nwaRLUG Officer & Planning Committee Guide Guide.docx · Web viewOn behalf of nwaRLUG, I would like to personally welcome you as an Officer or Planning Committee member. You have

Officer & Planning Committee Guide

ContentsLETTER FROM THE PRESIDENT.......................................................................................... 4

MISSION STATEMENT............................................................................................................. 5

BYLAWS...................................................................................................................................... 6

ARTICLE I: PURPOSE:.................................................................................................................................6

ARTICLE II: GOVERNING STRUCTURE:....................................................................................................6

ARTICLE III: MINUTES, REPORTS, AND AGENDAS:..............................................................................6

ARTICLE IV: MEMBERSHIP ELIGIBILITY:................................................................................................6

ARTICLE V: COMPLIANCE WITH BY-LAWS AND OTHER GUIDELINES:...............................................7

ARTICLE VI: MEMBERSHIP BENEFITS:...................................................................................................7

ARTICLE VII: MEMBERSHIP FEES:..........................................................................................................7

ARTICLE VIII: LOCAL CHAPTER OFFICERS:...........................................................................................7

ARTICLE IX: LOCAL CHAPTER OFFICERS' DUTIES:..............................................................................8

RLUG Leader will be responsible for the following duties:..................................................8

RLUG Co-Leader will be responsible for the following duties:............................................8

RLUG Secretary will be responsible for the following duties:.............................................8

ARTICLE X: MEETINGS:............................................................................................................................. 9

ARTICLE XI: MEETING LOCATIONS:.........................................................................................................9

ARTICLE XII: MEETING CONDUCT:..........................................................................................................9

ARTICLE XIII: OTHER:................................................................................................................................9

ARTICLE XIV: DISSOLUTION:.................................................................................................................... 9

CODE OF CONDUCT............................................................................................................... 10

501(C)3 STATUS.................................................................................................................... 11

VOLUNTEER DESCRIPTIONS.............................................................................................. 12

PRESIDENT (ELECTED)............................................................................................................................13

VICE-PRESIDENT (ELECTED)..................................................................................................................14

SECRETARY (ELECTED)........................................................................................................................... 15

TREASURER (ELECTED)...........................................................................................................................16

2 Officer & PC Guide © 2011-2020 nwaRLUG

PLANNING COMMITTEE MEMBER (ELECTED).....................................................................................17

SUB-GROUP COORDINATOR (APPOINTED)..........................................................................................18

SUB-GROUP LEADER (APPOINTED)......................................................................................................19

AV/TECHNICAL COORDINATOR (APPOINTED)...................................................................................20

HOW TO HOST A MEETING................................................................................................. 21

THINGS TO DO BEFORE THE MEETING....................................................................................21

THINGS TO DO DURING THE MEETING....................................................................................22

THINGS TO DO AFTER THE MEETING.......................................................................................22

INSTRUCTIONS FOR UPDATING ROLLING ANNOUNCEMENTS.....................................23

LIST OF TOPICS..........................................................................................................................................25

LIST OF SPEAKERS.................................................................................................................................... 26

FORMS......................................................................................................................................................... 27

SPEAKER REQUEST FORM LETTER SAMPLE........................................................................................29

ANNUAL BANQUET............................................................................................................... 30

ANNUAL BANQUET COMMITTEES..........................................................................................................31

ELECTION AND NOMINATIONS.........................................................................................32

OFFICER & PC CONTACT INFORMATION.......................................................................33

© 2011-2020 nwaRLUG Officer & PC Guide 3

Letter from the President

Welcome 2020 nwaRLUG Officer &Planning Committee Members!

On behalf of nwaRLUG, I would like to personally welcome you as an Officer or

Planning Committee member. You have been nominated, vetted and voted into

your position to serve this year. It is truly an honor and a privilege to be chosen

to serve. Welcome!

With that said, there are also duties and expectations that go along with your

newfound position. You will be given an Officer & PC Guide at our first Officer &

PC Meeting (Officer & PC Meetings are held the 1st Thursday of each month),

which will be extremely beneficial in making the very most of your elected

position and duties related to it. Please be sure to use this new guide in its

entirety, and do not hesitate to contact your President or other Officers with any

questions you may have. We are here to support each other throughout the year

and will strive to do so in a professional manner.

I have already updated our [email protected] distribution list with

each of your email addresses. Please be sure to send any and all

communication for our group to that distribution email.

We also have an email distribution list of [email protected] which will blast

email to each of our Officers dedicated email addresses if you need to use it.

Congratulations on your election to the 2020 nwaRLUG Officer & Planning

Committee. I look forward to working with each of you throughout this coming

year. Please feel free to contact me at any of the numbers below.

--Dan BatsonPresident


nwaRLUG.orgH 479.636.5638 W 479.316.2714 C 479.366.3266


http://nwaRLUG.org/

Mission Statement

We are a Charitable Unincorporated Association supporting education, dedicated

to shared experiences that benefit the Walmart Supplier Community. As

members of the Northwest Arkansas RLUG, it is our goal to define, communicate

and share the constantly changing needs of the retail community with our

membership, Walmart and Sam's Club. We succeed through sharing.


Bylaws

Article I: Purpose:

The purpose of these by-laws is to establish consistency in conducting and

administering Retail Link User Group meetings by local chapters, hereinafter

referred to as "RLUG". These by-laws may be revised or amended by Wal-Mart

Stores, Inc. at any time without notice.

Article II: Governing Structure:

These by-laws will be directed by Wal-Mart Stores, Inc., with input from the Retail

Link Steering Committee. All RLUG Leaders and members will abide and

support these by-laws.

Article III: Minutes, Reports, and Agendas:

The minutes and any applicable presentations of all RLUG meetings will be

recorded by the Secretary or appropriate officer of each RLUG local chapter and

posted to the RLUG web page via the Auto Posting application within 2 weeks

following the meeting. RLUG meeting agendas will be posted to the RLUG web

page via the Auto Posting application 1 week prior to the next RLUG meeting.

Article IV: Membership Eligibility:

Membership in any RLUG local chapter is open to any person employed by a

vendor currently supplying Wal-Mart Stores, Inc., including SAM'S Clubs that has

a current, valid, Retail Link ID. This membership is subject to the compliance of

all rules and regulations of the Wal-Mart Stores, Inc. Supplier Agreement, Retail

Link Legal Agreement, and these by-laws. Reasonable security measures must

be taken at meetings to insure that attendees are in fact eligible for attendance.

No Wal-Mart confidential information is to be shared to other than authorized

individuals. These measures can include checking identification, issuing member

badges, etc as well as adhere to VICS Anti-Trust Guidelines.


Article V: Compliance with By-Laws and other Guidelines:

Wal-Mart Stores, Inc. reserves the right to remove any RLUG Leader or member

for noncompliance of these by-laws or for any act deemed unprofessional.

Article VI: Membership Benefits:

Every RLUG local chapter shall receive the following benefits as part of their

RLUG membership:

1. Support from the Wal-Mart RLUG mentor if needed.

2. Additional Retail Link Training offered only to RLUG local chapters

3. Additional communication resources from Wal-Mart Stores, Inc.

4. First hand information on Retail Link enhancements and new features

5. Networking with local Retail Link users for personal growth

6. Option to attend RLUG meetings in other cities/countries

Article VII: Membership Fees:

An RLUG Leader can collect fees to cover expenses incurred for specific RLUG

events. These fees will only be applicable to RLUG members participating in the

specific RLUG event. When requested, the RLUG Leader will provide receipts

for these fees. Expenses can include, but are not limited to:

•Meeting room rentals

•Training class fees

•Guest speaker fees

•Copy expenses for handouts

•Refreshments

•Meeting supplies

•Group transportation for Wal-Mart facility tours

Article VIII: Local Chapter Officers:

Each RLUG local chapter will have an RLUG Leader, Co-Leader & Secretary or

other appropriate positions. Suggestions Include: voting for these positions, and

having the officers not be from the same company.


Article IX: Local Chapter Officers' Duties:

RLUG Leader will be responsible for the following duties:

1. Coordination of each RLUG meeting

2. Development & coordination of the meeting agenda

3. Involving all RLUG members in meetings

4. Recruiting new RLUG members

5. Promoting RLUG local chapters

6. Ensuring the RLUG by-laws are adhered to

7. Ensuring that the next person to fill the role has all of the tools needed for

the role, within reason, and communicate to Wal-Mart who that person is.

RLUG Co-Leader will be responsible for the following duties:

1. Assist RLUG Leader in all duties

2. Assume leadership role, when RLUG Leader is unavailable or find a

replacement if necessary


the role, within reason, and communicate to Wal-Mart who that person is.

RLUG Secretary will be responsible for the following duties:

1. Take minutes at each RLUG meeting

2. Post minutes to the RLUG web page

3. Distribute minutes to each RLUG member via email, if needed

4. Maintain attendance records

5. Maintain membership information including First Name, Last Name,

Company, Telephone number, E-Mail address, Department/Category-

main department at Wal-Mart/SAMS, International supplier: yes or no, and

RLUG group name


the role, within reason, and communicate to Wal-Mart who that person is


Article X: Meetings:

Regular RLUG meetings will be held based on a consensus of the local chapter's

members. These meetings can be monthly, bi-monthly, or quarterly. The time

allotments for each meeting will also be based on a consensus of the local

chapter's members with location and travel time taken into consideration.

Article XI: Meeting Locations:

RLUG meetings will be held in an environment conducive to conducting

business. These locations may include:

Private rooms at a local restaurant

Meeting room donated by an RLUG member's company

Local meeting facility rented at a nominal fee. These may include, but are

not limited to: local hotels, the Chamber of Commerce, etc.

Article XII: Meeting Conduct:

Although RLUG meetings are not mandated by Wal-Mart Stores, Inc., RLUG

members are expected to conduct themselves in an ethical and professional

manner when meeting to discuss business matters pertaining to Wal-Mart

Stores, Inc. and Retail Link.

Article XIII: Other:

These By-laws will be reviewed and modified as necessary with approval by the

Retail Link steering committee & Group Leaders.

Article XIV: Dissolution:

Upon dissolution, any remaining assets will be used for section 501c(3) exempt

purpose.

**These bylaws pertain to all RLUG chapters. The nwaRLUG group reserves the

right to revise and customize these bylaws for our chapter, as needed.


Code of Conduct

As officers and planning committee leaders, it is critical that we present a

professional image to our nwaRLUG member base. Please refrain from

excessive cell phone usage or side conversations during planning committee and

chapter meetings. Give your undivided attention to guest speakers. Wear and

prominently display your nwaRLUG name badge. Adhere to VICS anti-trust

guidelines. No “bashing” and no sharing of confidential company information.

The 65% attendance requirement was established, in part, so that all officers and

PC remain knowledgeable about the group’s activities. In this way, we remain

capable of answering questions posed to us by the member base about our

goings on. We understand that pressing matters sometimes require us to leave

early or show up late. However, in order to be counted as present at a meeting,

you must remain at the meeting for at least three-fourths of the total meeting

time.


501(c)3 Status

nwaRLUG is considered a charitable unincorporated association.

Achieving official 501(c)3 status allows persons, companies or entities making

donations (monetary or other) to declare such donations a tax write-off.

According to IRS regulations, we established 501(c)3 status with the federal

government in September of 2017.


Volunteer Descriptions

Each Officer and PC member enjoys the following benefits in exchange for his or

her time and volunteer efforts:

Complimentary annual membership for his or her entire office

Professional recognition

Complimentary ticket to annual banquet

Recognition for employer

Opportunity to help others succeed

Access to other experts from whom one can learn and grow

In addition to the specific duties outlined for each position, all officers and PC

members are expected to:

Maintain 65% overall attendance at monthly chapter and planning

committee meetings

Prominently wear his or her nwaRLUG name badge at all PC, Chapter

and SubGroup meetings, as well as during the annual banquet and

whenever on business as a representative of nwaRLUG

Promote nwaRLUG within his or her own network

Co-host a minimum of one monthly chapter meeting during the year

Ensure the group’s adherence to VICS Antitrust Guidelines during

meetings

Actively participate in monthly PC meetings, sharing ideas, voting when

called upon, etc.

Attend bi-annual RLUG leader’s retreat when possible

On the following pages are “job descriptions” for each of the nwaRLUG officer

and planning committee positions – both elected and appointed.


President (Elected)

It is the responsibility of the president to:

Preside over monthly planning committee (PC) meetings

Present updates at monthly PC meetings with regard to the

communication hub (website), new business and any other matters

Oversee planning and execution of annual banquet Preside over annual banquet

Enforce nwaRLUG rules, bylaws and regulations

Collaborate with Walmart RLUG liaison to ensure buy-in and cooperation

Collaborate with RLUG Steering Committee

Present scholarship money to NWACC for Certified Retail Analyst

Program

Maintain nwaRLUG website and post updates

Post presentations to Retail Link Auto Document Posting RLUG portal

Bring nwaRLUG laptop to chapter meetings with loaded presentations

The president must meet the following requirements/prerequisites:

Candidate must have held position of officer or PC member

Candidate must be a Walmart supplier with a valid Retail Link ID

Following is an estimated time commitment for this position:

DUTY HOURS/MONTH

TOTAL HOURS/YR

Preparation for monthly PC meetings 1 12Attendance at & leadership of PC meetings 2 24Bi-Annual RL Leader’s Retreat (1.5 days each) 24

Preparation for monthly chapter meetings 2 22Attendance at monthly chapter meetings 3 33General presidential duties(i.e. correspondence, planning, etc.) 2 24

Set-up for annual banquet 3Attendance / leadership of annual banquet 4TOTAL TIME COMMITMENT: 10 hrs 146 hrs


Vice-President (Elected)

It is the responsibility of the vice president to:

Act as primary back-up for President

Present updates at monthly PC meetings with regard to future planning

Create and distribute surveys after chapter meetings; condense survey

responses and report to officers and PC at monthly PC meetings

Ensure room reservations for PC meetings and chapter meetings

Provide lunches for PC meetings (charges reimbursed by Treasurer)

Obtain awards/appreciation gifts for officers, PC and subgroup leaders

(presented at annual banquet)

Update meeting dates and times on Retail Link Auto Document Posting

RLUG portal

The vice president must meet the following requirements/prerequisites:




DUTY HOURS/MONTH

TOTAL HOURS/YR

Preparation for monthly PC meetings 1 12Attendance at PC meetings 2 24Bi-Annual RL Leader’s Retreat (1.5 days each) 24

Attendance at monthly chapter meetings 3 33General duties (correspondence, planning, scheduling, posting, etc.) 1 12

Survey distribution and preparation 1 11Set-up for annual banquet 3Attendance at annual banquet 4TOTAL TIME COMMITMENT: 8 hrs 123 hrs


Secretary (Elected)

It is the responsibility of the secretary to:

Provide updates at each PC meeting in regard to membership and

distribution list

Maintain the contact list of all officers and PC members

Maintain attendance log for chapter and PC meetings

Create and distribute monthly planning committee agendas

Send monthly chapter meeting agendas to membership base

Send sub-group agendas to membership base (prepared by sub-group

leaders)

Keep track of paid membership list and email distribution list

Collect ballots for annual election

The secretary must meet the following requirements/prerequisites:




DUTY HOURS/MONTH

TOTAL HOURS/YR

Preparation for monthly PC meetings 1 12Attendance at PC meetings 2 24Bi-Annual RL Leader’s Retreat (1.5 days each) 24

Preparation for monthly chapter meetings 1 11Attendance at monthly chapter meetings 3 33General duties(i.e. correspondence, planning, etc.) 2 24

Set-up for annual banquet 3Attendance at annual banquet 4TOTAL TIME COMMITMENT: 9 hrs 135 hrs


Treasurer (Elected)

It is the responsibility of the treasurer to:

Provide treasurer’s report at each PC meeting

Obtain Penguin Bills for monthly drawing at chapter meetings

Ensure that monthly drawings are held and winners are given their

Penguin Bills

Maintain income and expense report

Deposit membership dues into nwaRLUG bank account & manage PayPal

account

Present updates regarding bank balance, expenditures paid and monies

received

Disburse monies for annual banquet and other approved expenditures

The treasurer must meet the following requirements/prerequisites:




DUTY HOURS/MONTH

TOTAL HOURS/YR

Preparation for monthly PC meetings .5 6Attendance at PC meetings 2 12Bi-Annual RL Leader’s Retreat (1.5 days each) 24

Attendance at monthly chapter meetings 3 33General duties (i.e. correspondence, planning, reporting, etc.) 1 12

Set-up for annual banquet 3Attendance at annual banquet 4TOTAL TIME COMMITMENT: 6.5 hrs 94 hrs


Planning Committee Member (Elected)

It is the responsibility of each planning committee member to

Help plan future chapter meetings and associated topics/themes

Support the needs of other Planning Committee members

Help meeting co-hosts by manning the sign-in table a minimum of once

per year

Participate in banquet planning and execution

Planning committee members must the following requirements:



DUTY HOURS/MONTH

TOTAL HOURS/YR

Attendance at Monthly PC Meetings 2 24Bi-Annual RL Leader’s Retreat 24Attendance at monthly chapter meetings 2 22General presidential duties(i.e. correspondence, planning, etc.) 4

Set-up for annual banquet 3Attendance at annual banquet 4TOTAL TIME COMMITMENT: 4 hrs 81 hrs


Sub-Group Coordinator (Appointed)

It is the responsibility of the sub-group coordinator to:

Maintain calendar of sub-group meetings

Report to PC each month about status and schedule of sub-group

meetings

Obtain attendance sheets from each sub-group leader after sub-group

meetings and maintain those files

The sub-group coordinator must meet the following requirements:



DUTY HOURS/MONTH

TOTAL HOURS/YR

Preparation for monthly PC meetings .5 6Attendance at PC meetings 2 24Attendance at monthly chapter meetings 3 33Set-up for annual banquet 3Attendance at annual banquet 4General duties (correspondence, planning, scheduling, etc.) 2 24

TOTAL TIME COMMITMENT: 7.5 hrs 94 hrs


Sub-Group Leader (Appointed)

It is the responsibility of each sub-group leader to:

Plan regularly scheduled monthly or quarterly meetings

Secure presenters for meetings

Secure meeting locations

Prepare agendas for sub-group meetings and forward to nwaRLUG

secretary for distribution to member base

It is expected that each sub-group leader will:

Use the nwaRLUG Rolling Announcements and nwaRLUG presentation

template files during meetings

Provide attendance figures to Sub-Group Coordinator

Sub-Group Leaders must meet the following requirements:



DUTY HOURS/Quarter

TOTAL HOURS/YR

Subgroup Meeting Preparation 2 8Bi-Annual RL Leaders Retreat (1.5 days each) 24

General duties (correspondence, scheduling, planning, etc) 2 8

Attendance at annual banquet 4TOTAL TIME COMMITMENT: 4 hrs 44 hrs


AV/Technical Coordinator (Appointed)

It is the responsibility of the A/V technical coordinator to:

Manage audio-visual needs during annual banquet

Coordinate with Officers and PC about audio visual needs for banquet

The AV/technical coordinator must meet the following requirements:


Candidate must have working knowledge with AV equipment, as aligned

with the needs of nwaRLUG


DUTY HOURS/MONTH

TOTAL HOURS/YR

Attendance at PC meetings 2 12Attendance at monthly chapter meetings 3 33Set-up for annual banquet 3Attendance at and leadership of annual banquet 4

General duties (planning, scheduling, correspondence, etc.) 3

TOTAL TIME COMMITMENT: 5 hrs 55 hrs


How to Host a Meeting

The following list should help you plan for, prepare and host a successful monthly

chapter meeting. Remember, you are not alone! Your officers and other planning

committee members are there to help.

THINGS TO DO BEFORE THE MEETING

Secure speaker(s) for your main topic(s) as soon as possible, being

mindful of any Walmart personnel who may have recently presented at

subgroup meetings (check Subgroup calendar or visit with Subgroup

Coordinator). Consult the Leaders page for quarterly master themes if

you are having trouble coming up with meeting ideas. If possible, have

main topic speakers confirmed a couple of months in advance. (Looking

for topics? Google “Walmart Initiatives”. You can also use the DMM list

and Mandi Hawkins at Walmart as a reference for speakers. Be sure to

check with the secretary for survey feedback where member base has

shared what they want to see at future meetings.)

Confirm speaker(s) for “Tips & Tricks”.

Send tentative agenda to the Secretary as soon as it is available (the

earlier the better).

Submit finalized agenda to Secretary by the Wednesday a week prior to

the meeting date.

Download “nwaRLUG Rolling Announcements” from the Leaders page

and update the file (detailed instructions included below). Make sure the

agenda slide reflects the current month’s agenda.

Download “nwaRLUG Presentation Template” from the Leaders page; this

is used for Tips & Tricks and for speaker’s presentations.

Obtain your speaker’s presentation(s), and if possible, incorporate into

one presentation file using the nwaRLUG presentation template.

Send presentation to the President by the Friday before the meeting.


Remind all speakers via e-mail a week prior to the meeting and follow-up

with a phone call the day prior.

THINGS TO DO DURING THE MEETING

Arrive early to help set-up (open rolling announcements, run sound check,

make sure sign-in table is manned, etc.).

Starting at the scheduled time, introduce yourself and your co-host.

Present the rolling announcement slides one by one.

Remind attendees to complete their surveys (noting that they are now

online).

Remind attendees that they may text anonymous questions during the

meeting to 479-366-3266.

Introduce first speaker and set expectations for how Q&A will work (i.e.

during or after presentation).

Move through the agenda items, introducing each speaker before their

topic.

Draw for Penguin Bills winners (using business cards that were collected

at sign-in).

Wrap-up, and again remind attendees that they will receive an email with

the link to a feedback survey.

THINGS TO DO AFTER THE MEETING

Stay behind to help with clean-up or tear down, if applicable.

Be sure to thank your speakers for coming!


INSTRUCTIONS FOR UPDATING ROLLING ANNOUNCEMENTS

1. Go to http://www.nwaRLUG.org/Leaders

2. Click on “nwaRLUG Rolling Announcements”.

3. Save the file to your computer.

4. Open the saved file. If it opens in “Protected View”, please click on the

“Enable Editing” button. A dialog box should appear, warning you that the

document contains links to other files. Click on “Update Links”. Wait for

the status bar to finish “Updating Links” down at the bottom. If you still

have a “Security Warning”, click on “Enable Content” button.

5. To update the Agenda slide with the current month’s agenda:

a. In PowerPoint 2003 select EDIT, LINKS and click on the Monthly

Agenda file—http://nwarlug.org/MonthlyAgenda/July 2011 RLUG

Agenda.doc – then CHANGE SOURCE (you might want to COPY

the address before clicking the change source button so you won’t

have to type the whole thing from scratch), then change the file

name to the current month (for example, if you are preparing the

July meeting, the filename would be

http://nwarlug.org/MonthlyAgenda/July 2011 RLUG Agenda.doc),

click OPEN, the document will reflect the change, then click

CLOSE.

b. In PowerPoint 2007 go to the START button, click on PREPARE,

EDIT LINKS TO FILES, click on the agenda file

–http://nwarlug.org/MonthlyAgenda/Month 2011 RLUG Agenda.doc

– click on CHANGE SOURCE, then change the file name to the

current month (for example, if you are preparing the July meeting,

the filename would be http://nwarlug.org/MonthlyAgenda/July 2011

RLUG Agenda.doc).

c. In PowerPoint 2010 save the file, then go to FILE, click on INFO

and look to the right pain near the end. Click on EDIT LINKS TO

FILES. Select the agenda file

–http://nwarlug.org/MonthlyAgenda/Month 2011 RLUG Agenda.doc


http://nwarlug.org/MonthlyAgenda/July%202011%20RLUG%20Agenda.doc



http://www.nwaRLUG.org/Leaders

– select the entire current Source location address and copy it (Ctrl-

C). Then select CHANGE SOURCE. Paste (Ctrl-V) the location

into the File Name box. Change the file name to the current month

(for example, if you are preparing the July meeting, the filename

would be http://nwarlug.org/MonthlyAgenda/July 2011 RLUG

Agenda.doc) and click OPEN.

6. Do not change styles. Any changes in one style will be applied to all parts

of the document in that style.

7. Change the header/footer information on all slides at once.

a. In PowerPoint 2003, go to VIEW, HEADER & FOOTER, Date and

Time /Fixed and enter the date of the meeting, then click APPLY

TO ALL.

b. In PowerPoint 2007, go to INSERT, HEADER & FOOTER and

update the information in the dialog box under Date and Time /

Fixed to the date of the meeting. Click APPLY TO ALL.

c. In PowerPoint 2010, go to INSERT, HEADER & FOOTER and

update the information in the dialog box under Date and Time /

Fixed to the date of the meeting. Don’t forget to change the month

on the footer as well. Click APPLY TO ALL.

8. Current WM Retail Link News should be added to the slides. This can be

done by capturing a screen shot of each news bulletin (utilize the Snipping

Tool or ALT + PRT SCREEN), then pasting the screen shots into

PowerPoint (one at a time).

9. Save the file for full functionality.




List of Topics

How to USE the segmentation analysis tool (not just how to build it)

Writing policies in DPF

Warehouse tour

Buyer’s line review tips

Replenishment basics

Hands-on walk-through of reports to use

Grocery perishables

Microsoft Access

GRS/PO Transformation

Tips and Tricks from Retail Link

Different ways of analyzing sales, lost sales, etc.

What Walmart buyers specifically monitor

Insights from suppliers who have switched to shipping collect

Supplier stories about how they brought their entire team into the Walmart

mentality and the challenges they overcame

PLM group to talk about future use of the program and helpful hints in

using the program

Best practices and SPECIFIC DETAIL on strategies, settings, etc.

Continued in-depth focus on Walmart Accounting & deductions

Best practices working with brokers (Crossmark, Advantage, etc.)

Joint Business Planning directed at sales people

Marketing – everything from process submission to approval for tabs,

instore, tagging and commercials

Markdowns and retail math – anything impacting financials

Logistics and Traffic

What reports are “mandatory” to run each week, each month, each year,

etc.

More from Charles Halliburton!


List of Speakers

1. Susan Chronister – [email protected] (9/2011 Survey)

2. Michael Brock, Sr. Manager GM Consolidation, Walmart

[email protected], 479-204-9226 | 479-420-4028

3. Andrew Tucker, Buyer (Boys Vehicles, Radio Control, Sports Play Toys),

Walmart

479-204-6161

4. Doris Yip, Sr. Manager Supplier Alliance, Walmart

[email protected], 479-204-4762


mailto:[email protected]



Forms

Many of the following forms may be found on the nwaRLUG website under the

leaders files (http://www.nwaRLUG.org/Leaders):

Meeting Sign-in Sheet (Sample)

Meeting Agenda

Rolling Announcements

Speaker Request

Walmart Calendars


http://www.nwaRLUG.org/Leaders

Sign-in Sheet for Thursday, February 21, 2020

Count Name Company Retail Link User ID eMail Address

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20


Speaker Request Form Letter Sample

Dear ____________,

I hope this finds you well. My name is __________ and I am an analyst at

____________. I am contacting you on behalf of the nwaRLUG to invite you to speak at

our __________ chapter meeting on _____________ at NWACC Shewmaker Center in

Rogers.

We'd be honored for you to deliver a speech or session telling us about

___________________ _______________________Your presentation would begin at

__________. Our Chapter meetings are from 2:00-4:00, but your presentation can be

anywhere from 30 minutes to an hour or more. Below I have listed a few details that we

would love to learn more about.

Bullet

Bullet

Bullet

To tell you a little bit more about the nwaRLUG, we are a diverse group dedicated to

shared experiences that benefit the Walmart supplier community. As members of the

nwaRLUG it is our goal to define, communicate, and share the constantly changing

needs of the retail community with our membership, Walmart and Sam’s Club. We

succeed through sharing. Our audience is made up of suppliers of Walmart/Sam’s Club

based here in NWA. They may be team leaders, account managers, replenishment

analysts, forecasting analysts, category managers, or other professionals engaged in

supporting the Walmart/Sam’s Club account. Read more about us here:

http://nwarlug.org/

Please contact me directly with any questions. I can reach me at _______________. I

look forward to hearing from you and hope you can join us in _______________!

Best Regards,


http://nwarlug.org/


Annual Banquet

Every year, nwaRLUG hosts an annual end of year banquet in northwest

Arkansas to celebrate the year’s successes. The banquet is open to all RLUG

chapters. Paid members of nwaRLUG are given first option to reserve tickets.

Afterwards, ticket sales are open to unpaid members and other chapters.

Following is a timeline for planning the banquet:

1. Decide on a date range at the February meeting

2. Contact meeting facility to get on the calendar

3. Form committees (listed below)

4. Contact speakers 6 months prior to the event *(Follow up 2 months prior

to the event)

5. Contact all marketing venues 3 months prior to event

6. Decide on theme no later than 2 months prior to the event

7. Submit request for tickets to printer 2 months prior to event

8. Request silent auction items 2 months prior to event

9. Begin ticket sales 2 months prior to event

10. Begin nominations of new officers and planning committee members 2

months prior to event

11. Submit program request to printer 1 month prior to event *(This includes

timeline and presidents letter)

12. Review and sign event planning form and return to meeting facility

including A/V

13. Decide on and purchase awards 1 month prior to the event

14. Conduct COE


Annual Banquet Committees

Banquet Coordinator

o Lead:

o Food:

o Facilities:

o Program:

o Speakers:

AV & Slide Show

o Lead:

Set-up & Tear Down

o Lead:

Election of New Officers

o Lead:

o Co-Lead:

Awards

o Lead:

Silent Auction/Door Prizes

o Lead:

o Co-Lead:

Tickets

o Lead:

Marketing

o Lead:

o Co-Lead:


Election and Nominations

Every year nwaRLUG holds an election for new officers and planning committee

members. Nominations should begin two months prior to the annual banquet

(October, ideally). After a vetting process has taken place, nominees are invited

to give a brief nomination speech at the November chapter meeting. Vetting

requirements include:

Must be a member of nwaRLUG

Must have a valid Retail Link User ID

Those running for officer positions must have served on Planning

Committee 1 year

Officers and PC members running again must have been present at 65%

of the PC and chapter meetings at the time of nomination (November)

Nomination speeches might include:

Your name

Company and role

Number of years experience with WM and/or Retail Link

Special skills or talents that make you good for the role in which you are

running

Voting is concluded one week before the annual banquet, and winners are

announced at the event.


Officer & PC Contact Information


First Name Last Name RLUG Position Company Office Phone EmailDan Batson President FUJIFILM North America Corporation 479-316-2714 [email protected] Paulo Vice-President Kellogg 479-254-4301 [email protected] Evans Secretary Massimo Zanetti Beverage USA 479-273-5320 [email protected] Rizzio Treasurer Kids II 479-464-0864 [email protected]

AV/Technical CoordinatorChris Roberts PC - Goodie Bag Coordinator* Five Hour 479-799-0222 [email protected] Wilkerson PC - SubGroup Coordinator* ESO International Limited 479-464-9411 [email protected] Dixon Planning Committee SAE-A 479-245-2108 [email protected] Hufford Planning Committee Mastronardi Produce Limited 479-271-6405 [email protected] Kooy Planning Committee Treehouse Foods 479-657-7967 [email protected] Nickel Planning Committee Flowers Foods 479-273-1672 [email protected] Patanus Planning Committee Provo Craft 479-903-6725 [email protected] Cotton Planning Committee OTG Hosiery 479-799-7939 [email protected] Prowell-Gill Planning Committee Umarex USA, Inc. 479-631-5920 [email protected] Evans Planning Committee S&R Egg Farms 262-495-6220 [email protected] Todd Planning Committee Land O’ Frost 501-207-6335 [email protected] Wilhite Planning Committee US Cotton Inc 479-263-0576 [email protected] Camardese Planning Committee Mission Foods 479-254-3914 [email protected]

[email protected] [email protected]@nwaRLUG.org [email protected]@[email protected]

Officers & Planning Committee2020

You may also contact Officers at the following addresses: Or use our distribution email to send a message to

Documents

nwaRLUG Officer & Planning Committee Guide Guide.docx · Web viewOn behalf of nwaRLUG, I would like to personally welcome you as an Officer or Planning Committee member. You have