The DET/CHE President is the chief administrative officer of DET/CHE
- Presides at all meetings of DET/CHE, including meetings of the Board of Directors;
- Chairs Executive Committee, consisting of President, Vice-President/President-Elect, Immediate Past President, Secretary and Treasurer;
- Ensures that these committees are performing their duties: Membership Committee, Election Committee, Program Committee, Awards Committee, Web Site Committee, Emerging Technologies Committee; Appoints ad hoc committees with the approval of the Board of Directors as needed; and
- Responsible for leading and overseeing the affairs of DET/CHE, including, but not limited to:
- communication with membership
- performance of duties by Administrative Manager and all Board officers
- adherence to DET/CHE By-laws
The DET/CHE Vice President is the President Elect and the Program Chair for the Annual Conference
- Leads the Board when the President is not able to be present;
- Plans the Annual Conference and is responsible for the Program Agenda and selection of Speakers;
- Trains under the President and Administrative Manager to manage the next fall conference and fill the future presidency;
- Develops the local conference planning committee with help from the Administrative Manager and President;
- Provides updates to Board meetings regarding conference planning progress;
- Maintains interaction with the Executive Committee pertaining to relevant issues and future presidential concerns;
- Encourages recruitment, along with the President and Administrative Manager, and helps thereby to guide Regional Directors;
- Reports on the trends resulting from an analysis of the conference evaluation forms filled out by attendees and sponsors;
- Represents DET/CHE at any external venue in the President’s absence;
- Works with the Administrative Manager in collaborating with the Executive Committee and planning committees for any events;
- Requests the assistance of the Administrative Manager and Treasurer for Conference Registration processes;
- Maintains the stamina to be President the following year, when he or she will guide the next VP/Program Chair!
The DET/CHE Treasurer maintains the organization’s treasury
- Receives all monies for and from memberships, conference registrations, donations, and other income sources;
- Receives membership applications and conference registration forms along with Administrative Manager via RegOnline;
- Deposits money in bank account and maintains the DET/CHE checking account;
- Balances checkbook;
- Provides a “checks and balances” system with 2nd person to collect money and reconcile checkbook [Treasurer’s administrative secretary is the 2nd person; he/she sees and accounts for all checks, statements and treasury items before they reach Treasurer’s desk];
- Coordinates with the Administrative Manager to maintain the database of membership, fees paid, conference registrations, etc.;
- Coordinates with the Administrative Manager to provide information to conference teams, send receipts to conference participants; analyze conference reports and makes fiscal recommendations for the future;
- Provides written Treasurer’s report for each meeting of the Board and the membership;
- Prepares annual (fiscal year) statement of income and expenses and balances; distributes report to membership at annual meeting; upon his/her absence, the Administrative Manager may do this;
- Totals Gross Receipts at the end of each fiscal year, June 30, categorizing separately the gross receipts collected for memberships, conferences, sponsorships, vendors and prepare report;
- Reconcile the checks that RegOnline sends DET/CHE and the Gross Receipts collected by RegOnline for DET/CHE;
- Provides tax i.d. number on forms by request from institutions requiring verification;
- Obtains W-9 forms from all payees who are paid over $600 before they are paid;
- Sends 1099 forms by January 31 to payees over $600;
- Sends IRS and Franchise Tax Board a 1096 Transmittal form with the 1099’s by the end of February; and.
- Works with CPA to file tax returns to IRS and FTB for the fiscal year ending June 30 by November.
The DET/CHE Secretary records minutes of DET/CHE meetings
- Attend and take minutes of all Board meetings.
- Attend and take minutes of the annual membership meeting.
- Seek someone to serve as the secretary in his/her stead to take minutes at a meeting if he/she cannot attend; let the President know in advance of the meeting who the substitute will be.
- Submit meeting minutes to the DETCHE webmaster so they can be posted on the Web prior to the next meeting.
- Carry out other tasks assigned through Board discussion or by the President.
The DET/CHE Regional Directors represent the Northern and Southern regions of California
- Responsible for representing the issues and concerns of their regional constituency, whether North or South, on the Board of Directors;
- Actively promoting membership within the constituency, either Northern Region or Southern Region;
- Organizing the constituency, either Northern Region or Southern Region;
- Organizing the constituency’s meeting and agenda at the annual DET/CHE meeting, especially if pertaining to issues in either the Northern Region or the Southern Region, or as those regions relate to DET/CHE as a whole.
The DET/CHE Director at Large represents additional constituencies
- Responsible for representing the issues and concerns of the unrepresented constituency on the Board of Directors;
- Actively promoting membership within the constituency;
- Organizing the constituency;
- Organizing the constituency’s meeting and agenda at the annual DET/CHE meeting.
The DET/CHE Corporate Sponsor Liaison works with industry sponsor-partners
- Works with, and is dedicated to, private industry vendors to secure sponsorships that help defray the cost of the annual conference;
- Collaborates with Conference Chair on logistical details of sponsor display area;
- Works with Treasurer to ensure sponsorship payments are made in a timely manner and reports income;
- Communicates with sponsors on conference logistical details and related issues.