Chair Person Job Descriptions

Administrative Support Committee

Elected by: President 
Term of Office: One (1) Year not to exceed three (3) consecutive terms
Reports To: President
Statement #: JD: 7
Effective Date: July 2000
Revised Date: June 2009 

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 in the top 10% in terms of overall understanding of the local association and its Policy & Procedures. 

GENERAL DISCUSSION: The Chair 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, ensuring that adequate and appropriate insurance coverage is in effect and documenting capital acquisitions.

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 reqired, 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 annoucned dinner meeting, or via mail, at the discretion of the Chair.
      3. Upon approval, publish the amended Bylaws.
   2. Periodically review the NAPM-OC Policy and Procedures manual. Recommend appropriate amendments to the Board. With Board approval, publish and make available the updated manual.
2. General Business:
   1. Monitor insurance coverage for timeliness and accuracy.
   2. Maintain supporting documentation for insurance coverage.
3. 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 ot 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.
4. Awards:
   1. Select candidates for Herb Cannon and Sara J. Arhlen awards in April.
      1. Submit affiliate candidates to the Board for approval in May.
      2. Purchase appropriate plaque(s) and arrange for engraving
      3. Present awards to recipients at the June dinner meeting.
   2. Coordinate nominations for Regional Standard of Excellence awards.
      1. Submit the name of affiliate candidates to the Board of Directors for approval at the March Board meeting.
      2. Submit the candidate to Regional I by March 31.

Communications & Website Committee 

Appointed by: President in conjunction with Board Sponsor
Term of Office: Three (3) Years not to exceed two (2) consecutive terms
Reports To: Board Sponsor
Statement #: JD: 9
Effective Date: July 2000
Revised: June 2009 

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

GENERAL DISCUSSION: Promoting NAPM-Orange County is the responsibility of the Communications Chair, ensuring that the association is visible, active and vibrant so as to appeal to those who have not yet joined the group, as well as draw attention to workshops, seminars, and other activities in order to keep the existing members active and motivated. Inasmuch as the Association 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 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 NAPM-OC. 

BREADTH OF RESPONSIBILITY: The Communications Chair is responsible for developing and maintaining a continuing program of activities that will keep the public aware of the endeavors of the Association. The Chair and the Business Manager shall be the primary contacts with the Web Master to keep the relationship focused, and shall also 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. 

SPECIFIC DUTIES:

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 the community.
4. Report progress on a monthly basis.
5. Promote interest in Association programs, professional development, certification and membership.
6. Develop and maintain a liaison with other professional and trade associations to explore mutually beneficial relationship.
7. Institute new and continuing methods of communications with the academic community.
8. Promote the ISM Certification Program, Doctoral Fellowships, Industry Fellowships, Inside Supply Management, and the International Journal of Purchasing and Materials Management, as well as the Purchasing Spotlight.
9. Along with Membership and Educational Resources, visit purchasing classes in order to present the benefits of membership to students.
10. Review and proofread for errors, omissions and accuracy all material prior to posting on website.
11. When necessary, assist in generating a SOW when additional services are required from webmaster.
12. Attend local Leadership and Regional Workshops as required.

Educational Resources Committee

Elected by: President in conjunction with Board Sponsor
Term of Office: Three (3) Years not to exceed two (2) consecutive terms
Reports To: Board Sponsor
Statement #: JD: 10
Effective Date: July 2000
Revised Date: June 2009 

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: The Chair of this committee should 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 NAPM-OC. Strong management plus leadership skills are a requirement. 

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., a workshop or seminar). 

BREADTH OF RESPONSIBILITY: Develop and implement programs and activities that will be desirable at NAPM-OC's monthly dinner meetings, and that will contribute to the useful knowledge and professional qualifications of the members of the Association. This Chair will work with the local colleges and universities to establish and maintain courses in procurement, which will serve to acquaint students who are preparing for occupations in business with the purchasing function and which will provide both basic and advanced training for those students who are interested in purchasing as a career. 

SPECIFIC DUTIES: The specific duties of the Educational Resources committee are detailed and time consuming. One of the Committee Chair's primary responsibilities will be to ensure that a sufficient "staff" exists to accommodate the tasks. Specific functions include:

1. Develop by the July Board meeting, a complete program and establish a calendar of activities for the year, including the following:
   1. All general meetings (i.e., monthly dinner meetings)
   2. Courses, panel discussions, or meetings of any kind for selected groups having similar interests.
   3. Plan and organize Table Top Displays.
2. Arrange for speakers, films, or other presentations to carry out programs.
3. Advise the Communications Chair, House Chair, Marketing Chair and the Purchasing Spotlight Editor in advance as to programs and dinner speakers.
4. Organize The Forum.
5. Ensure that a sufficient number of workshops of varied types, of interest to all levels of purchasing professionals, are offered.
6. Conduct dinner meeting survey.

Finance Committee

Elected by: President in conjunction with Board Sponsor
Term of Office: One (1) Year not to exceed two (2) consecutive terms
Reports To: Treasurer and Board of Directors
Statement #: JD: 11
Effective Date: July 2000
Revised Date: June 2009 

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: A strong knowledge of accounting principles is necessary for the individual who fills this position. Experience of committee and/or board functions would prove beneficial in order to understand association cash flow requirements. Knowledge of computer spreadsheet functions/analysis preferred. 

GENERAL DISCUSSION: The committee has the short term objective of ensuring a balanced fiscal budget, coupled with the long-term goal of growth in the capital reserves of the Association. Sound financial judgment should be used to balance the needs of the organization with the available resources. 

BREADTH OF RESPONSIBILITY: The Chair (normally the President Elect) plans and executes sound financial programs designed to support Association activities for both the short and long term. 

SPECIFIC DUTIES:

1. Advise the Treasurer of budget performance, as well as any impending activity not budgeted.
2. In conjunction with the President, Past President, Treasurer, committee members, and the ad-hoc budget committee, formulate an annual budget for the association.
3. Periodically review the budget to assure conformance and point out potential shortcomings.
4. Evaluate and recommend suitable courses of action pertaining to requests generated by the Board of Directors or from financial audits.
5. Act as chairperson of the ad-hoc budget committee.
6. Coordinate with the Treasurer regarding fiscal matters and investment opportunities.
7. For further detailed information and guidelines, refer to JD-5, under Specific Duties, Statement G.

 A schedule of regular meetings of the Educational Resources Committee should be established to plan, implement, and review the complete program. This schedule should be made available to various committees in order to keep them informed and to allow their input at said meetings. The Chair of this committee should:

1. Be prepared to conduct (or arrange to have conducted), courses, lectures, panel discussions, etc., for selected groups having similar interests, which have been approved by the Board.
2. Promote the utilization by each individual member, the educational material developed and distributed by the Regional Educational Resources Committee and ISM.
3. Work with schools and colleges in providing courses, seminars and industry fellowships that will improve the status of purchasing.
4. Select and recommend to the President the names of candidates for chairperson of The Forum.
5. Promote recognition of NAPM-OC Educational Resources man or woman of the year.
6. Along with Membership and Communications, visit purchasing classes in order to present the benefits of membership to students.
7. Attend local Leadership and Regional Workshops as required.

House Committee

Elected by: President in conjunction with Board Sponsor
Term of Office: One (1) Year not to exceed three (3) consecutive terms
Reports To: Board Sponsor
Statement #: JD: 12
Effective Date: July 2000
Revised Date: June 2009 

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 NAPM-OC and the facilities used to host the meetings. 

BREADTH OF RESPONSIBILITY: Establish and maintain relations with the host facility of the Association'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 of NAPM-OC 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 Association 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 and Regional Workshop as required.

Marketing Committee

Elected by: President in conjunction with Board Sponsor
Term of Office: Three (3) Years not to exceed two (2) consecutive terms
Reports To: Board Sponsor
Statement #: JD: 13
Effective Date: July 2000
Revised Date: June 2009 

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: Knowledge of the purchasing profession and membership benefits. Ability to communicate effectively. 

GENERAL DISCUSSION: Collect, disseminate and provide for the exchange of information of interest and value to purchasing and materials managers practitioners in the business community, and to others who are not members of ISM and have no knowledge of NAPM-OC or its products and services. 

BREADTH OF RESPONSIBILITY: Inasmuch as this Chair will have the responsibility of making presentations to corporate executives during a workday, it is essential that this person have the cooperation of his or her company to take the time to make the presentations, or recruit a committee that will be able to make presentations during a workday. 

SPECIFIC DUTIES: Develop, coordinate and maintain a program of activities that will lead to greater visibility of the merit of membership in NAPM-OC, which in turn will lead to an increase in membership for the Association. 

1. Form a committee to assist in marketing the vision and goals.
2. Identify the strengths of NAPM-OC and build a formal presentation that will highlight those strengths.
3. Establish primary target markets, and volunteer to make presentations concerning the purchasing & materials function and processes.
4. Promote the value of membership to corporate executives who have no knowledge of the Association. Arrange to follow-up with a formal presentation.
5. Work with committee chairs to promote programs that are aimed at new members, retention of old members, advertising seminars and programs, and building relationships with other education programs.
6. Promote the CPSM and C.P.M. certification programs.
7. Staff NAPM-OC booth at conventions/trade shows and encourage the participation of committee members at these special events.
8. Coordinates visits to purchasing classes with the Communication and Educational Resources Committee to present benefits of membership in NAPM-OC to students.
9. Attend local Leadership Workshop and Regional Workshop as required.

Membership Committee

Elected by: President in conjunction with Board Sponsor
Term of Office: Three (3) Years not to exceed two (2) consecutive terms
Reports To: Board Sponsor
Statement #: JD: 14
Effective Date: April 2001
Revised Date: June 2009 

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 NAPM-OC, and is ultimately responsible for maintaining active membership in the Association. This Chair will require organizational skills due to the many responsibilities, and will need to develop an active committee. 

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. 

Organize records and implement a plan for the new membership campaign, allowing for budget constraints.

1. Organize records and 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. Submits a monthly Membership Committee report to the Board of Directors.
4. On at least a quarterly basis, conducts a new member orientation meeting prior to the monthly dinner meeting, outlining services available.
5. Introduces new members to the general membership at the regular monthly dinner meeting. Provides the names in the sequence in which the photograph to Business Manager for publication in Spot Light Web Page.
6. Obtains registration lists from all Education Resources activities and contacts potential members.
7. Coordinates visits to purchasing classes with Communications and Educational Resources or works with instructors to present the benefits of membership to students.
8. Contacts the company of dropped members for name of replacement.
9. Audit the entire membership roster for accuracy semi-annually and approves payment to ISM.
10. Create identifications badges for new members.
11. Create and maintain annual budget of expenses and membership numbers.
12. Attend local Leadership and Regional Workshops as required.

Professional Credentials Committee 

Appointed by: President in conjunction with Board Sponsor
Term of Office: One (1) Year
Reports To: Board Sponsor
Statement #: JD: 8
Effective Date: January 1999
Revised Date: January 2002

RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: A CPSM and/or C.P.M. designation is a requisite for this position. The individual would also do well to have a college degree. Public speaking skills would be helpful. 

GENERAL DISCUSSION: The support of the CPSM and C.P.M. programs is evidence of the Association's position and attitude toward continuing education. It is a significant achievement in the purchasing professional's career. The Chair for this position represents the professional and educational demeanor of the Association. 

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

SPECIFIC DUTIES: Working with the Educational Resources Committee this Chairperson will:

1. Coordinate the pre-exam workshops.
2. Coordinate the distribution of applications.
3. Coordinate the notification of examination dates and places.
4. Arrange for certificate presentations.
5. Attend local Leadership Workshop and Regional Workshop as required.