Executive/Committee Chair Position Calendar

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Start End Task Responsible Comments Committee Affected
Jan-01 Make checks/deposits on daily basis. Treasurer On-going
Jan-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Jan-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going All
Jan-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going All
Jan-01 December Financial Statements Treasurer
Jan-05 In consultation with the President and the Finance Advisory Committee, develop a proposed budget for the next fiscal year. Treasurer Finance

Advisory

Jan-05 Prepare for Winter Executive Meeting. Include previous year audited final financial statement, latest YTD financial statements, list of institutional member, list of gold plan members, committee liaison information, proposed budget for next fiscal year, and recommendations and/or changes in Financial Guidelines as proposed by the Finance Advisory Committee. Treasurer
Jan-07 Submit Annual Conference and Exposition program proposals,include passport programs and diversity networks New Pros and E&DA
Jan-08 Make travel arrangements for Winter Exec Meeting All
Jan-08 Check in with Corporate Relations about Corporate Membership updates Technology Coord Corp Relations
Jan-08 Work with Finance Advisory Committee to ensure completion of the audit report. Treasurer Finance

Advisory

Jan-08 Time & Place Waves article with bid deadline (include transition dates as part of bid) Vice President Time and

Place

Jan-08 Waves article announcing committee request process for following year Vice President
Jan-08 Waves article requesting any By-Law changes Vice President By-Laws
Jan-10 Advertise for Annual Conference and Exposition Awards President New Pros

E&DA

Jan-10 Award Joan F Mortell WTI Award for New Pro WTI

New Pros

Jan-15 Contact committee chairs to encourage them to present at Annual Conference and Exposition; assist with program proposals if needed (non-RAP committees) All All
Jan-15 Send out RW Gang, Charles L Miller, and Volunteer of the Year e-mail Pres Elect
Jan-15 Send out Diversity & Affirmative Action e-mail for individual and institutional awards Pres Elect Diversity &

Affirm. Action

Jan-15 Send out call for Nominations for Exec Board Pres Elect Nominations
Jan-29 Send out draft agenda for winter Exec meeting President 3 weeks before meeting
Jan-29 Send rosters to committee chairs to confirm membership Vice President 3 weeks before meeting All
Jan-30 All receipts due within 30 days of event/mtg All All
Jan-30 Time & Place bids DUE Vice President T&P
Jan-30 WACUHO Committee requests for following year available online
Feb-01 Prepare for Winter Exec Meeting (reports from chairs, follow up items from previous meeting, etc.) All
Feb-01 Make checks/deposits on daily basis. Treasurer On-going All
Feb-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Feb-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going All
Feb-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going All
Feb-01 January Financial Statements Treasurer
Feb-08 Submit to President Elect any/all proposed changes to the Leadership Manual. All
Feb-08 Prepare article for newsletter. All
Feb-08 Prepare proposed budget that will be presented to Exec committee at Winter Exec meeting and during the business meeting of the Annual Conference and Exposition for final approval. Treasurer
Feb-08 Time & Place committee ranks all bids received Vice President T&P
Feb-13 Review all Time & Place bids and select winning bid (include transition dates in bids) All T&P
Feb-14 First round of WACUHO committee requests due (for review at Exec Spring meeting--bring copies for Exec to review) Vice President
Feb-14 Proposed by-law changes due Vice President
Feb-14 Confirm current year committee membership for Awards & Recognition committee Vice President Awards &

Recognition

Feb-16 Select Annual Conference and Exposition Award recipients President New Pros

E&DA

Feb-17 Exec Board nominations due Pres Elect Nominations
Feb-21 Review & finalize committee/chair requests at Exec Spring meeting Vice President
Feb-21 Review & finalize proposed by-law changes at Exec Spring meeting Vice President
Feb-22 Feb-24 Winter Exec Meeting (discuss Spirit of WACUHO award) All Exec
Feb-27 Type draft of minutes and distribute to Execs; send to webmaster for online posting Secretary
Feb-28 All receipts due within 30 days of event/mtg All All
Feb-28 Make travel plans for Annual Conference and Exposition meeting All
Mar-01 Prepare for Annual Conf Business Meeting (reports from chairs, follow up items from previous meeting, etc.)/Send soft copy to Secretary for Business meeting packet All All
Mar-01 RW Gang, Charles L. Miller, and Volunteer of the Year nominations due Pres Elect Depends on timing of Annual Conference and Exposition Corp Relations
Mar-01 Early Bird Deadline for Annual Conference and Exposition President Annual

Conference

Mar-01 Prepare Annual Conference and Exposition Business Meeting packets (enough copies for all voting members); include agenda, Exec reports, proposed budget, voting placards, prior year minutes, proposed by-law changes, etc. Secretary
Mar-01 Make checks/deposits on daily basis. Treasurer On-going
Mar-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Mar-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going
Mar-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going
Mar-01 February Financial Statements Treasurer
Mar-01 Prepare and present for the Annual Meeting: Budget Summary (prior year, YTD), findings from audit report, list of all institutional and corporate members, proposed budget, and any recommendations by the Finance Advisory Committee. Treasurer
Mar-02 Order plaques after Winter Exec meeting Pres Elect Awards &

Recognition

Mar-08 Select Charles L Miller/RW Gang recipients Pres Elect Depends on timing of Annual Conf Corp Relations
Mar-08 Select DAA Institutional/Individual award recipients Depends on timing of Annual Conf Diversity &

Affirm. Action

Mar-10 Letter to Annual Conference and Exposition newcomers President
Mar-15 Advertise for ACUHO-I Conference Award Pres Elect New Pros
Mar-15 Exec Board nominee bios due Pres Elect Depends on timing of Annual Conf Nominations
Mar-15 Prepare logistics for AC committee reception President
Mar-15 Take detailed minutes during Annual Conference and Exposition Business Meeting Secretary
Mar-15 Prepare member roster for Nominations chair/roll call Secretary
Mar-15 Prepare and present financial information at the new chair and executive committee member orientation at the Annual Conference and Exposition. Treasurer
Mar-15 Announce winning bid at Business Meeting Vice President
Mar-30 All receipts due within 30 days of event/mtg All All
Apr-01 Create Exec candidate bio boards Pres Elect Nominations
Apr-01 Make checks/deposits on daily basis. Treasurer On-going
Apr-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Apr-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going
Apr-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going
Apr-01 March Financial Statements Treasurer
Apr-07 Reimburse AC for conference awards Treasurer New Pros

E&DA

Apr-08 Prepare article for newsletter. All
Apr-08 Select ACUHO-I conference award recipient New Pros
Apr-11 Register for ACUHO-I Annual Conference and Exposition All
Apr-30 Make travel plans for June Transition meeting All
Apr-30 All receipts due within 30 days of event/mtg All All
May-01 Early Bird Deadline for ACUHO-I conference All Award

recipient||New Pros

May-01 Make checks/deposits on daily basis. Treasurer On-going
May-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
May-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going
May-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going
May-01 April Financial Statements Treasurer
May-07 Encourage committee chairs to submit End of Year report to Vice President All
May-08 Prepare End of Year Report All
May-08 Contact WACUHO webmaster to make intros Technology Coord
May-10 Anticipate ordering food for ACUHO-I reception Pres Elect
May-11 Audit survey monkey service Technology Coord
May-15 Prepare for Transition Executive Meeting. Include latest YTD financial statements, list of institutional member, list of gold plan members, and committee liaison information. Treasurer
May-24 Meet with RAP Planning committee to determine theme MALs
May-25 Prepare transition topics for incoming counterpart on Exec All
May-26 Compile "Pearls of Wisdom" for incoming Exec All
May-30 All receipts due within 30 days of event/mtg All All
Jun-01 Exec Transition mtg All Determine mtg dates/locations for year
Jun-01 Set Newsletter dates at Transition mtg Newsletter Editor
Jun-01 Check w/future AC chairs to book hotel rooms for next Transition mtg Pres Elect
Jun-01 Make checks/deposits on daily basis. Treasurer On-going
Jun-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Jun-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going
Jun-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going
Jun-01 May Financial Statements Treasurer
Jun-01 Anticipate ACUHO-I Regional Reception Invoice Treasurer
Jun-01 NHTI Award ($1000)
Jun-01 ACUHO-I Annual Conference and Exposition Award ($1000)
Jun-01 Transition new Execs All
Jun-07 Arrange for updates to Schwab accounts. Treasurer
Jun-10 Contact Annual Conference and Exposition, Host and Exhibits Chairs for conference website/online registration Technology Coord
Jun-13 Send all documents, tapes to Historian Secretary
Jun-15 Adjust WACUHO e-mail aliases for incoming Exec Technology Coord
Jun-15 Contact Committee Chairs regarding the use of technology (websites, e-mail announcements, etc.) Technology Coord
Jun-15 All receipts due for year-end close (budget) Treasurer
Jun-18 Make contact with liaison committee chairs All
Jun-18 Meet with RAP Planning Committee, determine future meetings, etc. MALs/Island RAP liaison
Jun-22 Update membership rates on web Technology Coord
Jun-23 Send draft of minutes/post to web Secretary
Jun-24 Renew Survey Monkey service Treasurer
Jun-30 All receipts due within 30 days of event/mtg All All
Jul-01 Update online membership (delete invalid accounts) Technology Coord
Jul-01 Make checks/deposits on daily basis. Treasurer On-going
Jul-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Jul-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going
Jul-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going
Jul-01 June / End of Year Financial Statements Treasurer
Jul-01 Mail out information packet to all committee chairs and executive committee members. Include: budget form, donations, check request, and deposit form. Treasurer
Jul-01 Send updated WACUHO committee rosters to chairs & Exec Vice President
Jul-05 Mail Invoices and renewal information to CHOs regarding membership Treasurer
Jul-10 RAP Committee Meeting (remember to plan for quarters vs. semester schools) MALs
Jul-15 Work with Annual Conference and Exposition Chairs to create basic Annual Conference and Exposition website Technology Coord
Jul-15 Contact RAP/WTI chairs about using online registration Technology Coord
Jul-30 All receipts due within 30 days of event/mtg All All
Aug-01 Contact WACUHO committees to which you are liaison (have committee chairs update websites, etc.) All
Aug-01 Make checks/deposits on daily basis. Treasurer On-going
Aug-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Aug-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going
Aug-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going
Aug-01 July Financial Statements Treasurer
Aug-01 File "Domestic Non-profit Corporation" statement with Secretary of State Treasurer
Aug-01 Send updated WACUHO committee rosters to chairs & Exec Vice President
Aug-08 Exec mtg host for Fall meeting should send e-mail with logistics (travel, accommodations, etc.)
Aug-09 Create & test RAP/WTI online registration Technology Coord
Aug-10 RAP Committee meeting MALs
Aug-15 All RAP locations/dates should be finalized MALs/IRAP liaison
Aug-30 All receipts due within 30 days of event/mtg All All
Sep-01 Make checks/deposits on daily basis. Treasurer On-going
Sep-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Sep-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going
Sep-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going
Sep-01 August Financial Statements Treasurer
Sep-01 Send updated WACUHO committee rosters to chairs & Exec Vice President
Sep-08 Prepare article for newsletter (RAPs, award availability, committee membership, Pres letter refer to goals for year) All
Sep-08 Make travel arrangements for Fall Exec meeting All
Sep-08 RAP Committee Meeting MALs
Sep-08 Contact all institutions (via CHO e-mail) to update membership Technology Coord
Sep-08 Reminder notices to CHOs who have not yet re-affiliated. Treasurer
Sep-10 Work with Treasurer to update Institutional membership years Technology Coord
Sep-13 Send draft agenda of Fall mtg President
Sep-30 All receipts due within 30 days of event/mtg All All
Oct-01 Contact all individuals (via e-mail) to update membership information Technology Coord
Oct-01 Work with technology consultant on any necessary changes to RAP online registration Technology Coord
Oct-01 Make checks/deposits on daily basis. Treasurer On-going
Oct-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Oct-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going
Oct-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going
Oct-01 September Financial Statements Treasurer
Oct-01 Advertise WTI Award WTI
Oct-08 Prepare for Fall Exec Meeting (reports from chairs, follow up items from previous meeting, etc.) All
Oct-08 Annual Conference and Exposition budget DUE to Exec for review President
Oct-08 Renew Insurance Policy. (Expires Dec) Treasurer
Oct-08 File Federal Tax form 990 and State Tax form 199 for previous year fiscal activities Treasurer
Oct-08 Prepare for Fall Executive Meeting. Include previous year final financial statement, latest YTD financial statements, list of institutional member, list of gold plan members, and committee liaison information. Treasurer
Oct-08 Prepare for audit of previous year\’s activities. Treasurer
Oct-10 RAP Committee meeting MALs
Oct-12 Contact schools who have not paid dues (use RAP registration as reason for calling) MALs
Oct-15 Send updated WACUHO committee rosters to chairs & Exec (review at Fall Exec meeting as needed) after checking to verify that all chairs and committee members belong to member institutions. Vice President
Oct-24 Nov-18 RAPs (tend to occur from last week of Oct - first weeks of Nov) All
Oct-24 Nov-18 RAP committee appreciation meal ($10/committee member up to $200) MALs
Oct-30 All receipts due within 30 days of event/mtg All All
Nov-01 Make checks/deposits on daily basis. Treasurer On-going
Nov-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Nov-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going
Nov-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going
Nov-01 November Financial Statements Treasurer
Nov-01 Select WTI award recipient New Pros
Nov-08 Reminder notices to CHOs who have not yet re-affiliated. Treasurer
Nov-08 Conduct audit of previous fiscal year activities with Finance Advisory Committee Treasurer
Nov-08 Renew Bond. (Expires 12/12/06) Treasurer
Nov-10 Begin preparing for Annual Conference and Exposition online registration Technology Coord
Nov-13 Exec mtg host for Winter meeting should send e-mail with logistics (travel, accommodations, etc.) 3 day meeting
Nov-15 Confirm with CRC chair(s) that corporate relations information has been sent to all committee chairs and executive committee members. Treasurer
Nov-15 Confirm with CRC chair(s) that corporate relations renewal information has been sent. Treasurer
Nov-15 Send Time & Place teaser postcard to all eligible host institutions Vice President
Nov-28 Send Time & Place letter with bid instructions to all eligible host institutions Vice President
Nov-30 All receipts due within 30 days of event/mtg All All
Dec-01 Feb-28 Attend RAP Wrap-up Meeting; assist chair with finding next chair & soliciting host schools MALs RAPs
Dec-01 Make checks/deposits on daily basis. Treasurer On-going
Dec-01 Transfer monies between checking and value advantage accounts to maximize dividend income. Treasurer On-going
Dec-01 Provide Committee Chairs financial support: approval of budgets, YTD summaries upon request, assistance in closing budgets. Treasurer On-going
Dec-01 Provide membership lists, forms, reserve requests, corporate relations funding, and general information upon request. Treasurer On-going
Dec-01 November Financial Statements Treasurer
Dec-01 Final call to CHOs who have not yet re-affiliated. Treasurer
Dec-01 Request proposed budget allocations for the next fiscal year from all committee chairs and executive committee members. Requests due by January. Treasurer
Dec-01 Work with Finance Advisory Committee to ensure completion of the audit report. Treasurer
Dec-08 Prepare article for newsletter (Bylaw changes, Charles L. Miller/RW Gang awards, RAP reviews, committee membership for next year, Time & Place, Nominations, etc.) All Awards & Rec

Time & Place Nominations RAPs By-Laws Corp Relations

Dec-15 Early Bird Deadline for WTI registration WTI
Dec-30 All receipts due within 30 days of event/mtg All All