Board Job Descriptions

President

The President shall be the chief executive officer of the Chapter. He/she shall provide strategic direction for the Chapter and propose goals and objectives to the Board at the Annual Meeting; preside at all meetings of the Board and the Chapter; be responsible for the orderly transfer of records to newly elected officers and chairpersons by June 30th; attend or designate an alternate to attend the annual ARMA International Conference; and ensure the renewal and preservation of corporate, tax, bank and legal records as required by law.

TERM: 1 year – Filled by previous year’s Vice President / President Elect

Vice President / President Elect

The Vice President/President Elect shall serve as the chairperson of the Education Committee, assist the President with Chapter administration and conduct meetings during his/her absence or inability to serve.

TERM: 1 year – Elected

Secretary

The secretary shall record and maintain the Board and Chapter meeting minutes and send a copy of the minutes of each meeting to the President within 10 days following the meeting; be the custodian of all the approved Board and Chapter minutes and other official chapter records; maintain the Bylaws and issue copies as authorized; preserve the historical archives of the Chapter, including but not limited to, yearbooks, photos, publications, advertisements and awards; and conduct the official correspondence of the Chapter. At the close of each year, the secretary shall provide a copy of the board meeting minutes to the Corporate Liaison.

TERM: 2 years – Elected

Treasurer

The Treasurer shall be the chief financial officer of the Chapter and will maintain current and prior year financial records keeping a full and accurate accounting of receipts and expenditures and ensuring compliance with Chapter Bylaws Article VII and documented financial procedures; present a financial report at all Board meetings; prepare an annual financial report, which shall be submitted along with the financial records to the Audit Committee upon request; and submit reports as required by ARMA International. To maintain dual control of all disbursements, the Treasurer monitors all transactions, ensures that transactions are properly documented, and reconciles income and disbursements to the board approved budget, but does not maintain custody of chapter funds or disburse chapter funds. Chapter funds are under the custody of the Chapter President and Chapter Vice President who make all disbursements. The board may also assign a third board member (other than the treasurer) to have access to funds and disburse funds in the absence of the President and Vice President.

TERM: 2 years – Elected

Membership Director

The Membership Director shall serve as chairperson of the Membership Committee.

TERM: 2 years – Elected

Public Affairs Director

The Public Affairs Director shall serve as chairperson of the Public Affairs Committee.

TERM: 2 years – Elected

Immediate Past President

The Immediate Past President shall advise the Board in operating procedures, serve as Chairperson of the Nominating Committee, and perform such other duties as may be assigned by the Board.

TERM: 1 year – Filled by previous year’s President

Awards Committee

The current Chapter Member-of-the-Year shall serve as the Chairperson of the Awards Committee. The chairperson shall appoint two members in good standing to assist in the awards nominations. The committee shall consider nominations for Records & Information Management Project Award, Partner Organization of the Year, Chapter Member of the­ Year, Chapter Leader of the Year, Special Service to the Chapter, and other awards, as they deem appropriate. The committee shall then present their nominations to the Board for their deciding vote during the regular Board meeting in May of each year. In the event that a Board member is nominated for an award, that board member will not participate in board deliberations or voting with respect to the award for which they are nominated.

TERM: 1 year – Filled by “Chapter Member of the Year”

Education Committee

The Vice President/President Elect shall serve as chairperson of the Education Committee. The committee shall organize chapter meetings and programs. As needed, the committee shall develop educational resources that will help chapter members develop professional competencies and prepare to obtain relevant certifications within the records and information management profession. The committee should provide detailed information of all meetings, programs and educational events to the Membership Director, Public Affairs Director, and the Webmaster Liaison for publication at least two (2) weeks prior to an event.

TERM: 1 year – Filled by Vice President

Historical Committee

The Historical Committee Chairperson and committee members shall secure such materials as may be needed to develop a history of Chapter activities. The committee may create an electronic “yearbook” annually to share with the Chapter via the chapter web site and for addition to the Chapter archives .

Appointed by President with Board approval

Hospitality Committee

The Hospitality Committee Chairperson and committee members shall be responsible for planning and coordinating Chapter social events and assisting the Program Committee with the social aspects of Chapter meetings. The committee shall ensure that members and visitors feel welcomed.

Appointed by President with Board approval

Public Affairs Committee

The Public Affairs Director shall serve as chairperson of the Public Affairs Committee. The committee shall work to promote the Chapter, establish and maintain relationships for the Chapter with government, the business community, vendors, and the media. The committee shall promote the Chapter in the local media, regionally and to ARMA International.

Nominating Committee

The Nominating Committee shall be composed of the Immediate Past President, who shall serve as chairperson, and two members in good standing. If the Immediate Past President is unable to serve as chairperson, Bylaws vacancy procedures shall be followed.

TERM: 1 year – Filled by current Past President

Membership Committee

The Membership Director shall serve as chairperson of the Membership Committee. The Membership Committee shall maintain the Chapter membership list, create and disseminate membership packets to new members and disseminate program information to all chapter members. The committee shall take questions from the general membership, publish them, gather chapter member input and disseminate the information. They shall direct membership drives, provide demographic information about the Chapter to the Board, record and track membership activity at events, and distribute name tags at Chapter events, and ensure that new members are welcomed and are formally introduced to the membership.

Audit Committee

The Audit Committee shall be appointed by the President, with the approval of the Board, to audit the receipt, deposit, and disbursement of Chapter funds from the previous year, according to audit procedures approved by the Board. The committee shall be comprised of two (2) individuals and shall be assisted by the Treasurer, who shall provide the materials and information needed for the audit. The audit report will be presented to the Board for approval at the Annual Planning Meeting.

Appointed by President with Board approval

Editorial Committee

The Webmaster Liaison shall serve as the Editorial Committee chairperson. The Editorial Committee shall promote records and information management through the use of the Chapter Web site and shall publish relevant records and information management news gathered from other Chapter committees and local, state, and national records and information management entities. Reimbursement for web services shall be paid by the Chapter.

Appointed by President with Board approval

Corporate Liaison

The Corporate Liaison shall be appointed by the President with the approval of the Board of Directors and shall serve as the Chapter Corporation’s registered agent with the Utah Department of Commerce, fulfilling those duties laid out by the UDOC; having custody of the current official organizational documents and corporate records such as the Articles of Incorporation, Bylaws, recent Board of Director’s minutes; and maintaining the Chapter as a legal corporate entity in the State of Utah.

Appointed by President with Board approval

Government Liaison

The Government Liaison shall be appointed by the President with the approval of the Board of Directors. He/she shall represent the local Chapter to local, state, or federal government entities.

Appointed by President with Board approval

Webmaster Liaison

The Webmaster Liaison shall be appointed by the President with the approval of the Board of Directors. He/she shall coordinate the publishing of Chapter information with the Webmaster on the Chapter Web site.

Appointed by President with Board approval