Committees

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Committees

The following are some resources to aid with committees in your chapter.

• Guidelines of Committees
• Guidelines for Committee Reports

Below are commonly used Committees with their description and sample duties.

[/et_pb_text][et_pb_accordion admin_label=”Accordion” use_border_color=”off” border_color=”#ffffff” border_style=”solid”] [et_pb_accordion_item title=”Awards Committee”]

Description:  The committee promotes participation in chapter activities and ensures that members and the chapter are recognized for achievement and contributions to the information management profession.

Duties:

1. Formally recognize and award members for their individual achievements.
2. Supply certificates of appreciation.
3. Keep records of members achievements based on chapter’s requirements to qualify members for Chapter Member of the Year Award.
4. By August 1st submit the name of the Chapter Member of the Year to the Chapter President so that it can be reported to ARMA International.
5. Prepare all other submission for any Association Awards.

[/et_pb_accordion_item][et_pb_accordion_item title=”Education Committee”]

Description:  The committee is responsible for the coordination and advancement of information management education.

Duties:

1. Provide all chapter members with opportunities for self-improvement in the field of records and information management.
2. Develop a working relationship with the administration of the community’s educational institutions that train for business occupations.
3. Initiate and follow through on all chapter and Association educational objectives.

[/et_pb_accordion_item][et_pb_accordion_item title=”Financial Review Committee”]

Description:  The Financial Review Committee to perform an annual review of the chapter’s financial records. The Chapter Treasurer should not serve on this committee in any capacity to ensure that there is a complete objective review of the financial records.  Using a certified public accountant (CPA) or accounting firm is not required, but is acceptable if the chapter leadership deems it necessary.  If a CPA is used then a review by the chapter is not necessary.

Duties:

1. Review preceding year’s finacial report.
2. Review books and records of the Treasurer:
   – Copies of previous audit reports that are on file with the Treasurer
   – Cash disbursement ledger
   – Checkbook
   – Bank statements
   – Monthly financial reports
   – Investments such as money markets, certificates of deposit, etc.
3. Perform review of the following:
   – Cash receipts and disbursements transactions in the case disbursement ledger
   a. – Review cash receipts using deposit slips and checkbook.
   b. – Review cash disbursements using invoices attached to bank statements and checkbook.
   c. – Reconcile cash in bank with cash disbursement ledger and checkbook, per bank statement.
   – Accounts Payable
   – Accounts Receivable
   – Membership dues paid to the Association
   – Investments
   – Minutes of the board meetings.  This is particularly necessary if the chapter is incorporated.  Minutes help determine if all motions and voting decisions of the board have been duly recorded and verify that all designated expenditures have been appropriately approved according to the bylaws.
4. Apply general and overall tests and checks to satisfy that the records represent fairly the financial position of the chapter.
5. Marshall evidence and data received and prepare financial review opinion with accompanying exhibits.
6. Prepare Report and accompanying schedules for distribution:
   – Copy to the President
   – Copy to the Vice President/President Elect
   – Copy to the Treasurer
   – Copies to Membership upon request

[/et_pb_accordion_item][et_pb_accordion_item title=”Membership Committee”]

Description:  The committee promotes growth of the chapter and the Association by adding and retaining membership within the chapter and the Association.

Duties:

1. Maintain liaison with members to ensure that they are properly oriented to chapter activities, are active in programs, and desire to retain membership in the chapter.
2. Search for and approach prospective members.
3. Develop and assist with all chapter membership recruitment and retention activities.

[/et_pb_accordion_item][et_pb_accordion_item title=”Nominating Committee”]

Description:  The Nominating Committee prepares a slate of nominees for the elective offices. The committee may secure advice from any source it desires, but the slate is determined by the committee.

Duties:

1. Prepare and finalize a list of prospective nominees and inform the nominees they have been selected.
2. Inform the chapter Secretary of the nominees’ names.  The Secretary distributes the ballots to all members in good standing. Ballots should have space for write-in candidates for each position.
3. Notify Newsletter Editor and/or Webmaster of slate of nominees for publication.

[/et_pb_accordion_item][et_pb_accordion_item title=”Program Committee”]

Description:  This committee is responsible for arranging programs for monthly general membership meetings. These programs are to carry out the general theme of information management and professional development.

Duties:

1. Arrange for speakers, tours, films, etc., for each regular meeting.
2. Keep programs scheduled for a year in advance.  It is advisable to have one or two backup programs/speakers in case of emergency.
3. Distribute announcements of all meetings at least two weeks prior to meeting date.
4. Provide a copy of the program, including a full description of the topic and a small biographical sketch on the speaker(s) to the Newsletter Editor and/or Webmaster.
5. Introduce speakers.
6. Arrange for a token of appreciation for each speaker.

[/et_pb_accordion_item][et_pb_accordion_item title=”Publicity Committee”]

Description:  This committee is responsible for promoting ARMA International through publicity in the local media.

Duties:

1. Notify local newspapers, business publications, radio, and TV stations of monthly meetings, special meetings, seminars, etc.
2. Submit all chapter programs and seminars on the ARMA International website to be posted to the Calendar of Events.
3. Arrange for the use of a booth to display at chapter seminars, conferences, or local trade shows.

[/et_pb_accordion_item][et_pb_accordion_item title=”Teller Committee”]

Description:  Tally votes for chapter activity that is voted on by ballot. (Chapter elections, bylaw amendments, etc.)

Duties:

1. Receive and tabulate all ballots for chapter officers or amendments to Bylaws.
2. Prepare a written report of tally of ballots for chapter officers.

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