UW Oshkosh APICS Chapter Board Descriptions

UW Oshkosh APICS Chapter Board Descriptions (Effective Fall 2008)

(1) President – Duties include:

(a) Establish meeting times and dates for board meetings (3/semester) and for professional development meetings (3/semester). Note: The president should arrange one joint meeting with another College of Business student organization each academic year. Also, the President should avoid conflicts with SC&OM classes offered at night.

(b) Prepare meeting agendas for board meetings (e.g., approval of minutes from previous board meeting and a list of topics to be discussed) and email the agenda to board members 3 days prior to the board meeting.

(d) At each board meeting ask for 2 volunteers to work the registration table at the next Fox Valley Chapter meeting. Note: Our chapter pays for the dinners for the volunteers and the Faculty Advisor.

(e) Open each professional development meeting (PDM) with an introduction to APICS and then introduce the speaker(s).

(f) Attend at least one Fox Valley parent chapter board meeting per semester and one Fox Valley PDM per semester.

(g) Prepare a student chapter update for the parent chapter’s newsletter, “The Beacon” and submit the update to the Fox Valley Chapter’s V.P. Communications: vpcomm@apicsfv.org (Note: Check with the V.P. Communications of the Fox Valley chapter for submission deadlines). The name of the V.P. of Communications is listed on the APICS Fox Valley web site: www.apicsfv.org.

(h) At the third PDM each semester, hold elections for the upcoming semester (all positions except the President and VP positions turn over each semester).

(i) Serve on the Dean’s Student Advisory Board. Note: The Dean’s office will send an email to the President when a meeting is to convene.

(j) Obtain the OSA recognition forms from OSA at the start of Fall Semester, complete those forms at the first board meeting, and then submit the forms to OSA at the Fall Orientation meeting for club presidents held in Reeve Union.

(2) President Elect – Duties include:

(a) Find speakers, obtain short biography from each speaker, and determine speaker’s needs for equipment (data projector, laptop, etc.).

(b) Obtain parking permits for speakers and mail permit to speakers two weeks prior to each PDM.

(d) Prepare an email to be sent to SC&OM students three days prior to each on-campus PDM and send that email to the Faculty Advisor to forward to the students. Also prepare an email for the Faculty Advisor to send out to SC&OM students two weeks prior to each Fox Valley Chapter meeting. Note: Students should sign up for the Fox Valley Chapter meetings by going to the Fox Valley APICS web site: www.apicsfv.org.

(e) Create the newsletter to be distributed at each PDM. Each newsletter should include a welcome from the President Elect, a brief overview of the speaker and the presentation topic, a list of board members, and a list of upcoming meetings.

(f) Order food & beverages for each PDM. Typically we order from Papa John’s or from catering.

Note: The person holding this position becomes the President in the following semester.

(3) VP – Duties include:

(a) Reserve rooms for all APICS PDMs (reservations can be made on-line at http://www.reeve.uwosh.edu/reservations/). If no rooms are available, check with the Faculty Advisor for room availability in other buildings.

(b) When making room reservations, reserve all necessary equipment (check with President Elect for speaker equipment needs).

(d) Maintain the UW Oshkosh APICS chapter’s web site by emailing board rosters and meeting flyers to the Faculty Advisor to upload to the UW Oshkosh APICS web site (http://www.uwosh.edu/APICS/).

(e) Create the sign-in sheet for each board meeting and PDM and then collect the sheets at the end of each PDM.

(4) VP Elect – Duties include:

(a) Organize plant tours (1 – 2 per academic year). This requires making contacts with personnel at potential companies, arranging dates and times, determining the maximum number of participants, creating an email announcement to be forwarded to all SC&OM students 2 weeks prior to the event, and creating the sign-in sheet to be used at the plant tour.

(b) Maintain the UW Oshkosh APICS bulletin board in Clow. Post meeting flyers and board rosters on the board. Other items to be posted can be obtained from the Fox Valley Chapter web site (www.apicsfv.org) or from the APICS headquarters web site (www.apics.org).

Note: The person holding this position becomes the VP in the following semester.

(5) Treasurer – Duties include:

(a) Maintain checking and savings registers along with appropriate folders.

(b) For each board meeting, create an updated listing of current balances and a summary of deposits (e.g., membership dues) and withdrawals from the accounts since the previous board meeting.

(c) For each board meeting, update the board on the current amount in the APICS university account and on any transactions since the previous board meeting. The treasurer must check with the faculty advisor on this balance, which is maintained in the university’s system (WISDM).

(d) At the start of each semester, go with the Faculty Advisor to the UW Oshkosh Credit Union in Reeve Union to update the account signature cards.

(g) Submit Meal Requisition form to Accounts Payable when we are ordering pizza and soda from a vendor. Requisitions require our university account number (included in the treasurer briefcase). The instructions for completing this form are included in a separate file maintained by the Faculty Advisor and in a hard copy in the Treasurer’s brief case.

(e) Purchase speaker gifts from UW Oshkosh bookstore (limited to $25/speaker). Charge these gifts to our university account.

(f) Bring a small container to each PDM to collect donations ($2) from non-members.

(g) At each PDM, collect money and verify the amounts from checks and cash with the President or President-Elect.

(h) Prepare and submit a budget to OSA in the spring semester (see Faculty Advisor for all forms). Attend the OSA budget meeting in Reeve Union in the Spring Semester.

(6) OSA Representative – Duties include attending OSA meetings on Mondays at 4 PM in Reeve Union 227. The board will consist of 2 – 3 OSA Reps each semester.

(7) Passport Awards Book – Duties include:

(a) Maintain the awards binder (see Faculty Advisor for binder).

(b) Obtain copies of all meeting minutes, flyers, signup-sheets, newsletters, etc., and organize them in the awards binder.

(c) Prepare the awards submission at the end of April and submit it to the Faculty Advisor, who will forward it to the APICS Fox Valley chapter president.

(8) Secretary – Duties include:

(a) Take minutes at every board meeting. Type copies of the minutes for approval at the next board meeting.

(b) Send out thank you letters to all speakers.

(9) Director of Membership – Duties include:

(a) Collect membership forms and dues and then submit the dues to the Treasurer. Note: If a student pays for one semester, then his/her membership expires at the end of that semester (December or May). If a student pays for an academic year, then his/her membership expires at the end of the following semester (December or May).

(b) Maintain Excel database of active members.

(d) Survey the UW Oshkosh APICS membership once per year at a PDM.

(e) Provide a listing of members (first & last names) to the President each semester so that the listing could be published in at least one student chapter newsletter each semester.