Chapter Officer Roles and Responsibilities

Provided below are responsibilities that are assigned to the ORURISA Officers. Where appropriate, activities are also documented in procedures/operating manuals.

Officer/Activity Frequency/Time-frame  Procedure 
President    
Conduct Board Meetings
Annual (At a minimum) The Board shall meet at least once a year at a time and place determined by the Board.
The President may call special meetings of the Board. The meeting shall be held at a
time and place designated in the notice of the meeting. The Board may transact business at a meeting, by a telephone conference call, by a telephone ballot, by email, by facsimile ballot, or by similar electronic arrangement. A quorum of the Board shall be considered to be one more than one/half (50%) of the current Board.
Conduct Membership Meeting Annual Facilitates an annual meeting of members at the Chapter Conference, when a Board of Directors shall be elected and other such business shall be transacted as may properly be brought before the meeting
Elections Annual - April Follows Elections Operating Procedures - View Operating Procedures
Financial Plan and Annual Budget
Annual - at Board Retreat
Prepares a Financial Plan and proposed Annual Budget for consideration and adoption by the Board at the Annual Retreat. The annual budget provides an outlook projecting future Chapter revenues and expenses. (Prepared in concert with the Treasurer and Past President)
Leadership Retreat Annual - Winter Facilitates the annual retreat attended by the Chapter's Leadership. 
Email Communications
As required Transmission of appropriate email communications through Wild Apricot solution to full membership as required.  Follows email communications guidelines (Once Developed) 
Spokesperson for The Chapter
As required
Sign Contracts on behalf of the Chapter As required Prior approval of contracts is required by the Board prior to signing 
Annual Report to National URISA  Annual - July 30th  Complete the required annual report to the national organization. Current form is the Chapter Maturity Assessment. Form is located at: http://www.ohurisa.org/sites/default/files/2014%20Chapter%20Profile%20and%20Maturity%20Assessment_0.pdf
National Tax Return Filing
Annual - by May 15th Complete Short Form 990-EZ.  Performed with the Treasurer
Bank Signature Authority As required President has signature authority for the Chapter's financial accounts.  Treasurer also has signature authority
     
Past President    
Continuity
As required Advises current Officers and serving as representative of the Chapter or
other duties, as assigned by the Chapter President
Financial Plan and Annual Budget
Annual - at Board Retreat
Prepares a Financial Plan and proposed Annual Budget for consideration and adoption by the Board at the Annual Retreat. The annual budget provides an outlook projecting future Chapter revenues and expenses. (Prepared in concert with the Treasurer and President)
     
President Elect    
Conducts Board Meetings
As required Presides over Board meetings when the President is absent  
Annual Report to National URISA 
 Annual - July 30th Assists the President in the preparation of the report. Current form is the Chapter Maturity Assessment. 
     
Treasurer    
Financial Reports Quarterly Submits a quarterly financial report to the Board detailing actual versus budgeted expenditures and revenue, current financial status, and a balance sheet statement.
National Tax Return Filing
Annual - by May 15th
Complete Short Form 990-EZ. Performed with the President. Due Date: 4 ½ months after end of fiscal year
State Filing - Tax Annual - by April 15th Responsible for financial reports required by the Oregon Department of Revenue. Oregon Department of Revenue
PO Box 14790
Salem, OR 97309-0470
Information: (503) 378-4988
Web Site: www.oregon.gov/DOR/
Filing Fee: $0 
Note: This filing is required only if the organization has income that is unrelated to its exempt purposes and is thereforenot tax-exempt.
State Filing - Corporate with the Secretary of State Annual -  Responsible for filing the Oregon Corporate Report. Form: Annual Report for Nonprofit Corporations

Due Date: Annually within 45 days of the anniversary date on which the original Articles of Incorporation were filed.

Secretary of State
Corporation Division
255 Capitol St. NE
Suite 151
Salem, OR 97310-1327
Information: (503) 986-2200
Fax: (503) 378-4381
Web Site: www.sos.state.or.us
Filing Fee: $50
Notes: The annual report may be filed online at: www.filinginoregon.com/pages/forms/business/np_renew_online.htm

A confirmation copy may be obtained for an additional fee of $5.
Financial Plan and Annual Budget Annual - at Board Retreat Prepares a Financial Plan and proposed Annual Budget for consideration and adoption by the Board at the Annual Retreat. The annual budget provides an outlook projecting future Chapter revenues and expenses. (Prepared in concert with the President and Past President)
Disbursement of Funds As required Facilitates reimbursement of funds for authorized expenditures.  Follows policies incorporated into the Chapter Bylaws and Disbursement Guidelines (GuidelinesUnder Development). 
     
Communications Director / Secretary    
Written Records As required Prepare and maintain the written record of the Chapter's proceedings. The records shall consist of accurate minutes, resolutions and correspondence arising from all proceedings and meetings of the Chapter and Board. These documents shall be archived on the Chapter web site and made available to the membership.   
Website As required Maintain the Chapter website keeping content current, assigning administrative rights to other officers, sections, special interest groups, and content providers. Assure the site remains accessible to the public by performing required systems administration activities. 
Email Communications As required Transmission of appropriate email communications through Wild Apricot solution to full membership as required. 
Social MediaAs requiredManage content and updates on Twitter account.
Chapter Newsletter Future Activity No newsletter strategy is presently in place

 

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