We have compiled a list of duties for each Officer/Committee member positions for the ASMC Fort Meade Chapter. The first paragraph is the ASMC HQ description. Underneath of that is a summary of duties that applies to our chapter. Please keep in mind that there is room for “Assistants” in all of these position, so we can have more than one person per position. Duties can also be subject to change according to our chapter needs. We do hope that you will consider a position & a chance to bring new idea & thoughts to make our chapter better than ever!
Thank you,
The Ft. Meade Chapter Officers
The chapter President shall be the chief executive, leader and spokesperson for the chapter. The President has responsibility for the conduct of the chapter and, when present, shall preside at all meetings of the chapter, including Executive Committee meetings. The President shall be responsible for the enforcement of the By-Laws and resolutions of the National Headquarters and of the rules regulating chapters, and shall keep the National Headquarters fully informed of the affairs of the chapter. The President shall consult the National Headquarters, when necessary, concerning the business of the chapter and its activities. The National Headquarters uses the chapter President as liason for association business, including the National News and membership rosters.
– Submit all necessary documents to HQ
-including 5 star report
– Coordinate speakers – (all members can assist with coordinating speakers)
-including coins, certificates, supplies needed – flags, etc.
– Facilitate/attend monthly chapter officer meeting, attended by all officers & chair members
– Promote the chapter & monthly meetings
– Promote the National PDI attendance
– Organizing & planning the annual all day training event (mini PDI) – all officers
– Generally oversee the chapter
The chapter Vice President(s) or President-Elect shall have duties delegated by the chapter President. The Vice President or, if there is more than one, the Vice President designated by the President, shall perform duties of the chapter President in the President’s absence. It is suggested that the Vice Presidents be designated to head, or oversee, one or more of the committees, such as the program committee, the education committee, or the membership committee. (Appropriate committee assignments relieve the chapter President of some functional areas and also provide a firm basis for the proper administration of chapter operations.)
– Assists the President w/any duty required
– Helps coordinate speakers
– Attend monthly chapter officer meeting, attended by all officers & chair members
– Helps promote the chapter & monthly meetings
– Organizing & planning the annual all day training event (mini PDI) – all officers
– Maintain updated Certificate of Liability Insurance (from HQ)
The chapter Treasurer shall be responsible for the custody of chapter funds and their proper disbursement under the rules prescribed.. The Treasurer shall make periodic reports as required by the National Headquarters and other reports which the chapter may require. The chapter Treasurer shall be the disbursing officer of the chapter. At the conclusion of the Treasurer’s term of office, the Treasurer shall turn over to the new Treasurer all the funds, records, papers, documents, and property of the chapter relating to the business of the chapter which are in the outgoing Treasurer’s possession. At this time the chapter’s financial records will be subjected to audit. The Treasurer will respond to questions necessary to resolve any audit questions.
– All banking, rebates, bill paying
– reconciling monthly bank statements, depositing monthly chapter monies
– fills out chapter spreadsheet accordingly
-keeps all records in order & copies of checks/deposit
– Fill out receipts & collects the money at monthly meetings
– Ensure completion of annual audit, to be performed by a third party (usually done in July)
– Attend monthly chapter officer meeting, attended by all officers & chair members
– Organizing & planning the annual all day training event (mini PDI) – all officers
– Helps coordinate speakers
The chapter Secretary performs duties delegated or prescribed by the chapter President. Records of the membership and an attendance record of all club meetings shall be kept under the Secretary’s jurisdiction. The Secretary shall notify members of the chapter of all meetings and shall do any and all things normally required by the National Headquarters, the chapter President, and other chapter Officers and members to keep them informed of the chapter affairs on a timely basis.
– Pick up the chapter mail at PO Box – keeps up w/the yearly PO Box renewals
– Coordinates, Organizes, & Attends all meetings (to include Officer/Chair Committee meetings & Monthly chapter meetings)
– (i.e. distributes meeting notices to members, tracks responses, schedules and coordinates the meeting facility)
– Checks main emails for monthly meeting attendance, provides # of expected attendees to the Treasurer so that the Treasurer can fill out the
approximate # of receipts for the meeting (done the day before or latest the morning of a meeting/event) (Must be the day before if mini-PDI)
– Organizing & planning the annual all day training event (mini PDI) – all officers
– Helps coordinate speakers
The Membership Committee has the responsibility for promoting the interest of prospective members in the chapter. In order to increase membership in the chapter, the Committee should develop a list of potential eligible members. A major source of this type of information is usually the knowledge of the prospect. Where there is no direct personal contact in the agency, a personal visit or letter to the head of the office will often prove effective. Prospective members should be invited to attend a future chapter meeting. Members should be encouraged to mix with the prospective members to discuss their similar interests. Special personal efforts should be made to invite prospective members to meetings where an outside speaker is featured and the subject would be of interest to the prospect.
They should call members who are not attending meetings to ascertain the reason and invite them to come back. The committee should review non-renewals and determine the reason(s) for dropouts; particularly where a member had been active but lost interest and resigned. Perhaps a personal contact by the chapter President with that individual would identify any weaknesses in chapter management or the Society so that improvements can be made to avoid future non-renewals.
Membership Coordinator:
– Maintains the email distribution lists for communication w/the chapter members – should be on a shared email for Secretary & other
members to use for meetings or any other notifications to be sent
– Try to build membership by reaching out to other organizations
– Respond to & assist new members with the process, providing info accordingly
– Attend monthly chapter officer meeting, attended by all officers & chair members
– Organizing & planning the annual all day training event (mini PDI) – all officers
– Helps coordinate speakers
Charity Coordinator:
– Coordinate charity drives/activities, building awareness, also reaching out to other organizations
– Coordinates with the Treasurer to make donations to charity
– Purchases necessary items for the activities
– Attend monthly chapter officer meeting, attended by all officers & chair members
– Organizing & planning the annual all day training event (mini PDI) – all officers
– Helps coordinate speakers
Website Coordinator:
– Maintains the website, keeping all info current, posting meetings, speaker info, etc.
– Laptop & all technical duties – set up the speakers presentation at each monthly meeting
– Attend monthly chapter officer meeting, attended by all officers & chair members
– Organizing & planning the annual all day training event (mini PDI) – all officers
– Helps coordinate speakers
Education Coordinator:
– Coordinates CDFM training & exam announcements, as well as announce new CDFM certifications.
– Attend monthly chapter officer meeting, attended by all officers & chair members
– Organizing & planning the annual all day training event (mini PDI) – all officers
– Helps coordinate speakers
Scholarships Coordinator:
– Coordinate Local area Scholarships
– Coordinate with the Treasurer when a scholarship is to be paid
– Attend monthly chapter officer meeting, attended by all officers & chair members
– Organizing & planning the annual all day training event (mini PDI) – all officers
– Helps coordinate speakers
Newsletter Coordinator:
– Gaither information, write & publish a quarterly newsletter
– Attend monthly chapter officer meeting, attended by all officers & chair members
– Organizing & planning the annual all day training event (mini PDI) – all officers
– Helps coordinate speakers
Procedures for installation of officers can be found under FAQ at http://www.asmconline.org/faq/installation.shtml.
6. Chapter Committees
Standing Committees include, but are not necessarily limited to: Executive, Program, Education and Training, Membership, Meetings and Attendance, Nominating, and others as needed.
The Executive Committee should consist of the chapter officers and the immediate Past President. The chapter President should be the chairperson. The Executive Committee should be responsible for all chapter business and matters concerning the welfare of the chapter. It may present recommendations to the chapter for action. Next to the membership itself, the Executive Committee possesses the most authority.
The Program Committee has the responsibility for developing a well-rounded program in the general fields of financial management that will appeal to the membership. The efforts of the Program Committee will have a marked impact on the success of the chapter in achieving the goals of the Society. The Committee should develop a general plan of programs for the approval of the Executive Committee. (In the planning, the Committee should give consideration to the types of programs that would benefit and appeal to the membership.) The Committee has the responsibility for securing speakers, panel members or other program materials for each technical meeting; offering to meet and escort an outside speaker to the meeting, making hotel arrangements and seeing that program participants reach their departure point on time; determining whether the speaker needs any special aids and notifying the meeting arrangements committee (if there is one) of the requirements well in advance of the meeting date; securing picture and biographical data from the speaker and forwarding to the Chairman of the Publicity Committee; providing program outline to the chapter President and Secretary in ample time for preparation of chapter meeting notice; and, finally, arranging for a letter of appreciation for each speaker outside the chapter membership.
The Education and Training Committee has the responsibility for developing, promoting, and improving the understanding of military financial management by (1) members of the Society, (2) non-members interested in military financial management, and (3) students and educators at nearby colleges and universities. In carrying out this responsibility, the Committee should work closely with the National Headquarters Professional Development Committee, educational institutions in their area, and other professional organizations. It may also arrange public seminars on financial management and invite other professional organization members and local business representatives to participate. If seminars are planned, thorough preparation and advance publicity are essential to assure good attendance. The group leaders should be carefully selected and have full knowledge of their subjects.