The UPA Sydney Chapter Council for 09/10 was elected at our meeting on September 10, 2009.
President - Lisa Herrod
Vice President - Tym Lawrence
Secretary - Dean Wood
Treasurer - currently vacant
The Council is looking forward to a great year, where we will be bringing some some new energy into our UPA Sydney chapter activities. We were very pleased to see so many people expressing interest in getting involved on the evening and we are certainly looking forward to your participation.
General responsibilities for each of these are described below (of course, subject to change as our chapter evolves).
Any member of the parent UPA organization is eligible to hold office and vote in the election. To be a voting member of UPA Sydney, you will need to be a member of the parent UPA organization, however, we are also offering associate membership in UPA Sydney to those who elect not to become members of UPA.
President
The Chapter President heads the Chapter Council and is responsible for all operations of the Chapter. The Chapter President:
- conducts regular meetings of the Chapter Council (at least three to five meetings per year are recommended)
- assigns duties to other officers soon after their election
- suggests schedules for ongoing Chapter programs both within the Association and in collaboration with other professional groups
- explores topics for the coming year’s meetings with the Program Committee and other officers
- appoints special assistants or committees for specific tasks not easily managed by standing committees
- applies and maintains controls for budgets, expenditures, and other fiscal activities and, together with the Treasurer, signs all Chapter cheques
- reviews contents of Chapter website prior to posting
- writes articles and columns for the Chapter website
- leads in the formulation of goals and policies for the Chapter
- contacts committee managers periodically to obtain status/activity reports, which are then submitted to the Chapter officers
- submits a report describing Chapter activities to the Chapter Sponsor prior to each UPA Board of Directors meeting
- submits informal reports frequently to keep the Chapter Sponsor informed about the general condition of the Chapter
- ensures that procedures for Chapter elections are carried out properly
Vice President The Vice President:
- maintains a special awareness of all Chapter operations and confers frequently with the Chapter President, not only to advise and assist, but also to gain knowledge that could prove useful if the Vice President becomes President
- helps formulate policy and establish the Chapter’s long-term and short-term goals
• monitors the Chapter’s finances on a continuing basis
- assumes the duties of Chapter President when the President is unavailable
- performs other duties as defined by the President
Secretary The Secretary:
- takes minutes at Chapter Council and other Chapter meetings (or arranges for a substitute)
- prepares and distributes copies of meeting minutes to officers within ten days
- prepares correspondence related to Chapter business at the direction of the Chapter President
- ensures that the annual Elections are managed in accordance with UPA by-laws
Treasurer The Treasurer:
- prepares a budget at the beginning of the Chapter year
- establishes and maintains a checking account for current operations (arranges for signature cards and other documents required by the bank. Checks must be signed by the Treasurer and co-signed by the President or vice-President.)
- establishes and monitors a savings account and/or certificates of deposit when Chapter funds exceed those needed for current operations
- deposits Chapter funds and pays invoices promptly
- transfers funds from the operating account to the savings account when appropriate, with the concurrence of the Chapter President
- renews nonprofit mail permit (if one is used) when due and periodically deposits additional funds in a mailing account at the post office
- prepares a monthly report of Chapter income and expenditures for review by the Chapter President
- prepares reports of income and expenditures on Chapter projects, making comparisons with the budget every 60 days for current projects and at the close of each project
- develops a detailed year-end report (as of December 31) of all financial transactions; grouping income and expenses for each major activity.
- completes and signs a year-end report for the UPA Treasurer on a form provided by the UPA office
- mails the year-end Chapter financial report to the UPA Treasurer as soon as possible, but no later than January 5, to ensure a prompt dues rebate to the Chapter