WESTOP Chapters

NorCal WESTOP Chapter Committees
and Responsibilities

The purpose of the Northern California Chapter of the Western Association of Educational Opportunity Personnel is to bring together WESTOP members on a geographical basis to articulate and act upon issues and concerns of the membership within the purpose, electives and functions of WESTOP as expressed in its bylaws.

CHAPTER PRESIDENT
This position shall serve as the spokes person to represent the chapter and on the Board level.

DUTIES
o Over see all chapter committees.
o Organize and facilitate chapter meetings.
o Communicate to the membership activities of the BOD.
o Prepare written reports regarding activities of the Chapter for the BOD.
o Serve on the Fiscal Affairs committee of the BOD.
o Work with BOD to ensure TRIO programs in Chapter have Institutional Membership to meet our regions fair share.
o Prepare annual report for BOD.
o Keep clear records of all activities of the chapter.
o Work closely with Chapter President Elect.

CHAPTER PRESIDENT ELECT
The Elect position shall assume the duties and powers of the Chapter President upon confirmation by election in the subsequent year.

DUTIES
o Work closely with the Chapter President to acquire the skills, competencies, and knowledge of the Chapter objectives, activities, procedures, and services.
o In case of the absence or disability of the Chapter President, to temporarily exercise all the powers and perform all the duties of the Chapter President.
o In case of resignation or death of the Chapter President, to succeed to the office of the Chapter President for the remainder of that term of office as well as for his/her subsequent term of office as President.
o To serve as the chairperson of the NorCal Professional Development Seminar.
o Chair the PDS Site Review Committee.

PROFESSIONAL DEVELOPMENT SEMINAR COMMITTEE
This committee shall be responsible for organizing and coordinating workshops and materials for the professional development of NorCal members.

DUTIES
o Work with the Chapter President Elect to coordinate the PDS.
COMMITTEES
- Evaluations
- Hospitality
- Moderators
- Packets
- Program
- Registration
- Workshops

PDS SITE REVIEW COMMITTEE
This committee shall be responsible for securing a site for the annual PDS for at least two years out. This committee shall work closely with the President Elect.

DUTIES
o Work closely with Coordinator Elect.
o Communicate with the membership for site suggestions.
o Devise cost comparisons of proposed sites for conference.
o Obtain proposals and contracts for proposed sites.

SECRETARY
This position shall be responsible for keeping accurate records of all chapter meetings.

DUTIES
o Take notes and record all chapter meetings.
o Prepare and distribute minutes to membership.
o Maintain clear records of agendas and meeting minutes.
o Keep copies of all information and committee reports handed out at meetings.
o Send approved minutes to Web for posting.

PARLIAMENTARIAN
This position shall be responsible for maintaining order at the chapter meetings as governed by Roberts Rules of Order.

Duties
o Develop a form to be used at the chapter meetings for motions proposed.
o Distribute forms and collect for Secretary to incorporate in the minutes.
o Maintain meeting time frame and Agenda.
o Maintain professionalism among members.
o Work with membership committee to present workshop to new members.

TREASURER
This position shall be elected to hold office for two years, effective 1999.

DUTIES
o Maintain accounting of financial affairs for the chapter, keeping clear records of all banking transactions.
o Prepare reports for every chapter meeting.
o Prepare a proposed budget for the coming fiscal year to present to the BOD.
o Prepare Chapter Tax records for BOD Treasure.
o Work with committees to assure that fiscal matters and budgets are being maintained.
o Establish forms and criteria for the dispersement of funds.
o Work closely with Membership and Awards Committee

TREASURE ELECT
This position shall be elected every other year, the next appointment to take place in the year 2000.

DUTIES
o Shall work closely with the President Elect on budget development and serve on the PDS Committee as Registration Chair.
o Shall assume the position of Treasure for a two year term to run from 1999 to the year 2001.
o Work closely with the Fund Development Committee.

FUND DEVELOPMENT COMMITTEE
This committee shall work closely with the Treasure and be responsible for organizing and coordinating fund development activities for the chapter.

DUTIES
o Develop and implement a strategy which would increase our chapter income.
o Coordinate fund raising activities for PDS, chapter meetings and other Chapter events.
o Develop and implement a strategy which would provide our chapter with in kind donations to print and mail selected materials such as the newsletter and brochure, and to sponsor specific chapter events such as PDS, Student Leadership and Parent Empowerment conferences.

TECHNOLOGY AND COMMUNICATIONS COMMITTEE
The responsibilities of the Technology and Communications Committee shall include, but not be limited to engaging in research that will enhance the effectiveness of programs and promote communication among the membership.

DUTIES
o Establish an e-mail and fax communications network among chapter.
o Develop and distribute a quarterly newsletter.
o Work with other committees and chapter secretary to coordinate all communications with the membership.
o Work with Membership and Awards committee on the development of Chapter Brochure.

MEMBERSHIP AND AWARDS COMMITTEE
It shall be the responsibility of the Membership Committee to actively promote membership in NorCal WESTOP and to prepare and issue to new members such cards, certificates or other evidence of membership and commitment to TRIO. This committee serves as a sub committee to the WESTOP BOD President Elect.

DUTIES
o Work with BOD President Elect to review current database to ensure all necessary information is being gathered as it pertains to NorCal members.
o Produce a NorCal WESTOP brochure. Update such brochure at the appropriate time to reflect any changes to mission or function of the chapter.
o Work with Treasure to keep track of members being recruited for Chapter
rebate purposes.
o Work with PDS committee to present a New Members Workshop at PDS.
o Establish criteria and guidelines for a NorCal Chapter TRIO award.

LEGISLATION AND EDUCATION COMMITTEE
This committee shall specifically address itself to the concerns of monitoring local, state and federal legislation, regulations, and policies.

DUTIES
o Prepare articles for the chapter newsletter to inform the membership on the legislative issues.
o Work with WESTOP BOD Education and Legislation Chair to establish a process for coordinating information between the chapter, BOD and NCEOA.
o Design training manual/workshop to educate membership in the legislative process to be presented at PDS.
o Organize chapter for the NCEOA Policy Seminar.

SCHOLARSHIP COMMITTEE
This committee shall be responsible for organizing and carrying out the mission of granting Scholarships to the NorCal TRIO clients.

DUTIES
o Establish criteria and guidelines for awards.
o Establish budget and time line.
o Keep records of all activities and produce a final report.

STUDENT LEADERSHIP COMMITTEE
This committee shall be responsible for organizing and carrying out the mission of hosting a Student Leadership Conference for the NorCal Region.

DUTIES
o Establish forum for conference .
o Establish budget and time line.
o Work with the Communications Committee to get info to Membership.
o Keep records of all activities and produce a final report

PARENT EMPOWERMENT COMMITTEE
This committee shall be responsible for educating the Parents and Clients of the TRIO Programs on the issues that affect TRIO on National, State and Community levels.

DUTIES
o Develop agenda, time line and budget for conference. Conference should coincide with National TRIO Day.
o Work closely with WESTOP TRIO Day Coordinator.
o Work closely with the Education and Legislation committee to put together workshops.
o Organize committees and speakers for the conference.

PAST CHAPTER PRESIDENT
This position shall serve as an archivist for the chapter.

DUTIES
o Continue to develop Chapter Committees Responsibilities booklet.
o Carry out the last charged duty from the BOD to secure a conference site for the WESTOP Annual Conference to be held in the year 2002.
o Work with Membership and Awards Committee.

GENERAL COMMITTEE EXPECTATIONS
o Committees are made up of chair and others from the membership. Reach out to new member to try to obtain representation from all of our geographical locations.
o Keep records of all activities and forms so the work can continue to be accomplished each year.
o Prepare a written report for each chapter meeting addressing the expectations of your committee and the work that has been accomplished to meet those expectations.

This booklet is still under development and will continue in development until the 1999 WESTOP Annual Conference.

Drafted 1998
Darlene Conwell
Chapter Coordinator

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