ROLES & RESPONSIBILITIES

CHAPTER VP-SECRETARY

The following Roles and Responsibilities apply to the position of Chapter VP-SECRETARY within NCMA North Texas

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The Chapter VP-SECRETARY is responsible for the following tasks throughout the year:

  • June:  Support final dinner meeting, or HotSpot, of the year. Support transition board meeting (between outgoing and incoming boards). At the beginning of the new program year, meet with the incoming VP-Secretary to ensure a clean hand off of roles, responsibilities, actions, chapter documents, boxes of files, access to online resources, etc.
  • July: Support outgoing Chapter President as they complete year-end reports (note YE reports due by 7/31). Support outgoing Chapter President in completing Chapter Excellence Award. Attend summer planning board meeting.  Ensure all minutes from all board meetings in the prior year are uploaded to the Chapter Google Drive or other cloud based storage.
  • August:  Support planing for upcoming chapter events through the first half of the program year. Begin to plan program year. Note, applications for chapter grants are due by 8/31.
  • September: Support kick-off program year.  Support IT Chair on any  website updates and support email campaigns via MailChimp via IT Committee Chair.  Support VP-Programs in hosting a National Education Seminar (NES) (coordinate with National on this) or two free webinars if desired (coordinate with National on this. Deadline to planning an NES, the early bird deadline is October 31.). Support board meeting reporting and report out on minute from prior meetings and any open actions.
  • October:  Support dinner meeting, or HotSpot. Record minutes of board meeting and report on prior minutes and actions of board members.  Upload minutes to Chapter Google or other cloud based storage. If time and resources are available, plan to attend SubCon.
  • November: Support dinner meeting, or HotSpot. Record minutes of board meeting and report on prior minutes and actions of board members.  Upload minutes to Chapter Google or other cloud based storage. Deadline to Note: Nominations for Fellows and Outstanding Fellows Award are due to awards@ncmahq.org by December 1.
  • December: Support dinner meeting, or HotSpot. Record minutes of board meeting and report on prior minutes and actions of board members.  Upload minutes to Chapter Google or other cloud based storage. Deadline to Note: Nominations for the Lifetime Achievement Award are due to awards@ncmahq.org by December 15.
  • January: Support dinner meeting, or HotSpot. Record minutes of board meeting and report on prior minutes and actions of board members.  Upload minutes to Chapter Google or other cloud based storage. 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:  Support dinner meeting, or HotSpot. Record minutes of board meeting and report on prior minutes and actions of board members.  Upload minutes to Chapter Google or other cloud based storage. 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 awards@ncmahq.org by March 1. 
  • March:  Support dinner meeting, or HotSpot. Record minutes of board meeting and report on prior minutes and actions of board members.  Upload minutes to Chapter Google or other cloud based storage.  Support Chapter President on new board recruitment drive. Deadlines to Note: Nominations for the NCMA Education Award are due to awards@ncmahq.org by March 15. Nominations for the Contract Management Education Award are due by April 1.
  • April:  Support dinner meeting, or HotSpot. Record minutes of board meeting and report on prior minutes and actions of board members.  Upload minutes to Chapter Google or other cloud based storage.  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:  Support dinner meeting, or HotSpot. Record minutes of board meeting and report on prior minutes and actions of board members.  Upload minutes to Chapter Google or other cloud based storage. Prepare all chapter records for transition to new board in June.
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The Chapter VP-SECRETARY is responsible for the following tasks each month during the program year:

  • Attend each dinner meeting if possible
  • Report out on minutes from prior board meeting
  • Report out on any open action items for the board or chairs
  • Record minutes at current board meeting
  • Ensure minutes are uploaded to chapter Google Drive or other cloud based storage
  • Support seamless transition to new VP-Secretary at end of program year