OPERATIONS AIA SAN MATEO COUNTY€¦ · Operations Guide AIA San Mateo County iii PURPOSE OF GUIDE...

OPERATIONS

AIA SAN MATEO COUNTY

G U I D E

First Edition 11.10.10

Operations Guide AIA San Mateo County

AIA San Mateo County Operations Guide

Prepared by: Kevin D. Norman, AIA

John Stewart, AIA Dianne Whitaker, AIA


Copyright ©2010 by AIA San Mateo County. All rights reserved. No part of this work may be reproduced or transmitted in any form or by any means, electronic, manual, photocopying, recording, or by any information storage and retrieval system, without prior written permission of AIA San Mateo County.


i i

Table of Contents

PURPOSE OF GUIDE ........................................................................................................................... iii

Definitions and Abbreviations ................................................................................................... iii

THE CHAPTER.......................................................................................................................................1

Meetings................................................................................................................................... `3

THE BOARD...........................................................................................................................................1

President ................................................................................................................................... 2

immediate Past President ......................................................................................................... 4

Vice-President / President-Elect ............................................................................................... 6

Executive Director ..................................................................................................................... 8

Secretary................................................................................................................................. 10

Treasurer................................................................................................................................. 12

Director.................................................................................................................................... 14

Associate Director ................................................................................................................... 16

AIACC Director........................................................................................................................ 18

Alternate AIACC Director ........................................................................................................ 20

COMMITTEES ........................................................................................................................................1

STANDING COMMITTEES............................................................................................................. 3

Membership .............................................................................................................................. 5

Programs................................................................................................................................... 6

Non-Dues Revenue................................................................................................................... 7

Charrettes ................................................................................................................................. 8

Newsletter ................................................................................................................................. 9

Scholarship ............................................................................................................................. 10

CSM ........................................................................................................................................ 11

Website ................................................................................................................................... 12

SPECIAL COMMITTEES .............................................................................................................. 13

Long Range Plan .................................................................................................................... 17

Nominations ............................................................................................................................ 18

Awards .................................................................................................................................... 20

Artisan Showcase ................................................................................................................... 22

Bylaws..................................................................................................................................... 16

Budget..................................................................................................................................... 15

Chapter Historian .................................................................................................................... 24


ii


iii

PURPOSE OF GUIDE

This guide is intended to be used as a tool to assist the Chapter Board and Committee Chairs in planning and conducting affairs of mutual interest to all members of the Chapter. While it provides position descriptions, responsibilities and a schedule of activities, it is not intended to control how individuals perform their appointed positions. Rather it is intended to reduce the effort required to maintain the Chapter by providing clarity of positions and continuity from year to year. This is intended to be a living document that can grow and change as the Chapter grows and changes. The positions and committees indentified herein have been included because this is what works for the Chapter now. Positions or Committees may be added, deleted, combined, split, etc. as necessary to suit the Chapter as it evolves.

DEFINITIONS AND ABBREVIATIONS

AIA: The American Institute of Architects. AIACC: The American Institute of Architects California Council. Board: Board of Directors of the AIA San Mateo County. Chapter: AIA San Mateo County, a component of the American Institute of Architects. Executive Committee: AIA San Mateo County chapter President, Vice-President, Treasurer, & Secretary.


iv


1 - 1

THE CHAPTER AIA San Mateo County (Chapter) is a component of the American Institute of Architects.


1 - 2


1 - 3

MEETINGS

Chapter Meetings: Chapter “Forum” meetings are held once a month on the fourth Wednesday of the month. Meetings may include a social/dinner hour followed by a minimum one hour presentation on a pertinent topic which provides Learning Units for those in attendance. Alternately, meetings may include a tour or other special event. The annual BBQ and Holiday dinner differ from this format in that these are social events and no program with associated learning units is included.

Board Meetings: Board meetings are held the third Wednesday of each month from 4:30 to

6:00pm at the chapter office. Committee Meetings: Committee meetings are arranged as necessary by the committee chairs at a

location agreeable to committee members. Annual Board Retreat: The annual Board retreat is scheduled by the incoming president. Date, location,

and agenda varies and is at the discression of the incoming President.


1 - 4

TYPICAL CALENDAR OF EVENTS

January • Board Meeting Third Wednesday • Chapter Meeting Fourth Wednesday

February

• Board Meeting Third Wednesday • Chapter Meeting Fourth Wednesday

March


April


May

• Board Meeting Third Wednesday • Chapter Meeting Fourth Wednesday • AIA National Convention Varies

June

• Board Meeting Third Wednesday • Chapter Meeting Fouth Wednesday • AIA National Convention Varies

July

• Board Meeting Third Wednesday • Chapter Meeting Fouth Wednesday

August

• Board Meeting Third Wednesday • Chapter BBQ Fouth Friday

September

• Board Meeting Third Wednesday • Chapter Meeting Fouth Wednesday


1 - 5

October • Board Meeting Third Wednesday • Chapter Annual Meeting Fourth Wednesday • Monterey Design Conference /

Desert Practice Conference Varies

November

• Board Meeting Third Wednesday (May be moved due to Thanksgiving holiday)

• Chapter Meeting Fourth Wednesday (May be moved due to Thanksgiving holiday)

December

• Board Holiday Lunch First Wednesday (May Vary) • Chapter Holiday Party First Saturday


1 - 6


2 - 1

THE BOARD Serving on the Board of Directors is a rewarding and important responsibility. Board members are responsible for the direction of the organization. The board governs, develops policy and positions, sets a course for the future, and provides fiduciary oversight all with a focus on the mission and strategic goals of the organization. Board Responsibilities:

1. Determine and advance the organization’s mission and purpose. 2. Select the Executive Director (not staff) as well as CPA and attorney. 3. Support Executive Director and assess performance periodically measured against Operations

Guide and Long Range Plan. 4. Ensure effective organizational planning. 5. Ensure adequate resources (funds, time, volunteers, staff, technology, etc.) 6. Resource and financial oversight. 7. Determine, monitor, and enhance programs and services. 8. Promote the organization’s image. 9. Ensure legal and ethical integrity and maintain accountability. 10. Recruit and orient new board members.


2 - 2

PRESIDENT

Term: 1 year (Typically preceded by 1 year as Vice-President / President-Elect and followed by 1 year

as Immediate Past President). • Must be an elected, assigned Member of the Chapter. • A voting member of the Chapter Board of Directors. • An Officer of the Chapter Board of Directors. • A member of the Executive Committee. • Nomination and election shall be made at the same time and in the same manner as for the

Officers and Directors of the Chapter. • If a vacancy occurs, other than on account of the regular expiration of a term of office, the Vice-

President / President-Elect shall fill the vacancy for the unexpired term of office. Responsibilities:

• Presides over Board retreat to set the course for their term. This may occur near the end of the year preceding their term in office.

• Directs and counsels the Board and Committees and ascertains that the Board and Committees are functioning properly.

• Stimulates the Board and Committees to develop new ideas and methods for Chapter growth and improvement.

• Presides over Board and Chapter meetings in accordance with Chapter Bylaws. • Acts as spokesperson for Chapter via written and verbal communication. • Represents the Chapter to the profession and public at large. • Represents the Chapter in dealings with National and other Components. • Acts as Chapter host in rendering proper courtesies to speakers and participants at meetings. • Attends annual Grassroots Conference in Washington DC. • Attendance at National Convention strongly encouraged. • Attendance at Monterey Design Conference / Desert Practice Conference strongly

encouraged. • Keeps members informed with monthly First Sketch President’s newsletter. • Coordinates Chapter assignments and commitments. • Sends welcoming letter to new members. • Sends condolence letters to spouses of deceased members. • Participate in performance reviews of Executive Director twice annually.

Reports:

• Monthly First Sketch newsletter via e-amil. • Letters and other written communication as necessary.


2 - 3

Schedule:

Monthly • Issue First Sketch newsletter to be e-mailed to membership on the first of the month. • Preside over monthly Board meetings. • Preside over monthly Forum meetings.

January

• Organize and preside over Board Retreat. (Can be done prior to end of preceding year.) February

• Attend annual Grassroots Conference in Washington DC representing the Chapter. March April May

• Designate delegates for National Convention and distribute Delegate cards. • Attendance at National Convention strongly encouraged.

June

• Designate delegates for National Convention and distribute Delegate cards. • Attendance at National Convention strongly encouraged. • Arrange and lead performance review of Executive Director.

July August

• May appoint members to the nominating committee with VP as chair. September October November

• Select location for Holiday Board lunch. • Prepare awards to be presented at holiday board lunch or chapter holiday party.

December

• Arrange Holiday Board lunch. • Present awards to Outgoing and outstanding Board members at Holiday Board Lunch or

chapter Holiday Party. • Arrange and lead performance review of Executive Director.


2 - 4

IMMEDIATE PAST PRESIDENT

Term: 1 year (Following term as President.)

• A non-voting member of the Chapter Board of Directors. Responsibilities:

• Be available and serve as an advisor to the current President, the Board, and committee chairs when requested.

• Assist the President with training the Vice-President / President-Elect for the following year. • Attend Board Meetings. • Strive to attend AIA National Convention. • Strive to attend AIACC Monterey Design Conference / Desert Practice Conference. • Participate in performance reviews of Executive Director twice annually.

Reports:

• None


2 - 5

Schedule:

Monthly • Attend monthly Board Meetings. • Attend monthly Forum meetings.

January February March April May June

• Participate in performance review of Executive Director.

July August September October November December

• Participate in performance review of Executive Director.


2 - 6

VICE-PRESIDENT / PRESIDENT-ELECT

Term: 1 year (Typically followed by 1 year as President and 1 year as Immediate Past President)

• Must be an elected, assigned Member of the Chapter. • A voting member of the Chapter Board of Directors. • An Officer of the Chapter Board of Directors. • A member of the Executive Committee. • Nomination and election shall be made at the same time and in the same manner as for the

Officers and Directors of the Chapter. • If a vacancy occurs, other than on account of the regular expiration of a term of office, the board

shall fill the vacancy for the unexpired term of office. Responsibilities:

• Chairs Nominating Committee, presents roster of nominees and presides over elections during annual business meeting.

• Attend Board Meetings. • A member of the Budget Committee for the year in which he/she will serve as President. • Strive to attend AIA National Convention. • Strive to attend AIACC Monterey Design Conference / Desert Practice Conference. • Participate in performance reviews of Executive Director twice annually.

Reports:

•


2 - 7

Schedule:

Monthly • Attend monthly Board meetings. • Attend monthly Forum meetings.

January February

• Attend annual Grassroots Conference in Washington DC representing the Chapter. March April May June

• Participate in performance review of Executive Director. July August

• Assist President in forming and Chair nominating committee. September October

• Presides over election of officers and directors at Annual meeting. • Serve on Budget committee and develop budget for following year.

November

• Call and preside over retreat for the year in which he/she will serve as President. December

• Call and preside over retreat for the year in which he/she will serve as President. • Participate in performance review of Executive Director.


2 - 8

EXECUTIVE DIRECTOR

Term: Half time paid position. No time limit. Hours: 20 hours per week (Approx. 4 hrs per day but flexible.) Salary: $28,000 per year. No benefits except one week of paid vacation. Responsibilities:

• Attend and actively participate in Board meetings. • Daily: Collect mail, respond to phone messages, emails and other communications. • Basic bookkeeping and interfacing with the consulting Accountant. • Manage website. • File Reports as required by state, local and federal laws. • Negotiate contracts as required for rent, insurance, etc. and sign documents. • Collect income due to organization. • Assist volunteers with public relations, publications and communications. • Communicate regularly with membership via email. • Assist in the preparation and distribution of agendas and minutes. • Attend all Board and Committee meetings (when possible) but not as secretary. • Make arrangements for all meetings including securing venue, catering, electronic requirements

of speaker, collection of fees for attendance, etc. Recording AIA continuing education credits for members for attendance at meetings.

• Assist in member recruitment and retention. • Process membership applications and changes in membership status. • Keep the Executive Committee and Board informed of communications from the Institute. • Attend all California and National CACE meetings and Grassroots Conference. • Attend the AIA California Council Board of Directors Meetings. • Invoice Professional Affiliate Members. • Attend to the banking needs of the Chapter. • Maintain membership database. • Assist in obtaining non-dues revenue. • Assist the Treasurer in preparing reports to the membership. • Maintain and distribute Chapter letterhead stock.

Reports:

• Text


2 - 9

Schedule:

Monthly • Attend Chapter Board meeting. • Attend Chapter Forum meeting.

January February March April May June

• Attend and participate in performance review. July August September October

• Serve on Budget committee and develop budget for following year. November December

• Attend and participate in performance review.


2 - 10

SECRETARY

Term: 2 years or until a successor has qualified (To be staggered by one year with the office of

Treasurer.) • Must be an elected, assigned Member of the Chapter. • A voting member of the Chapter Board of Directors. • An Officer of the Chapter Board of Directors. • A member of the Executive Committee. • Nomination and election shall be made at the same time and in the same manner as for the

Officers and Directors of the Chapter. • If a vacancy occurs, other than on account of the regular expiration of a term of office, the Board


• Attend and actively participate in Board meetings. • Record minutes at Board meetings and annual business meeting. • Prepare Board Minutes and distribute before the next Board Meeting. • Record changes to the Minutes at the next meeting. • Print Final corrected minutes. • Assemble final corrected minutes for the year and present to Executive Director for inclusion in

yearly binder. Reports:

• Monthly minutes of Chapter Board Meetings and annual business meeting.


2 - 11

Schedule:

Monthly • Attend Chapter Board meeting. • Take and present for approval minutes of Board meetings. • Attend Chapter Forum meeting.


2 - 12

TREASURER

Term: 2 years, or until a successor has qualified (To be staggered by one year with the office of

Secretary.) • Must be an elected, assigned Member of the Chapter • A voting member of the Chapter Board of Directors • An Officer of the Chapter Board of Directors • A member of the Executive Committee • Nomination and election shall be made at the same time and in the same manner as for the

Officers and Directors of the Chapter • If a vacancy occurs, other than on account of the regular expiration of a term of office, the board

shall fill the vacancy for the unexpired term of office Responsibilities:

• Attend and actively participate in Board meetings. • Have charge and exercise general supervision of the financial affairs and keep the records and

books of account of the Chapter • Prepare the budgets, collect amounts due the Chapter, and give receipts for and have the

custody of its funds and monies and make all disbursements of funds, have custody of it’s securities and of its instruments and papers involving finances and financial commitments, conduct the correspondence relating to the office of Treasurer, and perform all duties usual and incidental to the office

• Shall not be personally liable for any loss of money or funds. Reports:

• Shall prepare an annual written report and present at the Chapter’s Annual Business Meeting


2 - 13

Schedule:


October

• Present written report at the Chapter’s Annual Business Meeting. • Serve on Budget committee and develop budget for following year.

November

December

Present proposed budget for the following year for approval/adoption at either the Holiday Board Lunch or the Boards annual retreat, but prior to the beginning of every fiscal (calendar) year.


2 - 14

DIRECTOR

Term: 2 years, or until a successor has qualified (Not more than three shall expire in any one year.)

• Must be an elected, assigned Member of the Chapter. • A voting member of the Chapter Board of Directors. • Nomination and election shall be made at the same time and in the same manner as for the

Officers and Directors of the Chapter. • If a vacancy occurs, other than on account of the regular expiration of a term of office, the board


• Attend and actively participate in Board meetings. • Become familiar with Chapter activities and functions. • Prepare for duties of a Chapter officer. • Strive to attend the AIA National Convention. • Strive to attend the AIACC Monterey Design Conference / Desert Practice Conference. • Serve as chairperson for a Chapter committee. • Mingle with Chapter members and greet guests and potential members at Chapter events.

Reports:

•


2 - 15

Schedule:



2 - 16

ASSOCIATE DIRECTOR

Term: 1 year, or until a successor has qualified.

• Must be an elected, assigned Member of the Chapter. • A voting member of the Chapter Board of Directors. • Nomination and election shall be made at the same time and in the same manner as for the

Officers and Directors of the Chapter. Responsibilities:

• Attend and actively participate in Board meetings. • Organize and coordinate activities, programs, and events of interest to the Emerging Professional

Members of the Chapter. • Act as liaison between the Chapter Board of Directors and the Associate and Intern Members of

the Chapter. • Attend and represent the Chapter at regional and statewide meetings of the AIACC Associate

Directors and each chapter’s Associate Director(s). • Act as liaison between the AIACC Associate Directors and the Associate and Intern Members of

the Chapter. Reports:

• Provide update on Associate activities to the Board at monthly Board of Directors meetings.


2 - 17

Schedule:



2 - 18

AIACC DIRECTOR


• Must be an elected, assigned Member of the Chapter. • A voting member of the Chapter Board of Directors. • Terms of Directors (if more than one) shall be staggered one year. • Nomination and election shall be made at the same time and in the same manner as for the

Officers and Directors of the Chapter. • The Board of Directors shall name the successor of a Director for the unexpired term created by

the resignation or incapacity of that Director. Responsibilities:

• Attend and actively participate in Board meetings. • Represent the Chapter on the AIACC Board of Directors and attend all meetings thereof. • Act as liaison between the Chapter and the AIA California Council Board of Directors.

Reports:

• Provide update to the Board at monthly Board of Directors meetings.


2 - 19

Schedule:


January

• Text February

• Text March

• Text April

• Text May

• Text June

• Text July

• Text August

• Text September October November December


2 - 20

ALTERNATE AIACC DIRECTOR


• Must be an elected, assigned Member of the Chapter. • Nomination and election shall be made at the same time and in the same manner as for the

Officers and Directors of the Chapter. • If unavailable to represent the Chapter when called upon at an AIACC board meeting, any past

AIACC Director can be designated by the Chapter President to represent the Chapter at the board meeting.

Responsibilities:

• Shall represent the Chapter on the AIACC Board of Directors in the absence of the AIACC Director.

Reports:

• Provide update to the Board at monthly Board of Directors meetings, when necessary.


2 - 21

Schedule:

Monthly • Text

January

• Text February

• Text March

• Text April

• Text May

• Text June

• Text July

• Text August

• Text September

• Text October November December


2 - 22


3 - 1

COMMITTEES

• The Board of Directors may form committees and commissions to carry out the work of the Chapter.

• The charge and duration of each committee or commission shall be determined by the Board of Directors.

• Members and chairpersons of committees and commissions shall be appointed by the Chapter President.


3 - 2


3 - 3

STANDING COMMITTEES

These committees are identified in the bylaws, appointed annually, and serve on-going functions in running the chapter business.


3 - 4


3 - 5

MEMBERSHIP

Term: One Year

• The committee Chair is appointed by the President. May consist of a chair or co-chairs. • Committee members selected by the committee chair(s). • Some overlap of committee membership is strongly encouraged for continuity. • It is strongly encouraged that the chair or co-chairs serve as committee members for at least one

year prior to being appointed to a chair position. Responsibilities:

• Chair shall train the committee members to fill the chair position when the chair moves on. • Responsible for recruiting new members to the Chapter and retention of existing Members • May design and produce a brochure to use in recruiting new members • Periodically organize and implement a membership drive/recruitment campaign • May assemble and distribute a ‘new member binder’ to welcome new Members • May organize and host an annual chapter program meeting to recognize and welcome new

members to the Chapter


3 - 6

PROGRAMS

Term: One Year



• Chair shall train the committee members to fill the chair position when the chair moves on. • This committee shall be in charge of putting on a monthly Forum program. • The committee shall select programs that meet as many of the required learning units for the

members as possible within a given year. There are certain programs that will not have learning units, for instance the Annual BBQ and the Holiday Party.

• The committee shall endeavor to provide programs that appeal to the varied interests of our membership in terms of project type, size of firms, firm organization, special interests, etc.

• The committee shall prepare the announcements and get them out to the members in a timely manner. The announcements shall detail the learning objectives and learning units for the programs.

• The committee shall endeavor to reach out to allied professional organizations in an effort to organize joint meetings when possible.

• The committee is responsible for making sure the speaker has all equipment necessary to make the presentation. (Computer, projector, screen, handouts, etc.)

• At the time the announcement is sent out the committee shall register the program with national AIA as required to gain learning units for the members in attendance.

• At the time the announcement is sent out the committee shall register the program with AIACC calendar of events.

• Once the program is completed, the committee shall report back to the national AIA as required in a timely manner regarding the learning units to insure that the members receive credit.

• The committee shall photograph the meetings and collect the meeting announcements and forward these to the Executive Director for inclusion in the Yearly Scrapbook.


3 - 7

NON-DUES REVENUE

Term: One Year



• Chair shall train the committee members to fill the chair position for when the chair moves on.


3 - 8

CHARRETTES

Term: One Year, or as necessary to carry out activities of the charrette.

• The committee Chair is appointed by the President. May consist of a chair or co-chairs. • Committee members selected by the committee chair(s). • Some overlap of committee membership is strongly encouraged for continuity. • It is strongly encouraged that the chair or co-chairs serve as committee members during at least

one charrette prior to being appointed to a chair position. Responsibilities:

• Chair shall train the committee members to fill the chair position when the chair moves on.


3 - 9

NEWSLETTER

Term: One Year



• Chair shall train the committee members to fill the chair position when the chair moves on. • Responsible for producing a periodic Chapter publication, via printed and/or electronic format. • Determine content and/or theme of each issue and solicit articles and contributions from the

entire Chapter membership. • Chairperson, or designated committee member, to act as liaison with paid consultant or volunteer

member to ‘assemble’ newsletter, and/or liaison with a printer. • Distribute to Chapter Members, and non-members as determined by the Board of Directors. • Committee is responsible for distribution, if in printed format.


3 - 10

SCHOLARSHIP

Term: One Year



• Chair shall train the committee members to fill the chair position when the chair moves on. • Committee shall include at least one Associate or Intern Member. • Research and prepare list of all high schools and colleges within Chapter’s jurisdiction and

identify contact person at each. • Determine schedule and present to Board of Directors. • Prepare and distribute information and applications to high schools and colleges within the

Chapter’s jurisdiction (i.e. San Mateo County). • Committee to act as jury and select winning candidate(s) and award amounts. • Recommend candidates and amounts to Board of Directors for approval. • Chair to present award(s) to winning applicant(s) at a Chapter function, i.e. Design Awards

Banquet, Annual Business Meeting, Holiday Party, etc. • Solicit contributions to the Chapter’s scholarship fund. • Provide liaison to the George L. Sinclair, AIA memorial scholarship committee.


3 - 11

CSM

Term: One Year



• Chair shall train the committee members to fill the chair position when the chair moves on. • Attend all Board Meetings of the Student AIA (AIAS) at The College of San Mateo. • Report to the Board on the activities of the AIAS. • Ensure that a representative of the AIAS attend all chapter Board Meetings. • Encourage AIAS members to attend the activities of the chapter. • Coordinate and annual meeting with the chapter and the AIAS. • Assist and encourage the members of AIAS in their pursuit of the practice of architecture by

acting as a mentor and advisor.


3 - 12

WEBSITE

Term: One Year



• Chair shall train the committee members to fill the chair position when the chair moves on. • Periodically review website format and content and make recommendation to the Board with

proposed chances. • Maintain accurate current information on the website. Coordinate with other committees and

Executive Director to obtain current information. • Coordinate with Non-Dues Revenue Committee to include current sponsors on website.


3 - 13

SPECIAL COMMITTEES

These committees are appointed when required and serve only for the duration required.


3 - 14


3 - 15

BUDGET

Term: One Year

• Current Treasurer or newly elected treasurer shall serve as committee chair. • Committee members selected by the committee chair and shall include the Executive Director,

current Treasurer, incoming Treasurer (when appropriate) and Vice-President / President-Elect. Responsibilities:

• Shall be chaired by the continuing, or newly-elected, Treasurer • At a minimum, shall be composed of the Vice President/President-elect, the current and/or newly-

elected Treasurer, the Executive Director, and 2 – 3 Chapter Members, including at least one Past President

• Shall review current year’s actual income and expenses as compared to the budgeted income and expenses to assist with preparation of the coming year’s budget

• Shall request and evaluate input from committee chairs • Shall introduce a recommended budget at the October or November Board of Directors Meeting • The Board of Directors shall adopt a budget at the November Board of Directors Meeting or the

December Board of Director luncheon, but must be prior to the beginning of every fiscal year.


3 - 16

BYLAWS

Term: One Year (Occurs as necessary.)

• The committee Chair and committee are appointed by the President when the Bylaws need to be reviewed or updated.

• Some overlap of committee membership is strongly encouraged for continuity. Responsibilities:

• Review Bylaws and make suggestions for changes to be voted on by the Board. Schedule:

• Begin review early enough so that proposed changes to Bylaws can be noticed and mailed to chapter members not less than thirty (30) days prior to the date of the annual business meeting in October.


3 - 17

LONG RANGE PLAN

Term: One Year

• The committee Chair is appointed by the President. May consist of a chair or co-chairs. • Committee members selected by the committee chair(s). • Some overlap of committee membership is strongly encouraged for continuity.

Responsibilities:

• Chair shall train the committee members to fill the chair position when the chair moves on. • Chapter Long Range Plan document shall be reviewed and updated as necessary, but at a

minimum of every five years.


3 - 18

NOMINATIONS

Term: One Year

• The Vice-President / President-Elect serves as committee Chair appointed by the President. • Committee members selected by the committee chair.

Responsibilities:

• Committee chair to select committee members and present to Board no later than August Board meeting.

• Committee shall meet to screen membership for nominees and to plan the nominating process. Typical open positions are:

o Vice-President / President-Elect o Secretary o Treasurer o Director (2 or 3 positions) o Associate Director o AIACC Director o Alternate AIACC Director

• Committee members shall contact selected nominees to confirm acceptance of nomination. • Chair shall present slate of nominees to Board at September Board meeting.


3 - 19

Schedule: Monthly

• Attend Chapter Board meeting. January February March April May June July August

• Chair to select committee members and present names to Board at August Board meeting. September

• Chair to present slate of nominees to Board at September Board meeting. October

• Vice-President / President-Elect presents slate of officers and presides over elections at Annual Chapter Business Meeting.

November December


3 - 20

DESIGN AWARDS

Term: One Year (Occurs every other year alternating with the Artisan Showcase.)


Responsibilities:

• Chair shall train the committee members to fill the chair position when the chair moves on. • Shall be in charge of the Biennial Chapter Design Awards program • Shall determine the schedule and present to the Board of Directors • Shall prepare a budget and present to the Board of Directors • Shall determine the date and location of the Awards Banquet or Reception • Shall determine the number of jurors and select the jurors • Shall determine the entry categories • Shall determine and/or recommend the award levels, i.e. honor, merit, etc. • Shall coordinate with San Mateo County on the annual Green Building Awards program


3 - 21

Schedule: Monthly

• Attend Chapter Board meeting. January February March April May June July August September October November December


3 - 22

ARTISAN SHOWCASE

Term: One Year (Occurs every other year alternating with the Design Awards.)


Responsibilities:

• Chair shall train the committee members to fill the chair position when the chair moves on. • Shall be in charge of the Biennial Artisan Showcase. • Shall determine the schedule and present to the Board of Directors. • Shall prepare a budget and present to the Board of Directors. • Shall determine the date and location of the Artisan Showcase. • Shall determine the number of vendors to participate. • Shall determine the presenter(s) for the educational session to be included as part of the event. • Shall coordinate with ASID and NKBA if they are co-hosting the event.


3 - 23

Schedule: Monthly

• Attend Chapter Board meeting. January February March April May June July August September October November December


3 - 24

CHAPTER HISTORIAN

Term: One Year


Responsibilities:

• Chair shall train the committee members to fill the chair position when the chair moves on. • Work with Executive Director to keep Chapter historical records, including the Chapter Charter,

safe and in good condition. • Collect and retain photographs of chapter events for inclusion in the Chapter archives. • Maintain information on each past president including a written overview of his/her administrative

year. • Accept any found historical items/information and incorporate into the appropriate archival format.


3 - 25

Date post:	09-Oct-2020
Category:	Documents
Upload:	others
View:	0 times
Download:	0 times

OPERATIONS AIA SAN MATEO COUNTY€¦ · Operations Guide AIA San Mateo County iii PURPOSE OF GUIDE...

Documents