Elfun Society Chapter Officer Roles and Responsibilities
Chairman
The chairman, as key officer, will need to have a good understanding of Elfun, including its constitution and by-laws. In addition, a personal dedication toward accomplishing goals to maintain (or improve) the level of Elfun activities will be an asset to the chapter.
Responsibilities
- Lead and direct the activities of the chapter together with the other chapter officers and appointed committee leaders.
- Preside at meetings or delegate that duty to other officers.
- Consider appointing committee chairmen for special purposes such as awards, communication, projects, new members, investments, Sharing the Gold and membership.
- Plan and conduct meetings of the executive committee (more information can be found in Chapter Committees).
- Identify potential leaders and encourage their involvement in chapter activities.
- Encourage non-Elfun GE employees who are active in volunteer work to become Elfun members.
- Appoint a nominating committee and conduct election of officers for the upcoming year.
- Prepare and issue reports (or direct their preparation) to submit to Elfun Headquarters with a copy to your Area Director.
- Keep local GE management informed. Communicate plans and document accomplishments of the chapter, using both Sharing the Gold and volunteer project reports.
- Attend the annual Elfun Global Leadership Meeting in September.
- Approve chapter expenses and financial statements.
- Complete or ensure timely action on Elfun administrative matters.
Vice Chairman
The vice chairman acts as primary back up for the chairman, not only in the absence of the chairman, but also in assisting with the work of planning and executing the chapter activities.
Responsibilities
- Preside at meetings in the absence of the chairman.
- Perform special assignments as arranged with the chapter chairman or as stated in the chapter by-laws. Examples of such assignments may include:
- Complete STG and volunteer project reports when required.
- Conduct Elfun of the Year Awards program if awards chairman has not been appointed.
- Act as Project Chairman for the chapter to provide valuable experience and leadership development.
Administrative Overview
The following list outlines administrative activities necessary for a chapter that helps meet the needs of Elfuns and their communities. Some of these responsibilities are meant for delegation to individual officers; however, ultimate responsibility rests with the chapter chairman and vice chairman.
Financial
- Transfer bank account to signature of new officers at start of year.
- Review financial status and establish budget.
- Collect annual membership fees.
- Send Elfun assessment to Elfun Headquarters by December 1.
- Establish and maintain accepted financial procedures for receipt and disbursement of chapter funds.
- The chapter will insure that their charitable contribution in a given year equals or exceeds their interest income.
By-Laws
- Review chapter by-laws and revise as necessary.
History
- Establish procedures which will result in sufficient chapter records to maintain a useful history.
Elections
- Follow chapter and global Elfun by-laws for election of chapter officers and Elfun Global Board members.
- Add the new chapter officers into the Elfun Information System.
Membership Database Maintenance
- Maintain current membership information in the Elfun Information System (EIS).
Reports/Records
- Determine what records are necessary for chapter use or to prepare required information for the Elfun Global Board.
Keep current and orderly for the benefit of the succeeding officers and committee chairmen.
Liability Insurance
- Establish potential risk for chapter-sponsored events.
- Determine if an event is covered by any sponsoring agency.
- Obtain certificates of insurance when required.
Communications
- The Communications Chair is responsible for using the chapter news system to publicize chapter events and activities on the chapter website. This information may also be promoted to the global Elfun website.
- Send copies of any communications to the Executive Director.
Chapter Minutes
- Issue concise and interesting minutes of chapter meetings and activities to chapter members. Send copies to your area director and to Executive Director when the information is of value for sharing best practices, general interest or possible general communication.
Chapter "Newsletter"
- The communications chairman should establish a chapter "Newsletter" (print and/or electronic) to distribute information to members on chapter activities. Include photographs and stories of up-to-date events to increase members' active interest. Local chapter meeting announcements, minutes, and other news items should be sent to the Executive Director.
Chapter Calendar
July
- Accept office as newly elected chapter Chairman and Vice Chairman.
- Confirm that new officers have been entered into EIS (by June 30).
- Develop chapter business plan.
- Hold executive committee meeting to review chapter by-laws, duties of chapter officers, chapter chairman's timetable, and develop plans for appointments of committee chairmen and for holding first organization meeting.
- The chapter is required to submit a report on the previous year's financial operations to Elfun Headquarters. The online annual financial report is available on the Chapter Management Toolkit. This report should be filled out before turning the treasurer's responsibility over to a newly elected person and is due August 1.
- Update membership information in EIS and begin confirming members' approval for payroll deduction of membership fees.
August
- Complete appointment of committee chairmen and hold first organization meeting:
- Explain responsibilities of officers and committee chairmen
Turn over necessary committee records. Discuss tentative regular meetings and social event programs for the year and set tentative dates.
September
- Attend the Global Leadership Meeting for Elfun orientation and assistance with the running of your chapter.
- Publicize chapter award winners in local chapter newsletter, local GE News and community newspapers.
- Complete organization work:
- Approve committee members
- Make decisions on dates of meetings and social events as far in advance as possible
- Make decisions on other activities
- Hold "whole" chapter review of plans for program year:
- With officers and committee chairmen reporting their plans
- With area director participating
- Distribute plans (in writing)
- Provide for measurement (based on goals)
- Issue to chapter members:
- Request for payment of annual membership fee
- List of officers and committees
- Activity plans with participation requests
October
- Put into effect ideas developed at the Elfun Global Leadership Meeting.
- Hold first Chapter meeting.
- Report to chapter on Elfun Global Leadership Meeting.
- Appoint awards committee for selection of outstanding individual(s) from your chapter to be nominated for Elfun of the Year Awards (regular, senior, new member and team categories).
October-November
- Make presentation of plaques to Elfun of the Year Award winners, if any (Area, Chapter).
- Review cases of member non-payment of fees. Regular members can be dropped from the chapter in EIS for non-payment of fees. Senior members can be changed to "inactive" if they have not paid their membership fees.
- Pay chapter assessment to Elfun Headquarters (not later than December 1).
January
- Work with your area director to identify possible candidates for new Area Director.
March-May
- Plan and implement New Member campaign using the tools available on the Chapter Management Toolkit.
April
- Hold orientation and reception for new members.
- Maintain accurate membership information in EIS by ensuring that all members have Oracle HR or SSO Ids. New members should join using the online membership application (www.elfun.org/join).
- Review Chapter by-laws for any necessary updating.
May
- Start nomination and election procedure for next year's officers.
- Schedule and hold induction ceremony for new members.
- Collect and review all nominations submitted for Elfun of the Year awards. Chapter winners can be selected and recognized locally.
- Submit nominations for Elfun of the Year Award to your area director by June 1. These become nominees for area and maybe global Elfun of the Year Awards.
- Establish process for nominating chapter activities for Golden Elm Awards.
June
- End of Year duties.
- Submit nominations for Golden Elm Awards to Elfun Headquarters (due July 1).
- Announce new chapter officers and include in EIS (by June 30).
- Complete all STG and volunteer project reports.
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