Return to Home Page Chapter Position Descriptions
 

The Elected Positions are: President, President Elect, Student Representative, Council Members and Past Presidents

The Appointed Positions are: Secretary, Treasurer, Webmaster, Membership, Marketing, Nominating, Awards, Scholarship and Symposium

 

President

  • Assumes the position for one year after serving as the President-Elect for one year.

  • Assures the Chapter is run in accordance with the Chapter and National Constitutions

  • Assures that the Chapter is financially healthy. This includes:

    • Working with the Treasurer, prepares an annual financial plan for approval by the Council

    • Conducts an audit at the end of each fiscal year to include the Treasurer and President-Elect.

    • Assists the Treasurer in insuring that National ASPA submits the annual rebate on dues and that individuals and agencies pay outstanding bills.

  • Acts as the spokesperson for the Chapter

  • Fills elected vacancies in one of two ways. It can be filled with an interim appointment until the end of the vacant term or if an election is already scheduled the appointee can be fill the remainder of the term and be placed on the ballot.

  • Appoints committee chairs, the treasurer and secretary.

  • Chairs Chapter Council Meetings

  • Sends out election ballots, compiles and announces election results to the chapter membership.

  • Appoints members to regional and national positions as necessary.

  • Works closely with other regional chapters and ASPA National

 

President Elect

  • Is the Chairperson of the Program Committee and assures regular events are planned and properly executed.

  • Has the authority to sign contracts for the Chapter

  • Works with the Treasurer to insure bills are paid.

  • Assists the President with overseeing other committees.

  • Performs other related tasks requested by the President

  • Becomes familiar with the Chapter Constitution and By-laws

  • As Chairperson of the Program Committee insures that:

    • Chapter functions are set up in hotels, restaurants, etc. including meals, meetings committee rooms, receptions, etc. and coordinates with the facility's staff

    • Functions could include breakfasts, lunches, dinners, banquets, receptions, symposiums, student days, professional development programs and regional conferences.

    • Support is provided to the treasurer to obtain the number of registrations for a particular event, and this number is passed to the facility staff.

    • Speakers are obtained for chapter functions.

    • Fliers are printed and distributed for Chapter events

    • All events are listed on the Chapter Webpage

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Student Representative

  • Elected for one year. Is a junior/senior or graduate student at a local university/college with a major in public administration or related field.

  • Oversees the planning and production of the annual Student Forum

    • Prepares fliers for the event

    • Works with the Marketing Committee for the distribution of fliers, advertising, preparation of the program and the solicitation of Exhibitors for the event.

    • Works with the Program Committee Chair to coordinate facility needs and coordinates with the treasurer to insure bills are paid.

·     Performs other related tasks requested by the President.

 

Council Members

  • Elected to a two year term.

  • Responsible for the overall well being of the Chapter

  • Attend council and chapter meetings regularly.

  • Assure the chapter is run in accordance with the Chapter and National Constitutions

  • Any vacancy in the office of President or President-Elect will be filled by an interim appoint of the council from within its own membership

  • Members of the governing body (elected and appointed positions) not performing their positions will be removed from office by a majority vote of the council

  • The President or Council may establish committees for various reasons.

    • Committee chairs will be appointed by the President

    • Committee members will be appointed by the chair

    • All  committees will terminate at the annual meeting upon election of new officers and council.

    • Committee chairs for the standing committees (Marketing, Membership, and Newsletter) may be reappointed at the discretion of teh President.

  • Amendments may be proposed by the council

  • In accordance with Article V, Section 4, of the Constitution, and such proposed amendments may be adopted by a two-thirds vote of regular members present and voting at a regularly called meeting.

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Past Presidents

  • The latest two past presidents serve on the governing body for the year.
  • The immediate president past president also serves on the nominating committee.
  • The role of these two past presidents is to provide guidance and experience to the governing body.

 

Officers – Appointed by the President

Secretary

  • Appointed by the President for one year.

  • Responsible for preparing and issuing an annual report of activities and finances to all members of the chapter

  • Attends council meetings and is responsible for taking notes and producing official minutes of meetings and other tasks requested by the President.

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Treasurer

  • Appointed for one year by the President.

  • Oversees the finances of the chapter

  • Receives registrations and money from chapter events and maintains bank account.

  • Pays chapter bills, receives website registration count and notifies program chair.

  • Invests money with guidance from the Council

  • Maintains financial statements for audit.

  • Receives end of year financial report for ASPA National

  • Receives rebates from ASPA National

  • Other related information to guide responsibilities:

    • The fiscal year of the Chapter is from July 1 - June 30.

    • The employer identification number assigned by the IRS is 52-1204138

    • Check/verify the safe deposit box annually.

    • Bill and follow up with all appropriate parties, i.e. localities, universities, no shows, etc.

    • Process reimbursements to other council members with appropriate documentation (i.e. receipts)

    • Keep updated electronic records and prepare and send Treasurer Reports quarterly.

    • Responsible for Student Scholarship Check writing and certificate of recognition.

    • Maintain adequate financial supplies (checks, receipts, envelopes, etc.)

    • Participate in all contract negotiations.

 

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 Web Master/Mistress

  • Makes arrangements for web hosting and domain name registration to include paying annual fees and requesting reimbursement from the treasurer

  • Designs and maintains the chapter web pages, keeps all chapter information up to date, maintains web based registration forms, posts information requested by the President and program committee chairs.

  • Works closely with program committee chairs to insure publicity of all events.

 

Committee Chairs – Appointed by the President

Membership Chair

  • Appointed for one year, but may be reappointed for consecutive years due to the importance of continuity in this position. Committee members are appointed by the chair.

  • Keeps records of chapter membership and maintains monthly updates from reports downloaded from ASPA National at http://www.aspanet.org/scriptcontent/index_chapsec.cfm

    • Three reports are maintained: Current Members, Expired Members and New Members

    • Monitors membership expiration dates and sends reminders to members.

    • Sends welcome letters to new members (new member list - also listed in PA Times)

  • Works closely with the Marketing Chair by being proactive in obtaining new members

  • Encourages non-members to attend meetings in hope of gaining future members

  • Sends applications for new members when requested.

  • Prepares mailing lables of membership for mailings

  • Performs other related tasks requested by the President

      

Marketing Chair

  • Appointed for one year, but may be reappointed for consecutive years due to the importance of continuity in this position. Committee members are appointed by the chair.

  • Works closely with the Membership Chair in obtaining new committee members and garnering participation by non-members in attending meetings in hope of gaining future members.

  • Appoints a Newsletter Editor to publish a quarterly chapter newsletter. The newsletter reports on chapter events, recognition of  member achievements and special interest stories.

  • Solicits advertisements from public and non-profit organizations to be included in the programs for the following events:

    • Annual Symposium

    • Student Forum

    • Chapter Meetings and Events

  • Ensures that all Chapter events are promoted beyond the regular membership through various multi-media formats, including the National ASPA website, various regional newsletters and newspapers.

  • Researches new ways to market Chapter events beyond the immediate membership

  • Performs other related tasks requested by the President.

       

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Nominating Chair

  • The President will appoint the Chair and the committee (3 regular members) at least 90 days prior to the Annual May Meeting

  • The Nominating Committee will also consist of the President, the President-Elect, and the Immediate Past-President.

  • The committee will nominate for the elected positions. (President-Elect, Student Representative and Council Members)

  • The nominations will be announced at the Chapter meeting held before the Annual Meeting (March event). Additional nominations may be made from the membership attending.

  • Ballots will be sent to Chapter members thirty days prior to the Annual Meeting.

  • Ballots will be returned to and counted by the President. A majority of teh Chapter members voting will decide all elections. In case of ties, the President will cast the deciding ballot.

 

 Awards Committee  

  • The chair is appointed by the President for one year. The chair appoints committee members.

  • The awards include the Julian Hirst Distinguished Service Award, the Georte Robert House, Jr Outstanding Service Award and the Dr. Wolfgang Pindur Award for Distinguished Service in Academia and Practice.

  • The chair will solicit nominations from members and public agencies serving the Hampton Roads Community. Award criteria and nomination forms will be part of the solicitation process.

  • The chair will receive applications and the committee will select recipients and arrange for award presentations.

Scholarship  Chair

  • Appointed by the President for one year. Committee chairs are selected by the chair.

  • Receives council approval for the amount of the scholarship. (Depending on finances usually one or two $500 checks are distributed)

  • The criteria for the scholarship are included in the Chapter by-laws.

  • Insure all award criteria and applications are posted on the chapter website.

  • Enacts the process of soliciting for nominations to include sending the criteria and application.

  • Receive the applications and with the committee selects the recipient(s) and works with the Treasurer to present the scholarship. 

 

Symposium Chair

  • Oversees the planning and production of the program for the Annual Symposium including the preparation of the fliers and the printing of the program

  • Works with the WebMaster/Mistress and with the Marketing Committee for marketing the event

  • Works with Program Committee Chair to coordinate Symposium facility needs.

  • Works with Marketing Committee to coordinate the printing of advertisements and the set-up of tables for non-profits and others.

 

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