NAME OF COMMITTEE

DUTIES

TIME SPENT ON COMMITTEE BUSINESS

AUDIO/VISUAL

§         Ensure audio/visual equipment is running properly at each Chapter meeting and Reverse Trade Show

·         30 minutes bi-monthly

·         30 minutes for Reverse Trade Show

BUDGET

Board Of Directors

§         Prepare annual budget and presented to the membership in September for the following calendar year.

·         2-3 hours in August

CERTIFICATES AND AWARDS

Chaired Chapter Secretary

With 1 additional member

§         Track attendance at each bi-monthly Chapter meeting in a calendar year, develop list of members attending 4 out of 6 meetings, order Attendance Certificates as needed for presentation at the following March meeting.  Order awards for the Member of the Year, Manager of the Year and Buyer of the Year to be presented at the first bi-monthly meeting after submittal deadline.  Order Presidential plaque for outgoing President to be presented at January meeting after swearing in of new President.  Order additional certificates of appreciation/acknowledgement, awards and plaques as requested by the Board.

·         30 minutes bi-monthly with 3-4 hours in February

§         Outgoing Chair person shall mentor incoming Chair person throughout the first year as needed.

CHAPTER MARKETING AND PUBLIC RELATIONS

Chair Person

With 3 additional members

·         Recruitment of agencies; provide their management/staff with chapter information, advantages of membership, mentoring program information

·         Contact at least one agency per week, report to board on progress

·         Develop/update marketing booklet/pamphlet and distribute to potential members

·         Inform the membership of cultural and educational activities as well as social events

·         Collect & send articles to member’s local newspaper to publicize individual achievements, as well as those of the chapter.

·         30 minutes per week

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

CHAPTER OF THE YEAR AWARD

Chair Person

With 2 additional members

And the current Board members including past Presidents

·         Annually review the procedures and criteria used in selecting recipients of the Chapter and NIGP awards. 

·         Develop for implementation strategies for award eligibility

·         Collects data to meet criteria for points

·         Prepares professional presentation of documentation & application to NIGP National for consideration in May

·         Estimate 5 hours per month (January – May) compiling documentation

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

COMMUNITY SERVICES

Chair Person

With 1 additional member

·         Research recommended community services/charities and present findings to membership

·         Coordinate chosen community services

·         Collect and arrange for delivery to appropriate charity of all donations

·         Approximately 30 minutes bi-monthly

EDUCATIONAL

Co-Chaired:

2  members

·         Conducts annual survey of members to learn of educational interests

·         Schedules all NIGP classes as requested by membership

·         Arranges for a location and site coordinator

·         Serves as liaison between site coordinator, NIGP and instructor

·         Maintains state-wide training matrix; keeps current listing of all Florida NIGP Chapter ProDs; modifies matrix as updates are received; emails updated matrix to all Florida Chapter/FAPPO ProDs each Friday and updates Chapter website with revision.

·         Updates Chapter seminar listings on the website to keep current

·         Tracks site coordinators for scholarship eligibility

·         Informs membership of seminar offerings at each Chapter meeting; provides registration forms

·         Provides “message from ProD” for bi-monthly newsletter

·         Initiates payment request for registration fees of site coordinators once minimum registrations have been met.

·         Time commitment varies dependent on the number of seminars scheduled, no more than 2 hours per month. 

·         Appx. ½ hour per week to maintain statewide training matrix

§         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

FINANCE AND AUDIT

Chapter Treasurer, incoming Chapter President and 2 additional members

·         Prior to release of Chapter Books, the Treasurer shall convene an Audit Committee consisting of the current Treasurer, incoming President, and two at-large members to be appointed by the current President for the purpose of performing a pre-release assessment of Chapter books. This assessment shall include, but not be limited to, verification of income and expenditures (checks & receipts)

·         Normally done one time per fiscal year

·         Time spend once an audit is requested can be ongoing for 2 – 4 months, as the chapter books have to be reviewed by 2 – 3 different committee members

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

FOOD

Co-Chaired

§        Responsible for the food portion of the six (6) bi-monthly meetings.

§        Committee is co-chaired with each co-chair typically responsible for being the lead coordinator for every other meeting.  The lead co-chair works with the caterer and the Chapter President to determine the theme (when applicable) and menu to be served at the bi-monthly meeting.

§        Additional duty are recording member RSVP’s, relaying the final attendance count to the caterer and coordinating the sitting tables set-up décor with the caterer, along with any special needs or requests.

§        The lead co-chair arrives early to the bi-monthly meeting to confirm the food service for that meeting is complete and meets the final order.

§        After the meeting the lead co-chair collects the invoice from the caterer, reviews the invoice and delivers the acceptable invoice to the Treasury with a request for payment.  The co-chair delivers the payment to the caterer.  If the invoice is incorrect, the co-chair works with the caterer to correct before submittal for payment.

§        Both co-chairs shall work together to obtain competitive bids at the beginning of the year or anytime during the year if needed.

§        Compare each bi-monthly meeting’s RSVP’s to the sign-up sheets and email bills for the cost of the meal to members who RSVP’d and did not attend.

·         This committee is not responsible for the Reverse Trade Show Food Service.

·         Approximately 2 to 3 hours bi-monthly

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

FUND RAISING

See Reverse Tradeshow

·          

HISTORIAN

Chair Person

With 1 additional member

·         Collection, preservation and indexing of items/materials of historical value or fiscal importance to the Chapter.

·         Gather, protect and preserve materials from previous historian, chapter officers, committee chairpersons, chapter photographer or membership

·         Scan retired records and arrange for destruction of those no needed to be maintained in perpetuity.

·         Prepare a display for the Purchasing Month Chapter meeting highlighting significant historical documents, events and memorable moments from the past year.

·         Appx. 2-3 hours per month

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

LEGISLATIVE LIAISON

Chair Person

·         Research proposed bills by either the House or Senate to identify any of those that affect the purchasing or contracting functions of membership

·         Once bills are identified, monitor the progress of these bills and keep membership informed through appropriate channels such as the website, newsletters, e-mails, etc.

·         Research and provide updates on new litigation that is relative to membership and the purchasing & contracts professions

·         Not provided; hard to gauge as this is a new committee

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

NEWSLETTER EDITOR

Chapter Secretary

·         Prepare, edit & publish bi-monthly newsletter

·         Send reminder email to appropriate members and collect articles from said members

·         Send copy of newsletter to President for uploading to webmaster

·         Send copy of newsletter to NGIP National Chapter Connections

·         2 – 3 hours every other month depending upon complexity of newsletter

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

PARLIAMENTARIAN

Chair Person

·         Advises the President and other officers, committees and members on matters of parliamentary procedure.

·         Assist with procedures during meetings.  Robert’s Rules of Order is the authority used in this role

·         May assist to train officers and committee chairs; conduct parliamentary workshops for local presidents and members; supervise credentials and elections; create or revise bylaws

·         Minimal time commitment except training in Robert’s Rules of Order.

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

PHOTOGRAPHER

Chair Person

·         Chapter provides digital camera and pictures are taken before, during and after all NIGP-CFC functions to document Chapter activities.

·         Pictures are downloaded, edited and posted to website.

·         Provide electronic copy of pictures as requested by Chapter members.

·         Attend all functions and spend approximately one additional hour  bi-monthly

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

PRESIDENTIAL ADVISORY

Immediate Past President and all other Past Presidents wishing to participate

·         Act in an advisory position to the current Board by providing Chapter history and past experiences pertinent to issues that arise.

·         Provide personal opinion and recommendations as needed.

·         Attend all Board meetings.

·         1 hour monthly

REVERSE TRADESHOW

·         This committee is chaired by the Chapter President.   The President shall coordinate all requirements to assure a successful Tradeshow.  All sub-committees and duties are listed on the Chapter Website under the Reverse Tradeshow Tab.

·          

SCHOLARSHIP

Chair Person and Chapter Vice-President

·         Upon receipt of scholarship recipient list, send out e-mail to recipient letting them know they have won and the deadline by which they must advise VP of their intent to use

·         Inform membership where to find the policy, procedures and the form to submit to VP when requesting a scholarship

·         Answer e-mails through-out the year that relate to scholarships

·         Send out reminder e-mails

·         Advise alternates of scholarship availability, as appropriate

·         Collect all sign-in sheets from each Chapter and Committee meeting throughout the year and prepared Board and Committee lists to develop an excel spread sheet.  Using this spreadsheet, process a “Name in the Hat” slip each time a member is eligible.  Delivery all slip to the January meeting.

·         2 – 3 hours a month at the beginning of the year then slacks off; after deadline (August 1^st) there is no time commitment.

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

SICOP

Chair Person, Vice-Chair, Secretary and members from all interested agencies

·         Schedule meetings

·         Develop agenda and facilitate meetings

·         Serve as contact person for members for all SICOP correspondence and news

·         Update website information

·         Relay SICOP activity to members

·         Bi-monthly meetings of 30 – 45 minutes

·         Couple of hours each month updating the website, creating the agenda and replying to inquiring from the membership

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

WEBSITE LIAISON

Chair Person

·         Forward and monitor requests for website updates by board to Webmaster.

·         Forward and monitor requests blasts by board to Webmaster

·         Reviews website quarterly to determine update needs and takes the appropriate steps to achieve updates

·         Receive, review and approve webmaster invoices and forward invoices to Treasurer for payment

·         Receive correspondence to troubleshoot any website concerns from members along with the webmaster

·         Delete career opportunities posted on the website once the closing date has pasted

·         Update Chapter’s Facebook site

·         Time commitment varies dependent upon website concerns and charges

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.

WELCOMING/MENTORING

Chair Person

With as many mentors as needed

§        Chair person will work with the Treasurer to track new Chapter members.  When a new member is identified, the chair person mails a welcoming package consisting of the President’s Letter of Welcome, a copy of the last Reverse Tradeshow’s Membership Directory, a copy of the Chapter’s By-Laws and a current Calendar of Events.  Other items may be added when applicable.

§        When a new member expresses a desire to be mentored, the chair person will then make a request to the Chapter for a mentor volunteer.

§        When a volunteer has been determined and briefed by the chair person on what is expected as a mentor, the chair person introduces the mentor to  the new member either by telephone, email or in person at a Chapter bi-monthly meeting.

§        The chair person will contact the new members in the mentoring program several times throughout the 1^st year as a courtesy to see if the mentoring program is meeting all expectations and needs.

§        Mentor Responsibilities:

§        Commit to one full year of mentoring the new member.

§        Introduce new member to other members at bi-monthly meetings.

§        Invite new member to join their table at bi-monthly meetings.

§        Walk new member through the typical bi-monthly meeting agenda.

§        Explain the Chapter website and information available.

§        Explain the relationship between CFC and National.

§        Explain the function of the Reverse Tradeshow and how it works.

§        Walk new member through their 1^st Tradeshow.

§        Assist new member in understanding Chapter committees and their functions.

§        Assist new member in determining which Chapter committee best suits their specific expertise and joining.

§        Explain the function of annual National Forum.

§        Explain available certifications available.

§        Contact the new member several times throughout the year to see if any assistance is needed.

§        Support the new member by making sure they feel welcome and providing answers to all posed questions.

·         Chair person will spend approximately 1 to 2 hours monthly.

·         Mentors will spend approximately 30 minutes monthly in additional to the bi-monthly meetings.

·         Out going Chair person shall mentor in coming Chair person through out the first year as needed.