OUTLINE OF THE DUTIES OF THE VICE PRESIDENT



WESTERN DISTRICT VICE PRESIDENT

Roles and Responsibilities

The Vice President performs six primary tasks during their year in office:

• Completes their financial (taxes) and administrative (minutes) Secretary-Treasurer responsibilities

• Prepares and maintains the Western District Leadership Directory

• Oversees the Student Funding and Initiatives, Career Guidance, and Technicalcommittees

• Oversees the financial assets of the Western District by reviewing bank statements on a monthly basis

• Oversees the travel budget of Western District Committee Chairs

• Coordinates with International to obtain membership reports

• Coordinates the provision of certificates, plaques and checks for all Western District awards

Western District Vice President Handbook

IMMEDIATELY AFTER YOUR ELECTION AND WHILE YOU ARE AT THE ANNUAL MEETING IN JUNE OR JULY

1) Make sure arrangements have been made by the Local Arrangements Committee to send the District flags, banner, etc. used at the Western States Luncheon to the Chair of next year's Local Arrangements Committee.

IMMEDIATELY AFTER THE ANNUAL MEETING

1) Draft two articles for WesternITE, one on the Annual Board Meeting and one on the Annual Business meeting. Circulate this for review by all Board Members. Finalize and provide the articles to the WesternITE Managing Editor per his/her schedule.

ON-GOING RESPONSIBILITIES

1) The District provides funds for the District’s Committee Chairs to travel to the District Mid-Year Board Meeting. The Vice President will prepare an Annual Committee Chair Travel Budget and approve reimbursement requests throughout the year.

2) The Vice President provides oversight for the Career Guidance, Student Funding and Initiatives, and Technical committees.

3) To provide an additional layer of oversight and financial control, the Vice President shall review the financial records of the District, particularly the bank statements or online bank records, on a monthly basis.

AUGUST

1) Send out, preferably by e-mail, draft minutes of the Annual Board Meeting and the Annual Business Meeting to all Board Members for review and comment.

2) The fiscal year closes September 30th. Make any payments budgeted for the current fiscal year by that date.

3) Arrange with the Secretary-Treasurer and President the exchange-of-records meeting to be held before the end of the fiscal year on September 30th. This may best be scheduled on a weekday, when the bank branch is more likely to have a business banking specialist available. Contact the bank branch in advance to insure somebody will be there.

4) Coordinate with the Secretary-Treasurer on the selection, including version, of accounting software to use for the next fiscal year.

SEPTEMBER

1) In late September, meet with the Secretary /Treasurer and transfer the financial/banking accounts in time for him/her to begin check-issuing duties October 1. Give the new Secretary/Treasurer all the recent, active District records. Make copies of the check register before sending the checkbook to the Secretary-Treasurer. The Board has approved the Travel Expense for the transfer of these records and materials, with a preference that the Vice President will travel to the location of the Secretary/Treasurer.

2) Coordinate with Committee Chairs regarding travel to the Board Meetings. By September 30 of each year, prepare an Annual Committee Chair Travel Budget listing meeting type, chair position, and anticipated expenses which shall fit within the approved travel budget.

OCTOBER

1) Authorize the District Accountant to begin preparing the tax return and 1099 forms for any stipends paid by the District during the just closed fiscal year. Send the District Accountant a copy of the check register and the September bank statements for the just-closed fiscal year. Contact the Finance Chair and/or General Chair of all Annual Meeting Local Arrangements Committees with open checking accounts to request that they send both you and the accountant similar information from their LAC checking account. Request the accountant to prepare the fiscal year-end budget forms and IRS tax return.

NOVEMBER, DECEMBER

1) Prepare the fiscal year final budget report to present at the Mid-Year Board Meeting usually held in January. In addition, contact ITE International to obtain a membership report to include in your Board report. The President will ask you for the report approximately three weeks prior to the Mid-Year Board Meeting to include in the meeting packet.

2) Prepare a second draft of the Annual Board Meeting and Annual Business Meeting minutes, incorporating comments received from the Board, and provide to the President approximately three weeks prior to the Mid-Year Board Meeting to include in the meeting packet.

3) Work with the accountant to insure he/she has everything needed to complete the IRS tax return. Review and sign the return as soon as possible after receiving it from the accountant. It is due February 15.

JANUARY AND FEBRUARY

1) Submit a Vice President report for the Mid-Year Board Meeting describing activities of note since your election, such as the exchange of records, committees, fiscal year closeout, tax return progress, leadership directory issues, travel reimbursement status, and membership.

2) Present the year-end fiscal report at the Mid-Year Board Meeting.

3) Finalize the Annual Board and Business Meetings minutes based upon comments received at the Mid-Year Board Meeting and provide a copy to the Board and the District Administrator for the files.

4) Contact Section and Chapter officers to have them e-mail the latest information needed to update the Leadership Directory. This is most effective in early January to get the results of elections held for Sections and Chapters with office terms based on the calendar year. As soon as you have updated the Leadership Directory, send a copy to all District Board Members, committee chairs, Section and Chapter presidents, and International ITE Headquarters.

MARCH

1) Upon receipt of notification from the Past President that you have been nominated for President, send a letter of acceptance to the Past President. Note that you will need to send a personal biography/candidate statement (maximum 400 words) and photograph to the Managing Editor of WesternlTE by his/her deadline for the Spring issue of WesternlTE.

APRIL

1) Purchase a Past President's pin with ruby from International ITE Headquarters to present to the outgoing President at the upcoming Annual Meeting. Go to , click on Bookstore, and in the search field type “logo”. The pin will show up under “Logo Pin District/Chair, Ruby.”

2) Purchase a Past President’s name badge from Custom Names and Signs () if one has not yet been purchased for the current President.

MAY

1) Obtain the names for all of the District's award winners and prepare the appropriate certificates and plaques. Refer to the list on the website of awards and names of individuals responsible for selecting award winners. This task may require follow-up with the various award selectors. They will normally complete the process of selecting the honorees by the end of May.

2) Locate the past year’s traveling trophies such as the Traffic Bowl, Student Traffic Bowl, Fur-Lined Pot, Website Trophy, and Student Chapter Annual Meeting Award Trophy, and arrange for their delivery to the Annual Meeting.

3) The Annual Meeting LAC is to negotiate free hotel rooms at the Annual Meeting hotel for the three District Officers. Contact the Hotel Chair of the Local Arrangements Committee (LAC) to verify that this has been done and to receive whatever information you need to guarantee your room reservation and any other hotel needs you may have.

4) Contact ITE International to obtain a membership report to include in your Board report.

JUNE

1) Submit your Vice President’s report to the President for inclusion in the Annual Board Meeting packet.

2) The Leadership Directory needs to be updated again. The June update is intended to get the results of elections held for sections and chapters with office terms based on a summer-to-spring term.

3) Prior to the Annual Meeting, prepare a brief acceptance speech to present at the Western States Luncheon after you are sworn in as the new Western District President.

AT ANNUAL MEETING

1) Take to the Annual Meeting: Certificates (bring blank certificates for printing on-site), plaques, ITE Past President's pin, and any other awards to be presented.

2) Coordinate with the Student Funding and Initiatives Chair so they can distribute certificates for the Kell Competition at the end of that event rather than the Western States Luncheon. Certificates should be given to the Student Funding and Initiatives Chair no later than the Board Meeting.

3) Chair the Leadership Breakfast at the Annual Meeting.

4) Prepare certificates for awards that became known during the course of the Annual Meeting, such as Best Paper Awards, using the LAC registration desk’s printer. One option is to prepare generic certificates for the Best Paper Awards prior to the meeting, as they will also receive customized plaques after the Annual Meeting.

5) Work with the President and Past President on emceeing and presenting awards to the award winners at the Annual Business Meeting, Awards Banquet, and Western States Luncheon.

6) Present the outgoing President with a plaque and Past President's pin as your first duty as the new District President at the Western States Luncheon.

AFTER THE ANNUAL MEETING

1) Prepare plaques for awardees who won during the course of the Annual Meeting. Arrange to mail or otherwise deliver certificates or plaques awarded to members not present at the Annual Meeting.

2) Send the WesternITE Managing Editor and Webmaster a list of awardees for recognition in the next issue of WesternITE and on the website.

3) Ensure that the Committee Chairs provide the Secretary-Treasurer with a list of awardee names and dollar amounts for cash awards from the Annual Meeting. The Secretary-Treasurer will arrange for checks to be sent to the awardees.

4) Update the Leadership Directory with the results of the Western District Election (congrats – you should now be the President!). Send a copy to all District Board Members, committee chairs, Section and Chapter presidents, and International ITE Headquarters.

Document History:

Revised by Pat Noyes, 10/99 (to address travel to transfer of accounts meeting)

Revised by Rory Grindley, 2/1/02 (re: council chair travel budgeting and web site/WesternITE oversight)

Revised by Michael Sanderson, 2/6/09 (to add financial oversight responsibility and general updates)

Revised by Jenny Grote, 8/21/09 (to replace District 6 with Western District)

Revised by Walter Okitsu, 6/27/12 (to update tasks, modify certificates and plaques procedures, and add chairing the Leadership Breakfast.)

Revised by Cathy Leong, 7/23/15 (to update tasks in accordance with changes in procedures)

Revised by Mark Spencer 07/06/16 (to update tasks in accordance with changes in procedures)

Revised 02/15/19

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