Welcome Guest NATIONAL ASSOCIATION OF PURCHASING MANAGEMENT-ORANGE COUNTY Sunday, February 5, 2012
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Administrative Support Committee
Appointed by: President 
Term of Office: One (1) Year
Reports To: Board Sponsor and President
Statement #: JD: 7
Effective Date: July 2000
Revised Date: June 2011 

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: Strong administrative talents, along with a broad scope of business knowledge and association activity. Said individual is most likely to be someone who possess an excellent understanding of the local association and its Policy & Procedures. 

GENERAL DISCUSSION: The committee functions as a general manager, covering a diverse range of activities, and advising the Board on recommended courses of action. 

BREADTH OF RESPONSIBILITY: This committee has assumed active roles in lease negotiations as well as insurance activities. The role is to ensure that the Bylaws are in conformance with the aims and objectives of the Association, and not in conflict with the Bylaws of ISM. The Chair functions as office administrator.
SPECIFIC DUTIES:
  1. Bylaws and Policies and Procedures:
    1. Review to determine if agreement with current association practices
      1. If not in agreement, bring the matter to the Board
      2. If changes are required, rewrite the Bylaws and present to the Board for approval.
        1. Announce Bylaws changes at a regular dinner meeting one month prior to voting.
        2. Circulate the proposed change in writing to all members not less than 15 days before date of the vote.
        3. Conduct vote by members at the announced dinner meeting, or via mail, at the discretion of the Chair.
      3. Upon approval, publish the amended Bylaws.
    2. Periodically review the Affiliate’s Policy and Procedures manual. Recommend appropriate amendments to the Board. With Board approval, publish and make available the updated manual.
  1. Nominations:
    1. Regular elections
      1. Prepare in January a list of qualified regular members as candidates to fill the expiring terms. Obtain consent of candidates.
      2. Submit list to the President at the February Board meeting
      3. Notify all members in writing of the nominees by mid-March
      4. Announce and introduce candidates at the February meeting, at which time additional nominations may be made from the floor.
      5. Conduct voting process by secret ballot at the April dinner meeting by voting members in good standing:
        1. Appoint two (2) association members to act as tellers in disbursing ballots and counting votes during the election.
        2. The candidate receiving the highest number of votes shall be declared elected. If lengths of terms vary, the candidate receiving the highest number of votes shall be elected for the longest term.
        3. Ties will be decided by special ballot.
        4. Ballots will be retained for a period of 60 days by the chair and then destroyed.
    2. Voting by mail:
      1. Chair will follow election and voting procedures in ISM Bylaws.
      2. When conducted by mail only, all voting members shall be notified at least thirty (30) days prior to the election deadline.
      3. If there is more than one vacancy, the candidate receiving the highest number of votes shall be declared elected for the office with the longest un-expired term. Ties will be settled by a special ballot.
      4. Ballots will be preserved for a period of 60 days by the chairperson and then destroyed.
  2. Awards:
    1. Ensure Board selects and votes for candidates for the Herb Canon and Sara J. Arhlen awards in May.
    2. Purchase appropriate plaque(s) for the awardsand arrange for engraving.
    3. If applicable, coordinate and submit nominations for ISM Awards for Excellence and J. Shipman Gold Medal Award by March 31.
  3. Report progress on a monthly basis. A monthly report shall be submitted for the Board of Directors Meeting.
  4. Attend Local Leadership as required.
Communications Committee
Appointed by: President 
Term of Office: One (1) Year
Reports To: Board Sponsor and/or President
Statement #: JD: 9
Effective Date: July 2000
Revised Date: June 2011

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: An individual with strong interpersonal relationship skills and creative writing techniques is desired. The Chairperson for the committee should have knowledge of various committee/activities with the Association. A CPSM, C.P.M. or A.P.P. certification is desirable. Strong writing and proofreading skills are desirable.

GENERAL DISCUSSION: Inasmuch as the Affiliate is counting on the Website as a source of revenue, a way to disseminate information to all members and a way to streamline processes such as invoicing and workshop sign-ups, this position plays a vital role in the Affiliate as the first point of contact for many members and non-members with the Affiliate.

BREADTH OF RESPONSIBILITY: The Communications Chair is responsible for monitoring all the activities that will keep the public aware of the endeavors of the Association. The Chair in conjunction with the Business Manager shall review all materials that go on the Website for accuracy making certain that the material is current. The Chair will continue to improve the website within the framework of the budget and with Board of Directors’ approval. The Chair will make every effort, working in conjunction with all committees, to market the website links and provide a revenue stream to the Affiliate.
  1. Create an annual budget and manage the funds approved by the Board of Directors.
  2. Maintain the procedure by which pertinent information is properly released to the local membership and Supply Management Affiliates.
  3. Develop a liaison with the media, as well as news directors; be aware of their needs and requirements so as to obtain exposure of the Supply Management message to business and community.
  4. Report progress on a monthly basis. A monthly report shall be submitted for the Board of Directors Meeting.
  5. Promote interest in Association programs, professional development, certification and membership.
  6. Institute new and continuing methods of communications such as social networking, news media, etc
  7. In conjunction with the Business Manager, send out monthly email blasts to all members.
  8. Review and proofread for errors, omissions and accuracy all material prior to posting on website.
  9. Attend local Leadership and Regional Workshops as required.
Educational Resources Committee
Appointed by: President
Term of Office: Three (3) Years
Reports To: Board Sponsor and/or President
Statement #: JD: 10
Effective Date: July 2000
Revised Date: June 2011

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: It is preferred that the Chair of this committee be a CPSM, or C.P.M./A.P.P. in light of the fact that professionalism and continuing education are being promoted. A degree is desirable, and it is recommended this individual should have experience in various committees/activities within the affiliate. Strong management plus leadership skills are highly recommended.

GENERAL DISCUSSION: Inasmuch as the emphasis is on continuing education, the Educational Resources committee plays a pivotal role, often being the first point of contact for a potential new member (i.e., monthly dinner meetings, workshops or seminars). 

BREADTH OF RESPONSIBILITY: Develop and implement programs and activities that will be desirable at the Affiliate’s monthly dinner meetings, and that will contribute to the useful knowledge and professional qualifications in supply chain management. This Chair is encouraged to work with the local colleges and universities to establish and maintain courses in supply management, which will serve to acquaint students who are preparing for occupations in business with the supply function and which will provide both basic and advanced training for those students who are interested in supply management as a career. 

SPECIFIC DUTIES:
1.      Responsible for Professional Credentials sub-committee. Shall   either actively chair the committee or with the President's approval, appoint a Chairperson for the committee.
2.      Develop by the July Board meeting, an outline or plan of the coming year’s programs.
3.      Arrange for speakers, films, or other presentations to carry out programs.
4.      Advise the Communications Chair, House Chair, Marketing Chair and the Business Manager in advance as to programs and dinner speakers to ensure the event is promoted and membership notified.
5.      Ensure that a sufficient number of workshops of varied types, of interest to all levels of supply management professionals, are offered.
6.      Coordinate the annual joint February dinner meeting with APICS Orange County. Each association will alternate annually the sponsorship and providing the speaker.
7.      Distribute the dinner meeting survey, evaluate the results and distribute to the board members and committee chairs within a week following the meeting.
8.      Report progress on a monthly basis. A monthly report which shall include a list of upcoming speakers and events shall be submitted for the Board of Directors Meeting.
9.      Attend local Leadership Workshops as required.

House Committee
Elected by: President 
Term of Office: One (1) Year
Reports To: Board Sponsor
Statement #: JD: 12
Effective Date: July 2000
Revised Date: June 2011

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: Good negotiation and organizational skills along with the ability to communicate effectively are required. 

GENERAL DISCUSSION: The House Chair is the liaison between the Affiliate and the facilities used to host the meetings. 

BREADTH OF RESPONSIBILITY: Establish and maintain relations with the host facility of the Affiliate's monthly dinner meetings, and any other meeting place as may be deemed necessary by the Board of Directors. 

SPECIFIC DUTIES:
  1. Act as chief negotiator for the Affiliate in dealings with the host facility and/or banquet facilities.
  2. Establish the dinner menus.
  3. Obtain count for dinner reservations from the Business Manager.
  4. Notify host facility in advance of meeting of the number scheduled to attend.
    1. Arrange for suitable dinner and meeting rooms.
    2. Plan for adequate table and seating arrangements.
  5. Provide a speaker's lectern, public address system, flag, the Affiliate banner, and other necessary equipment.
  6. Arrange for host facility to pick up dinner tickets at the regular dinner meeting, maintain records thereof, and correlate results with the Treasurer. Approves facilities invoice submitted for dinner meeting.
  7. Coordinate all social meetings or functions.
  8. Attend local Leadership Workshop as required.
Marketing Committee
Appointed by: President 
Term of Office: One (1) Year
Reports To: Board Sponsor and/or President
Statement #: JD: 13
Effective Date: July 2000
Revised Date: June 2011

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: Knowledge of the supply chain profession and the Affiliate’s membership benefits. The ability to communicate effectively and willingness to market the organization and its benefits to current members and to potential new members and other organizations is highly desirable.

GENERAL DISCUSSION: Promoting Affiliate is the responsibility of the Marketing Chair, ensuring that the association is visible and active so as to appeal to those who have not yet joined ISM, as well as draw attention to workshops, seminars, and other activities in order to keep the existing members active and motivated. 

BREADTH OF RESPONSIBILITY: The Marketing Chairperson is responsible for promoting and explaining the value and benefit of the affiliate to supply chain professionals and others in the business community who are not members of ISM or have no knowledge of the organization or its products or services. 
SPECIFIC DUTIES: Develop, coordinate and maintain a program of activities that will lead to greater visibility of the merit of membership in the Affiliate, which in turn will lead to an increase in membership for the Association. 
  1. Work with committee chairs to create and promote programs that are aimed at new members and retention of old members, the advertising of seminars and programs, and building relationships with other associations.
  2. Promote the CPSM certification program.
  3. Develop and maintain a liaison with other professional and trade associations to explore a mutually beneficial relationship.
  4. Investigate the value of having an Affiliate booth at conventions/trade shows and present information to the BOD. If approved, encourage the participation of committee and Board members at these special events.
  5. Coordinate visits to supply chain classes with the Educational Resources Committee to present benefits of membership in the Affiliate to students.
  6.  Work with the Communications Committee on promoting the Affiliate on social networking sites, news media etc.
  7. In conjunction with the House Committee set up table toppers which can include special table decorations, games, ice breakers, etc.
  8. Report progress on a monthly basis. A monthly report shall be submitted for the Board of Directors Meeting.
  9. Attend local Leadership Workshop and Regional Workshop as required.
Membership Committee
Appointed by: President
Term of Office: One (1) year
Reports To: Board Sponsor and/or President
Statement #: JD: 16
Effective Date: April 2001
Revised Date: June 2011

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: It is highly recommended that the Chair of this committee have served as a member of said committee prior to assuming the lead role. The Membership Chair should be familiar with all standing committees in order to help provide direction to new members.

GENERAL DISCUSSION: Membership is the foundation of the Affiliate, and is ultimately responsible for maintaining active membership in the Association. This Chair will require organizational skills due to the many responsibilities. 

BREADTH OF RESPONSIBILITY: The Membership Committee is responsible for retaining existing members, as well as working with the Communication, Educational Resources, and Marketing Committees to determine how best to attract potential members. The Chair of this committee will need to coordinate with nearly all other committees, as well as offer guidance to the new members. 

SPECIFIC DUTIES: The Membership Chair is responsible for the maintenance of membership, as well as the determination of eligibility of potential new members. 
  1. Implement a plan for the new membership campaign, allowing for budget constraints.
  2. Process applications for membership to ensure that Association eligibility requirements are met.
  3. Send new members a “Welcome” letter, orientation package and follows up with the new member.
  4. Submits a monthly Membership Committee report to the Board of Directors.
  5. As needed, conducts a new member orientation session prior to the monthly dinner meeting, outlining benefits and value of membership.
  6. Obtains registration lists from all Education Resources activities and contacts potential members.
  7. Coordinates visits to supply chain classes with Marketing and Educational Resources and works with instructors to present the benefits of membership to students.
  8. In conjunction with other Board members contacts the company of dropped members for name of replacement and contact members who have not renewed.
  9. In conjunction with the Business Manager audits the entire membership roster for accuracy semi-annually and approves payment to ISM.
  10. Create and maintain annual budget of expenses and membership numbers.
  11. Report progress on a monthly basis. A monthly report shall be submitted for the Board of Directors Meeting.
  12. Attend local Leadership and Regional Workshops as required.
Professional Credentials
Appointed by: President
Term of Office: One (1) Year
Reports To: Educational Resource Chairperson and/or Board and President
Statement #: JD: 8
Effective Date: January 1999
Revised Date: June 2011

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: A CPSM and/or C.P.M. designation is a requirement for this position. It is desirable that the Chairperson has a four-year college degree or better. Public speaking and leadership skills will be useful in this role. 

GENERAL DISCUSSION: The support of the ISM CPSM and CPSD programs is evidence of the Association's position and attitude toward and commitment to continuing education. Achievement of the CPSM or CPSD is a significant achievement in the purchasing/supply management professional's career. The Chair for this position represents the professional and educational demeanor of the Association and encourages and supports those interested in seeking certification. 

BREADTH OF RESPONSIBILITY: It is the Chairperson's responsibility to develop, plan and implement effective information distribution programs that will assist members wishing to attain their CPSM and/or CPSD certification. 

SPECIFIC DUTIES: 

Working with the Educational Resources Committee this Chairperson will:
  1. Support the Affiliate’s members with current data related to all aspects of the ISM professional credentials process.
  2. Recognize professional credential recipients at the Affiliate dinner meetings.
  3. Forward certificates to recipients who prefer not to be recognized at dinner meetings.
  4. Provide information on the availability of exam preparation training for interested candidates.
  5. Submit a monthly report to the Educational Resource Chairperson
  6. Attend the Leadership Workshop as required.