Chapter Handbook TC-1

Transcription

1 Chapter Handbook 2011 TC-1

2 Table of Contents Introduction Chapter Executive Committee President President Elect Vice President Secretary Treasurer Past President Presidential Appointees Chapter Schedule Policy Administrative Assistant Standing Committees/Subcommittees Committee Work Plan Annual Committee Report 2013 Congress Host Committee Accreditation Committee Audit Committee Awards Committee Bylaws Committee Community Outreach Committee (Ad Hoc) Conference / Expo Committee Administrative Snow Plow & Loader Competition Registration/Daily Attendees Special Services Exhibitors Education Activities Directory (Ad Book) Committee Diversity Committee (Ad Hoc) Education Committee Administrative Assistants Committee Golf Outing Committee Governmental Affairs Committee Hall of Fame Committee History Committee (Historian) Illinois Public Services Institute (IPSI) Committee Membership Committee Nominating Committee Publicity & Public Relations Committee Scholarship Committee Financial Policy Insurance Issues Rules Governing Chapters of APWA Chapter Bylaws Chapter Boundaries Map TC-2

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4 Introduction The Chicago Metropolitan Chapter is the oldest and one of the largest, most active Chapters of the American Public Works Association (APWA). The Chapter boundaries encompass the northeastern part of the State of Illinois and include 10 counties in the region; Cook, DuPage, Grundy, Kane, Kankakee, Lake, McHenry, Will, DeKalb and Kendall. Currently, the Chapter has five Branches: Suburban, Lake, Fox Valley, Southwest, and Chicago. The Chapter was originally formed as The Chicago Chapter, but with the formation of its first Branch in 1967, it became the Chicago Metropolitan Chapter or more commonly known as Chicago Metro. The Chapter was officially formed on January 15, 1933, which is the first date that the American Public Works Association came into existence. APWA was formed by the merger of two predecessor organizations: The American Society of Municipal Engineers and the International Association of Public Works Officials. Beginning in 1894, and until its relocation to Kansas City, Missouri in 1992, the association was headquartered (along with a number of other municipal associations) in the Merriam Center on the campus of the prestigious University of Chicago. The Chapter is widely known for its active and dedicated leadership. As of 2010, the Chapter has produced seven national APWA Presidents and has hosted the International Congress and Exposition on six occasions. The Chapter has also produced an amazing 25 APWA Top Ten Public Works Leaders of the Year. We are proud of our past accomplishments and are eagerly looking forward to the future of our association and our role in its success. In an effort to record and document the activities of the chapter, this handbook has been prepared to outline Chapter leader responsibilities and Chapter activities. This document will be updated from time to time, and the new issuance date will be recorded on the cover. It will be produced in adobe.pdf format and published on the chapter web site, and maintained in digital format by the Chapter Secretary. Chapter Mission To serve the Chicago Metro Chapter by providing educational opportunities for members and future members by: increasing awareness of the vital role of public works in everyday life supporting causes to advance the profession providing a forum for the exchange of ideas, knowledge and information. 1

5 Chapter Executive Committee Chapter officers are selected annually by the membership in December and serve for the following calendar year. The exception is the Chapter representative to the House of Delegates. The Chapter Delegate is appointed by the President and generally serves a term of three years. The current officers for the Chicago Metro Chapter are listed on the Chapter website and are summarized in the Appendix of this handbook. The Past President also serves as a voting member of the Executive Committee. The duties of each of the Chapter Officers are identified in the Bylaws of the Chapter and are summarized with additional detail on the following pages of the document. President of the Chapter Term of Office: One calendar year commencing on January 1. Manage the affairs of the Chapter Act as chair of the Executive Committee Preside at all meetings and ceremonies of the members Appoint standing committees, including committee chairs and members Appoint Special Committees as needed Prepare a presidential report Interface with national APWA staff and House of Delegates Invite national dignitaries Draft and send letters of response from the Chapter on various issues Appoint Presidential Appointees (3) to serve on the Executive Committee President Elect of the Chapter Term of Office: One calendar year commencing on January 1. Plan and execute the Chapter Dinner at the Annual Congress Organize and lead the Chapter Leadership Workshop held in November Assist the President as required on special projects Organize the Chapter Awards Luncheon (Held in March) - Coordinates with the Awards Chair on hosting the Awards Luncheon - Establishes location of the event and makes arrangements with the banquet hall regarding meals and facilities. - Takes reservations and issues tickets. - Works with Awards Committee Chair to print and mail announcement for the banquet. (The Awards Committee handles the call for awards). Top Ten Banquet - Coordinates with Awards Chair on hosting of the event (see Awards Luncheon above) 2

6 Chapter Executive Committee (continued) Vice President of the Chapter Term of Office: One calendar year commencing on January 1. Event Coordination: Organize the Annual Meeting in December (Holiday Luncheon) usually held on the first or second Thursday of December. - Develops agenda for annual business meeting after communicating with Executive Board. Meeting serves as official event to elect next year s Executive Board, approve budget and other official business of the Chapter requiring membership approval. - Other items of the meeting may include creation/coordination of other programs including guest speakers (arranges for honorarium), media presentation, scholarship awards, rodeo awards and other items as directed by the Executive Committee. Works with Chapter President to invite National President to event. Invitation is to be made 12 to 14 months in advance of the event as President Elect is elected in September in the year prior to event. Sets up meal and banquet arrangements. Banquet hall is to be reserved 12 to 14 months in advance of the event. THESE ARE NOW COMMITTEE CHAIRS 3

7 Chapter Executive Committee (continued) Secretary of the Chapter Term of Office: One calendar year commencing on January 1. Records and issues minutes of all meetings Maintains the Chapter roster Maintains the permanent records of the Chapter Maintains copies of all contracts Issues public notices of all meetings and events Maintains the keys for the Chapter storage facility Maintains the Chapter banner Prepares an annual report of the organization by February of the following year. Treasurer of the Chapter Term of Office: One calendar year commencing on January 1. Prepares annual budget for approval at the Holiday Luncheon Receives all Chapter funds and deposits them in the name of the Chapter Makes an account of all disbursements of the Chapter Coordinates the transfer of signature cards annually Issues all checks, signed by the Treasurer and countersigned by a second Chapter officer. Submits a copy of the annual Chapter budget to National APWA by January 15 Submits mid-year and audited final financial reports to National by the required dates. Past President of the Chapter Term of Office: One calendar year commencing on January 1. Attends all Executive Committee meetings to serve as a liaison to past activities Serves as a voting member of the Executive Committee Chairs the Nominating Committee Chairs the past Presidents Advisory Council Chairs the Hall of Fame Selection Committee. Presidential Appointees (3) Term of Office: One calendar year commencing on January 1. Attends all Executive Committee meetings Serves as a voting member of the Executive Committee Undertakes activities at the request of the President 4

8 Chapter Schedule Policy The Chapter Schedule includes a multitude of ongoing activities. In order to avoid conflicts, dates are reserved for activities as shown in Policy the following activities. The Chapter and Branches wishing to schedule additional activities should consult this policy and the Chapter website to avoid conflicts.the calendar should be posted on the Chapter Website and modified periodically to reflect adjustments in the schedule. Month Date Function January 2 nd Thurs. Southwest Branch Luncheon (Awards & Scholarship) Chapter Executive Committee Fox Valley Branch Luncheon February March April May June July TBD TBD 2 nd Thurs. PW Week PW Week PW Week PW Week 1 st Thurs. 2 nd Thurs. 3 rd Thurs. 2 nd Thurs. Suburban Branch Awards Luncheon Southwest Branch Monthly Meeting National Leadership Conference (Kansas City) National Leadership Conference (Kansas City) Chapter Executive Committee Meeting Lake Branch Awards Luncheon Fox Valley/Suburban Branch Joint Meeting City Branch Monthly Meeting Chapter Executive Committee Meeting (Teleconference) Chapter Awards Luncheon Fox Valley Branch Monthly Meeting Southwest Branch Monthly Meeting Fox Valley Branch Monthly Meeting Chapter Executive Committee (IDOT) Lake Branch Monthly Meeting (Secretary s Day) Suburban Branch Monthly Meeting (Admin. Assts.) Southwest Branch Monthly Meeting City Branch Golf Outing Chapter Executive Committee (Teleconference) Chapter Conference & Expo Loader Competition Chapter Conference & Expo Snow Plow Rodeo Chapter Golf Outing Fox Valley Branch Scholarship Awards Luncheon Chapter Executive Committee Meeting (IDOT) Lake Branch Scholarship Awards Luncheon Southwest Branch Golf Outing Fox Valley Monthly Meeting Chapter Executive Committee Meeting (IDOT) Lake Branch Golf Outing (Midlane GC) August 2 nd Thurs. Chapter Executive Committee Meeting (IDOT) Lake Branch Monthly Meeting Suburban Branch Golf Outing 5

9 Chapter Schedule Policy (continued) Month Date Function September 2 nd Thurs. Southwest Branch Monthly Meeting Chapter Executive Committee Determine by Natl Chapter Congress Party APWA Congress City Branch Determine by Natl Luncheon Suburban Branch Scholarship Awards Luncheon October IPSI Southwest Branch Monthly Meeting Fox Valley Branch Monthly Meeting 2 nd Thurs. Chapter Executive Committee Meeting (IDOT) Lake/Suburban Joint Branch Meeting Update Series Snow & Ice (Suburban Branch) November Chapter Executive Committee Meeting Southwest Branch Monthly Meeting 1 st Thurs&Fri Chapter Leadership Retreat Fox Valley Branch Monthly Meeting Lake Branch Monthly Meeting Suburban Branch Monthly Meeting December Chapter Annual Meeting and Holiday Luncheon Chapter Executive Committee Meeting Fox Valley Branch Holiday Luncheon City Branch Holiday Luncheon Lake Branch Holiday Luncheon 6

10 Administrative Assistant The Chapter Executive Committee may employ or appoint an Administrative Assistant on an annual basis. The duties of the Administrative Assistant will vary depending on the contractual or volunteer arrangement, but shall in general be as follows: Prepare and distribute the Chapter Membership directory. Organize and administer the vendor registration for the Annual Conference and Exposition. Assist the Chapter Conference & Expo Committee Chairperson with activities as necessary to execute this event. Prepare and execute mailings as requested by members of the Chapter Executive Committee. Update and maintain the Chapter Website. Prepare and distribute the Metro newsletter four times annually. Set up conference calls for monthly meetings. It should be noted that as of 2010, the following arrangement is in place: Membership Directory Administrative Assistant: Expo: NTD Meetings: Handled by Chapter Secretary Website: Benesch (volunteer) Newsletter: Don Jakesch (volunteer) Conference calling number: Maintained by Benesch (volunteer) 7

11 Standing Committees/Subcommittees A Committee can be one of the most productive tools with which the Chapter has to work. Committee members are faced with the challenge of getting involved in the work the Committee was formed to accomplish. Each member s contribution and participation on the Committee will determine the success or failure of the Committee. Functions of a Committee The primary function of a Committee is to contribute to the efficient operation of the Chapter. In most cases, Committees are concerned with communicating information and assisting Chapter leaders in the decision making process. The findings of a Committee have a direct impact on the decisions made by officers and the Board of the Chapter. Committee work can directly influence the direction of the Chapter. In the cases of subcommittees, the Committee Chair shall be responsible for monitoring and reporting on the activities of the subcommittee. Committee Chairs Even with capable members, a Committee without strong leadership is at a disadvantage. Responsibilities of Committee Chairs are defined in relation to each specific Committee. The Chair s role will normally change as the work of the Committee changes. However, there are general responsibilities that are common for all Committee Chairs, which include: Developing the Committee organization and structure Scheduling meetings Preparing and/or approving agendas Presiding at meetings Making Committee and individual assignments Reviewing and approving meeting minutes Overseeing the activities of the Committee Preparing the Committee s budget Preparing financial reports at the conclusion of each event Identify insurance needs for each event Provide information for use on the Chapter Website before and after an event Provide information for use in the Chapter newsletter before and after an event The success achieved as a Committee chair will depend largely upon that person s ability to preside over meetings and guide the Committee toward its defined goal. When the Chapter President is selecting Committee Chairs, he/she should clearly discuss expectations for the Committee, the time commitment necessary to achieve success and execute the specific duties required during the year. To assist with achieving success the Committee chair should: Establish goals and schedules and monitor these throughout the year Always begin meetings on time Conduct meetings from an agenda Briefly and clearly state the reason for the meeting at the beginning Review the Committee s objectives relative to the Chapter s objectives Assure that adequate minutes are maintained and distributed Report the activities of the Committee to the Executive Committee Attend Executive Committee meetings 8

12 Standing Committees/Subcommittees (continued) Committee Members The composition of each Committee is specific to the needs of the Committee. It is likely that the incoming Chapter President will work with the selected Committee Chair to appoint Committee members. Each Branch is responsible for assigning a representative to each of the Chapter Committees. Some members of each Committee will automatically be members as a result of their position as an officer of either the Chapter or the Branches. When selecting members it is important to find individuals that are willing to serve and clearly understand what is expected of them. Filling Committees with individuals who do not clearly understand their role or the expectations of their role and commitment they are making will only result in a lack of success of the Committee. To provide for continuity and for the development of future leaders, it is important that Committees are made up of a balance of successful, experienced members and members that are new to the Chapter. New members provide a fresh outside perspective, while experienced members provide guidance and history. It is always to the Committee s benefit to appoint members who are knowledgeable and interested in the Committee s area of activity. The Chair should provide the Committee with background and leadership to help the Committee function successfully. Chapter Committees The standing Committees of the Chicago Chapter include the following: 2013 Congress Host Committee Accreditation Committee Audit Committee Awards Committee Bylaws Committee Community Outreach Committee (Ad Hoc) Conference/Expo Committee Administrative Snow Plow & Loader Competition Registration/Daily Attendees Special Services Exhibitors Education Activities Directory (Ad Book) Diversity (Ad Hoc) Education Committee Administrative Assistant s Support Committee Golf Outing Committee Governmental Affairs Committee History Committee (Historian) Illinois Public Services Institute (IPSI) Committee Membership Committee Nominating Committee Publicity & Public Affairs Committee Scholarship Committee 9

13 Standing Committees/Subcommittees (continue) Unless otherwise noted in the Chapter Bylaws or Committee organization, Committee Chairs and members are appointed for a term of one year. Committee Chair appointments are made by the incoming President generally in October and November for the following calendar year. While it is not necessary to have all member appointments made at this time, it is desirable to have Committee Chairs appointed in time to participate in the Chapter Leadership Retreat held annually in early November. The incoming Committee Chairs should develop a work plan for the activities of their committee for consideration at the February Executive Committee Meeting. Work Plans should be based on achieving the goals of the Chapter established at the Leadership Retreat. The final duty of each Committee Chair is to submit a written report summarizing the activities of the committee for the year. Forms for each of these duties follow this page. Description of Committees/Subcommittees Following the Work Plan and Annual Report forms is a summary of each of the Committees of the Chicago Metro Chapter. A specific summary page is provided for each of the Chapter s Committees and Subcommittees. 10

14 Committee Work Plan The purpose of this form is to guide the goal setting exercises of each Committee of the Chicago Metro Chapter. Each Committee Chair is asked to lead their Committee in a planning exercise to determine their goals and timelines for accomplishing their plans through the year. This form is to be completed and submitted to the Chapter President by January 31 for discussion at the February Executive Committee meeting. Committee Name: Committee Chair: Committee Members: Planned activities for the year Budget/funds needed: Goals: (quantify) i.e. hold two meetings, add 100 new members, send out 10 press releases, increase attendance x % Events Color Events requiring insurance

15 Annual Committee Report The purpose of this form is to provide a structure for the final report to be completed by each Committee of the Chicago Metro Chapter. This form is to be completed and submitted to the Chapter Secretary after each event but no later than by December 31 for inclusion in the Chapter Annual Report. Committee Chairs may attach additional information that logs the activities and achievements of the committee for the calendar year. Committee Name: Committee Chair: Committee Members: Activities and numbers attending: Goal Accomplishment Report: (quantify) i.e. held two meetings, added 100 new members, sent out 10 press releases, increased attendance x % Budget Accomplishment Report: 12

16 2013 Congress Host Committee Purpose: To support the plan and execution of the APWA 2013 National Congress. To provide a number of local host events and activities. Accreditation Committee Coordinate with National APWA Committee Prepare a budget for the Congress Establish and oversee necessary subcmmittees Establish goals and benchmarks for the committee and subcommittees Complete the necessary fundraising to meet the commitments made in securing the show Structure: Chair, appointed by the incoming President Additonal members as determined necessary by the Chair Meetings: As agreed upon by the committee, the frequency will increase as the event nears. Note: An entire separate manual has been assembled guiding the structure and activities of this committee. Purpose: Provide a forum to assist and guide agencies interested in or actively participating in the APWA Self Assessment & Accreditation Program as well as foster the exchange of ideas and information between agencies. Review and approve meeting minutes Set agenda and select topic(s) for upcoming committee meetings Review chapters and/or practices contained in the Public Works Management Practices manual Prepare agencies, pursuing accreditation, for the on-site evaluation Act as liaison between National APWA and the Chapter and agencies Represent the Chapter, when necessary and when requested by the Executive Committee, regarding related issues or at award presentations Promote the program to Chapter members Assist the Publicity & Public Relations Committee in publicizing accreditation by local communities Provide a report on Committee activities at the monthly Executive Committee meeting Structure: 1

17 Chair, appointed by the incoming President Secretary, appointed by the Chair, to record and distribute meeting minutes and agendas Members interested in or actively participating in the APWA Self Assessment & Accreditation Program Chair and members shall be active members of APWA Meetings: As agreed upon by the committee 1

18 Audit Committee Purpose: To review the financial records of the Chapter at least annually Prepare a written report, conforming to APWA Standards, attesting to the financial condition of the Chapter during February of each year prior to the final transfer of the Chapter books to the new Treasurer. Examine canceled checks, accounting of numerical sequence, and endorsements Review the bank statements and reconciliations Examine documents supporting disbursements Review and certify the annual Chapter financial report as prepared by the Chapter Treasurer Provide a written report of the Annual Audit for inclusion in the Annual Financial Report Make a report to the membership at the Chapter Awards meeting held in March. Structure: Chair, appointed by the incoming President One member appointed by the President and Chair Chair and member shall be active members of APWA Meetings: The Committee shall meet, as a minimum, during February to conduct the annual audit. The Committee, at its option, can meet in July to conduct a mid-year audit. 14

19 Awards Committee Purpose: To oversee and administer the Branch, Chapter and National Awards programs for the Chicago Metro Chapter. To solicit annual award nominations by a joint mailing for all Branches starting in October of each year To select Chapter recipients for awards from submittals by each Branch or made directly to the Chapter To host the Annual Awards Ceremony and to present the Chapter recipients with mementos To submit the annual Presidential Award for Chapter Excellence (PACE) to national APWA To oversee the submittal of national award applications by the deadline To assist in coordinating the Top Ten Awards Luncheon, if applicable To develop a list of service award recipients and present them with a certificate upon 20, 25, 30, 35, 40, 45, and 50 or more years of membership at Awards Luncheon To update the awards log with new winners annually To coordinate Awards activities with the Publicity & Public Relations Committee To provide information for publication on the Chapter website and in the Chapter newsletter Structure: Chair and or Co-Chair, appointed by the incoming President Five Branch Chairs At large members if there is interest, but not required Meetings: Optional organizational Meeting in October Awards Selection Meeting in January Chapter Luncheon, usually in March Top Ten Luncheon (if selected) 15

20 Bylaws Committee Purpose: To annually determine that the Chapter Bylaws are current and, as necessary, develop modifications to the Bylaws for approval by the Chapter membership. Conduct a review of the Chapter Bylaws during the first quarter of each calendar year and report to the Executive Committee the results of the review and the need for any amendments in April Should amendments be determined necessary, the Committee shall develop the appropriate changes and submit proposed amendments to the Chapter Executive Committee for review, comment and approval After Executive Committee approval, amendments shall be submitted to the Chapter membership and National Board for approval. Note: Due to scheduling of local and national meetings, this process may take more than a year. Structure: Chair One member with Chapter experience One member new to the Chapter committee structure Meetings: The Committee shall review the Bylaws during the first quarter of each year and meet via phone conference call to determine the adequacy of the Chapter Bylaws. A report should be developed summarizing this meeting and submitted to the Executive Committee at the April meeting. 16

21 Community Outreach Committee (Ad Hoc) Purpose: To review and recommend opportunities to extend the activities of the Chapter to provide a benefit to the communities we serve. Consider for each event an appropriate activity that will extend the activities of the Chapter to benefit other organizations where possible Conduct the Toys for Tots Campaign at the annual Holiday Luncheon and arrange for delivery of collected toys Provide communication with the Executive Committee on planned activities and the results of each event Provide information for publication on the Chapter website and in the Chapter newsletter Structure: Chair Additional members as determined necessary by the Chair Meetings: The Committee shall meet as appropriate for each activity as determined by the Chair.. 17

22 Conference/Expo Committee Purpose: To coordinate all activities associated with the annual APWA Chicago Metro Chapter Conference and Exposition. The Expo is held every spring during National Public Works Week. Subcommittees include: Administrative Snow Plow & Loader Events Daily Attendees Special Services Exhibitors Education Activities In discussion with the APWA Chicago Metro Executive Committee, determine the type and nature of the event and/or events that will make up the annual Chapter Conference and Expo Determine the appropriate location and venue for the chosen series of events making up the Expo Prepare an annual budget and provide periodic reports to the APWA Chicago Metro Executive Committee regarding the financial status of the event Coordinate and review Expo related mailings, brochures, programs, advertisements and other written materials Negotiate or review all Expo contracts and expenditures (contracts and purchases over $5,000 must be filed with the APWA National Director of Finance within 30 days. Contracts and purchases over $10,000 require prior approval from APWA national headquarters as well as approval from the Chapter Executive Committee). Coordinate efforts for all types of registrations, both prior to the event and during the event Recruit and train sufficient volunteers for Expo events Set up sub committees as needed to coordinate, plan and staff chosen events at the Expo Raise additional funds in the form of donations (cash, material, manpower) to the Chapter to offset the cost of the Expo Attend conferences and trade shows such as the Illinois Municipal League (IML) Annual Conference to help promote the Expo Promote the Expo at APWA and other organization functions Draft Expo related articles to be included in press releases, newsletters, and web sites Assure that all required submittals, approvals, permits, certifications, etc. needed for the event are obtained on a timely basis Structure: The chapter president appoints the Chapter Expo Chair or Co-chairs who work and coordinate with the Chapter Administrative Assistant and any other committees as needed. Meetings: Meetings are held as needed 18

23 Snow Plow/Loader Roadeo Committee This Committee Serves as a Subcommittee to the Chapter Conference & Expo Committee Purpose: To make all necessary arrangements to conduct the annual Snow Plow and Loader Competition held in conjunction with the Chapter Conference & Exposition during Public Works Week in May. Recommend committee budget and registration fee for Executive Board approval Coordinate activities with the Chair of the Chapter Conference and Exposition Committee Coordinate with the host site for parking lot use, electricity, food service Mail Chapter-wide notice and application forms by March 1 for May 1 registration deadline Collect registration fees, mail information and rules to competitors Staff both events with adequate number of volunteer judges Arrange for 4 to 5 loaders from vendors to use in competition Manage the loader and snowplow events on two separate days Develop written exams for each event Coordinate Loader Course set-up, operation and takedown Coordinate Snow Plow Course set-up, operation and take-down Coordinate Disabled Vehicle set-up, operation and takedown Manage Pre-registration and check-in Manage Testing and Scoring Secure Volunteers to assist with event. Develop Event News Release for Event Publicity Procure and Present awards and scoring to competitors at the close of both events Forward fee income and expense invoices to Chapter Treasurer Order and present winner trophies and prizes during suitable Chapter event Provide information for publication on the Chapter website and in the Chapter newsletter Structure: Committee Chair appointed by Chapter President Committee members appointed by Chair to handle Registration, Scoring, Volunteers, Course Set-Up. Approximately 5 to 6 members should be included. Meetings: Committee coordination meetings in early March, mid- April, early May if needed Meet with host site staff in mid April 19

24 Directory (Ad Book) Committee Purpose: To provide oversight and direction on the preparation of the annual Directory (Ad Book) presented to the membership at the annual meeting in December each year. Working with the Chapter Administrator, develop a schedule for the preparation and publication of the annual Chapter Directory Develop a budget with proposed advertising rates for the annual Directory and submit to the Executive Committee for approval Prepare and mail information packets to potential advertisers annually Organize the layout of the Directory with the Administrative Assistant Collect all funds from advertisers and deposit with Chapter Treasurer Print an adequate number of copies of the Directory for all Chapter members Distribute as many copies of the Directory as possible at the Annual Chapter meeting in December Mail the remaining copies to members not receiving copies at the meeting Provide a report to the Executive Committee on the total income and expense associated with the development of the annual Directory Provide information for publication on the Chapter website and in the Chapter newsletter Structure: Committee Chair appointed by the Chapter President Committee Chair shall appoint additional members as needed from the Chapter general membership Meetings: Meetings are held as needed 20

25 Diversity Committee Purpose: To provide input to the Executive Committee relative to issues on Diversity. Provide information for publication on the Chapter website and in the Chapter newsletter Structure: Committee Chair appointed by the Chapter President Committee Chair shall appoint additional members as needed from the Chapter general membership Meetings: Meetings are held as needed 21

26 Education Committee Purpose: To identify, promote, sponsor, and coordinate education and training opportunities of interest to APWA Chicago Chapter Members and the Public Works profession. Maintain APWA education calendar Develop speakers and program for any Chapter sponsored seminars or workshops Explore partnering opportunities with other local public works related organizations such as IL-AWWA, IWEA, URISA, CECI, ASCE, ASSE, etc Assist National APWA organization with selection of dates and venues for national seminars or workshops to be held in Chicago area Help publicize any National, Chapter, or Branch APWA educational events Provide at least one liaison to the Illinois Public Service Institute Steering Committee Provide coordination or support, if required, to branches that wish to hold their own educational events, a list of prospective speakers for luncheons, seminars, or other events Serve on National education related committees when possible Oversee activities of the Administrative Assistants Support Committee Provide information for publication on the Chapter website and in the Chapter newsletter Structure: Committee Chair appointed by the Chapter President Committee Chair shall appoint additional members as needed from the Chapter general membership Branch Education Chairs are automatically members of the committee Meetings: Meetings are held as needed 22

27 Administrative Assistant s Support Committee This is a Subcommittee of the Education Committee Purpose: To provide educational and networking opportunities for Public Works Administrative Support staff. Develop educational seminars for Administrative staff, consisting of breakfast or luncheon forums Coordinate and mail registration materials for each event Coordinate with Publicity & Public Relations Committee to promote each event Provide information on upcoming events for publication on the Chapter website and in the Chapter newsletter Maintain a record of the number of attendees of each event Structure: Chair, appointed by the incoming President Members as interested and available Meetings: As set by the committee chair and agreed upon by the committee members 23

28 Golf Outing Committee Purpose: To plan and execute the Chapter golf outing that provides both an opportunity for networking and fundraising for the Chapter scholarship program. Choose a venue that offers appropriate capacity and amenities to host the event Identify and present a budget to the Executive Committee at the February meeting Execute and host the golf outing Coordinate fundraising activities as necessary to generate funds for scholarship as targeted in the Chapter budget Provide information for publication on the Chapter website and in the Chapter newsletter Structure: Committee Chair appointed by the Chapter President Committee Chair shall appoint/recruit additional members as needed from the Chapter general membership Meetings: Meetings are held as needed 24

29 Government Affairs Committee Purpose: To monitor legislative issues impacting public works on behalf of the membership. Monitor State and Federal legislative agendas to identify issues of interest to the membership Maintain contact with local legislators Coordinate with national legislative liaisons to identify issues of interest to the Chapter Report on any issues, which may impact public works Identify opportunities for action or support of the Chapter Maintain relationships with other local organizations with similar interests in engineering and public works Provide information for publication on the Chapter website and in the Chapter newsletter Seek out opportunities to meet with legistators and advance the message of public works and our issues Structure: Committee Chair appointed by the Chapter President Committee Chair shall appoint additional members as needed from the Chapter general membership Meetings: Meetings are held as needed 25

30 History Committee (Historian) Purpose: To compile and maintain significant documents, artifacts, photographs, and people related to the Chapter. Identify and assemble an organized body of material reflecting the essence of the Chapter and its activity record. Periodically update and publish a history of the Chapter Plan and execute historical events and activities Make recommendations to the Chapter Executive committee regarding significant historical information to be maintained in the Chapter and national archives Identify and promote participation in significant historical public works related events Serve as a key advisor to the Chapter Secretary regarding historically appropriate items for short-term and long-term preservation and retention Provide input, as necessary, as the institutional memory of the Chapter Periodically organize member field trips to locations or facilities of particular interest to public works professionals Act as an advocate for local public works organizations and individuals to preserve and record their personal and agency histories Advocate for recognition and preservation of historically unique public works facilities and structures Periodically provide historical facts, materials and articles for inclusion in the Chapter newsletter Report to the Executive committee on any issues of historical significance Identify special projects related to Chapter history Provide information for publication on the Chapter website and in the Chapter newsletter Structure: Committee Chair appointed by the Chapter President The Historian is usually designated as one or two of the most senior members of the Chapter possessing a demonstrated knowledge of the Chapter institutional memory. The Historian will occasionally seek out other members to assist in the development and/or execution of history related projects or programs. Meetings: Meetings are held as needed When a specific project or program is being developed, the committee will meet frequently, as necessary, to fulfill its mission. 26

31 Illinois Public Service Institute (IPSI) Purpose: To coordinate and oversee all activities associated with the Illinois Public Service Institute (IPSI). The Institute is a partnership sponsored by the APWA Chicago Metro Chapter and the APWA Illinois Chapter and is held every fall. The two Chapters equally share the financial liability and any profits of the Institute. Report to the APWA Chicago Metro Executive Committee the financial status and IPSI Steering Committee activities on a regular basis Review and revise the IPSI curriculum and events schedule on an annual basis Develop, review, and approve annual Institute budgets Approve all IPSI contracts and expenditures. Contracts and purchases over $10,000 require approval by the Chapters and APWA national headquarters Promote IPSI at APWA and other organization functions, whenever practical Draft IPSI related articles to be included in press releases, newsletters, and web sites If possible, attend the IPSI and assist with facilitating various events during the week. Assure that all required submittals, approvals, permits, certifications, etc. needed for the event are obtained on a timely basis Share contract management and administration responsibilities for the principal facilitator and program manager Structure: The Chapter president of each Chapter annually appoints three or more IPSI Steering Committee members. Each of the other IPSI sponsoring organizations (currently the Illinois Municipal League (IML), and the Illinois Section of the American Water Works Association (ISAWWA) also appoint no more than two members to the steering committee. Two Institute graduates are also selected to serve on the steering committee. The IPSI facilitator and program manager also serve on the committee. The members of the IPSI Steering Committee elect a chair. A member of the sponsoring partnership, (APWA Illinois Chapter or the APWA Chicago Metro Chapter) is selected to chair the steering committee on a two-year rotating basis. Meetings: Meetings are held as needed 27

32 Membership Committee Purpose: To serve as the liaison to the membership, by recruiting new members and maintaining relationships with new and existing members. Maintain the official membership roster Develop programs that encourage recruitment of new members Develop and maintain the chapter recruitment brochure. Provide information for publication on the Chapter website and in the Chapter newsletter Distribute the chapter nametag sales process Organize and staff the Chapter Membership booth at the annual Conference and Exposition. Contact new members and welcome them to the organization Contact expired and dropped members to determine if they are willing to remain with the organization Structure: Committee Chair appointed by the Chapter President Branch Membership Chairs are automatically members of the committee Meetings: Meetings are held as needed 28

33 Nominating Committee Purpose: To develop a slate of officers for the Chapter Executive Committee consideration by the membership. Ascertain from existing officers their willingness to continue serving the Chicago Chapter in the next higher position in the order of Chapter Officers Review candidates for positions that might become vacant should an officer not be willing or able to serve during the following year and for the position of Chapter Treasurer Submit the slate of officers to the Chapter Executive Committee in October. It is important that the slate of officers is completed so the proposed officers can attend the Chapter Leadership Retreat in early November. Submit the slate of officers to the membership for approval at the annual meeting in December Structure: The immediate Past President shall serve as Chair Two other past Presidents shall be selected by the Chair to serve on this committee The Chapter Delegate may also be appointed to serve on this Committee. Meetings: The Committee will meet, as often as necessary, in person or via phone conference to complete the slate of officers during October. 29

34 Publicity & Public Relations Committee Purpose: To publicize the activities of the Chicago Metro Chapter. To publicize all activities of the Chicago Metro Chapter Write and submit press releases announcing the newly elected officers, the scholarship program, Chapter Conference and Expo, Awards program and any other events as necessary Serve as the Branch or Chapter liaison with the Chapter Administrative Assistant for the purposes of publicity of all events To review the web page for current information and provide updates to the Administrative Assistant To arrange for or provide a photographer at every chapter event To provide at least one report per branch and chapter for each quarterly chapter newsletter Structure: Committee Chair appointed by the Chapter President Branch representatives from each Branch Meetings: As determined by the Committee Chair 30

35 Scholarship Committee Purpose: To coordinate all activities related to the soliciting of applications for and the awarding of Chapter Scholarships to be distributed annually at the December meeting of the Chapter. Advertise for potential recipients Review applicants and choose recipients Invite recipients to attend the December meeting Develop and prepare the scholarship awards Provide information for publication on the Chapter website and in the Chapter newsletter Structure: Committee Chair appointed by the Chapter President Meetings: As determined by the Committee Chair 31

36 Financial Policy Chapter Budgeting: 1. As the budget is developed in the fall each year there should be a goal of breaking even as a minimum for most Chapter events. Fortunately, two major events provide a net income (Expo and Golf Outing) but all others like our Administrative Assistants meetings, our luncheons and the Chapter Party at Congress operate at a loss. Each event should be reviewed during the Budget Review process to determine if appropriate fees are being charged. 2. Differing fee structures should be established for events for members and nonmembers. National recommends this, and we can use this to help increase membership. 3. The budget shall be developed in accordance with the following schedules: Initial request for budget information in August Submission of requests to Treasurer by September Treasurer submits draft budget to Executive Committee in October Approval by Executive Committee in November Approval by membership at Holiday Luncheon Committee Accountability: Chairs of each Committee shall have budgeting responsibility and accountability for each event. Each Chair should be responsible for Development of the event budget for the following year with adequate detail Calculation of the net profit or loss for the event Informing the incoming Chair of the budget and expectations for the event Presenting significant changes (like adjustment of fees) to the Executive Committee Providing a financial summary of the event 32

37 Insurance Issues The information related to insurance issues for the Chapter can be found at the APWA website ( in the Members Only section under the area of Chapter Leader Resources. There is a full section of topics under the Insurance for Chapter Events. 33

38 Rules Governing Chapters of APWA The information related to Rules Governing Chapters can be found at the APWA website ( in the Members Only section under the area of Chapter Leader Resources. There is a full section of topics under the Organizing Your Chapter section and one of these provides the Rules Governing Chapters. 34

39 Chapter Bylaws 35

40 Chapter Bylaws 36

41 Chapter Bylaws 37

42 Chapter Bylaws 38

43 Chapter Bylaws 39

44 Chapter Bylaws 40

45 Chapter Bylaws 41

46 Chapter Bylaws 42

47 Chapter Bylaws 43

48 Chapter Bylaws 44

49 Chapter Bylaws 45

50 Chapter Boundaries Map 46