[CAPP] what was done some time ago in describing roles of members of the CAPPS

[FORTE Barry]

Role

Objective

Major Tasks

Graphic Design & Outreach Materials Chair

Coordinate and distribute CAPP outreach materials


  1.  Coordinate the design of CAPP outreach materials such as training announcements, educational materials and certificates of participation
  2.  Work in coordination with special event coordinators to assist them in the development of materials needed for the event.
  3.  Work in coordination with the E-Chair to post CAPP notices on the website
  4.  Work in coordination with Public Relations Chair to develop CAPP materials for press releases and other needed news media items.
  5.  Ensure that the secretary receives an electronic copy of each CAPP document for storage in the historical record.

Meeting Chair Coordinator

Designate following month's Chair for CAPP general membership meetings.


  1.  Establish monthly meeting dates and times as well as a meeting location for the year.
  2.  Assist following month's chair in developing agenda for monthly CAPP general membership meeting.  Forward it to the secretary for email distribution to membership.
  3.  Arrange facilitator training for those interested in serving as monthly chairs to ensure that each person present has an opportunity to contribute ideas and respond to others.
  4.  If the secretary is not present, ensure that another person present takes minutes and attendance.  These should then be forwarded to the secretary.

E-Chair

Coordinate CAPP website with webmaster and provide leadership for CAPP endeavors involving use of the website.


  1.  Maintain CAPP website by posting new information and deleting outdated materials.  Provide calendar updates.  Identify potential links.
  2.  Respond to CAPP member inquiries on feasibility of using the CAPP website for specific purposes.
  3.  Post monthly CAPP meeting minutes on website.
  4.  Post CAPP membership and contact information on website.
Provide a hard copy of CAPP website documents that are being deleted to the CAPP secretary for the historical record.

Role

Objective

Major Tasks

Public Relations Chair

Coordinate CAPP public relations with local news media


  1.  Develop a list of local media to contact when announcing a CAPP event or issuing a general press release.
  2.  Develop a CAPP press release form.
  3.  Provide leadership and direction for special event coordinators to advertise the event to the target audience and general public.
  4.  Arrange for CAPP members to speak with news media.
  5.  Provide CAPP secretary with copies of official CAPP releases, speaking engagements and, if possible, numbers of people reached.

Secretary

Document CAPP decisions and distribute information to general membership.


  1.  Maintain an email distribution list for CAPP members.
  2.  Notify membership of upcoming meetings.
  3.  Take minutes at CAPP meetings and distribute them to members.
  4.  Provide a membership sign in sheet for each meeting.
  5.  Present a membership participation report at the CAPP general meeting for the first quarter of each month, i.e. January, April, July and October.

Special Event Coordinators

Serves as leader and primary contact person for a specific CAPP event.  (Includes development of CAPP directory as a special event.)


  1.  Provide event information to Graphic Artist and Outreach Materials Chair for development and distribution of invitations, programs and other printed materials.
  2.  Solicit and secure event sponsors including in-kind donations.
  3.  Secure event site and services and such as audio visual and catering.
  4.  Work with Public Relations Chair to advertise the event to the target audience & general public.
  5.  Prepare the event budget and submit it to the CAPP Leadership group for review and approval.
  6.  Set up and manage event registration system.
  7.  Provide primary day of event staffing, including logistics, set up, registration and volunteer coordination.
  8.  Keep event records, including names and addresses of all sponsors, contributors and volunteers.  Submit them to the CAPP secretary.

Treasurer

Provide leadership and ensure organizational business integrity principles are used in fiscal matters.


  1.  Chair a group responsible for establishing an annual budget.
  2.  Establish a written process for reimbursement.
  3.  Prepare a quarterly budget statement and present it at the CAPP general meeting for the first month of each quarter, i.e. Jan, April, July and October.
  4.  Meet with Child Development Center auditor and record, in writing, what is needed to ensure that the CAPP account provides the auditor with necessary documentation.
  5.  Maintain records of income and expenses.




BARRY FORTE
541-440-3373X2073

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