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-Prepare messages for newsletters each month one is published.
-Inform
newsletter editor of all meeting fees, dates, places, and
agenda for upcoming meeting to be published in newsletter.
-Reserve
meeting locations for each scheduled function, keep a list of contacts and places to pass on to the vice president.
-Determine
lunch menus, costs, agenda and confirm all arrangements no less than 6 weeks prior to scheduled meeting.
-The day of
the meeting, check with the meeting site and the treasurer to make sure the prices quoted are accurate to the costs.
-Preside
over all FVPPA, Inc. meetings and board meetings. Prepare special agenda items and mail or contact by phone or email all board
members no less than 14 days prior to scheduled meetings.
-Order merits through WPPA merit supervisor for all speakers.
-Attend
all state board meetings as a Regional Director. If the
President is already on the WPPA board in another position or
otherwise unable to serve in this position, this position will be filled by another board member. This must be decided by
the Board of Directors and voted on. Once appointed, no substitutions are allowed and only one person will actually be able
to vote
for the FVPPA, Inc. at the board meetings.
-File papers for the PPA affiliate renewal in December.
-All
presidents of an affiliate must be PPA members in good standing.
-The newly elected president is responsible for hosting
the Fun Night
regional party at the WPPA Affiliated Convention in February.
President-Elect Duties
-Attend
all board meetings.
-Take the place of the President in
his/her absence.
-Choose print judges at each meeting. For January pre-state judging, it is his/her responsibility
to contact judges the October before. For prestate, all judges must be Masters and only 2 may be FVPPA members. Judges receive
$50.00 and 1 merit for their services at prestate.
-Send a list of prestate judges to the newsletter editor for the
January issue and be in contact with the print chair about the judges. Obtain PPA#’s from the prestate judges and
send to the WPPA Merit Supervisor by December to get merits.
-Arrange speakers for next year when become president
and send
contracts. Notify the WPPA President of speakers as to not duplicate ones speaking at state events. All speakers
must be approved by the WPPA .
- Keep a list of contacts and locations for meetings.
Secretary's
Duties
-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 forgetting 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 advertisersinformation.
-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 the
April 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.
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