect for a year

·        Assures that the Chapter is run in accordance with Chapter and National Constitution and is kept financially healthy

·        Acts as spokesperson for Chapter

·        Fills interim vacancies in one of two methods:

o   interim appointments to fill any vacancies;

o   include the vacant position on the ballot for the remainder of the term if an election

is already scheduled to take place

·        Appoints Committee Chairs, Treasurer, and Secretary and Chairs Chapter Council Meetings.

·        Sends out ballots for elections and tallies results.

·        Appoints people to regional and national positions as necessary.

·        Works closely with Regional Chapters and ASPA National.

 

President Elect

  • Is the Chairperson of the Program Committee and has the authority to sign contracts for the Chapter and coordinates with the Treasurer to assure bills are paid.

·      Oversees the Program Committee and assures regular events are assures regular events are planned and executed     properly.

·        Assists President with overseeing other Committees.

·        Performs other related tasks requested by the President.

·        Becomes familiar with the Chapter Constitution and Bylaws

 

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Student Representative

·      Elected for one year. Is a junior or senior or graduate student at a local university/college with a major in a public administration related field.

·        Oversees the planning and production of the program for Professional Student Forum

o   Prepares fliers for the event.

o   Works with the Web Administrator and the Marketing Committee for the distribution of fliers for event.

o   Works with the Program Chair to coordinate facility needs, coordinates with the Treasurer to assure bills are paid.

o   Works with Marketing Committee to coordinate the printing of advertisements in the program and the solicitation and arrangement of public and nonprofit exhibits.

o   Oversees the creation and printing of programs and registration/informational fliers ensuring that they are mailed to all members.

·        Serves as the liaison between the council and the local colleges, performing such duties as soliciting student ambassadors  to represent ASPA in the different colleges.

·        Performs other related tasks requested by the President

 

 Council Member

·      Elected to a two year term.

·      Responsible for the overall well being of the Chapter.

·      Attend Council and Chapter Meetings regularly

·      Assure Chapter is run in accordance with Constitution of Chapter and National

·      Any vacancy in the office of President or President-Elect shall be filled by an interim appointment of the Council from among its own membership.

o   All interim appointees shall serve until the next regular election.

·      Members of the governing body not to be performing their duties may be removed from office by a majority vote of the Council.

·      The Council may establish committees for various purposes.

o   Committee chairs shall be appointed by the President;

o   Committee members will be appointed by the chair.

o   All such committees shall terminate at the annual meeting upon the election of new officers and Council. Committee chairs for running committees, including the marketing, membership, and newsletter committees may be reappointed at the discretion of the President.

·      Amendments may be proposed by the Council, such proposed amendments to be submitted to the

membership in accordance with article V, Section 4, of this Constitution, and such proposed amendments may be adopted by a two-thirds vote of regular members present and voting at a regularly called meeting.

 

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Past Presidents

  • The latest two Past Presidents serve on the Governing Body for the year.
  • The Immediate President Past President also serves on the Nominating Committee.
  • The role of these two Past Presidents is to provide guidance and experience to the Governing Body.

 

Program Chair (President Elect)

  • The Chairperson is the President-Elect and is given the authority to sign contracts for the Chapter and coordinates with the Treasurer to assure bills are paid.
  • Sets up Chapter functions in hotels, restaurants, etc., including meals, meetings, Committee rooms, receptions, etc. and coordinates with the facility's staff.
  • Functions include breakfasts, lunches, dinners, banquets, receptions, Professional Development Day, Student Day, Regional Conferences, and any other functions the Chapter sponsors.
  • Responsible for coordinating with the Treasurer to obtain number of registrations for a particular event.
  • Responsible for obtaining speakers for regular Chapter functions but not Professional Development Day, Student Day or Regional Conferences.
  • Coordinates the printing and distribution of fliers for events with the Web Administrator and Marketing Committee.
  • Performs other related tasks requested by the President. The Chairperson selects

committee members as desired.

 

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Officers – Appointed by the President

Secretary

·      Appointed by the President and serves at his/her pleasure. Is appointed for one year by the President.

·      Responsible for preparing and issuing an annual report of activities and finances to all members of the Chapter.

·      Attends Council meetings and is responsible for taking notes and producing official minutes of meetings, and distributing them to the officers and council for review and necessary action. Minutes are officially approved at the subsequent council meeting.

 

 

Treasurer

·        Oversees the finances of the Chapter.

·        Receives registrations and money from Chapter events and maintains bank account.

·        Pays Chapter bills. Receives website registration count and notifies Program Chair.

·        Invests money with guidance from Council.

·        Maintains financial statements for audit.

·        Prepares end of year financial report for ASPA National.

·        Receives rebates from ASPA National.

·        Appointed for one year by the President.

·        The fiscal year of the Chapter shall be from July 1 - June 30.

·        The employer identification number assigned by the Internal Revenue Service to this Chapter is: 52-1204138.

 

Web Administrator

  •  Makes arrangements for Web hosting and domain name to include paying annual fees and requesting reimbursement from the Treasurer

  • Designs and maintains Chapter Web pages, keeps all Chapter information up to date, maintains registration forms, posts information requested by President, Officers and Committee Chairs

  • Works closely with Program Chair and Committee to insure publicity of all annual events.

 

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Committees – Appointed by the President

Membership Chair

·     The Membership Chairperson is appointed by the President for one year, but may be reappointed for consecutive years due to the importance of continuity in this position. Committee members are appointed by the Chair.

 

·     Works closely with the Marketing Chair by being proactive in obtaining new members

·     Encourages non-members to attend meetings in hope of gaining future members.

·     Keeps records of Chapter membership.

o   Sends welcome letter to all new chapter members (Names are listed in monthly PA Times as well as from Monthly Report)

o   Three Chapter Reports are downloaded monthly from ASPA National http://www.aspanet.org/scriptcontent/index_chapsec.cfm

§  Current Members

§  Expired Members

§  New Members

·     Sends applications for new members when requested.

·     Sends letters to those members whose membership have expired and to potential members targeted by the Council.

·     Prepares mailing labels of membership for all mailings.

·     Performs other related tasks requested by the President.

 

Marketing Chair

·      Appointed by the president. Chair appoints committee members

·      Works closely with the Membership Chair by being Is proactive in obtaining new

·      Committee members and garnering participation by non-members in attending meetings in hope of gaining future members.

·      Solicits advertisements from public and non-profit organizations to be included in the programs for the following events:

o   Issues in Public Administration, Annual Symposium,

o   Professional Forum for Students and

o   Regional Conferences.

o   Also solicits the participation of such organizations as exhibitors for these events.

·      Ensures that all Chapter events are promoted beyond the regular membership through various multi-media formats, including but not limited to the National ASPA website, various regional newsletters and journals, etc.

·      Also researches new ways to market Chapter events beyond the immediate membership.

·      Performs other related tasks requested by the President.

 

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Symposium Chair

  • Oversees the planning and production of the program for the Annual Symposium including the preparation of the fliers and the printing of the program
  • Works with the Web Administrator and with the Marketing Committee for marketing the event
  • Works with Program Committee Chair to coordinate Symposium facility needs.
  • Works with Marketing Committee to coordinate the printing of advertisements and the set-up of tables for non-profits and others.

 

Nominating Chair

·      The President will appoint the Chair and the committee (3 regular members) at least 90 days prior to the Annual Meeting  (The 3rd Thursday in May)  

o   The Nominating Committee will also consists of the President, the President-Elect, and the Immediate Past-President

·      The Committee will nominate for the offices of President-Elect, Student Representative, and Council members.

o   These nominations shall be announced at the Chapter meeting held before the Annual Meeting. (The 3rd Thursday in March). Nominations may also be made from the floor by any regular member of the Chapter.

·      Ballots will be sent to Chapter members thirty days prior to the Annual Meeting. (April)

·      Ballots will be returned to and counted by the President. A majority of the Chapter members voting shall decide all elections.

o   In case of ties, the President shall cast the deciding ballot.

 

Awards Committee

·      Enacts the process of receiving applications, selecting recipients, and arranging to present awards.

·      Awards include the Julian Hirst Distinguished Service Award, the George Robert House, Jr. Outstanding Service Award and the Dr. Wolfgang Pindur Award for Distinguished Service in Academia and Practice.

·      Committee submits applications and nominations for the Chapter to receive awards.

·      Performs other related tasks requested by the President.

·      Chair is appointed for one year by the President. Committee members are selected by the Chair.

 

 Scholarship Chair

  • Enacts the process of receiving applications, selecting recipient (s), and arranging to

Committee award the scholarship (s).

  • Chair is appointed by President for one year. Committee

members are selected by the Chair.

  • Obtains guidance from Council on rules for giving scholarships and amount and number of scholarships to be awarded.

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