Cascade ACM SIGGRAPH

Board Job Descriptions

by on Jul.01, 2016, under Miscellaneous

Voting, Officer Job Descriptions 

The Chair’s job is to oversee the chapter, the board and network with the community, including:

  • serving as an officer on the Chapter Board (insured)
  • posting events to the worldwide ACM SIGGRAPH calendar
  • making sure annual report gets filed
    • working with treasurer to get event spreadsheet
    • entering officer membership information and other miscellaneous information
  • working closely with the board (and other boards), sharing information, collaborating and mentoring, developing and coordinating an overall vision
  • working closely with the vice chair developing and communicating an overall vision and annual theme
  • training and helping all board members, officers, non-voting positions, and members-at-large
  • working with presenters and venue coordinators to facilitate events
  • introducing presenters at events, giving announcements
  • sending thank you cards and administering complimentary chapter memberships
  • developing partnerships with local studios, schools, organizations
  • creating a pre-event slide show in Powerpoint and promo ads, in Photoshop, with respective review and approval loops
  • maintaining and developing brand identity
  • reviewing all communications
  • developing and proposing ideas to the board, for voting approval
  • being responsive via email, text or phone, checking in at least once every three days
  • meeting once a month at board meetings and voting, as an officer
  • scheduling and running monthly board meetings
  • reporting at monthly board meetings on big-picture developments, ACM SIGGRAPH communications
  • attending the annual SIGGRAPH conference:
    • representing the chapter at the Chapter Workshop, Business Meeting, Chapters Booth
    • giving chapter status report
  • checking with ACM SIGGRAPH and ACM to make sure guidelines are followed
  • emailing election results, announcing new officers on July 1 every year
  • maintaining ACM SIGGRAPH annual membership ($141.00 paid by chapter)
  • maintaining Cascade ACM SIGGRAPH annual membership ($25 paid personally or by being a speaker for complimentary membership).

The Vice Chair’s job is to create the entire event schedule for the year, including:

  • serving as an officer on the Chapter Board (insured)
  • running an event planning meeting in August that the Vice Chair organizes and runs, called the steering committee meeting by ACM SIGGRAPH. The Vice Chair is the leader of that committee. The outcome is a plan for events (maybe a brochure) — one per month from September through June.
  • developing a theme for each season
  • working with presenters to create announcements including bios
  • creating an email announcement in the template format, and using Mail Chimp, sent out
    • a month before the event,
    • two weeks before and
    • two days before
  • using good corporate communications practices (getting reviews from
  • posting a website version, right before the announcement goes out
  • communication with the Social Media Expert to create FB and Twitter posts, after the announcement
  • organizing the events, including
    • taking care of the speaker / presenter’s needs
    • arranging for food or drink
    • getting supporters (we don’t use the word sponsor) to supply food, drink, funding, other resources
    • coordinating volunteers
    • creating advertising
    • leveraging support
  • working closely with the chair (and other vice chairs), sharing information, collaborating and getting the benefit of experience, coordinating with the overall vision
  • filling in for chair in the event he or she is unable to be there
  • developing partnerships with local studios, schools, organizations
  • developing and proposing event budgets to the board, for voting approval
  • meeting once a month at board meetings and voting, as an officer
  • developing a venue spreadsheet, with resources for events, including:
    • seats or capacity
    • parking
    • cost structure
    • lighting and sound
    • multimedia capabilities
    • process for reservations
    • contact name and phone number
  • being responsive via email, text or phone, checking in at least once every three days
  • reporting at monthly board meetings on Events
  • maintaining ACM SIGGRAPH annual membership ($141.00 paid by chapter)
  • maintaining Cascade ACM SIGGRAPH annual membership ($25 paid personally or by being a speaker for complimentary membership).

The Secretary’s job is to coordinate all membership for the year, including:

  • serving as an officer on the Chapter Board (insured)
  • taking minutes at all board and other meetings
  • coordinating review and approval of minutes
  • posting minutes to the archival section of the website
  • maintaining and updating bylaws, when there are changes
  • communication with each member regarding when their membership is up for renewal and other membership questions
  • developing of an automatic renewal mechanism
  • organizing and maintaining membership lists
  • developing an annual membership/fundraising drive
  • developing chapter marketing items (t-shirts, etc.) and e-commerce of items on our website
  • creating and coordinating membership cards, and a welcome message when people join or renew
  • writing ballots and implementing elections to membership
  • creating and maintaining a separate members only email list in Mail Chimp, for members only email
  • organizing membership “station” at event registration, checking membership
  • finding ways to encourage people to become members
  • being responsive via email, text or phone, checking in at least once every three days
  • working closely with the chair (and other secretaries), sharing information, collaborating and getting the benefit of experience, coordinating with the overall vision
  • working with ACM SIGGRAPH membership contact to update the “join” chapter membership form
  • reporting at monthly board meetings on Membership
  • maintaining Cascade ACM SIGGRAPH annual membership ($25 paid personally or by being a speaker with complimentary membership).

The Treasurer’s job is to handle and manage all the money and financial dealings, including:

  • serving as an officer on the Chapter Board (insured)
  • closely working with the chair to file the annual report on July 1st, every year
  • ongoing tracking of monthly events, into Chapter Excel spreadsheet, including:
    • name of event
    • short event nickname
    • description (< 300 words)
    • type of event (screening, workshop, talk, panel discussion, tour, etc.)
    • address
    • costs, with matching receipts (OUT)
    • reimbursements, with matching receipts (OUT)
    • payments and donations (IN)
    • profit / loss balance
  • handling all money at events, with money box and petty cash
  • manning the treasurer’s post at registration to verify members, online ticketing, payment
  • making deposits at the bank after events
  • maintaining bank account
  • reporting at monthly board meetings on Finance, banking, previous month’s activities.
  • working closely with the chair (and other treasurers), sharing information, collaborating and getting the benefit of experience, coordinating with the overall vision
  • being responsive via email, text or phone, checking in at least once every three days
  • developing funding options with supporters
  • making a supporters page on webpage
  • developing and proposing event budgets to the board, for voting approval
  • meeting once a month at board meetings and voting, as an officer
  • reporting at monthly board meetings on Finances
  • maintaining ACM SIGGRAPH annual membership ($141.00 paid by chapter)
  • maintaining Cascade ACM SIGGRAPH annual membership ($25 paid personally or by being a speaker for complimentary membership).

The Social Media Expert’s job is to maintain social media for the chapter, including:

  • creating and maintaining a Facebook page
  • creating and maintaining a Twitter feed
  • staying up-to-date with social media, recommending new social media channels to the board, as appropriate
  • posting social media
  • maintaining the social media feeds on the website
  • upholding member and chapter honor and privacy
  • helping the chair with social media
  • writing a specific chapter social media policy, including all approval loops
  • meeting once a month at board meetings and voting
  • maintaining ACM SIGGRAPH annual membership ($141.00 paid by chapter)
  • maintaining Cascade ACM SIGGRAPH annual membership ($25 paid personally or by being a speaker for complimentary membership).

The Web Master’s job is to maintain the web page for the chapter, including:

  • posting technical events to Calagator
  • maintaining the web page, in accordance with the chapter design guidelines as published by ACM SIGGRAPH
  • working with the ACM SIGGRAPH contact to make the site responsive to the chapter’s needs
  • posting to the web page and administering the chapter users (officers)
  • maintaining the “newsletter” page
  • managing the Word Press site to not include comments or other obnoxious content
  • protecting the members from phishing, web crawlers or other invasions of privacy
  • helping the chair with an email system that conforms to online subscription / non-subscription laws
  • writing a specific chapter website policy, including all approval loops
  • meeting once a month at board meetings and voting
  • maintaining ACM SIGGRAPH annual membership ($141.00 paid by chapter)
  • maintaining Cascade ACM SIGGRAPH annual membership ($25 paid personally or by being a speaker for complimentary membership).

Non-Voting Positions

The Member-at-Large job is to provide consultation and support, including:

  • meeting when possible, at board meetings and giving feedback, suggestions
  • providing your unique perspective, including interface with other industries or organizations
  • maintaining Cascade ACM SIGGRAPH annual membership ($25 paid personally or by being a speaker for complimentary membership)
  • serving in a pool to supplement officer activities, election openings, volunteer at events
  • suggesting possible board members to the chair.

 

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