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ASSOCIATION OFGOVERNMENTACCOUNTANTS
KANSAS CITY CHAPTER
PROCEDURES MANUAL
Rev. 11/2011
ASSOCIATION OF GOVERNMENT ACCOUNTANTSKansas City ChapterProcedure Manual
ASSOCIATION of GOVERNMENT ACCOUNTANTS
Kansas City Chapter
P r o c e d u r e s M a n u a l
Table of Contents
OFFICERS
PRESIDENT 2
PRESIDENT-ELECT 4
TREASURER 5
SECRETARY 8
IMMEDIATE PAST PRESIDENT 9
DIRECTORS
EDUCATION/PROFESSIONAL DEVELOPMENT SEMINAR 10
PROGRAMS/MEETINGS 14
COMMUNICATIONS/PUBLICITY 17
MEMBERSHIP 21
EARLY CAREER 23
COMMUNITY SERVICE 24
AWARDS/NOMINATIONS 26
CHAPTER RECOGNITION 30
WEBMASTER 31
CGFM/PROFESSIONAL CERTIFICATION 33
BY-LAWS/PROCEDURES 34
ACCOUNTABILITY OUTREACH 36
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PRESIDENT
OBJECTIVE:To lead and direct the Chapter through its various programs and events in an effective manner, which will result in a strong, viable Chapter.
DUTIES:The President is the most influential member of an AGA Chapter. The success of Chapter operations during the year depends to a great extent on the initiative and creativity demonstrated by the President. As the leader of the Chapter, the President should create an atmosphere in which other Chapter officers and members are encouraged to plan and participate in the current year’s activities and lay the foundation for the Chapter’s future.
The President is responsible for general leadership of the Chapter and the motivation of the Chapter members. The President manages the board activities personally or through an appointed representative, as well as championing the AGA and Chapter with employers, colleges, universities, media, etc. The President is deeply involved with all aspects of the CEC, and with all of the Chapter programs and events that take place.
Some specific duties of the President include the following:
Participate in the Sectional Leadership Meeting (SLM).
Attend annual meetings of the National Board of Directors (NBD).
Adhering to the national and Chapter by-laws as well as resolutions and rules regulating the administration of the Chapter.
Keeping the Regional Vice President and National President fully informed about Chapter activities.
Developing an annual plan for the Chapter with input from each committee, including an annual plan for the Chapter recognition program.
Calling meetings of the membership as prescribed in the Chapter by-laws or as may be deemed necessary.
Presiding at meetings of the Chapter Executive Committee (CEC).
Serving as an ex-officio member of all committees.
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At educational events and the monthly meetings, gives a short introduction and welcome to attendees, and introduces all speakers.
Ensures the Chapter is registered with the State Board of Accountancy, where required, to offer CPEs.
Prepare a letter to be included in each issue of the Chapter’s Kansas City Courier newsletter.
Present gifts to presenters for all meetings/seminars.
Respond to National Office Memoranda and regional memos and concerns.
Promoting general goodwill in the government and private financial management communities.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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PRESIDENT-ELECT
OBJECTIVE:To assist the President in their duties and become familiar with the organization, to become an effective leader in the following year, serving as President.
DUTIES:The primary duty of the President-Elect is to help the President and to assist other board members in carrying out their duties. The main function of the President-Elect is to provide for a smooth transition in the next year with a new CEC. This is accomplished by becoming involved in all of the projects that AGA promotes and taking part in and learning the various aspects of the organization.
Specific duties include: Assist the President and serve in his/her absence in running monthly meetings or CEC meetings. Attending Chapter and CEC meetings Presenting new initiatives to the President and working special projects as assigned. Attending the Regional Vice President’s new officer’s workshop. Selecting the new slate of candidates for the CEC for submission to the April newsletter, to be
voted upon by the Chapter at the May meeting. As part of the Quarterly Recognition Report, the Communications Director needs to be informed
of our Chapter’s progress in the point total to let the membership know where the Chapter stands in the recognition point process.
The President-Elect serves on the nominating committee, which is responsible for deciding upon the recipients of the Chapter’s year end awards. The Nominating Committee is responsible for the formation of the next year’s CEC.
The President-Elect is involved in recruiting members to serve in leadership posts and forming the subsequent CEC.
Reviews and updates the Chapter’s Procedures Manual. This should be done early in the spring so that a revised/updated manual is available for the Old/New Board Meeting. The electronic version of the manual should be forwarded to the incoming President-Elect to be utilized duringthe next update.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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TREASURER
OBJECTIVE:To be the custodian of Chapter funds, and maintain the financial records of the Chapter.
DUTIES:The primary duty of the Treasurer is to ensure that the financial records and assets of the Chapter are maintained. There are many specific duties that are carried out by the Treasurer.
Prepare the Chapter’s annual budget. CEC Members are responsible for preparing budgets for their respective areas of responsibility, and submitting that information to the Treasurer. The budget should be established and voted on by the CEC no later than June 30 of each year.
Promptly deposit all receipts of the Chapter in a bank account maintained in the name of the Chapter. The Program Chair deposits the monthly meeting receipts.
Make disbursements from the Chapter account only on behalf of the Chapter and supported by appropriate documentation.
Establish petty cash funds for special purposes when approved by a vote of the CEC. Present a monthly financial report to the CEC and monthly newsletter Determining if the Chapter is required to file an IRS Form 990, W-9’s or Form 990EZ. Process credit card payments and reconcile merchant statement to the monthly bank statement. Ensure Chapter has up-to-date Tax Exempt letter. Work with the Chapter bank (Mazuma) to obtain current program year signatures and remove
prior program year signatures. Officers and committees should get to know the National website, especially those areas related
to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
There are several line items in the budget that are not program specific and the Treasurer generally establishes a budget for those items. The following are examples of such line items with a description for establishing the budget for each.
Interest Income: The budget is generally based on the prior year’s data. Audit Fee: The budget is established based on the cost of the audit conducted during the
current program year. The prior year board minutes should show the auditor selected and the associated cost.
Regional Meeting: The budget is generally based on the prior year’s data. National PDC: The budget covers registration only for either one or two AGA members) Stamps and Supplies: The budget is generally based on the prior year’s data.
Auditor Selection:
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The Treasurer should solicit for an audit of the local Chapter in the March and April Chapter newsletters or other publications as deemed appropriate. A deadline of May 15 helps ensure that an auditor is selected and voted on prior to the end of the Chapter’s program year. The Chapter auditor can be a member of the CEC, but must be a non-voting member to preserve independence under AICPA and state society requirements. A letter should be sent to the auditor informing them of the selection. In most instances, it is not cost beneficial to have a full annual audit. Instead, a review or an agreed-upon procedures audit would be sufficient.
Specific responsibilities of the auditor include: Review of Statement of Revenue and Expense to determine if beginning balances agree with
ending balances from the previous statement. Ensure the statement is mathematically correct. Review cash disbursement and receipt vouchers. Check mathematical accuracy, review
supporting documents to determine appropriateness of expenses, compare line items to Statement of Revenue and Expense, compare entries in the cash disbursements and receipts journals.
Check mathematical accuracy of the cash disbursements and receipts journals. Compare checkbook entries with the cash disbursements and receipts journals. Discuss with the Treasurer any discrepancies or questions resulting from the review. Identify and
discuss ideas for improvements with the Treasurer and President. Prepare a year-end audit report within 30 days of the close of the fiscal year and submit to he
Chapter President, with copies to the President-Elect and Treasurer.
Quarterly Financial Report to the CEC:
The Treasurer’s report includes:
A comparison of budget to actual year-to-date financial activity, and provides a budget balance for each revenue and expenditure line item.
A balance sheet. Disbursements for the month. This includes the check number, payees, check amount, line
item(s) charged.
Monthly Financial Report to the Newsletter:
The Treasurer’s report includes: The first Treasurer’s report should include the current year budget plan along with the monthly
statement of funds. Each month the Treasurer shall publish the record of receipts and expenditures.
Expenditures:During the year, various officers and Directors of the boards obtain a Chapter check (made out to the business and for the proper amount) from the Treasurer to carry out their various duties. The Treasurer needs to ensure that the Officers/Directors are maintaining fiscal responsibility.
The Treasurer needs to be sure each Officer and Director has access to a copy of the tax-exempt documentation. Most expenditures incurred by the Chapter are tax-exempt and the tax-exempt documents should be honored by most vendors.
Budget Changes:
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The Chapter By-laws allow line items to exceed the budgeted amount by no more than ten percent (10%). The monthly Treasurer’s report allows this activity to be monitored. If it appears that an item will exceed or has exceeded the budget flexibility amount, the Treasurer should bring this to the attention of the CEC and it should be noted in the minutes. A revised budget is generally prepared and voted on by the CEC near year-end.
Bank Accounts: The Chapter may invest in a Certificate of Deposit (CD). The Treasurer must be aware of the
maturity date so that a comparison of rates at various banking institutions can be made if the Chapter determines that it wishes to continue investing any funds. Depending on the financial institution, the statement may be issued monthly, quarterly, or when the CD matures.
A reconciliation should be performed each month to ensure the Chapter funds are adequately accounted for.
The signature card for banking accounts must be signed each year. Those authorized to sign checks are the Treasurer and President. The Treasurer should work with the financial institution to have the prior program year Treasurer and President signatures removed and the current Treasurer and President signatures obtained.
Accounts Payable:If the Chapter has any accounts payable, a review should be conducted at year-end to determine if the account balance should be carried forward. Accounts Receivable:Accounts receivable are generally established for seminars for those individuals who have registered and payment is not received prior to or at the conference. (I need to obtain additional information from the Program folks to check this next sentence out) Accounts receivable may also be established for monthly program meeting registrants who fail to attend. An invoice should be prepared for each registrant from whom payment has not been received. The invoices support the establishment of the accounts receivable.
Seminars and Monthly Meetings:The Chapter holds monthly program meetings and various seminars throughout the year. The Treasurer will need to obtain a list of the participants and the fees collected. As stated in the accounts receivable section, a registrant is responsible for the payment. If an individual registers for a lunch meeting or seminar and does not attend, they are still responsible for payment.
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SECRETARY
OBJECTIVE:To maintain an official record of the Chapter’s events and activities.
DUTIES:The primary duty of the Secretary is to keep the minutes of the CEC’s meetings, and ensure the minutes are published in the Chapter newsletter and/or on the Chapter website.
The Secretary is to keep accurate minutes for the monthly CEC meetings and any special meetings deemed necessary by the CEC. The minutes from each meeting should be typed and sent out to all CEC members via email. The deadline for approval should be set so that the approved minutes can be included in the Disclosures newsletter immediately following the CEC meeting. This process will expedite the CEC meeting as they are usually held to an hour, either during lunch or after work. In addition, it will provide members the most up-to-date proceedings of the CEC meetings.
The previous year’s CEC meeting minutes have to be maintained for record and historical purposes.
A copy of the approved CEC meeting minutes (including any voted on changes to the minutes) are to be forwarded to the Communications Director for inclusion in the Kansas City Courier newsletter.
The Secretary should issue notices of CEC meetings, prepare the agenda of matters to be covered (in consultation with the President), keep a record of attendance, and prepare the meeting minutes.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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IMMEDIATE PAST-PRESIDENT
OBJECTIVE:To act as an advisor to the President/CEC, and help facilitate a smooth transition from the prior CEC to the current CEC.
DUTIES:The Immediate Past-President and the new President work as a team to transition the Chapter to a new CEC. This includes assisting new Board members to understand their duties. Serve on any planning committees for Education and Programs. The Immediate Past-President may also assist Board members in completing their duties, for example he or she may be a good person for the Education Director(s) to tap as a greeter at conferences.
The Immediate Past-President’s experience is invaluable to the new President. As such, the President may call upon the Immediate Past-President to perform certain tasks during the year that take advantage of his/her AGA knowledge and experience.
The Immediate Past President is an important member of the CEC who can:
Provide guidance to the Chapter President. Offer continuity in Chapter governance. Serve as special projects leader or chair of a designated task force. Represent the Chapter as a Regional Vice President, Regional Coordinator or on a national
committee or task force. Help identify future Chapter leaders. Help market the Chapter with employers. Function as a liaison with other associations and organizations, academia, etc. Look for ways AGA may be able to partner with other organizations for any training
opportunities (monthly meetings, seminars, webinars, etc.) Act as liaison between AGA and other local government professional organizations such as
the ASMC, Fraud Examiners, AICPA, etc. Act as liaison between AGA and other local private industry partners, such as Blue Cross,
Hallmark, etc. Officers and committees should get to know the National website, especially those areas
related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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EDUCATION/PROFESSIONAL DEVELOPMENT SEMINAR DIRECTOR
OBJECTIVE:To coordinate quality educational events for the Chapter members, and other government financial management professionals. One of the objectives of the Education Director is to coordinate the Chapter’s Professional Development Seminars.
DUTIES:The general duties of the Education Director(s) are to keep the Chapter up-to-date on topics of importance to government financial management professionals. The Director should be well organized and must have good communication skills. One of the Chapter’s goals is to present quality educational programs at a reasonable price. One of the major functions of the Education Director is to coordinate the annual or semi-annual professional development seminars for Chapter members, and other government financial management professionals. Education Directors are strongly encouraged to attend the SLM as well as AGA national conferences to identify speakers and topics.
The following are duties that should help to present a well-received education seminar.
Annual Plan and BudgetDevelop an annual education plan and provide copies to the President-Elect by September 15 for submission to the National Office (for recognition points). This plan does not have to be detailed to the extent of specific topics and the presenters. The plan is an overview of what the Chapter is expecting to complete during the year with the expected general topics. This plan is tentative and we are not required to follow it. The plan is to inform National that we are making a good faith effort to plan for the Chapter’s educational needs. The most important function of the plan is to provide a starting point/framework for the year for the Chapter..
A budget must also be prepared and provided to the Treasurer. This can be done once the brainstorming session (see below) is completed and a rough estimate can be made of revenues and expenses based on the tentative Education Plan.
Seminar DevelopmentDevelop a subcommittee, as needed, to assist in development of the seminar topics. This is a brainstorming session, which helps the Director(s) identify topics and possible themes for the seminars. When conducting the brainstorming session, try to bring brochures from other conferences. They will be valuable sources of information for topic ideas and speaker names. Depending on time constraints and the number of ideas generated, a few brainstorming sessions may be necessary.
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Once the themes and topics are developed, the educational events need to be scheduled. Negotiate a contract with the facility to provide for room(s), registration table, break refreshments, lunch (if applicable), and parking. Seminar plans should be made as far in advance as possible, to allow for availability of training funds by our member organizations, and to encourage the maximum number of attendees. Take into account member schedules (i.e., avoid tax season, and year-end closing for the Federal/State/Local financial management professionals) when planning a date for the seminar.
Arranging for Speakers/PresentersContact potential speakers or delegate someone else to perform this task. For example, if a particular Board member, or at-large member, knows of or is an acquaintance of a particular speaker you may want to ask them to invite the speaker. First contact should be made in-person or by phone.
Provide the speaker (in writing, generally an e-mail) with information about date, location and topic. Determine if each speaker has a time preference as to when they would like to make their presentation. Speakers may have other responsibilities the same day, or may need to travel back home. Therefore, they may need a morning slot versus an afternoon slot. Try to keep our speaker costs low, to enable the Chapter to provide quality training at a reasonable cost to our members.
Confirm speaker engagements in writing, and provide them with a copy of the conference agenda, so the speaker will know about other topics and presentations. Follow-up with each presenter to inform them of their time slot, once the conference schedule is set. Arrange for any necessary travel/overnight accommodations, equipment, biographical sketch, handouts, etc.
Normally we will not invite speakers that need air travel. However, if the CEC believes this is necessary, air travel for presenters should be negotiated well before the event so as to take advantage of early booking discounts.
Specific Conference BudgetDevelop a budget and present the results to the CEC for their input and approval. The charge established for attending the seminar should be set for members and non-members, at a level where the Chapter will make a profit, which will help fund the Chapter operations.
Budgeted costs may include:FacilityLunchSpeakerAudiovisualAdvertisingCopies of handouts, etc.Speaker giftsMiscellaneous (for unexpected expenses) Preparing for a SeminarAn effective flyer/brochure can attract attendees. The brochure should include a registration form and instructions for payment and returning the form. The deadline for reservations should also be included, as well as a telephone number for more information. Brochures should be sent out approximately five weeks prior to the seminar. Recipients should include AGA members, key financial management throughout the Federal, State, and local governments, and CPA firms in the area. The seminar brochure should be reproduced in the Kansas City Courier newsletter at least one month prior to the event. An
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electronic copy of the brochure should also be forwarded to the Webmaster for inclusion on the website and to the Publicity Director to advertise in local media. Flyers should also be provided to the Presidents and Communications/Newsletter Editor of the other Chapters in the Midwestern region. Seminar information should be posted on the AGA National Office web page.
Recruit volunteers to assist during the week preceding the seminar for duties such as: Assembling seminar materials – speaker handouts, CPE forms, seminar evaluations, agendas, and
notepaper – into folders for the participants. Preparing sign-in sheets and any announcements that need to be made, such as location of
message board, public phones, restrooms, etc. Sign-in sheets will be needed at the registration table the day of the seminar.
Preparing name tags for participants. Assign at least two volunteers to greet participants and assist with registration.
Confirm in writing, the lunch count to the seminar facility contact.
Speaker gifts should be limited to a $20 value to be in compliance with Federal ethics rules.Ensure speaker gifts are ready to present to the presenters.
Develop the registration list. Record the registration, and forward the checks to the Treasurer. Always keep the money collected and the registration list reconciled.
Encourage presenters to provide the electronic copy of the presentation at least one week prior to the conference. Load all presentation on the facility and back-up computer prior to the event for smooth transition between speakers.
EquipmentRecent conferences have utilized a multimedia projector that works in tandem with a laptop computer to run MS PowerPoint presentations. If a presenter has some other type of presentation software they will have to bring their own computer. Unless the facility has a back-up, be sure to have an extra computer on hand.
Some items to consider when looking for a location for the seminar include: Podium with microphone. Large projection screen(s), for easy viewing from anywhere in the conference room. Coat rack space. Registration tables with skirts. Comfortable seating.
The Day of the SeminarThe volunteers (at least two) noted above will work the registration desk. Request that other board members (such as Chapter President) introduce the speakers. Keep yourself free to greet speakers and handle any situation, which might arise.
Prior to the start of sessions, locate and test the lighting, test microphones, and audio/visual equipment. The Education Director and/or President welcome the participants and start the seminar.
Ensure that evaluations and CPE forms are collected at the end of the day. Gather up any extra AGA materials and take them with you. Keep a copy of the seminar package for reference/historical purposes. CPE certifications must be kept for a minimum of three years.
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Post-Seminar DetailsImmediately after the seminar, thank you notes should be written to the speakers/presenters. This is an important detail in order to keep our relations with speakers in high regard. Because most of our speakers charge little or no fee (or substantially reduce their fee to help us out), it is important to express our sincere appreciation for their services.
Prepare any billings, send expenditure data (receipts and reimbursement forms) to the Treasurer, and reconcile revenue. Prepare a summary of expenditures and revenues at the end of the seminar. Work with the Treasurer to collect any outstanding billings. Normally, the Treasurer will prepare any billings and follow up on any unpaid attendees. Adjust the budget if it deviates beyond the allowable limit. The Treasurer will present all budget changes and seek Board approval for those exceeding the limit.
Prepare a summary evaluation based on participant evaluations, and provide to the President-Elect. A written year-end report should also be prepared and provided to the President-Elect to provide to the AGA National office.
Prepare a summary of the seminar including attendees, speakers, and topics for inclusion in the newsletter. Provide a list of AGA attendees to the Awards and Nominations Director for use in the member participation award.
Complete the end of the year report for the National Office (for Chapter points). This report should include a summary of the entire year’s educational events. A sample of the Year-end Education Report may be obtained from the previous Education Director or may be included in the recognition report packet from the National Office (See the President-Elect).
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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PROGRAMS/MEETINGS DIRECTOR
OBJECTIVE:To develop and initiate a comprehensive set of programs for general Chapter membership, through monthly meetings and special activities, and to make arrangements for the location and meals, for the monthly Chapter meetings
DUTIES:The primary duty of the Programs/Meetings Director(s) is to plan the monthly meeting activities of the Chapter to enhance the members’ knowledge in a variety of topics. The ability to attract and retain members relies, in large part, on the quality of speakers we offer at monthly meetings.
The specific duties related to the planning of the programs and the organization and execution of the monthly meetings include:
Prepare an annual proposed budget for the Treasurer and President.
Along with the Education/Professional Development Director set up brainstorming sessions to discuss possible themes and topics for the monthly meetings. Identify the monthly meeting facility, negotiate a contract for meeting rooms and meal rates.
Identify, contact and schedule speakers for monthly membership meetings. To the extent possible, speakers should be known several months in advance (minimum of two months to satisfy Chapter recognition program requirements).
Provide an overview of the monthly program and speaker’s background to the Newsletter Editor, Webmaster, and Publicity Director at least two months in advance.
The Chapter recognition program requires that a written plan be submitted for the year by September 15th. This plan should include planned topics for each meeting, and where possible, the speakers anticipated. While this information may change, speakers should be confirmed at least two months in advance so that information on the current and next month’s speakers may be provided in the Chapter newsletter. The Chapter recognition program also provides bonus points for programs that are technical government financial management subjects and speakers.
Coordinate payment of facility expenses with the Treasurer, as well as other expenses such as handouts.
Confirm speakers and their topics in writing to avoid misunderstandings, and contact the speakers a few days before the meeting to confirm the engagement, provide directions to the restaurant,
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inquire about meal selection, and address any last minute needs (audio-visual equipment, copies of hand outs, etc.)
Obtain a brief biographical sketch from the speaker and arrange for the introduction of the speaker.
Coordinate any special needs with the meetings committee (room set-up, equipment, etc.). Obtain any needed equipment and transport it to the meeting site.
Within a few days after the meeting, write thank you letters to the speakers.
Prepare a brief summary of the meeting for inclusion in the Kansas City Courier newsletter. The summary should include the speaker, a small amount of their background, an overview of their presentation, and any other items of interest from the meeting. Forward to the Communications/Newsletter Director, and Webmaster.
Prepare a summary of the number of attendees and funds collected. Forward a copy to the Awards and Nominations Director for the tracking of the membership participation award. Additional copies should be forwarded to the President for their information, the Treasurer for reconciliation of the deposit, and President-Elect for calculation of the Chapter Recognition points.
Write a brief summary of the year’s programs and speakers to be provided to the following year’s Programs/Professional Development Director and Chapter Historian.
The specific duties related to the planning of meetings include:
Establish consistent times to conduct meetings. Currently, our Chapter meets on the 3 rd Tuesday of every month.
Obtain meeting sites and arrange menus. Meeting sites should be able to accommodate the normal meeting attendance.
Ensure meeting sites are wheelchair accessible, if needed by any of the attendees.
Arrange for the meal and determine the total cost of the meal, including gratuity. Notify the restaurant that our Chapter is tax exempt and provide a copy of our tax-exempt certificate. Determine the date the restaurant needs the final count of attendees and what their policy is on preparing additional meals (some restaurants prepare 5% - 10% over the reserved number as a contingency), or alternative meal selections for those who request. The Chapter cost for each meal should be no more than $15, since this is the price charged to members ($20 charged to non-members.)
One table should have reserved seats for the speaker, Programs/Meeting Director(s), and President. All other seats can be taken by any Chapter member.
Provide the location, menu, cost, and reservation deadline information to the Webmaster, Communications/Newsletter Director, and Publicity Director two months in advance if possible,
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so the information may be disseminated. Always provide the street address of the restaurant, and where needed, brief directions.
Establish the reservation deadline as 1-2 days prior to the restaurant’s deadline to give time to follow-up with agency contacts from which you have not received reservations. When receiving reservations, obtain names, menu choices (if appropriate), and whether the reservation is for a member or guest. If a guest, inquire as to which member invited the guest. This latter information is tracked by the Membership and Chapter Awards committees.
Once the final count has been established, call the restaurant and make the reservation.
At the beginning of the year, obtain the “change fund” for members who pay cash. Maintain this fund throughout the year, ensuring that the appropriate amount of small bills/change is available.
Arrive at least 30 minutes early to set up the registration desk and check the final arrangements with the restaurant. As attendees arrive, have them register on sign-in sheets. Ensure everyone has paid, except the speaker and special guests. Reconcile the funds received with the head count and sign-in sheet.
When the bill is presented, reconcile with the head count and sign-in sheet, keeping in mind that we may have to pay for meals which we reserved, but for which members or guests did not attend. Approve the bill and provide to the Treasurer for payment.
Deposit the monthly meeting receipts.
After the meeting, provide copies of the sign-in sheets to the Treasurer, President-Elect, Membership Director, CGFM Coordinator, and Chapter Awards committee.
Prepare a summary at the end of the Chapter year of the locations of our meetings, cost of the meals, and a brief assessment/recommendation on using the location again. This information will be provided to the Programs/ Meetings committee for the next year. A copy will be provided to the Historian.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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COMMUNICATIONS/PUBLICITY DIRECTOR
OBJECTIVE:To prepare and issue the monthly newsletter, the Kansas City Courier, and to help AGA maintain a positive image in government accounting
DUTIES:
The specific duties related to the monthly newsletter editing include:
Become familiar with the newsletter portion of the Chapter recognition program. Based on the normal number of issues and attention to the AGA criteria, the Chapter can achieve maximum points in this category. The Director may wish to review past issues for the past two or three years to see the pattern of content during various times of the program year.
Reach a clear understanding with each of the CEC members about expectations regarding the content, format and deadlines. Articles should be submitted to the Communications Director in a print-ready format, resulting in less editing. However, the newsletter function is more than assembling a series of articles through a cut-and-paste process. For example, some editing for space considerations and consistency of format will usually be necessary to make each issue fit a particular length. Also, there may be interrelationships or differences among the various articles that would not be apparent to the individual contributors.
One step that needs to be completed early in the program year is to submit a tentative budget request to the Treasurer.
Outside of the standard features of the newsletter, interesting articles written by members and other professionals, as well as reprinting articles from national AGA publications and professional trade journals could be included.
DeadlinesThere is a certain pattern to the monthly cycle and deadlines, which needs to be set to facilitate an even flow to the publication process. Usually, the newsletters are e-mailed about two weeks (preferable) or slightly less before the luncheon meetings. The deadline for submitting information for the next issue of
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the newsletter should be included in each newsletter, as well as e-mailed out to the CEC board several weeks before the deadline.
Newsletter Layout:
President's LetterThe President's letter must be at least 100 words to count for recognition points.
President-ElectThey should provide a monthly update on the Chapter Recognition Report submitted to the national office. Because the format is brief, this item can be used as filler material anywhere in the newsletter.
Treasurer's ReportA standard feature is a schedule, which shows bank account balances and related items that indicate interim or final balances. Other articles that come under the general responsibility of the Treasurer are publication of the Chapter budget after approval by the board and solicitation of bids for the annual Chapter audit one or two times in the spring.
SecretaryCEC minutes are prepared by the Secretary and are published, in summary form, in the next newsletter after email approval by the CEC. The Secretary maintains minutes in a more detailed format that need to be condensed for newsletter purposes, usually by the Communications Director.
A basic guideline is that the published minutes should include items of interest to the general membership and conversely avoid minutia of administrative activities among CEC members. In particular, the minutes should note the formal motions approved by the CEC.
MembershipWhenever the Chapter adopts a recruitment campaign (such as free lunches for new members), the newsletter needs to include an appropriate article to advertise the promotion. Also, every few months, the newsletter may include a listing prepared by the Membership Director of the new members and their sponsors, with a mention of the total Chapter membership.
Under National's recognition program, the Chapter receives points for news about members such as promotions, degree completions, etc. This area is the responsibility of the entire CEC and Chapter membership.
ProgramsThe Programs/Meetings Director is responsible for preparing a summary of the speaker presentation at the previous monthly meeting, overview of upcoming program and speaker, and brief data on program and speaker for the following month.
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Awards and NominationsThe arrangements for the annual awards luncheon is a collaboration by the President, and the Awards/Nominations Director. Articles regarding request for nominations will be solicited in the newsletter before the event as well as articles on the specifics of time, place, speaker, etc.
The slate of officers and Directors for the next program year is published a month or two before the awards meeting, at which the formal election is conducted. The next newsletter following the awards meeting, the newsletter should contain a summary of the event including award winners, the names of the Board for the upcoming year, and other pertinent details.
SeminarsThe Education/Professional Development Directors generally provide information for the newsletter articles on Chapter seminars. Typically, a brief article is included when the event date and location have been set. A more detailed presentation on speakers and topics with a registration form is then published when the brochure is complete. Afterwards, an article presents the results of the success of the seminar.
Community ServiceThere are usually several activities coordinated by the Community Service Director that generate newsletter article.
CGFMThe Director should provide any new CGFMs from the Chapter, and other program information.
The specific duties related to publicity include:
Help recruit new members to the Chapter by word of mouth, and encouraging Board members to recruit.
Provide information about Chapter activities to Chapter agency contacts, non-member organizations, and the local media. The Chapter’s website address should be included on all announcements and press releases so that readers may find out more about our Chapter.
To encourage Chapter activity, AGA’s Chapter Recognition Program provides credits for promoting AGA through newspaper announcements of Chapter meetings. In addition, publicizing community service activities in local newspapers, or on radio/television, earns points in the program.
Identify relevant local media outlets where the Chapter is able to advertise (preferably at low cost) its activities, including the monthly membership meetings, seminars, community service programs, etc.
Provide meeting flyers to agency contacts announcing the next meeting, program, menu, cost, etc. These flyers should be provided as far in advance of the meeting as possible. Information on the speaker and topic should be obtained from the Programs/Meeting committee; information on the location, menu and cost should be obtained from the meetings committee. The flyers should direct those interested in further details about the program to the Chapter website and newsletter.
Providing meeting information to the local media.
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Assisting in promoting educational events (seminars, special meetings, etc.) to local media and agency contacts, also to non-member agencies/organizations in our local area. Information should be obtained from the Education/Professional Development Director.
Providing information on Chapter awards recipients to local media, as well as information on any Chapter members receiving national awards, and scholarships provided by the Chapter, Information should be coordinated with the Chapter Awards/Nominations Director.
Provide copies of all newspaper clippings to the President-Elect for the Chapter Recognition report and to the Historian for the Chapter’s records.
Preparing a summary report of publicity activities to be provided to the next year’s committee and the Chapter Historian.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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MEMBERSHIP DIRECTOR
OBJECTIVE:To attract new members to the Chapter and maintaining the active interest of current members.
DUTIES:The duties of the Membership Director include the following:
Receive and review promotional information from National AGA for various recruiting efforts. Disseminate this information to the rest of the CEC, as needed.
Analyze the Chapter’s membership mix to determine areas in public sector financial management that are not represented and define a recruitment process to attract professionals within these targeted groups to AGA.
Reviews registration rosters from recent Chapter events to identify non-member participants and follow-up with these potential membership leads.
Queries the membership on how to better respond to member needs and forwards the recommendations to the CEC for use in developing new programs and services to members.
Reviews and appropriately revises letters used for recruiting and welcoming new members, as well as reactivating suspended members.
Maintains an up-to-date record of the names and addresses of all Chapter members and makes current listings of all active Chapter members available to Chapter committees responsible for mailing Chapter materials and announcements to the membership.
Produces an annual membership directory that is made available to all Chapter members. Producing this directory provides the membership with information about their peers in the Chapter, and also provides the Chapter with credits under the Chapter Recognition program. This directory should be produced and made available fairly early in the Chapter year.
With the assistance of the Programs/Meetings Director, provides networking opportunities at monthly Chapter meetings, educational events, and other activities.
For all new members, send an e-mail to the Chapter membership welcoming the individual to the Chapter. The e-mail should express our gratitude for joining our organization.
Works with the CEC to contact non-renewing members and encouraging reactivation of their AGA membership.
Prepares a summary of the year’s activities to be provided to next year’s committee and the Chapter Historian.
Prepare the listing of current members for at least one of the newsletters during the program year. Provide an updated membership list to the Programs/Meetings Director to assist them in the
monthly meeting sign up process -- different amounts are charged for members or non-members. Provide an updated membership list to the Education/Professoinal Development Director, to help
in planning registration and checking against the registration list -- different amounts are charged for members or non-members.
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OtherThe National Office has a computer system and database, making membership information more readily available via the National website - www.agacgfm.org. The Membership Director will be able to access the system and look up the Chapter’s current membership count, including a listing of all members, a list of new members, suspended members and information changes. Review this and make the necessary changes to the membership list.
AGA National Office has available a Membership Handbook filled with recruitment and retention tips and ideas that should be obtained and reviewed by the membership committee early in the Chapter year.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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EARLY CAREER DIRECTOR
OBJECTIVE:To attract young financial professionals to the Chapter, and maintaining the active interest of current early career members.
DUTIES: Identify public/private sector institutions that could provide potential recruitment opportunities
for individuals just beginning their career in the financial management arena.
Participate in any events at those institutions where we may be able to advertise the benefits of belonging to our Chapter.
Plan and host events that may be of interest to potential early career members.
Follow-up with potential leads.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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COMMUNITY SERVICE DIRECTOR
OBJECTIVE:To develop, promote, and find volunteers for community service projects, which allow members to contribute skills, labor and funds to community-based activities.
DUTIES:The primary duty of the Community Service Director is to ensure that the Chapter maintains a well-rounded community service program. This duty is carried out by organizing events and recruiting members to participate.
AGA’s National Office has a Community Services Handbook filled with many ideas for community service activities. AGA’s participation in community service projects raises the public’s awareness of the organization and provides a service outlet for members.
A Community Service activity plan is to be completed at the beginning of the program year for submission to National. This is part of the Chapter Recognition Reporting program. The plan should include a tentative schedule of the community services activities expected to take place through the year. This will be approved by the CEC, and the President-Elect will provide the plan to the AGA National Office.
Once approved, provide an overview of the community service activities for the year to the Communications/Publicity, Newsletter and Webmaster Directors. As the time for each project approaches, provide additional details to the Directors for publication. Also, provide information to the Communications/Publicity Director for publication in local media.
A budget for the year of program activities should be prepared and turned into the Treasurer as soon as possible in the beginning of the program year.
Community service projects could include: The Voluntary Income Tax Assistance (VITA) program, Food drives, Toys for Tots, Walk-a-thons, Blood Drives, Assisting a family in need, Working a soup kitchen, and Highway cleanup.
For all activities performed the Director will need to organize the event, recruit members to help carry out the activities, provide adequate notification and publicity via the Kansas City Courier, and provide a summary of the event for inclusion in the newsletter after the activity has been completed.
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After the events are completed, provide information on members who participated and hours worked, etc., to the Chapter Awards/Nominations Director (for tracking the community service award) and the President-Elect (for the Chapter Recognition program). Provide a summary article for the newsletter and website.
Prepare a year-end report of the projects, and amount of Chapter participation, and recommendations for future participation. This report should be provided to the Chapter President, Chapter Historian, and the next year’s community service committee.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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AWARDS/NOMINATIONS DIRECTOR
OBJECTIVE:To coordinate the Chapter awards nomination process, and to coordinate the submission of award nominations for the Annual State and Local awards, and National awards presented at the respective Professional Development conferences. The Director also provides oversight of the Chapter Scholarship Program.
DUTIES: Solicit nominations for the Chapter awards. Organize and chair the Awards Committee meeting to select the recipients. Obtain award plaques or certificates. Planning the award ceremony, which may be included as part of Chapter education event,
Chapter program event, or an evening social event.
Details on the criteria for AGA national awards can be found in the National Awards Program Guide. These guides are sent to the Chapter President annually from the National Office, and any e-mails with this information should be forwarded to the CEC, including the Awards Director.
The Chapter Awards program serves as a means to reward those in the government financial community who have contributed to the Chapter or its goals. It is an opportunity for the recipients to be recognized by their peers. Award categories may include:
Each year the national office mails a listing of all of the awards that they are soliciting nominations for to the Chapter Presidents. This listing should be forwarded to the Awards Director for review. An article outlining the requirements or a summary article may be written and published in the Kansas City Courier newsletter to solicit response, or an e-mail can be sent to the general membership. If any response is received, or the CEC or Director has a person in mind for an award, the Director will then need to organize the nomination and gather all information required.
The following is a listing of the current awards issued by the Kansas City Chapter. Other award categories can be used as approved by the CEC.
Member of the Year Award—Recognizes an individual’s extraordinary efforts in supporting AGA. The award will be given based on the member’s participation in Chapter activities during the year. Points may be accumulated for meeting attendance, new member sponsorship, Chapter meeting program activities, community service participation, presentations, articles, publications and overall Chapter service. (Competitive Award based on points)
Community Service Award—Recognizes a member’s efforts and commitment in supporting the Chapters’ various activities. The member who accumulates the most community service points will be the Rev. 11/2011
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recipient of this award (other than the community service committee chairperson). (Competitive Award based on points) (We have traditionally nominated our Chapter Community Service Chairperson for the National AGA award for community service).
Clifford M. Buck Chapter Service Award—Recognizes the member who has provided the greatest contribution or service to the Chapter over an extended period of time. Eligible chapter members should be nominated for this award by other members. (By nomination)
Sponsor Award—Recognizes members who have shared the benefits of AGA membership with the most number of people by sponsoring them as new members. (Competitive Award based on points)
Special Achievement Award--Recognizes AGA members for notable contributions toward improving financial management during the year. This award applies to accomplishments in their workplace or other professional venues. (By nomination)
President’s Special Award—Discretionary award to recognizing individuals for special initiatives or acts performed during the year that helped the Chapter be successful. (By President’s nomination)
Scholarship Awards—Chapter at its discretion can award monetary scholarships to a member or a family member who is pursuing a degree in the discipline of financial management.
National Scholarships—National AGA awards annual scholarships for members or family members who are pursuing an undergraduate or graduate degree in disciplines such as accounting, auditing, budgeting, economics, finance, information technology, public administration etc.
NOTE: Required information for award nominees
Contact information: 1. Contact Information
o Nominator’s signature, full address and telephone numbero Nominee’s name with designations (CPA etc) as it might appear on the awardo Nominee’s position and titleo Nominee’s full address and phone number
2. Biographical Sketch of Nomineeo Include the nominee’s education and any other pertinent background information that
will assist in evaluating the nominee’s achievements.3. Award Justification
o Describe in specific terms the contribution that justifies the nomination.4. Citation
o For the formal award citation succinctly describe highlights of the nominee’s accopmlishments.
At the beginning of the program year, the President and the Director should coordinate who will track membership participation. Each year the spreadsheet only has to be edited for new and discontinued members. After each event including meetings, seminars, community service projects, social events, and any other Chapter activities, a listing of all participating members should be requested from the appropriate Director and the record of all members participation recorded in the spreadsheet.
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One month before the awards event, a meeting of the nominating committee is held to discuss the awards and determine the honorees. The nominating committee should include the current President, the President-Elect, the Immediate Past President, and Awards Director.
The local vendor we currently use for our awards is below, and has our AGA logo on file:
Dean’s Trophies and T-Shirts17141 Bel Ray PlaceBelton, MO 64012Ph# 816-331-0996
Dean’s Trophies and T-Shirts334 SW Main StreetLee’s Summit, MO 64063Ph# 816-524-2782
The Director should arrange for a host/M.C. or perform that duty themselves.
Certificates are provided to Chapter members for other recognition, such as service as a member of the CEC and for length of membership in the Chapter. These awards are based on the CEC’s discretion. Obtain a list of all members, and year they joined AGA. Compile a listing of members who have 5,10,15, etc. years of membership as of the end of the Chapter year. Certificates are given to these members with small tokens (e.g. pins, key rings, etc). Plaques are usually given with 35 or more years of membership.
At the Chapter awards meeting, the Chapter awards committee is responsible for presenting awards to the recipients, including providing information about the recipients’ accomplishments that resulted in their nomination for the award. This activity should be coordinated with the Chapter President and any others who may wish to present some of the awards.
Prepare a summary of the Chapter awards activities to be provided to the Communications/Publicity Director for release to the newspapers, to the Historian for Chapter records, and to next year’s awards committee.
Chapter Scholarship Program
The Kansas City Chapter awarded its first scholarship in 1971. Since that time, the Chapter has provided several thousand dollars to local students. Scholarships have been presented traditionally at the Chapter awards meeting, so all steps must be coordinated to be completed in advance of that meeting. Some duties to perform include:
Become familiar with the scholarship criteria and application form. Determine whether any updates are needed, and if so, submit to the CEC for approval.
In January, announce the availability of scholarships through the Chapter newsletter and website. Provide an overview of the eligibility criteria and a contact for obtaining scholarship forms.
Provide scholarship applications to Chapter members and local educational institutions as appropriate. Establish a deadline for applications to be received and provide an address where application information is to be sent.
Once applications have been received, check for completeness. Form a scholarship review panel and provide them with copies of the applications (after removing identifying information). Establish a deadline for reviewing the applications.
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Assemble panel results and present recommended scholarship recipient(s) to the CEC for approval.
Obtain scholarship check(s) (made payable to the student and the school) and certificate for the award. Notify the successful applicant and invite them to attend the awards meeting to receive their scholarship. At the meeting, provide the Chapter with an overview of the students’ qualifications and then present the scholarship.
Submit announcement of the scholarship recipient to the Newsletter Editor and Webmaster. Coordinate with the Communication/Publicity committee to submit an announcement to the local newspapers.
Send notification letters to unsuccessful candidates thanking them for applying. Prepare a summary report of scholarship activities to be provided to the next year’s committee
and the Chapter Historian. Officers and committees should get to know the National website, especially those areas related
to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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CHAPTER RECOGNITION DIRECTOR
OBJECTIVE: To encourage activities and reporting of activities that allow for maximum Chapter Recognition, and submitting the appropriate Chapter Recognition Reports to AGA National Office.
DUTIES: Meet with the President and other CEC members, as appropriate, to review the Chapter
Recognition Program requirements and to establish the Chapter plan for the year. Submitting, or ensuring the submission of, required reports by the due dates specified. Updating program information monthly and providing the monthly point totals in a brief article to
the Mewsletter Editor each month. Submitting quarterly reports to AGA headquarters and the Regional Vice President. Maintaining documentation of the quarterly reports and all supporting documents. Officers and committees should get to know the National website, especially those areas related
to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
A separate guide and electronic file to complete for the Chapter Recognition Program is provided by the AGA National Office.
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WEBMASTER
OBJECTIVE:To oversee the timely update of the Chapter website www.kc-agacgfm.org.
DUTIES:The primary purpose of the Webmaster is to maintain an up-to-date, informative, and useful website for the Chapter members and others who may visit the website. A web presence is necessary for maximum exposure to potential members; it is expected by current members who are interested in timely information about Chapter events. The webmaster must keep the site up-to-date with current information.
The member filling this position need not have previous skills as a webmaster or webpage developer. The only requirements are that the person has sufficient knowledge of AGA in order to know what should be placed on the website. Also, the person should be knowledgeable enough about computers and the Internet to be conversant with a contracted webpage developer. If the person does not possess the skills to personally perform website changes, they will be required to coordinate updates with a contracted webpage developer, who will then make requested changes to the website.
The webmaster must communicate to the contractor what they need done, and provide them with the proper files in the proper electronic format, to minimize the contractors billable hours.
The various Directors should forward website changes pertinent to their areas of responsibility. However, that should not preclude the webmaster from soliciting input and insight for changes and additions to the site.
The AGA National Office has published non-mandatory guidelines, which Chapters may use for the establishment and maintenance of their website. In general, the overall appearance of the site should remain professional and neat. In addition, the site should be limited to AGA business. Any deviations from either the National Office guidance or the minimum contents listed below should be submitted to the full CEC for approval. The National Office has authorized Chapters to download any information we’d like from the National website for inclusion on the Chapter website.
The website should contain, at a minimum:
Chapter Events This includes both monthly membership meetings, as well as educational conferences. Also, included here is the list of anticipated Community Service events in which the Chapter will participate. The list should include the time, location, topic and speaker(s), if applicable. For any items on the list denoted as “To Be Determined,” the appropriate Director (Programs, Community Service, Education)
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should provide updated information to the webmaster for addition to the website as soon as it is available.
Current CEC The list should note the CEC members’ name, position held, and a means to contact them – either email address or work phone number. If the composition of the CEC changes during the course of the year this information should be updated on the website, as soon as possible.
Pertinent CEC Business Electronic versions of the monthly Chapter newsletter Kansas City Courier, and any other Board approved reports/minutes, etc. Electronic files of these items should be forwarded to the webmaster by the responsible Directors as soon as they are available.
Appropriate Web-links At a minimum, there should be a link to the AGA National website – www.agacgfm.org. Other links may be added as appropriate.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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CGFM DIRECTOR
OBJECTIVE:To develop, promote and support members and non-members in earning the Certified Government Financial Manager (CGFM) designation.
DUTIES:In fulfilling its responsibilities, the CGFM Director should:
Work with the Education/Profesional Development, Early Career, and Membership Directors to identify and support potential CGFM candidates.
Offer to support study groups that will help CGFM candidates prepare for the examinations.
Work with members who will seek support from senior-level government financial officials to gain recognition of the CGFM designation at the state and local government level for job placement and promotion.
Coordinate with the National Office to support retention and renewal of CGFM holders.
Raise awareness of the CGFM designation, including publishing CGFM articles in the Kansas City Courier newsletter, celebrating Chapter members’ earning their CGFM, and giving presentations on the CGFM at AGA and other events.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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BY-LAWS/PROCEDURES DIRECTOR
OBJECTIVE:To maintain an updated version of the Chapter by-laws, and procedures manual. Also acts as the Chapters’ Historian and Property Accountability Officer. DUTIES:The primary purpose of the By-laws/Procedures Director include the following:
Updating the by-laws Responsible for updating the existing by-laws as the Chapter changes its objectives, organization (CEC positions, etc.), membership, voting, meeting, or any other policies covered by the by-laws. These updates should be in consort with the guidelines in the National by-laws.
Updating the Procedures Manual The Procedures Manual contains the specific duties of each of the positions making up the CEC, and should be updated timely with any needed changes. Existing position responsibilities can change periodically, and new positions can be created or removed. All positions should be within the guidelines provided in the AGA Leadership Handbook for National, Regional & Chapter Leaders, as well as the National by-laws.
It is important to establish clear responsibilities for the different positions of the CEC, so any new board members will have an understanding of the position they are assuming on the board.
Chapter HistorianResponsible for maintaining a history of the Chapter’s accomplishments and activities. The Historian maintains materials and records not otherwise maintained by the Chapter Secretary and Treasurer. Some specific duties include:
Working with the Programs/Meetings committee on the annual President’s luncheon held to honor our past Presidents.
Taking photographs, obtaining flyers and other information to record Chapter activities. Receiving and maintaining year-end reports of other Chapter committees’ activities for the year. Summarizing Chapter activities in the Chapter history for the year to be provided to AGA
National Office by the due date in the Chapter Recognition Program. The history should be provided to the President-Elect, with copies to the President and Immediate Past President.
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Property AccountabilityResponsible for maintain accountability over the physical assets of the Chapter. Some specific responsibilities include:
Preparing hand receipts for all assets of the Chapter, and obtaining signatures from the individual with responsibility for physical security of the asset. This is usually the individual with physical custody of the asset, but the individual signing the hand receipt may periodically relinquish control over the asset to another individual.
Create new hand receipts as needed, as responsibilities for an assets security changes. Most assets of the Chapter are of nominal value, and may not require a hand receipt. The dollar theshhold required for hand receipts can be voted on by the Chapter. Currently, the Chapter assets include:
Digital camera Projector Projector screen PA system Podium Two AGA banners Credit Card reading machine
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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ACCOUNTABILITY OUTREACH DIRECTOR
OBJECTIVE:Promote government accountability and transparency. Encourage federal, state, and local government entities to publish short ‘state of the government’ reports that give citizens a better understanding of their government, its fiscal priorities, performance results, and future challenges.
Duties:The primary duty of the Accountability Outreach Director(s) is to actively support AGA’s Citizen-Centric Government Reporting initiative. The Director(s) identifies and contacts local governments/agencies and encourages them to publish simple and understandable reports to their citizens. This Citizen-Centric Reports (CCR) should provide information that is timely, relevant, and understandable. Specific duties related to the Accountability Outreach position include:
Prepare the chapters annual Citizen-Centric Report (CCR) not later than 31 July of each year. Post the chapters annual CCR to the chapters website not later than 31 August of each year. Submit the chapters annual CCR to AGA not later than 30 September of each year. Contact local governments/agencies and encourage them to produce a CCR. Assist a government/agency to prepare a CCR. Assist a government/agency in publicizing their CCR efforts in local media outlets. Recruit chapter members to serve on this committee. Prepare the annual action plan, and supporting budget request, for the program year in accordance
with the chapters’ by-laws and operating procedures. Prepare timely and informative articles for inclusion in the chapters’ monthly newsletter, the
Kansas City Courier. Prepare and present periodic status updates on Committee efforts at scheduled chapter events.
Officers and committees should get to know the National website, especially those areas related to their committee. There are tabs (currently at the top and to the left) with guidance and information for most, if not all, committees at the chapter and national levels.
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