We need your help!  ASTDNA is a volunteer organization and an influx of new ideas and talents is critical to our long term success.  Please consider volunteering as a Board Member.  Please send an email to our chapter president to learn more.

Job Descriptions:

• President
• President-Elect
• Past-President
• Secretary
• Treasurer
• Board Member-at-Large
• Programs Chair
• Membership Chair
• Communications Chair
• Webmaster
• Newsletter Editor 

The president has the responsibility for completing the following tasks: 

1. Reading the bylaws and understanding his or her responsibilities under the bylaws.
2. Overall management of the chapter.
3. Finding a place for meetings of the board of directors, with the final decision about the location being made by the board of directors.
4. Setting the time for meetings of the board of directors in consultation with the board members.
5. Setting the agenda for each meeting of the board of directors.
6. Sending out reminder notices to all board members of the next board meeting at least 1 week before the meeting.
7. Calling emergency meetings of the board of directors.
8. Presiding at meetings of the board of directors and of the chapter.
9. Appointing a non-board member to the Financial Review Committee by January 31 of his or her term. This person must not have served as a board member for the past 2 years.
10. Signing checks on the chapter's checking account.
11. Making sure that all other board members perform their functions. If other board members or committee chairs are not performing their duties, the president is responsible for making arrangements to get those jobs done.
12. Appointing replacements for vacancies on the board of directors as set out in the bylaws.
13. Announcing the time, place, and subject of the next chapter meeting at any chapter meeting held.
14. Reviewing and approving the chapter newsletter before it is published. This responsibility may be delegated to another board member.

The president-elect has the responsibility for completing the following tasks: 

1.  
   • Programs Chair.
   • Communications Chair.
   • Membership Chair.
2. Reading the bylaws and understanding his or her responsibilities under the bylaws.
3. Presiding in the place of the president when the president in absent from meetings of the chapter or the board of directors.
4. Presiding in the place of the president when the president has a conflict of interest.
5. Acting in place of the president if the president is unable or unwilling to perform his or her duties. The president-elect should inform (by telephone or by e-mail) the other members of the board of directors of the circumstances of this action before he or she decides to do so.
6. Once they have been elected, informing national headquarters of the names, addresses, and other contact information of the officers that will serve during the year in which the president-elect will serve as president. This should typically be done no later than December 31.
7. Serving as the chair of the Financial Review Committee, calling meetings of the committee, and making sure that a report is prepared and submitted to the board of the directors by April 1 of each year.
8. Appointing, with approval of the board of directors, members of a nominating committee by no later than August 31. This means that the president-elect should know who he or she wants to be on the nominating committee before the regular August board meeting.
9. Serving as chair of the Nominating Committee.
10. Presenting a slate of candidates at the regular September board meeting for approval by the board of directors.
11. Presenting the slate of candidates at the regular September chapter meeting and making sure the slate is listed on the chapter's web site.
12. Appointing, with the approval of the board of directors, the chairs of the three major chapter committees. These should be presented to the board of directors for approval at the regular December board members, but preferably before that time.
13. Performing any other duties as assigned by the president.
14. Signing checks on the chapter's checking account.

The past president has the responsibility for completing the following tasks: 

1. Reading the bylaws and understanding his or her responsibilities under the bylaws.
2. Preparing the chapter's CORE (chapter operating requirements) report for the year during which he or she served as president.
3. Preparing a report by April 1 about the activities of the chapter during his or her term as president and making sure that this report is approved by the board of directors at the regular April board meeting and posted on the chapter's web site after that meeting.
4. If both the offices of president and president-elect shall become vacant simultaneously, convening the board of directors to select a member of that body to serve as interim president until a special election by the membership can be held.
5. Presiding at board meetings and chapter meetings in the absence of the president and president- elect.
6. Serving as a member of the Nominating Committee.
7. Serving as a member of the Financial Review Committee.
8. Signing checks on the chapter's checking account.

The secretary has the responsibility for completing the following tasks: 

1. Taking minutes at meetings of the board of directors.
2. Taking minutes at chapter meetings where business is transacted.
3. At the next meeting following a meeting of the board of directors or a chapter meeting at which business is transacted, providing the board of directors with a copy of the minutes from the previous meetings.
4. Signing checks on the chapter's checking account.

The treasurer has the responsibility for completing the following tasks: 

1. Checking the chapter post office box.
2. Checking the chapter voice-mail line.
3. Making a list of attendees for chapter meetings.
4. Making name tags for attendees of chapter meetings.
5. Providing the hotel (or other facility where the chapter meeting is held) the number of attendees expected to attend a chapter meeting.
6. Taking up money at the registration desk for meetings.
7. Writing a receipt for each attendee who attends. (This is a financial control requirement so that records of all proceeds are kept.)
8. Notifying the hotel (or facility's) kitchen if more people arrive than we have reservations for.
9. Paying the hotel (or other facility) bill for the meeting. The bill should be paid at the end of the meeting.
10. Making deposits to the chapter checking account of proceeds from chapter meetings and all other payments received. Deposits should be made at least once a month.
11. Paying bills and securing the two signatures needed on each check to do so.
12. Balancing and maintaining the chapter checkbook.
13. Maintaining chapter financial records.
14. Providing a monthly financial statement to the board of directors and webmaster for posting.
15. Signing checks on the chapter's checking account.
16. Preparing, sending, and collecting bills, especially bills for payment to the chapter for advertising.
17. Informing the membership chair of people who have paid for or renewed their memberships.
18. With the assistance of the membership chair, making sure that there are membership pamphlets and applications at each chapter meeting.

Once a new treasurer is elected, the outgoing treasurer shall make arrangements for changing the bank signature card so that the incoming treasurer and the other officers are authorized to sign checks.

One way in which an audit may be conducted is for the treasurer of the North Alabama Chapter of ASTD to audit the records of the North Alabama Chapter of the Society for Human Resource Management (SHRM). Consequently, the ASTD treasurer may be expected to audit the financial records of the SHRM.

The board member at large has the responsibility for completing the following tasks: 

1. Conducting surveys of people who attend chapter meetings or special events.
2. Providing feedback to the board of directors about the performance of the chapter in general, especially feedback from members and people who attend meetings.
3. Sign checks on the chapter's checking account.

The programs chair has the responsibility for completing the following tasks: 

1. Securing presenters for regular chapter meetings.
2. Under ordinary circumstances, the program chair should identify potential presenters and subjects for those presenters and then discuss the potential presenters with the board of directors. After the board of directors has approved the potential presenters and subjects, the programs chair should then approach the potential presenters to make arrangements for presentations.
3. If circumstances do not allow for this ordinary procedure to be followed, the programs chair should involve the board in the decision making about presenters as much as possible through e-mail messages and telephone calls.
4. Informing presenters of the presenter guidelines posted on the chapter's web site. Sales pitches should be discouraged!
5. Before the program chair for a year shall leave office, he or she shall have lined up at least two programs for the next year.
6. Selecting the menu at the hotel or other facility for holding the regular chapter meeting or otherwise selecting the menu to be catered. (The treasurer is responsible for providing the final count of attendees.)

The membership chair has the responsibility for completing the following tasks: 

1. Maintaining the chapter's mailing list in an electronic data base. The mailing list should include all members in good standing, as well as those to whom the chapter wants to send announcements of meetings (nonmembers).
2. Reviewing membership records supplied by the national office of ASTD and making sure that they are accurate.
3. Informing the treasurer when someone renews a membership and turning over any checks or money for that membership to the treasurer.
4. Once a year, distributing a copy of the membership list to members in good standing of the chapter. This membership list may be distributed as an electronic data base by e-mail or it may be distributed in a printed form by regular mail. A member who has not supplied an e-mail address should be supplied a copy in printed form. Members should not be supplied a copy of the entire mailing list, but only names, address, telephone numbers, and e-mail addresses of those people who are currently members in good standing of the chapter at the time the membership list is distributed.
5. At least once a quarter, distributing a copy of the most up-to-date mailing list to the members of the board of directors and to the chairs of committees.
6. Supplying a current membership count for each board meeting.
7. Contacting the national office of ASTD for a list national members within the area of our chapter, but who are not chapter members. These names should be included on the mailing list.
8. Preparing membership applications and materials for promoting membership in the chapter.
9. Approaching visitors at each chapter meeting to get their names and other contact information so that it can be placed in the mailing-list data base.
10. Brining chapter pamphlets and membership applications to each chapter meeting or otherwise making arrangement for them to be there—typically through the assistance of the treasurer.
11. Sending a chapter pamphlet and membership application to every visitor.
12. Preparing and distribution the officer communications list at the beginning of each year. This list should include the name, office, business address, home address, business telephone number, home telephone number, business e-mail address, and home e-mail address for each officer and for each chair of the major committees (programs, membership, and communications).
13. To ask the board's help in culling the mailing list at once a year.
14. When a member's membership has expired, sending a renewal notice to that member.

The communications chair has the responsibility for completing the following tasks: 

1. Sending out, by regular mail, announcements to chapter members and others about the next chapter meeting. When a newsletter is not distributed, this regular mail announcement should typically be a post card.
2. Preparing and editing a newsletter that should be distributed by regular mail to chapter members and other at least once a quarter. With the approval of the board of directors, the communications chair may appoint a newsletter editor. The newsletter should be reviewed by the chapter president (or his or her designee) before publication. The newsletters should be posted on the chapter's web site. See the job description for the newsletter editor. The newsletter editor has the authority and obligation to edit and proofread the newsletter.
3. Maintaining the chapter's web site. With the approval of the board of directors, the communications chair may appoint a webmaster to fulfill this responsibility. See the job description for the webmaster.
4. Maintaining the chapter's listserv. This requires the entry of new names and e-mail addresses into the listserv data base. This may be one of the webmaster's responsibilities.
5. Sending out e-mail announcements about chapter meetings, job vacancies, and so forth from the chapter's listserv. This may be one of the webmaster's responsibilities.
6. Making sure the Huntsville Times and other media outlets are aware of chapter meetings and special events.
7. Preparing or arranging for the preparation of advertising and other promotional materials for any special events.

The webmaster has the responsibility for completing the following tasks: 

1. Maintaining the web site so that it is not only a means of promoting the chapter, but also preserves the chapter's history. Therefore, the following items should be published on the web site and maintained there until a decision of the board of directors dictates otherwise:
   • Chapter financial statements.
   • Minutes of meetings of the board of directors and chapter.
   • Subjects of chapter meetings.
   • Bylaws, job descriptions, and standard operating procedures of the chapter.
   • Forms typically used by the chapter.
   • Names of the current officers.
2. Maintaining the chapter's Listserv, unless this task is assigned to another member of the Communications Committee. This requires the entry of new names and e-mail addresses into the Listserv data base.
3. Sending out e-mail announcements about chapter meetings, job vacancies, and so forth from the chapter's Listserv, unless this task is assigned to another member of the Communications Committee.
4. Nominating an internet service provider for hosting the chapter's web site.

The newsletter editor has the responsibility for completing the following tasks: 

1. Preparing a newsletter that should be distributed by regular mail to chapter members and other at least once a quarter.
2. Soliciting from other board members and chapter members content for the newsletter.
3. Supplying the content of the newsletter without violating copyright law.
4. Editing and proofreading the content of materials published in the newsletter.
5. Sending a draft of the newsletter to the chapter president (or his or her designee) for review before publication.
6. Sending a PDF version of the newsletter to the webmaster after publication so that it can be posted on the chapter's web site.
7. If advertising is sold, informing the treasurer of the type sold and its cost so that the treasurer can prepare and send bills for the advertising.
8. Obtaining from the membership chair the most up-to-date version of the chapter mailing list and preparing mailing labels only from that most up-to-date mailing list.