Chapter Planning Committee
Each Chapter determines the optimal size of its Chapter Planning Committee, up to a maximum of twenty Directors, consisting of designated members, candidates or students in good standing.
Responsibilities of the Chapter Planning Committee include:
- Development of the Chapter and overseeing its general well-being;
- Planning events that meet the needs of members in their region, with a goal of varying the event types to attract members, students and candidates with different interests;
- Ensuring Chapter activities align and advance CPABC’s goals and objectives, striving for member engagement and pride of membership in CPABC;
- Holding meetings, entering into contracts, incurring obligations within CPABC policy for the general conduct of the Chapter; and
- Paying expenses incurred where such expenses shall not exceed the Chapter’s approved budget.
Chapter Directors
All Director positions report to the Chapter Planning Committee and can be filled by CPA candidates and students and designated CPABC members in good standing. The initial term expected is a minimum of one year (official terms will be established by CPABC in the near future).
All Chapter Directors are expected to have the following skills, abilities, and traits:
- Approachable and open to input from volunteers and staff;
- Skilled at motivating and delegating (where appropriate);
- Professional in manner and appearance;
- Able to work independently as well as in a team environment;
- Strong communication skills; and
- Reliable and punctual.
All Chapter Directors will ensure that they:
- Understand and comply with position-related requirements and Chapter policies;
- Fulfill volunteer commitments with integrity and due care;
- Develop and maintain effective working relationships with volunteers and CPABC;
- Participate in activities of the Chapter, contributing their time and energy;
- Maintain confidentiality of relevant Chapter and CPABC information; and
- Act under in the best interest of CPABC and its members, with a fiduciary duty to be conservative with spending where possible, and exercise prudence and stewardship.
Chapter Officers
All Officer positions report to the Chapter Planning Committee, and have a time commitment of up to 5 hours per month. Officers must be designated CPABC members in good standing. The initial term expected is a minimum of one year (official terms will be established by CPABC in the near future).
Chapter Officers will ensure that they:
- Strive for effective and efficient operation of the Chapter and its activities;
- Establish sub-committees to effectively carry out the Chapters’ activities;
- Understand the policies and procedures and be able to explain them to other Directors;
- Work with the Chapter Planning Committee to plan activities that will meet members’ needs;
- Ensure cross training of Directors serving on sub-committees;
- Ensure completion of projects and reporting requirements;
- Attend all Chapter Planning Committee meetings and applicable training sessions;
- Attend Chapter events where possible;
- Keep volunteers and members informed about what is happening within CPABC;
- Work to build the Chapter Planning Committee by recruiting volunteers.
The Chair will also:
- Act a primary liaison between Chapter and CPABC;
- Advise CPABC of the names of current Officers and Directors and any changes;
- Chair meetings with efficiency, fairness, and objectivity;
- Keep the Vice-Chair, Treasurer and Secretary informed of Chapter activities;
- Consult regularly with each Officer to ensure completion of responsibilities;
- Ensure volunteer training takes place in a timely, regular manner;
- Ensure smooth transition of all Chapter Planning Committees positions.
The Vice Chair will also:
- Assume responsibility for Chapter Planning Committee succession;
- Work with the Chair throughout the year and maintain an awareness of Chapter activities;
- Stand in for the Chapter Chair in their absence (including chairing meetings when needed).
The Treasurer will also:
- Understand CPABC’s financial policies for Chapters;
- Develop funding request documentation/event proposals forecasts for submission to CPABC;
- Ensure that planned Chapter activities fit within allocated and approved event budgets;
- Monitor Chapter spending and correspond with CPABC regarding variances;
- Track expenditures on a monthly basis;
- Ensure vendor invoices agree to original quotes if applicable, and confirm that it is a legitimate and reasonable expense;
- Upload approved invoices and expense claims to FileCloud for payment by CPABC;
- Chapter Chair and Treasurer to review monthly actual spend vs. budget
- Share financial results and budget updates with the Chapter Planning Committee regularly;
- Prepare variance analysis on all activities and provide accruals at year-end;
The Secretary will also:
- Preserve all documents of the Chapter, adhering to file storage and privacy policies;
- Prepare any official correspondence on behalf of the Chapter;
- Prepare agenda in consultation with the other Officers, and distribute prior to each meeting;
- Keep an accurate record of meetings of the Chapters (i.e., minutes);
- Hand over to the successor Secretary all books, records, documents, and all other property belonging to the Chapter.
Chapter Sub-Committees
Each Chapter determines the structure of its sub-committees. Members of a sub-committee may include designated members in good standing, candidates and students.
Sub-committees may be responsible for planning and promoting events of a specific type or focus that encourage member and/or student participation. They may also have a specific responsibility that supports the Chapter Planning Committee. Examples of sub-committees include:
- Communications;
- Student Support and Education;
- Social Networking;
- Community Outreach;
- Others (i.e., volunteer recruitment, volunteer nominations, event logistics, finance)
Chapter Sub-Committee Chair
Chapter sub-committee chairs will ensure that they:
- Understand the guidelines and responsibilities of their sub-committee;
- Host regular sub-committee meetings;
- Maintain awareness of matters of interest to chapter members;
- Work with the Chapter Planning Committee to plan activities that meet the needs of members;
- Assign tasks and duties equitably to all sub-committee members;
- Follow up when tasks are assigned, to ensure that they are completed;
- Report on behalf of the sub-committee to the Chapter Planning Committee when necessary;
- Support the Chapter Planning Committee by recruiting volunteers.
Additional duties of the chair may be applicable based on each specific sub-committee.
