Chapters: Resources
NPA Chapter Officers Duties
Depending on the size, number of volunteers, and other factors,
local chapter positions may vary somewhat. Chapter changes should
be clearly documented and approved by the Executive Office.
For ease of identification, once the chapter leadership group is
elected by the chapter membership it is referred to as the Chapter Executive Committee. Normally the core elected
officers are the President, Vice President, Secretary, and Treasurer.
Many of the responsibilities listed under Appointed
Chapter Leaders can be brought under these core positions, though
it is often desirable to have other non-elected committee members
to function in these capacities.
Executive
Committee |
Appointed
Chapter Leaders |
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Chapter Officers & Executive Committee
All officers must uphold and enforce the Association's Bylaws and
Policies and Procedures.
President
Duties of the Chapter President
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Responsible for scheduling monthly executive committee meetings.
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Serve as chair of the Chapter Executive Committee and preside
at all Executive Committee and chapter meetings.
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President should try to hold one executive and one chapter
meeting per month.
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Have general charge and supervision of the affairs and business
of the chapter.
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Organize special committees and appoint committee members as
authorized by the Chapter Executive Committee.
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Report to the Chapter Presidents Council through the Regional
Representative on all chapter matters as needed or required.
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Participate in regional conference calls organized by the regional
representative monthly.
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Approve chapter expenses according to Association policies
and review and sign all chapter expense reports.
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Log on to the NPA electronic communication system at least
once per week.
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Perform all other duties prescribed by the Chapter Executive
Committee.
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Ensure that all duties vital to the functioning of the chapter
are fulfilled (ie, combine Newsletter and Advertising positions
if there are not enough volunteers to cover both positions)
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Past President
Duties of the Past President
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When a Chapter President has completed his or her term of office,
he or she remains on the Chapter Executive Committee for a year
as the immediate Past President.
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Pass on all materials and knowledge to the newly elected president
and be available in an advisory role.
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Responsible for external relations, such as involving the Chapter
in civic improvement projects and sponsoring special conferences
and workshops.
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Serve as Chairperson of the Chapter Nominations Committee.
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Preside over the elections for Chapter Executive Committee
officers.
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Coordinate chapter fund raising committee activities.
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Perform any other duties prescribed by the Chapter Executive
Committee.
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Vice President
Duties of the Chapter Vice President
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Act for the president during absence or disability.
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Responsible for scheduling monthly chapter meetings and other
chapter meetings or seminars as the need may arise. If a vendor/sales
coordinator does not exist within the chapter, the vice president
is responsible for scheduling a vendor to present at chapter
meetings.
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Responsible for planning and organizing special conferences
and workshops. If the chapter has an events coordinator, then
this would be a liaison role only.
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Perform such duties as are delegated by the President or the
Executive Committee.
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Secretary
Duties of the Chapter Secretary
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Prepare and distribute the monthly meeting agenda to Executive
Committee and Newsletter Coordinator.
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Keep a record of the proceedings of Chapter and Executive Committee
meetings and submit to Chapter Executive Committee and Executive
Office Chapter Relations Manager.
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Keep accurate historical records of all chapter activities
and significant events, including news releases, and accomplishments
of the chapter and its members.
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Perform duties as are delegated by the President or the Executive
Committee.
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Treasurer
Duties of the Treasurer
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Encourage the members to pay their membership dues and assessments.
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Ensure that all funds raised by the chapter are forwarded to
the Association.
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Ensure that all chapter funds are properly managed and disbursed
in the best interest of the chapter's members.
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Assist Chapter President in approving chapter expenses according
to Association policies.
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Ensure that the chapter files timely reports of expenditures
with the Executive Office.
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Advise the Executive Committee regarding the finances of the
chapter.
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Report on the financial condition of the chapter at all meetings
of the Executive Committee and at other times when called upon
by the President.
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Oversee the preparation of an annual budget and any other special
project budgets for the chapter.
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Perform such duties as are delegated by the President or the
Executive Committee.
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Member Relations Coordinator
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Responsible for new member recruitment activities and member
retention.
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Greet attendees at all chapter functions, manage the sign-in
sheet, introduce new members to chapter leaders and volunteers,
provide guests with member and chapter information, and issue
and collect name badges at chapter functions.
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Recommend members to serve on local and national committees.
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Encourage NPA members to take advantage of the benefits and
opportunities available to them.
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Perform such duties as are delegated by the President or the
Executive Committee.
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Appointed Chapter Leaders (optional)
Events Coordinator
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Assist Vendor/Sales Coordinator in recruiting speakers for
presentations.
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Coordinate with Chapter or non-NPA groups to ensure that the
same presentation or speaker is not presenting to both groups
and that meeting times do not conflict.
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Arrange for meeting facilities, including access to the facility
and parking; arrange for and coordinate all presentation equipment.
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Assist the Treasurer with all billing and invoicing functions
for the event.
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Coordinate all special social events for chapter members (such
as parties and picnics).
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Assist the Technical Coordinator in planning and presenting
special seminars and workshops to educate members.
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Perform such duties as are delegated by the President or the
Executive Committee.
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Librarian
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Responsible for maintaining a library of technical materials,
software, training kits, etc for the chapter.
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Work with vendors, training organizations, and other local
institutions to obtain additional resources for the chapter
library.
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Perform such duties as are delegated by the President or the
Executive Committee.
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Electronic Communications Coordinator
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Responsible for maintaining a local communications system as
decided upon by the Chapter Executive Committee of the chapter.
Some chapters use one or more of the following communication
systems: Web, BBS, List Server, CIS, or other electronic communication
system.
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Use electronic communication systems to notify members of local
and national opportunities, meetings, and events.
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Perform such duties as are delegated by the President or the
Executive Committee.
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Education/Technical Coordinator
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Responsible for helping members learn about new and existing
technology.
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Review all presentations to make sure they are technical in
nature and serve an educational need rather than a marketing
or sales need.
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Coordinate with the Local Events Coordinator on special seminars
and workshops to educate members.
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Perform such duties as are delegated by the President or the
Executive Committee.
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Vendor/Sales Coordinator
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Recruits speakers for presentations, workshops, and other activities.
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Submits invoice requests to the executive office for billing
of presentations and follows up with vendors to ensure timely
payment. Works with the Treasurer to assess monetary needs of
the chapter.
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Maintains relationships with vendors and other institutions.
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Coordinates any sales efforts needed by the chapter.
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Perform such duties as are delegated by the President or the
Executive Committee.
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Newsletter/Chapter Announcements and Publicity
Coordinator
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Prepare a newsletter and other information on Chapter activities
to send to Chapter members.
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Keep the members informed about upcoming events.
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Seek publicity opportunities for the chapter.
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Perform such duties as are delegated by the President or the
Executive Committee.
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Advertising Coordinator
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Works with the Vendor/Sales Coordinator and the Newsletter
Coordinator to sell advertising space in the Newsletter/Chapter
Announcement and other misc. sales
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Perform such duties as are delegated by the President or the
Executive Committee.
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