Volunteer

Primary Responsibilities:

• Attend monthly council meetings.

• Provide a “point of contact” for area high schools, colleges, and universities interested in learning more about STC and for STC Student Members wishing to maximize their STC memberships.

• Work with council members to ensure that students and faculty learn of internship, scholarship, and continuous learning opportunities.

• Provide chapter support for local certificate and degree programs by working with the Professional Liaison to match program needs (like job shadowing, mentoring, and internships) with professionals/businesses to fill the need.

• Encourage local colleges and universities to list their most recent technical communication course and program offerings on the Web site of the International STC (www.stc.org).

Time Estimate (per month):

2.0 hrs: Attend council meetings.

1.0 hr: Act as point of contact to faculty, administrators, and students at regional high schools, colleges, and universities, wishing to learn more about STC.

1.0 hr: Work with council members to ensure that students and faculty learn of internship, scholarship, and continuous learning opportunities.

1.0 hr: Work with the Professional Liaison to match up STC/SM professionals with local educational programs that require assistance with internships, job shadowing, mentoring, and/or guest speakers.

½ hr: Encourage local colleges and universities to list their current technical communications offerings on the stc.org site.

Secondary Responsibilities:

• Attend monthly program meetings when possible.

• Investigate ways that STC/SM can increase exposure to technical communication skills at the high school level, including providing speakers for “career days.”

• Use the speaker’s biography to introduce him/her (after the president opens the meeting),

• Support the chapter newsletter editor by encouraging members to submit articles focusing on the value of continuing education and the availability of technical communications programs in the area.

Time Estimate (per month):

3.0 hrs: Attend program meetings.

½ hr: Increase exposure to technical communications skills at high school level.

½ hr: Identify and encourage members to submit newsletter articles that share ideas and experiences about continuing education in the field.

Responsibilities

Distribute new job postings.

• Open email messages that contain requests to post jobs on the STC-SM Job Board.

• Review posting information for completeness.

• Compare information provided with the list of required information on the STC-SM Web site:

Name of contact
Company name
Address
Phone number
Fax number
E-mail address
Company URL (optional)
Title of position (e.g., technical writer, editor, online help developer, training developer, etc.)
Type of position (e.g., permanent, contract, or freelance; full-time or part-time)
Length of position (for contract positions only)
Job location (e.g., Ann Arbor, Troy, Livonia, Farmington Hills, etc.)
Skills required (e.g., Word, FrameMaker, RoboHelp, HTML, etc.)
Brief job description
Salary or hourly rate range

• If the information provided is not complete, send an email requesting the additional information.

• Refer the requestor to the list of required information provided on the STC-SM website.

• Once the information is complete, use one of the following methods for posting the opening:

• Copy the posting information into a new message and send it to listserv members at stcsemc-1 or post it through the listserv Web site.

• When the post comes through, forward the message to the person who requested the job posting, insert the text from Thanks_for_posting.doc, and send the message.

• The Web Administrator will post the job to the Web site once s/he receives the message through the listserv.

• If a job poster requests that a job be removed from the Web site, forward the request to the Web Administrator.

Answer inquiries about how to post a job.

• Send an email message thanking the requestor for inquiring about posting an open position through STC-SM. Include such information as the following:

• The approximate number of email addresses of individuals in technical writing and related professions that the posting will reach

• That the service is offered at no charge to the employer

• That, while there is no guarantee that the posting will result in qualified applicants coming to the attention of the employer, the service is designed to supplement the company’s usual recruitment efforts

• In the response, refer the requestor to the list of information required to post a job provided on the STC-SM Web site (For the convenience of the requestor, include a copy of the list in the email message and/or provide a link to the web page.)

• Offer to post the information about the opening as soon as the requestor provides the necessary information.

• Advise the requestor that he or she may also post the opening in the International STC jobs database. Provide the link to the pertinent page on that Web site

Report on Job Board activity.

• At the end of each month, enter the information about the previous month’s job postings on a Job Board running log.

• Summarize the activity totals and any additional pertinent information in a report for the STC-SM council.

• Report to the members at each meeting the activity for the past month and/or year-to-date.

Promote the Job Board with local employers (for posting) and with STC-SM members (for gaining access to the postings through listserv participation).

• Work with the chair of the Professional Liaison committee to identify ways to promote the Job Board to local employers.

• Promote the use of the Job Board at STC-SM meetings.

• Cooperate in making the Job Board information available to members through the STC-SM newsletter.

• Make sure that the information on the STC-SM Web site about the Job Board and listserv is kept current and that hyperlinks operate as intended.

Time Estimate (per month)

3.0 hrs: Processing job postings, including reviewing and responding to requests and sending Job Board messages through the listserv. (The time estimate reflects an average during both busier and lighter months.)

1.7 hrs: Attending STC-SM council meetings (based on ten meetings per year).

1.3 hrs: Preparing reports.

Responsibilities:

Receive and review requests to be admitted into the listserv.

• Open email messages from individuals requesting to be admitted into the listserv. Identify the name of each individual requesting to be admitted.

• Take the following steps to determine whether or not each individual is a current STC member and a member of the Southeastern Michigan chapter.

• Go to the national STC Web site and access the member directory.

• Conduct a search to see whether that individual’s name is in the directory.

• If you are able to confirm the individual is an STC member and a member of the Southeastern Michigan chapter, follow the directions in the email and admit him or her into the listserv.

• If you are not able to confirm the individual’s STC and/or chapter membership, do one of the following.

• If you do not find evidence that the individual is a member of STC, send him or her an email asking about membership status. (Copy and paste the text from ListservLtr_AreYouAMember.doc into an email message and send it.)

• If the individual is a member of STC but is not a member of our chapter, send him or her an email stating this and letting them know how to add a chapter. (Copy and paste the text from ListservLtr_NotAChapterMember.doc into an email message and send it.)

• If the individual does not respond within a reasonable period of time, assume he or she is not a member and delete his or her email requesting to be admitted.

• If the individual responds indicating he or she is, indeed, an STC and Southeastern Michigan chapter member, send an email message to the International STC membership office at membership@stc.org explaining the situation and asking for a confirmation of membership status.

• If the International STC membership office confirms membership, follow the directions in the original email request and admit the individual to the listserv. Send an email to the individual indicating that you have confirmed membership and welcoming him or her into the listserv.

• If the International STC office cannot confirm membership, send an email to the individual indicating that you cannot admit him or her into the listserv at the moment. Invite him or her to send additional information that might help clarify membership status.

• Follow up on any new information to confirm the membership and admit the requestor into the listserv, as appropriate.

Monitor listserv message exchanges and intervene when necessary.

• Read the messages sent through the listserv on a regular basis.

• When inappropriate messages appear (those that do not pertain to technical writing and related issues or those that do pertain, but have been couched in a mean-spirited way), generate a reminder message. This reminder message should instruct listserv participants that the sole purpose of the listserv is to provide for the respectful exchange of information related to technical writing and may suggest other ways in which they can direct the information on other topics.

• Encourage other officers or council members to intervene when they are the first to note the inappropriate exchanges. Support other council members who intervene.

Report on listserv activity.

• Receive and review the electronic summary report that appears on the first day of the month for the previous month. Copy and paste the pertinent information into a running listserv log of monthly totals (Listserv_stats.doc).

• Summarize the monthly and year-to-date activity in the listserv report and submit it to the STC-SM council on a monthly basis.

Make adjustments to the membership of the listserv, as appropriate.

• Use your email address and password to access the listserv as a “listserv administrator.”

• Access the proper page in the listserv and do one or more of the following, or anything else, as appropriate:

• Change the information required for applying for admission to the listserv (for example, add the requirement that the applicant’s full name be supplied when it was not required previously).

• Delete a member who no longer wishes to participate.

• Change an email address, as requested.

• Create a new member without benefit of an emailed request, when the request was made in another fashion.

Time Estimate (per month):

1.0 hr: Processing requests to join the listserv, including checking membership status, admitting those who are members, replying to those who are not members, answering questions about the listserv, and intervening in listserv discussions. (The time estimate reflects an average during both busier and lighter months.)

1.7 hrs: Attending STC-SM council meetings (based on ten meetings per year).

0.5 hrs: Preparing reports.

Primary Responsibilities

• Attend monthly council meetings, including preparing a Newsletter Manager’s report (in advance of the council meeting) to recap Newsletter status for the council.

• Recruit for and track the contributions of the Newsletter committee, including the following:

• Determining which tasks you as manager will handle yourself and which will be handled by various committee members.

• Using the chapter listserv to post a message, early in the year, asking for volunteers if you’d like assistance with writing, editing, or layout.

• Recruiting and using as many committee members as possible.

• Coordinating and conducting committee meetings if needed.

• Tracking the contributions of committee members so that you can give them chapter-level volunteer awards, which are awarded at the end of the council year.

• At the beginning of the council year, prepare and distribute a publication schedule, including the following:

• Scheduling at least four issues to remain in compliance with the STC/SM bylaws. (If you want to compete in the International STC newsletter competition, a minimum of six issues must be published per year.)

• Distributing the publication schedule to all Newsletter committee members, all council members, and any other relevant parties.

• Collect, assign, and/or write content for each issue, including the following:

• Working to get people (committee members, chapter members, students, members of related professional organizations, etc.) to contribute articles for each issue.

• Assigning a reporter / photographer to cover events hosted by the chapter (such as networking lunches and program meetings) and/or asking the organizers of such events to report on / take pictures at the events.

• Trying to include a “From the President” column from the chapter president in each issue.

• Trying to write a “From the Editor” column to include in each issue.

• Contacting the Director-Sponsor (if applicable) to ask if he/she would like to publish an article for each issue.

• Assigning someone to write a profile for each issue. (For example, in 2004-05, when we won an award in the STC’s Newsletter Competition, we had been including one student profile and one professional profile per issue.)

• Collecting / watching for items that can be included in a Networking and Learning Opportunities page in each issue. (Work with chapter Professional and Educational Liaisons on this task.)

• Carefully edit / proofread each issue or assign this task to a reliable editor / proofreader before the newsletter is distributed. Keep in mind that STC is a professional writer’s association. As such, our chapter newsletter must convey a professional image. Our chapter newsletters are available to the general public through our STC/SM Web site; therefore, the quality of our chapter is closely associated with the quality of our newsletter

• Arrange for layout of the newsletter (and manage that process) or do the layout yourself.

• Create a PDF of the finished issue and send it to the Webmaster for posting on the chapter Web site

• Send a message to chapter members via the chapter listserv when each new issue of the chapter newsletter is available on the Web site

• Encourage the Programs committee to plug the newsletter in any postcards or mailings they’re doing to promote their programs.

Secondary Responsibilities

• Join the Newsletter Editors’ listserv (through the International STC) to enable you to share ideas with other STC chapter newsletter managers around the world.

• Review newsletters from other chapters to see what other chapters are doing. There is an understanding among STC chapter newsletter editors that stories should be made available for publication in other chapter newsletters after the courtesy of a request / notification to the source chapter’s Newsletter Manager.

• Consider including open letters (if they exist) from candidates for the Society-level elected positions.

• Consider entering the chapter newsletter into the Society-level newsletter competition. Information on all Society-level competitions is generally available from the stc.org Web site

• Manage advertising or recruit an Advertising Coordinator to investigate the possibility of selling newsletter ad space as a possible revenue generator for the chapter.

• Ensure succession by recruiting and working with an Associate Editor.

• Periodically assess the tools being used to produce the newsletter to determine if you need to suggest any software upgrades or purchases to the chapter council.

Time Estimate (Primary Responsibilities):

2½ hrs / month: Attend monthly council meetings, and prepare Newsletter Manager’s report in advance

4 hrs / year: Recruit for and track the contributions of the Newsletter committee

¾ hr / year: Prepare and distribute a publication schedule

7 hrs / issue: Collect, assign, and/or write content for each issue

2 hrs / issue
- or -
¾ hr / issue: Carefully edit / proofread each issue
- or -
Assign this task to a reliable editor / proofreader and manage the process

2 hrs / issue
– or -
5 hrs / issue: Arrange for layout of the newsletter and manage the process
- or -
Do the layout yourself

¼ hr / issue: Create a PDF of the finished issue and send it to the Webmaster

¼ hr / issue: Notify chapter members via the listserv when the issue is available on the Web site

¼ hr / issue: Encourage the Programs Committee to plug the newsletter

Time Estimate (Secondary Responsibilities):

½ hr / issue: Join and monitor the Newsletter Editors’ listserv

½ hr / month: Review newsletters from other chapters and request / notify other chapter editors about reprinting stories if you find something interesting

1 hr / year: Consider including open letters from candidates for the Society-level elected positions

1.5 hrs / year: Consider entering the chapter newsletter into the Society-level newsletter competition. Submit application and send off each required issue for competition review.

5 hrs / issue
- or -
5 hrs / year: Manage advertising
- or -
Recruit an Advertising Coordinator and manage the process
??? Ensure succession by recruiting and working with an Associate Editor

2.5 hrs / year: Periodically investigate new tool options for producing the newsletter

Monthly Responsibilities

Typically, the chapter’s immediate past president chairs the Nominations Committee. Additionally, two chapter members are elected to serve on the committee each year. Members of the Nominations Committee perform the following tasks on a regular basis throughout the year.

• Attend council meetings

• Attend program meetings

• Committee chair only: Prepare monthly report of the committee’s activities for the council meetings

Time Estimate (per month):

2.0 hrs: Attending council meetings

3.0 hrs: Attending program meetings. (Note that there is no program meeting in December, but there is a council dinner.)

1.0 hr: Committee chair only: Preparing monthly report for council meetings

Winter / Spring Responsibilities

The busiest time of the year for the members of the committee is in the winter and spring, during which the Nominations Committee members must do the following:

• Work will fellow committee members to prepare an election schedule to present the projected election timeline to the council at the February council meeting.

• Work with the current council to update or draft job descriptions outlining the tasks required for the council’s elected and committee-management positions.

• Solicit names and recruit for the five elected positions: vice president, secretary, treasurer, and two Nominations Committee members.

Note: Typically, the vice president ascends to the presidency, but if that is not the case, the Nominations Committee is responsible for recruiting a president as well. Also, the current-year president typically serves as both the immediate past president and the chair of the Nominations Committee in the year after their presidency. If that is not the case, the immediate past president position can remain vacant, but the in-coming president needs to appointment a chapter member to serve as the chair of the Nominations Committee.

• Prepare ballots for the elected positions and distribute them to the members in March or April. (If the voting occurs online, the committee must prepare a postcard to be mailed to all members telling them how to access the candidates’ biographies and how to vote.)

• Send reminders about election deadlines to the chapter membership using the Web site and/or the listserv.

• Tally the votes for the elected positions and inform the candidates of the election’s outcome by June 1.

• Verify that the election outcome is announced to the general chapter membership.

• Solicit names and recruit for the non-elected, committee-management positions: programs, newsletter, membership, web master, job board / listserv, publicity, education liaison, and professional liaison. Ideally, the new committee managers are announced at the June program meeting.

• Optional: Although not required to do so, the Nominations Committee often helps the managers of the larger committees (e.g., programs and newsletter) recruit for those committees.

Time Estimate (one-time tasks)

1.5 hrs: Prepare an election schedule

2.0 hrs: Update job descriptions

5.0 hrs: Recruit for elected positions

4.0 hrs: Prepare and distribute ballots

1.0 hr: Send reminders about election deadlines

1.0 hr: Tally votes for elected positions

1.0 hr: Verify that election outcome is announced

10.0 hrs: Recruit for non-elected positions

5.0 hrs: Optional: Recruit for committee members

Responsibilities:

• Attend all program meetings, during which you need to do the following:

• Use the speaker’s biography to introduce him/her (after the president opens the meeting)

• Ensure that the Programs committee’s door registration coordinator forwards to the treasurer (or his/her designee) all registration checks and cash

• Attend monthly council meetings.

• Line up speakers and do the following:

• Request a biography from the speaker.

• Request a description of the program

• Line up venues and do the following:

• Reserve a room and any presentation (A/V) equipment for the program (email speaker to find out what sort of presentation equipment is needed).

• Reserve food/catering for the program.

• Purchase speakers’ gifts, gift bags and ribbons; and prepare gifts for speakers (Gifts may be purchased through the International STC Web site)

• E-mail the council and the Programs committee to announce the program, and attach the following:

• The program announcement

• A map to the site’s location (or ensure that the Programs Committee’s venue coordinator handles this task)

• Manage the work of all Programs committee members and do the following:

• Determine which tasks you as manager will handle yourself and which will be handled by various committee members.

• Coordinate and conduct a Programs committee meeting at the beginning of the program year.

• Announce (or ensure that the committee’s pre-registration coordinator announces) the program via the chapter listserv and include the following:

• The program announcement

• A map and/or directions to the site’s location

• Details on how to register and on special “repeat attendee” or “guest registration” deals (if any)

• Prepare monthly Programs committee reports for the council meetings.

• (Optional) Contact companies such as TechSmith to request door prizes (software)

• Develop and publish dates for the program year according and do the following:

• Schedule around Christian, Jewish, and Muslim Holy days.

• Update the STC/SM council and the Programs committee whenever meeting dates change.

• Schedule chapter program meetings for September, October, November, January, February, March, April, May (optional), and June.

• Schedule a seminar or workshop in the Spring (in lieu of a chapter program meeting)

Time Estimate:

Note: Many of these tasks are actually completed by Programs committee members, but it is the committee chair’s responsibility to ensure that the tasks get done.

Task (per month):

3.0 hrs: Attend all program meetings and introduce speaker / ensure registration fees are handled appropriately

2.0-3.0 hrs: Attend council meetings

1.0-2.0 hrs: Line up speakers for program meetings

1.0-2.0 hrs: Line up venues for program meetings

1.0-2.0 hrs: Purchase and prepare speakers’ gifts

1.0-2.0 hrs: E-mail the council and the Programs committee to announce the program

1.0 hr: Manage the work of all Programs committee members

1.0 hr: Announce the program to the membership

1.0 hr: Preparing reports for monthly council meetings

¼ hr: Contact companies to provide door prizes (optional)

Task (per year):

2.0-3.0 hrs: Develop and publish dates for the program year

Primary Responsibilities

• Attend monthly council meetings.

• Use template to write press releases for monthly chapter program meetings and major chapter announcements (e.g., election results) and distribute releases electronically to area press contacts.

• Create flyers for monthly chapter program meetings and distribute them to area universities and colleges.

• Follow up with media contacts as required.

• Maintain a current list of media contacts and ensure it gets forwarded to next Publicity Manager.

• Use STC listserv to inform members about other STC-related events in Southeast Michigan.

Time Estimate (per month):

2.0 hrs: Attend council meetings

2.0 hrs: Write press releases and distribute to press contacts

2.0 hrs: Create flyers and distribute to colleges and universities

1.0 hr: Follow up with media contacts and gather clippings

½ hr: Maintain a current list of media contacts and forward it to next Publicity Manager

½ hr: Inform members about other STC-related events in Southeast Michigan

Secondary Responsibilities

• Attend monthly program meetings when possible.

• Consider entering our chapter in the Society’s annual Publicity Competition. (To prepare to enter, gather clippings for chapter archives on a monthly basis. Currently, this task involves doing screen captures of releases and announcements, and pasting them into a DOC file.)

• Look for possible article opportunities to provide local exposure for our chapter.

Time Estimate (per month):

3.0 hrs: Attend program meetings

1.0 hrs: Prepare to enter our chapter in Society contest

½ hr: Look for possible article opportunities locally (This would not be an “every month” time drain. However, if an article idea is identified, it would require time to write the article or to find someone to write the article.)

Primary Responsibilities

• Update the spreadsheet of Administrative Council contact information.

• At the beginning of the Council year, send updated spreadsheet to the International office.

• Approximately one week before each Council meeting, send out a message to all Council members reminding them of the upcoming Council meeting and to turn in a Council report.

• Work with the President to prepare the agenda for each Council meeting. In preparing the agenda, the Secretary should review the minutes from the last meeting to determine if there are any old business items that need to be included on the agenda.

• Prior to each Council meeting, distribute to all Council members the finalized agenda, minutes from the last Council meeting, and this month’s Council reports.

• Take minutes at each Council meeting. If the Secretary cannot attend a Council meeting, it is his/her responsibility to find someone else to take minutes for that meeting. Minutes should include the following. (This information was pulled from various documents on the International Web site)

• The time that meeting began and ended

• The names of all Council members present

• The names of all Council members absent

• A brief description of all motions and the names of people making and seconding each

• The number of votes by which a motion passed or failed and the number of abstentions

• The opinions expressed at meetings only if they bear on items that might be raised for future consideration

• All tasks assigned to Council members, including information on the member responsible for each and date by which the task should be completed

• All items deferred until a later date

• Contribute thoughts and ideas at Council meetings.

• Prepare and distribute meeting minutes to Council within ten days of taking the minutes.

Secondary Responsibilities

• Oversee the storing of the stationery and envelopes for the chapter.

• Monitor the supplies of stationery and envelopes, reordering more as necessary.

• Keep the chapter’s file of past meeting minutes. At year’s end, ensure that a copy of each month’s meeting minutes has been stored offsite for historical purposes.

• Work with the President as necessary.

Time Commitment

Performing the duties of the Secretary requires approximately 7.25 – 9.25 hours per month. The following table breaks this calculation down by task.

Time Estimate (per month):

0.75 hr: Preparing the agenda, reviewing the previous month’s meeting minutes, and compiling Council reports prior to each Council meeting.

2.0 hrs: Attending Council meeting

1 – 3 hrs: Preparing and distributing meeting minutes. (Meeting minutes tend to take longer at the beginning of the year when more issues are discussed.)

3 hrs: Attending program meetings. (Note that there is no program meeting in December.)

0.5 hr: Sending out reminders about Council meeting, reports, etc.

Beginning-of-Year Responsibilities

The beginning of the council year is the busiest time of the year for the treasurer. S/He must do the following:

• Prepare a spreadsheet of budgeted and actual expenses from the prior year or two (July or August).

• Use this spreadsheet to work with the chapter’s incoming council to prepare a budget for the current fiscal year, which runs from 7/1 through 6/30. (Start in August so that you can have the final budget approved by the council at the November council meeting.)

• Roll the Quicken registry to the new fiscal year (August or anytime before the first expenses are incurred for the fiscal year).

• For accounts at LaSalle, update the signature cards to remove outgoing administrative council members and to add incoming administrative council members. It’s helpful if the outgoing treasurer has the paperwork ready for signatures at the council transition meeting held in June or July.

Ongoing Responsibilities

After the budget is approved, the treasurer performs the following tasks on a regular basis:

• Ensure that mail is picked up from the PO box on Stadium Avenue in Ann Arbor (at least monthly): This task can be performed by another administrative council member (president, vice president, or secretary). It is the treasurer’s responsibility, however, to ensure that this task is being completed. It is important to pick up the mail at least monthly in order to pay bills that come via U.S. mail. Although bank statements are available online, statements and canceled checks are still mailed and the treasurer needs to file these items with the appropriate monthly paperwork. You may also have the statements and canceled checks sent directly to your home, rather than to the PO box.

• Deposit all income (monthly): Other than the two dues-rebate checks that we receive from STC International, the deposits to be made during the fiscal year consist primarily of program meeting registration fees. So after every program meeting, the treasurer needs to make a deposit into our account at LaSalle.

• Pay all invoices / expenses (as needed): Note that each check must have signatures from two of the four administrative council members. So, it’s helpful if the treasurer lives or works near at least one other administrative council member. If not, you can mail the checks along with an addressed, stamped envelope to one of the administrative council members to sign and then mail.

• Attend all council and program meetings (one of each monthly): The treasurer should be present at as many meetings as possible and must bring the chapter checkbook with him or her in order to pay for any expenses incurred. The president also has a book of checks, in case the treasurer cannot attend a meeting at which a check is required. In such cases, the treasurer needs to ensure that these checks are recorded in the Quicken registry.

• Maintain and balance the Quicken registry for each of our two accounts (monthly): STC/SM has a regular checking account at LaSalle that must be balanced monthly, and a Certificate of Deposit account also at LaSalle that must be balanced quarterly. Both accounts are maintained in a Quicken registry.

• Prepare treasurer’s report (monthly): Presented to the council at each council meeting, the treasurer’s report consists of (1) a general summary of the chapter’s financial status, (2) reconciliation reports showing that the two accounts are balanced to the last available statements, (3) transactions reports that list the transactions made in the last month (one for each account), and (4) a budget variance report. Except for the general summary, all of these component reports are automatically generated by Quicken.

• Maintain chapter laptop and printer (as necessary): The chapter’s laptop (on which we’ve installed Quicken, Office, and Acrobat) and printer are kept by the treasurer who uses them to complete his/her tasks. As keeper of this equipment, the treasurer is responsible for taking care of any maintenance issues (e.g., updates to any of the installed software or operating system) that might arise.

• Work with the President as necessary (ongoing).

End-of-Year Responsibilities

The treasurer is responsible for preparing and submitting to STC International a year-end report of all financial transactions, grouped by income and expenses. This very brief report must cover 7/1 through 6/30, and must be submitted on a form provided by STC International. Usually completed in July or August by the outgoing treasurer, the report is due no later than 9/30 in order to ensure prompt payment of the dues rebate from STC International to STC/SM.

Time Commitments

The time commitments for the beginning-of-year and end-of-year responsibilities listed above are as follows:

• Beginning-of-Year Tasks (i.e., preparing the budget, rolling the Quick registries, and updating the signature cards): This process takes about 15-20 hours total.

• End-of-Year Tasks (i.e., preparing year-end report for STC International): This task takes about 4 hours.
The time commitments for the monthly and on-going tasks are as follows:

Time Estimate (per month):

2 hrs: Attending council meetings

3 hrs: Attending program meetings. (Note that there is no program meeting in December, but there is a council dinner.)

½ hr: Picking up mail at the PO box on Stadium Avenue in Ann Arbor

1 hr: Depositing income from monthly program meetings

1 - 2 hrs: Paying all invoices / expenses. (Time commitment depends on how easy it is for you to get the required signature from another administrative council member.)

1 hr: Maintaining and balancing the Quicken registry for each of our two accounts

1 - 2 hrs: Preparing monthly treasurer’s report

?? hrs: Maintaining chapter laptop and printer. (Time commitment depends on whether any issues arise and, if so, how significant they are.)

Responsibilities

• Must have a working knowledge of HTML and HTML editor programs (FrontPage 2000/3), Dreamweaver & HTML editor, FTP, graphics software such as Adobe Photoshop, Paintshop Pro.

• Experience creating forms, templates, PDF files.

• Experience working with JPG, BMP, GIF, TIFF, PDF files required.

• Knowledge of CGI scripting, XML, and flat file database creation is preferable.

Experience editing content required

• Must have full Internet access to load files to the web server.

• Must understand the difference between local and web servers, hard drives, directories.

• Personal Computer must have at least 1 GB hard drive space to run and load web-based software.

• Scanner availability is preferable.

Time Commitment

Performing the duties of the Webmaster requires approximately 5 to 10 hours per month (depending upon experience).

The following breaks this calculation down by task.

Time Estimate (per month):

1 – 5 hrs: Obtaining and editing web page content.

3 hrs: Attending program meetings. (Note that there is no program meeting in December.)

No time limit Working on Web site redesign