PACIFIC COAST REGION/WOCN

PROCESS DOCUMENT

President

Date: March, 2004 Updated: Nov. 5, 2006 Board Member Name: Judy Papen

Duty

Implementation Method

Target Date

Personnel Involved

Responsibility

Equipment/Supplies

1.A. Presides at all general membership meetings

1.B. Reports to the members present at the general membership meetings on the activities of the PCR

2.A. Presides over the Board of Directors (BOD) as chairperson

2.B. Presides over yearly Transition BOD meeting

3. Assures that all books, reports, and certificates as required by law are properly maintained and/or filed

4. Performs the duties pertaining to the office as prescribed by the By-laws

5. Asserts such powers as may be reasonably construed to belong to the chief executive of any organization.

6. Maintains a signature card with all PCR associated financial institutions and signs checks and/or drafts related to PCR as needed

7. Miscellaneous duties and responsibilities

1.A(a). Draws up agenda for 2 membership meetings per year, spring and fall, and disseminates to BOD and general membership

1.A(b). Coordinates with other BOD on agenda items for meetings.

1.A(c). Conducts both meetings unless unable to do so. In the event of the absence of the President, the Vice President will conduct the meetings.

1.B. Reports to the members present at the meetings on the activities of the PCR and WOCN

2.A(a). Conducts business related to PCR needing discussion, consensus and/or approval of BOD via various methods of communication.

2.A(b). Draws up agenda for 2 BOD meetings per year, spring and fall, and disseminates to BOD

2.A(c). Coordinates with other BOD regarding agenda items.

2.A(d). Conducts the BOD meeting unless unable to do so. In the event of the absence of the President, the Vice President will conduct these meetings.

2.A(e). Works with Education Coordinator to arrange a room and food, when applicable. This room to be on site where the general membership meeting is held.

2.A(f). Expenses for the BOD meetings will come out of the general PCR budget.

2B(a). Draws up agenda for 1½ - 2 day meeting every January and disseminates to BOD

2.B(b). Secures a facility, geographically close to an airport when possible, to hold the meeting in ≠ may work with a local WOCN to secure a hospital conference room, rather than hotel space, to reduce PCR costs.

2.B(c). Arranges for 2 lunches and 1-2 continental breakfasts (as needed) in the facility or hotel.

2.B(d). Communicates to all BOD, incoming and outgoing, what hotel and facility arrangements have been made.

2.B(e). Instructs BOD to make own hotel and air reservations (or other means of transportation).

2.B(f). Contacts Treasurer to give PowerPoint Presentation on the financial state of PCR as well as financial responsibilities each BOD has in regards to his/her own office.

2.B(g). Secures a speaker, when available, for the enrichment and growth of the BOD.

2.B(h). Communicates with each Board member to give a detailed verbal and written summary report of each Board position.

2.B(i). Elicits input from all BODs, verbally and/or in print, for PCR goals for the next year/s. Goals then agreed on by the BOD.

President then disseminates these goals to the general membership at the Spring general membership meeting as well as via Timely Topics and PCR website.

2.B(j). Each BOD expected to verbally and in print report on his/her individual officer goals for the next year/s.

2.B(k). Coordinates with Treasurer on all costs associated with the Transition meeting to be designated under the Presidentπ Leadership budget.

3. Maintains control over:

A. Presidentπs Operational Manual

B. Original copy of PCR Articles of Incorporation in the State of CA

C. Copy of CA Continuing Education (CE) Provider certificate

D. Copies of financial reports from the Treasurer

4.A. Follows the PCR By-laws pertaining to the office of President

4.B. Conducts himself/herself in an ethical manor

5. Follows Robertπs Rules of Order for all established formal general membership and BOD meetings

6. Works with the Treasurer to maintain signature card for PCR financial institutions. Signs checks and/or drafts when Treasurer is unable

7.A. Notifies Treasurer that the mailing address for PCR will be the current Presidentπs address.

7B. Attends annual WOCN conference. If unable to attend, appoints another BOD to attend in his/her place

7C. Maintains WOCN Notebook for Regional Presidents

7D. Communicates with WOCN

7E. Contributes articles/information to Timely Topics (T.T.), PCR website and WOCN News

7F. Submits all expenses to the Treasurer in a timely fashion for reimbursement

7G. Compiles individual monthly BOD reports and forwards back to BOD in one report

7H. Communicates with general membership as the need arises

7I. Updates yearly BOD calendar and disseminates to BOD

7J. Performs other duties as needed by PCR

30 days prior to membership meeting

Date of general membership meeting

At least 2x year and PRN for teleconferencing;

Ongoing for other forms of communication such as email, fax, mail, or in person

1 week prior to BOD meeting

15 ≠ 30 days prior to BOD meeting

1-2 days before the general membership meeting, depending on the agenda for the general conference meeting.

60-90 days prior to BOD meeting

Date of BOD meeting

2-4 weeks prior to meeting

90 days prior to meeting

30-60 days prior to meeting

60-90 days prior to meeting

2-4 weeks prior to meeting

Date of Transition meeting

Spring general membership meeting

Date of meeting

On going

On-going

Start of new Presidentπs term

Start of New Presidentπs term

Yearly

Yearly or PRN updates by WOCN

As need arises

T.T. ≠ 2x/yr;

Website - On-going; WOCN News ≠ quarterly as needed

On-going

10^th of each month

On-going

By Transition BOD meeting each January

On-going

President

President, BOD

President, BOD, PCR committee members and general membership

President and BOD

President

President and BOD

President and Education Coordinator

President, Education Coordinator and Treasurer

President, Past President, BOD

President, Past President, BOD - incoming and outgoing officers.

May have assist from a local WOCN

President, Past President. May have assist from a local WOCN

President, Past President.

May have assist from a local WOCN

President, Past President

President, Past President, Treasurer

President, Past President

President, Past President, BOD

President and BOD

President, Past President, Treasurer

President, Treasurer, Educ. Coordinator, Secretary

President

President, Parliamentarian

President and Treasurer

President and BOD

President, WOCN

President and WOCN

President, Public Relations, and Communications Coordinator

President, Treasurer

President and BOD

President and general membership

President and BOD

President

President -

(Contacts AT&T Teleconferencing Services to set up and maintain viable phone connection)

President

President and BOD

President

President and Education Coordinator

President, Education Coordinator and
Treasurer

President

Computer with email; fax; mail; or in person

Presidentπs Operational Binder, Roberts Rules of Order, gavel, paper supplies. Computer optional

Communications from PCR and WOCN. Computer optional

Teleconferencing; email; fax; mail or in person

Computer with email; fax; mail; or in person

Presidentπs Operational Manual, Roberts Rules of Order, gavel, paper supplies. Computer optional

Computer with email; fax; mail; or in person

Receipts for expenses

Computer with email; fax; mail; or in person

Computer with email ≠ to Timely Topics and PCR website

Presidentπs Operational Manual; Articles of Incorporation; CE certificate; financial reports

PCR By-laws

Robertπs Rules of Order;

PCR By-Laws

Financial institution signature card; PCR checkbook and/or drafts

Computer with email; fax; mail; or in person

WOCN Notebook for Regional Presidents

Computer with email; fax; mail; or in person

Expense vouchers

Computer with email; fax; mail; or in person

Computer

As needed

Skills Needed:

∑ Organizational Skills

∑ Leadership skills

∑ Computer knowledge (email, Word, PowerPoint) and access

∑ Time management skills and flexibility

∑ Interpersonal relationship skills

∑ Travel flexibility

Materials/Equipment Needs:

∑ PC (preferable) or MAC with internet connection. ≥Word≤ document files (mandatory)

∑ Telephone

∑ Fax machine (preferable)

∑ Postage stamps (purchase as needed)

Officer Transfer Sheet

The following materials have been turned over to the incoming President ___________________________ by outgoing

President _____________________________ on_________________.

(Give this Transfer Sheet to Secretary after Transfer is completed)

∑ Presidentπs Operational Manual

∑ Presidentπs gavel ≠ given to J. Moss at Fall Meeting Oct. 2006

∑ Stationary, envelopes and notecards (from outgoing officer or Secretary)

∑ Business cards (order from Treasurer)

∑ Presidentπs cloth briefcase (2)

∑ Roberts Rules of Order book

∑ Original PCR Articles of Incorporation

∑ Copy of CA Continuing Education Provider certificate (from outgoing officer or Education Coordinator)

∑ WOCN Notebook for Regional Presidents (from outgoing officer or WOCN National office)

∑ Miscellaneous financial reports including past CDs and discs (from outgoing officer or Treasurer)

∑ Other miscellaneous notebooks/supplies from previous outgoing Presidents

∑ PCR ATM card for deposits/debts

∑ PCR deposit slips

∑ ATT Teleconference Phone card along with all info. on teleconferencing

∑ Past Presidentπs Operational Manual (give to outgoing President for I year, then return to current President)

∑ Process Documents for each officer (8) ≠ to be kept with Presidentπs Operational Manual

∑ Other ____________

_____________________________