The Board will meet once a month for the purposes of conducting the Chapter’s business. All Board Meetings will be open to the chapter membership and will be posted in the chapter newsletter.

The fiscal year of the chapter shall be January 1 to December 31.

Committee Chairs and Members must be members of the Society in good standing and shall be presented to the Board for approval.

Actively managing the business of the Chapter and seeing that orders and resolutions of the Board are carried into effect.

Representing the Chapter at SITE International functions such as the International Conference, University of the Americas, and President’s Council meetings at IT&ME and EIBTM.

Coordinating an annual Leadership Retreat for CHICAGO Chapter Board members.

Appointing Committee Chairs and positions as required by the by-laws of the CHICAGO Chapter and/or requested by International Headquarters, and such other positions that may be required occasionally.

Communications required by SITE International Headquarters.

Chapter Officers and Directors address and phone list.

International By-laws.

Chapter By-laws.

Chapter Policies and Procedures.

Officer Job Descriptions.

Chapter Budget.

Current Board’s Goals and Objectives.

Deadline dates for submission of any material to International Headquarters as well as any deadline dates for submission of material on the chapter level, such as newsletter articles.

Coordinating attendance at the annual Leadership Retreat for the CHICAGO Chapter Board members.

Maintaining the chapter archives including a record of the minutes of all meetings, copies of all financial reports, current Chapter and International By-laws and Policies and Procedures and any other official business records.

Is responsible for proofing all chapter minutes and the quarterly chapter newsletter prior to these being sent to the Chapter President (who will give final approval before printing/distributing).

Is responsible for filing quarterly report with SITE International Headquarters (as well as providing a copy of the report to the Chapter President for final approval before submission to Headquarters).

Reviewing applications for membership to the Chapter and making recommendations to the Board regarding them.

Creating and supervising a Membership Recruitment and Retention Committee.

Developing and maintaining an ongoing Membership Needs Assessment Program.

Maintaining a stock of membership materials, including membership applications, and information sheets from International Headquarters new member packets.

Producing a membership directory.

Calling new members to welcome them as well as sending them recent newsletter copies and committee involvement forms.

Develop new educational programs for occasional and/or permanent inclusion into the CHICAGO Chapter.

To provide at least one article for each quarterly newsletter.

Overseeing all program activity for the CHICAGO Chapter Educational Sessions.

Shall negotiate hospitality with the site/venue and give the guarantee of attendees to the venue/caterer.

Shall provide, distribute and collect the Evaluation Sheets at each quarterly Educational Program. These evaluations are then tabulated into a result sheet. S/he will also prepare a report regarding the evaluations for presentation at the following Board Meeting and maintain a file of evaluations for review at the Annual Leadership Retreat.

Shall develop a yearlong program including a minimum of quarterly networking events, two (2) educational sessions, and the annual general membership meeting in December. This shall be done with the guidance and help of the full board and with full consideration of the Membership Needs Assessment Programs.

Sending a program announcement, flyer, card or invitation to all members and prospective members inviting them to the Educational Programs.

Providing a Program wrap-up article for the Chapter Newsletter.

Providing certificates and other recognition for speakers and vendors who donate items and services for the Educational Programs.

Creating and supervising a Marketing Committee.

Shall, with the Marketing Committee, develop and implement a Comprehensive Marketing Plan.

Oversee Editorial Management of CHICAGO Chapter Newsletter. A newsletter committee/editor may be created which would be charged with soliciting articles, advertising and sponsorship, composing, publishing and mailing the Chapter Newsletter (2) times a year. V.P. of Communications would then be the liaison with the board on status/progress of committee and provide support to committee.

Has the authority to spend condolence funds with the approval of the President.

Regular communication with local and national allied organizations with the objective of establishing working relationships that will result in joint effort meetings and productions that will benefit the industry. This officer is invited and encouraged to attend as many meetings and events of Allied organizations as possible, especially meetings at the administrative level.

Work with the Program Committee and Vice President of Programs & Education to develop joint venture educational programs with other organizations.

Any and all official correspondence between the CHICAGO Chapter and any other entity as directed by the Board, Executive Committee or President of the Chapter.

Development and supervision of a process for receiving attendance responses, onsite registration, literature distribution, and other operational aspects of the Educational Sessions.

Taking in money at the Educational Sessions and sending collection notices to Members who RSVP and do not show up.

Making monthly, quarterly and year-end reports to the Chapter President and Board.

Submitting quarterly financial reports and other fiscal reports as required by SITE International Headquarters according to the schedule supplied by the International Office. The quarterly financial reports will be included in the Vice President’s quarterly reports to Headquarters.

Overall financial management of the Chapter, including the development of short and long-term Financial plans for approval by the Board and an annual budget to be approved by the Board by December 31st.

A member of the Nominating Committee (could be Chair).

Advisor to the President, providing support, encouragement, and a reference point (continuity); introduce Chapter President to Key people at International Headquarters.

Reporting to International Headquarters, as required, throughout the nominations/election process.

Ensuring that the following specific chapter business is conducted at these times:

September of each year, the Nominations Committee shall publish an Election Calendar and make it available to all voting members of the Chapter.

August/September, Remind the membership that Request for Nomination Forms must be returned by the Nominations Chair by the 28th day of September. Requests should be included in the Summer issue of the Chapter Newsletter.

October –Proposed slate of Board Members is sent to membership.

October –Ballots, along with biographical information Board Member nominee to be mailed to the membership no later than October 14. Responses are due from the membership to the Nominations Chair no later than November 1.

November –Current Board elects officers for the following year from the newly elected Board.

Special meetings of the Board will occur according to the provisions within the Chapter By-laws.

All proposed and seated Board Members shall maintain their membership in good standing. Failure to do so will result in removal, in accordance with the Chapter By-laws.

Regular attendance at the Board meetings is essential for the operation of the chapter. Failure to attend four or more meetings may result in removal from the Board.

Standing Committees shall include, but not be limited to :

Sponsorship

Education & Programs

Marketing & Public Relations

Membership

Newsletter

The Board reserves the right to amend the Policies and Procedures by a simple majority vote of the Board. Maintenance of the defining (most recently amended) Policies and Procedures, along with the current By-laws shall be the responsibility of the Secretary.

Only one member of a company may hold an office and/or position on the Board during any fiscal year.