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: |
||
| 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
|
||
| 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 StateCorporation 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
|
||
| 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). | ||
| 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 Media | As required | Manage content and updates on Twitter account. | ||
| Chapter Newsletter | Future Activity | No newsletter strategy is presently in place |