University of Connecticut

Transcription

1 University of Connecticut U S G B C S t u d e n t s : U C o n n G r e e n B u i l d i n g C l u b O f f i c e r R e s p o n s i b i l i t i e s C O O VP S E C C F O W E B PR U N I V E R S I T Y O F C O N N E C T I C U T U C G B C 2/6 /

2 T A B L E O F C O N T E N T S MISSION STATEMENT... 2 PRESIDENT COO... 3 Duties... 3 VICE PRESIDENT VP... 4 Duties... 4 SECRETARY SEC... 5 Duties... 5 TREASURER CFO... 6 Duties... 6 WEBMASTER GENERAL... 7 Duties... 7 PR OFFICER NETWORKING... 8 Duties

3 M I S S I O N S T A T E M E N T The University of Connecticut Green Building Club [UCGBC] officially recognized as a United States Green Building Council [USGBC] Student Organization is an interdisciplinary student organization dedicated to providing students an opportunity to learn about sustainable building and to network with professors and professionals involved in the field. In an industry predicated on innovation, the UCGBC will endeavor to provide its members with the tools and flexibility to grow and respond to a rapidly changing market. In essence, our mission is to understand the way buildings and communities are designed, built, operated, and develop in an effort to promote an environmentally and socially responsible, healthy, and prosperous environment that fosters social, economic, and environmental growth and improves upon the quality of life. - In order to lead the transformation of the building industry, we know that how we make our decisions is as important as the decisions themselves. Through the objectives outlined below we will pursue robust solutions that clarify and strengthen a healthy and dynamic balance between environmental, social, and economic prosperity. - We will endeavor to understand how to create and restore harmony between human activities and natural systems using critical thinking and cutting-edge design techniques and technology. - We will ensure inclusive, interdisciplinary, and democratic decision-making with the objective of building understanding and shared commitments toward a greater common good. - We respect all communities and cultures and aspire to an equal opportunity for all. - We will utilize technical and scientific data to protect, preserve, and restore the health of the global environment, ecosystems, and species. The leadership team consists of a cabinet (board of officers) who oversee chapter policy, an executive director or chief organizational officer (president) who manages operations and staff, and several volunteer committees that contribute to the development and operation of the chapter's activities. Job Qualifications of all Officers: - A student at this institution (University of Connecticut) - A passion for the school and the organization - Good listening skills 2

4 P R E S I D E N T C O O The president has two primary responsibilities which place her/him in somewhat of a paradoxical situation. First, if a club is to be successful, the president must divide the responsibility of club leadership among fellow officers and club members. The use of delegated power is the only way to cope with large amounts of work in an efficient manner. Secondly, the president must accept ultimate responsibility for club structure. In short, the buck stops here. So at the same time the president divides the control of the club, responsibility must also be taken for the entire club operation. Anyone who seeks the presidency should be mindful of this paradox along with several other considerations. The president must understand that to be a leader means to work with people, not to be independent of them. Cooperation, understanding, and hard work are necessary to hold a group together. The president must be aware of the foundations of USGBC. Being a USGBC student group means operating upon responsible premises. In addition, the president must set certain goals for the club and keep those goals in mind as the club progresses through the year. Responsibilities include, but are not limited to: - Lead his or her organization to achieve its goals for the year - Communicate organizational, university, and regional goals and programs to the members - Organize and direct the work for the club's board and subcommittees (e.g. Solar Decathlon). - Preside effectively at general body and cabinet (board) meetings - Maintain and facilitate organization, cohesion, and collaboration within the group - Resolve conflicts within the organization - Represent the organization (UCGBC) and USGBC in the community - Represent the organization at university and regional events, conferences, and meetings The position of president will require approximately 6-10 hours of work per week. - Attend and facilitate officers meetings - Attend and facilitate general body meetings - Attend the SOLID COO and Event Planning Training Workshops - Frequently check account: ucgbc.coo@gmail.com (UConnGreenBuildingClub@gmail.com forwards) - Respond to inquiries within 24 hours of receiving them - Attend functions (meetings, lectures, conferences, workshops, etc.) - Develop all meeting agendas with VP each should be reviewed with the faculty and adjunct advisor well before the meeting - Lead the club in all local, regional, and national projects - Maintain communications with all levels of USGBC from membership to national headquarters - Maintain a strong membership level - Maintain a sound financial basis - Represent the club in all community and organizational functions - Conduct leadership training for all club officers and club members 3

5 V I C E P R E S I D E N T V P The office of vice president is a highly flexible position which can be extremely valuable or practically worthless. The vice president and president must work together to insure the value of the office. There are several guidelines which can aid in this task. The vice president must be as knowledgeable about all club activities as the president this means both the administration of the club and the club programs. This allows the vice president to step into the office when the president is absent or unable to serve. Specific duties must be assigned to the vice president immediately, e.g., chair of the Program Committee. Such duties may automatically be assigned to the vice president through organization bylaws but the vice president can serve in a variety of positions: project chair, representative to interclub councils, committee chair, etc. In essence, the vice president must work closely with the president in defining and executing the goals of the club and above all, if the vice president is to be of value, he or she must be willing to take on any responsibility. The role of vice president is typically one of the least-defined jobs on the executive board. Loose guidelines allow vice presidents the unique opportunity to tailor the job to their own skills and interests. As vice president, you will play a role in day-to-day operations of the organization, help formulate the group s long-range plan, work out issues as they arise, and participate in executive board discussions and decisionmaking. That equates to a fair amount of responsibility but not necessarily a lot of time demands, which means you can take on additional responsibilities that suit your talents and availability. If nothing else, serving as vice president is a good entry-level executive board position that provides excellent training for future presidents. Additionally, as vice president, you get the best of both worlds: You are part of UCGBC s overall leadership team, but you can also get in the trenches and do some of the work that defines the UCGBC. The vice president is subordinate to the president, not a co-president. The president is ultimately responsible for the executive board s decisions. This position will require approximately 6-8 hours of work per week. - Attend officers and general body meetings, as well as SOLID Event Planning Training Workshop - Assist the president and accept delegated responsibility - Frequently check account: ucgbc.vp@gmail.com and respond to inquiries within 24 hours - Develop all meeting agendas with COO (president) each should be reviewed with the faculty and adjunct advisor well before the meeting - Lead meetings and workshops represent UCGBC in the president s absence - Maintain a strong membership level and participate in executive board meetings - Oversee committees, train members, and act as a liaison between members, committees, executive board - Maintain communications with all levels of USGBC from membership to national headquarters - Communicate organizational, university, and regional goals and programs to the members 4

6 S E C R E T A R Y S E C The secretary s main goal is to maintain organization within the group. This includes, but is not limited to: recording meeting minutes, sending out meeting reminders, and anything that keeps the organization up to date and notified of important events. The secretary must also track meeting attendance in order to identify the most involved individuals in the organization and gauge advise the president on the direction, interests, and values of the group on a weekly basis. Development and utilization of UCGBC s facebook, twitter, uconntact, Wiggio, and websites is crucial to the communication of information to the general body, and thus, he/she must serve as an administrator on these sites. It is the secretary s responsibility to keep track of simple tasks that other officers need to complete. Then, friendly reminders can be sent out to those officers on a weekly basis (usually after officer meetings when those tasks are stated). The secretary may also be required to attend functions as a representative of our chapter of UCGBC. This position will require approximately 3-4 hours of work per week. - Attend officers and general body meetings, as well as SOLID Secretary and Event Planning Workshops - Frequently check account: ucgbc.sec@gmail.com and respond to inquiries within 24 hours - Participate in executive board meetings - Make announcements of all district and international projects and events - Enhance the communication within the group 1. Among officers: Send out reminders for officer meetings Send out minutes after every meetings List of to-dos/reminders for individual officers after each officer meeting about deadlines or things that needs to be done 2. Between officers and members: Send out reminders for general board meetings Take minutes for the members unable to attend - Keep an updated list of current members 1. Update list after every involvement fair 2. Augment list after presentation at ENGR 1000 class 3. Update list after requests from members requests for being on list requests for getting off the list - Keep documentations organized 1. Attend all meetings and record, review, and publish meeting agendas and notes General board meetings Officer meetings General Solar Decathlon meetings (each division leader responsible for their own note-taking) 5

7 T R E A S U R E R C F O In general the treasurer has two duties to fulfill. First, he or she is responsible for maintaining a constant and accurate record of all club financial transactions. This applies even if the club funds are disbursed by the school. Second, he or she is responsible for leading projects which will help improve the financial position of the club. The treasurer should be an effective leader and should take an active role within the club. As a member of the board of directors, he or she should participate in the decision-making process. The treasurer should always be in close contact with the secretary, advisors (adjunct and faculty), and organizations president. There are certain procedures which, when followed, can assist the treasurer. The following is lists general rules which can help the treasurer set his/her own structural procedures, though the club treasurer can enlarge upon general rules in any way he or she feels necessary. The position of treasurer will require approximately 2-4 hours of work per week. - Attend officers and general body meetings - Attend the SOLID CFO and Event Planning Training Workshops - Frequently check account: ucgbc.cfo@gmail.com and respond to inquiries within 24 hours - Attend functions (meetings, lectures, conferences, workshops, etc.) - Maintain a sound financial basis - Represent the club in all community and organizational functions - Oversee fundraising selection, planning, and evaluation - Be an ambassador for UCGBC and UConn - Obtain the financial records of the past treasurer and make certain all records are in order - Organize all accounting and budgeting procedures for the coming year - Never retain cash. Be certain the organization bank account is in proper order - Deposit all funds immediately - Always obtain a receipt for any expenditure of funds - Always give a receipt upon receiving payments to the organization treasury SABO account - Transact all organization business by check - Keep a general journal to show the chronological flow of funds - Keep the organization president, officers, and advisors informed on the organization s financial position - Collect organization dues/fees (when applicable) and other money from organization projects, gifts, etc. - Pay conference and national dues by deadline - Keep all records up-to-date and accurate 6

8 W E B M A S T E R G E N E R A L The webmaster general s function is to simply manage the online identity and security of the organization and its image. This includes, but is not limited to: development of a website; maintenance of the existing infrastructure; maintenance of each web ID and its security (ucgbc.uconn.edu, facebook, twitter, UConntact, Wiggio, Doodle, Survey Monkey). By definition, the work of the webmaster general will be done primarily on his or her own time while simultaneously in conjunction with several of the officers work. UCGBC is largely unknown across the UConn Storrs campus, which potentially compromises chances of future collaboration, funding, and member recruitment. Therefore, it is vital to this organization that the webmaster general produce content that caters to the groups needs at present. This position will require approximately 1-2 hours of work per week (6-8 during website development). - Attend officers and general body meetings - Frequently check and use account: ucgbc.web@gmail.com and respond to inquiries within 24 - Attend functions (awards ceremonies, lectures, conferences, etc.) - To develop web content that suits the overall needs of the group and projects a positive light on the group - Work with SEC and PR officer to advertise events and meetings through relevant online social networking media, update website content as needed, and spread awareness of UCGBC on campus 7

9 P R O F F I C E R N E T W O R K I N G The PR officer s main goal is to provide and improve access to and knowledge of the organization. This includes, but is not limited to: chairing event planning activities; serving within a UCGBC delegation to make contact with university administration, faculty, staff, other student groups, and beyond; participating in funding efforts; advertising events; and supporting the search for any group funding in tandem with UCGBC CFO (treasurer) efforts. Many of the administrative roles in UCGBC (USGBC Students: UConn) Public Relations, Funding, Event Planning are often overlooked by potential and new members, but they serve a very important function within the organization. Without these roles, the group would not be able to its complete goals, nor receive the attention it deserves. UCGBC is largely unknown across the UConn Storrs campus, which potentially compromises chances of future collaboration, funding, and member recruitment. Therefore, it is vital to this organization that PR Officers are able to spread awareness throughout campus and beyond UConn in order to sustain long-term growth and development in conjunction with collaboration with industry leaders. This position will require approximately 3-4 hours of work per week. - Attend officers and general body meetings - Attend the SOLID Event Planning Training Workshop - Frequently check and use account: ucgbc.pr@gmail.com and respond to inquiries within 24 - Attend functions (awards ceremonies, lectures, conferences, etc.) - Coordinate with UCGBC cabinet (officers) to determine perception of group during publicity campaigns - Work with the cabinet to help plan and promote events and raise awareness of UCGBC on campus - Encourage involvement of organization members - Network with other on-campus organizations - Work in tandem with COO VP and CFO in coordination and planning of events, including: bar nights; an annual reception in the Spring to thank advisors and mentors; donation drive with Give and Go; donation drive with Nike shoe recycling; - Present 1x a semester to the group - Work with SEC to advertise events and meetings (e.g. UConn theater, fliers, UConntact) and spread awareness of UCGBC on campus (as well as through lectures, coffeehouses, networking events and conferences e.g. CIMA) - To serve as one of the primary ambassadors of the group to both UConn and unaffiliated private sector organizations and work in tandem with the CFO to develop business strategies to galvanize and secure support of the group financially - To investigate participation with local and international NGO s and non-profits - To coordinate discussions and work with Pratt Institute s architectural school - To act as a conduit and point of contact with university faculty 8