-Attend all regular meetings. If not able to attend, find another board
member who will be able to act as secretary on your behalf.

-Take notes during the board meetings and keep on file.

-Take notes at the general meetings. Make a Secretary’s Report and
send it to the newsletter editor for publication in the next newsletter. Keep
minutes brief, record actions only, not opinions or discussions.

-Obtain a list of members who attend each meeting from the treasurer
and record points in the medallion binder.

-Obtain a list of members in attendance at the Fall State Convention
and the Affiliated Regional Convention from the WPPA computer service chair,
and record points for attendance at the conventions in binder.

-Record points for board of directors, committee chairs, Photographer
of the year and each 5 years of membership in the binder.

-Obtain list of members and their scores who enter prints at FVPPA, Inc
meetings and at the WPPA Fall State Convention and Affiliated Regional
Convention and record points in binder.

-Tally points, send each member a sheet with their points totals on for
double checking the points.

-Present medallion award and bars at the March awards banquet.

-Obtain the medallions and bars from the previous secretary and make
sure there are enough medallions and bars on hand.

-Make sure the awards chair has the required number of medallions
needed for awards by the March 1st so the awards can be made.

Treasurer's Duties

-Attend all board meetings. If unable to attend you are responsible for
getting signed checks or the checkbook to the secretary to pay the
bills of the meeting.

-Hold and maintain the association checkbook.

-Pay any association bills (i.e. speakers, meeting rooms, meal,
printing, postage, etc.) Speaker, judges and meeting fees are paid on the day of
the meeting.

-Checks with the president to make sure hotel/restaurant bills are
accurate as quoted.

-Sends monthly reports to the President and Newsletter editor within
one week following a meeting.

-Receives reservations for meetings and collects money at the meetings.
Give a list of members registered paid and not paid to greeter prior to the
board meeting.

-Supply a list of the members attending the meetings to the Secretary
for the tally of the Foxes Medallion points.

-Keep accurate records of all accounts using an approved accounting
method.

-No monies to be expended without approval by the board.

-Responsible for filing of any necessary tax form or arranging for the
filing thereof.

-Shall be accountable to the audit committee for all monies received
and expended.

-End of year report must be compiled and sent to newsletter editor.

-Responsible for paying scholarships directly to the school for the
recipients.

-Have records available for annual budget meeting.

-Maintain the membership mailing list. Update it whenever necessary (additions, subtractions, address changes, etc.). Make sure Newsletter Editor has updates also.

-Send out annual dues renewal notices in December.

-Print or email annual Membership Directory to members.

Newsletter Duties

-Obtain folder from the outgoing newsletter editor with the advertisers
information.

-Write, edit, print and mail newsletters and any special mailings that
may be required from the FVPPA.

-Obtain and include all info and pictures pertaining to any print awards,
PPA information, and programs including maps to where meetings will be,
pricing of meetings, schedules, and treasurer’s report, secretary’s report,
president’s message, print chair report, list of future print categories,
calendar of events. List the registration fee as “the cost of the meeting
and the meal is included in the price.”

-The incoming board of directors’ nominees must be placed in the November
and January newsletters along with Article 2, Section 15 of the bylaws and
in the hands of the members two weeks prior to the annual meeting in
January.

-Mail out newsletters at least 2 weeks before each meeting.

-Send newsletter to each studio, program speaker, ALL advertisers, Regional
Editors, WPPA President, WPPA Newsletter Editor, and WPPA President
Elect.

-Send a copy of the January newsletter to each of the judges for the
prestate meeting.

-Send advertisers a letter and contract in October to serve a spot and
prepay for their ads for the upcoming year. Keep a written account of
advertisers to pass on to the next newsletter editor. Keep advertisers
contracts and info in folder for 7 years due to tax laws.

-The first newsletter you are responsible for is the March newsletter.

-There will be between 7 & 8 newsletters printed out each year, with one
before each meeting.

Print Chair

-Read and understand print judging rules

- Sort and prepare prints for competition with the assistant print chair’s
help:

Collect print cases
Check in prints
Stamp or label the backs of the prints
Arrange the prints for judging
Set up lights and turntable for judging
Take prints on and off turntable during judging
Record scores in notebook and on backs of prints
Apply ribbons to prints and present to recipients
Deliver print of the month award to the recipient

-Get a written description of lighting and comments on Print of the Month
from the recipient and get a copy of the image. These are to be sent to
the Newsletter Editor before next deadline.

-Record points for Print of the Year and give a copy of each month’s judging
sheets to the Secretary to tally Foxes Medallion Points.

-Vice President is responsible for getting judges for meetings, including
prestate.

-New print chair picks the categories for coming year in January.

-Outgoing print chair tallies scores and gives them to Award’s Chair and
Secretary after January prestate meeting.

-Print of the year goes to a member in good standing according to
qualifications in the official print judging rules.

-Photographer of the year goes to the member in good standing according to
the official print rules.

-Must attend Fall convention and fulfill duties as print chair at Fall
judging. Obtain results of all FVPPA entries for newsletter and for
Secretary.

-Is required to assist on print crew at State Affiliate Convention in late
winter.

Assistant Print Chair

Assist the Print Chair during FVPPA print competitions, including:

Collecting print cases
Checking in prints
Stamping the back of the prints
Arranging the prints for judging
Setting up the lights and turntable
Taking prints on and off the turntable during judging
Recording scores in notebook and on back of prints
Ribboning prints
Other jobs as the print chair assigns

The assistant print chair should be able to take over the duties of the
print chair in case he or she is absent

The assistant print chair is required to go to the WPPA conventions to learn
about state level competitions. It is strongly suggested that the assistant
print chair work on the WPPA print crew.

The assistant print chair is looked as the first choice to succeed the print
chair in that position on the FVPPA board at the end of his or her term
should the print chair decide to no longer serve in that capacity. If you do
not feel that you can make this commitment, please let the board know as
soon as possible.

The position earns two medallion points in the service category at the end
of its term.

Note to all Chairpersons:

All positions are voted in by January and begin their term at theApril meeting until the end of the March meeting the next year.
The responsibilities outlined here are only guidelines; your input and ideas are always valuable and welcome.
As a chairperson, you are expected to attend all FVPPA general meetings. If you cannot attend a Foxes meeting, please arrange  for someone else to handle your responsibilities. Let a board member know who this person will be.
Each Chairperson’s term is one year, renewable by the January meeting.
Thank you for your help. Together we can make the FVPPA stronger, better organized, and more beneficial to ourselves and our colleagues.