ROLES & RESPONSIBILITIES
The following Roles and Responsibilities apply to the position of Chapter President within NCMA North Texas
The Chapter President is responsible for the following tasks throughout the year:
- June: Hold final dinner meeting, or HotSpot, of the year and hold transition board meeting (between outgoing and incoming boards). At the beginning of the new program year, meet with the incoming President to ensure a clean hand off of roles, responsibilities, actions, chapter documents, boxes of files, access to online resources, SmartBook, etc.
- July: Complete year-end reports providing information to incoming Chapter President (note YE reports due by 7/31). Attend World Congress and Leadership Master Class (if time and resources are available). Complete Chapter Excellence Award. Hold summer planning board meeting.
- August: Identify and plan chapter events through the first half of the program year. Work with new board to identify and reach out to potential dinner speakers. Begin to plan program year. Review member survey in SurveyMonkey. Note, applications for chapter grants are due by 8/31.
- September: Kick off program year. Hold initial dinner meeting or networking HotSpot. Refresh website. Coordinate email campaigns via MailChimp via IT Committee Chair. Ensure Facebook, Twitter, and other social media are updated. Consider hosting a National Education Seminar (NES) (coordinate with National on this). Schedule two free webinars if desired (coordinate with National on this. Deadline to planning an NES, the early bird deadline is October 31.). Hold board meeting.
- October: Hold dinner meeting, or HotSpot, and hold follow-on board meeting. Review chapter finances. Notify email@example.com of any chapter events that you would like to have posted on the main calendar. Chapters receiving grants are notified! Make sure planning for the grant activity kicks into gear. If time and resources are available, plan to attend SubCon.
- November: Hold dinner meeting, or HotSpot, and hold follow-on board meeting. Plan accordingly as it’s a busy time of year so account for members’ personal and professional holiday events when planning. Recognize long-time members, or members with accomplishments, publically.
Deadline to Note: Nominations for Fellows and Outstanding Fellows Award are due to firstname.lastname@example.org by December 1.
- December: Hold dinner meeting, or HotSpot, and hold follow-on board meeting. If time and resources are available, plan to attend: GCMS in Washington, DC and the Leadership Master Class for chapter leaders and NCMA volunteers.
Deadline to Note: Nominations for the Lifetime Achievement Award are due to email@example.com by December 15.
- January: Hold dinner meeting, or HotSpot, and hold follow-on board meeting. Confirm VP-Finance updates chapter financials. Deadlines to Note: Nominations for the W. Gregor Macfarland Excellence in Contract Management Research and Writing Award are due by January 15. Nominations for The Certification Support Award are due by January 31.
- February: Hold dinner meeting, or HotSpot, and hold follow-on board meeting. Begin Board of Directors and Committee Chairs recruiting drive. Deadlines to Note: Nominations for The Best Contract Management Magazine Article Award are due by February 15. Nominations for the Innovation in Contracting Award are due to firstname.lastname@example.org by March 1.
- March: Hold dinner meeting, or HotSpot, and hold follow-on board meeting. Continue recruiting drive for next year’s officers and committee chairs. Emphasize thru all communications channels the call for nominations or applications for volunteers interested in taking on leadership roles within the chapter. Begin assessing the success of the chapter and program year. It time and resources are available plan to attend: Training event in Dulles, VA
Deadlines to Note: Nominations for the NCMA Education Award are due to email@example.com by March 15. Nominations for the Contract Management Education Award are due by April 1.
- April: Hold dinner meeting, or HotSpot, and hold follow-on board meeting. Continue recruiting drive for next year’s officers and committee chairs. Establish roster of candidates for Board of Directors and Committee Chairs. Conduct online election. Tally and announce results of election. Notify NCMA HQ of election results. Deadlines to Note: Nominations for the Elmer B. Staats Contracting Professional Excellence Award are due (deadline will be announced in January). Send election results to Chapter Relations by May 15.
- May: Hold dinner meeting, or HotSpot, and hold follow-on board meeting. NCMA Day is May 19th
Do a quick SWOT analysis of the last program year and use it to identify 2–3 SMART goals for the new program year. Review chapter bylaws to make sure any changes required by the national board have been integrated. Updated bylaws will need to be submitted with year-end reports. Send email campaign out on results of Board election.
The Chapter President is responsible for the following tasks each month during the program year:
- 30 days prior to the each dinner meeting, work with the VP-Programs to draft up content about speaker and topic and provide to Internet / Web Chair, to send out as email campaigns for upcoming dinner meeting,
- 30 days to 3 days before the event, work with VP-Membership and VP-Programs to monitor the RSVP's being collected in the registration system(s), provide Promocodes as needed, answer online or phone call questions about the event,
- 20 days prior, and then 5 days prior, to the monthly dinner meeting, ensure the VP-Programs (or assignee) calls the event speaker and ensures their continued availability. Have a back-up plan (prerecorded webinar or alternate speaker) in the event the speaker backs out
- 15 days before the event, ensure the VP-Programs gets an insurance certificate to the meeting venue and confirm with the venue the room, date, and time of the meeting
- 3 days prior to the monthly dinner meeting, or networking HotSpot, ensure the VP-Programs or VP-Membership provides the meeting venue with final headcount,
- 3 days prior to the monthly dinner meeting, or networking HotSpot, ensure the VP-Programs emails the speaker with the logistics of the meeting venue (date, time, location, and support equipment).
- 3 days prior to event, in coordination with the Board, monitor weather and determine if, due to inclement weather, event needs to be cancelled. Coordinate with board of directors
- 2 days prior to monthly dinner meeting, ensure the VP-Programs requests a copy of any presentation(s) and have it ready to go on the chapter laptop computer,
- Night of the dinner meeting, or networking HotSpot bring: ensure the following are set up: chapter banner, projector, computer, clicker, speaker recognition plaque, speaker bio, and sign-in sheets (VP-Finance or VP-Programs). VP-Programs should provide speaker bio to Chapter President and sign-in sheet to VP-Finance.
- Night of the dinner meeting, or networking HotSpot, warmly great members as they arrive, handle MC of event, ensure VP-Programs is liaison to the speaker(s). Ensure events run smoothly. Sit with the speaker
- Night of the dinner meeting give the speaker a recognition gift after presentation,
- Night of the meeting, ensure VP-Finance and VP-Programs works with venue to ensure room is ready, food service is ready, room is set up, and ensure smooth execution of event, and final payment
- After dinner meeting, send "Thank You" email to the event speaker(s) thanking him/her/them for their time and effort
- Conduct Board Meeting after event, reviewing financials, board actions, upcoming events, near-term plans, and long-term strategic plans, and interface with NCMA National.