The Oregon Chapter of the American Public Works Association

APWA Oregon Chapter

Officer Duties

and

Descriptions

(revised November 2003)

 

Listed below are job descriptions and duties for elected officers. Please select one of the links below or scroll down to review all of the positions.

                                                                                

 

 

 

 

President Elect Duties

 

The president elect is in charge of the technical program for each conference.

 

Duties:

  1. Lead the post conference review meeting after the fall (before you take this office) and spring conference (while you are in office.)
  2. Prepare a speaking schedule matrix and assign moderators.
  3. Update the matrix monthly and review it at each chapter board meeting. Bring 10 copies.
  4. Prepare the speaker information form and send it to the board.
  5. Gather the speaker information forms and copy them to the conference committee.
  6. Follow-up with moderators three months before the conference date to confirm speakers.
  7. Make sure that the AV equipment is provided at each conference site.
  8. Prepare and send thank you letters to speakers after each conference.
  1. Prepare for the annual planning meeting in December before becoming president.
  2. Conduct the planning portion of the December board meeting.

 

  

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Secretary Duties

 

Monthly duties

  1. Take the minutes at the chapter board meetings.
  2. Prepare the chapter board meeting e-mail notice and attach board packet information listed below:
  1. Make and bring 10 copies of the board packet for the meeting.

 

Semi-annual duties

  1. Take minutes at the chapter meeting during the fall and spring conference.
  2. Bring 100 copies of the spring chapter business meeting minutes to the fall conference chapter business meeting.
  3. Bring 100 copies of the fall chapter business meeting minutes to the spring conference chapter business meeting after you are no longer secretary.
  4. Bring 100 copies of the chapter business meeting agenda to each chapter business meeting (fall and spring).
  5. Prepare ballots for the board elections at the fall chapter meeting.  Make 100 copies.
  6. Count the ballots and announce the results.
  7. Record the results of the election in the chapter business meeting minutes.
  8. Update the letterhead for the next year when leaving office.
     

Annual duties

Transcribe the annual planning notes in the December board meeting to a goals list for the next year.  This service is provided at the December meeting before you take office. 

 

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Treasurer Duties

The chapter maintains three accounts: chapter account under control of the treasurer, education account under control of the education committee, and the conference account under control of the person doing coordination of future conferences.  Treasurer should be on the signature cards for all three accounts (see section on signature cards).

Education Acount
This account is used for all of the chapter’s financial transactions related to the chapter’s education program.  Balance is maintained at $10-$15,000 so that all cash flow fluctuations can be absorbed.  If balance grows larger than that, excess should be transferred to chapter account and/or fees for classes reduced until the balance comes down.  Bank statements come to and are recorded in Quicken by Treasurer.

Conference Account
A balance of at least $5,000 should be maintained to handle conference cash flow needs.  Amounts above this level, once all bills for a conference have been paid, should be transferred to the chapter account.  Either the conference coordinator can handle necessary transactions for a conference, or a separate account can be set up at the conference location under control of the committee organizing that conference.  Bank statements are forwarded to treasurer and recorded in Quicken.

Signature Card
Chapter treasurer should be on signature cards for all three accounts.  APWA rules require the national staff financial officer (currently Teri Newhouse) and the National Treasurer to be on the chapter’s accounts’ signature cards.  Teri can provide a one day turnaround on these, mail to address shown in Chapter Resource Guide.

At least three chapter officer should be on the signature card for the chapter account, in case anything should happen to the Treasurer.  Keep in mind that APWA national bonds the treasurer but not any other chapter officers.

Reports
National: three times a year (see chapter resource guide):

     January 31:        Un-audited financial reports for the previous year
    March 1:            Audited year-end financial report including bank account statements for all accounts for December preceding
    July 15:             Financial reports for the first 6 months of the year
    December 15:    Budget for the coming year

Quicken generates the reports. If reports are not submitted on time, the Chapter can lose its rebates.

 

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