KAPPA Presidential Duties

  1. Oversee governance and management of the organization.
  2. Review and update bylaws as needed.
  3. Preside over all meetings of the organization, including board meetings and biannual conferences.
  4. Preside over the election of officers to the board (past-president chairs nominating committee and provides slate of officers to the secretary to hold the election at the spring meeting).
  5. Ensure officers and board members faithfully carry out their duties.
  6. Appoint board and committee members as needed.
  7. Appoint co-chairs to lead annual meeting host committee in years leading up to KAPPA hosting the meeting (usually 3-4 years ahead of year of hosting.
  8. Execute and sign contracts for organization, including speakers, conference planner, hotels, etc.
  9. Serve as KAPPA representative to the ERAPPA Chapter Affairs Committee.  Attend ERAPPA mid-year meeting and monthly conference calls.

First Vice President Duties

  1. Serve as the President should the president be unable to complete the term of office.
  2. Serve in place of the President, in the absence of the President.
  3. The First Vice-President shall become the president at the end of the one (1) year term.

Second Vice President Duties

The Second Vice President is the first position one serves in as part of the four-year Presidential track.

  • In year two, the individual will serve as First Vice President.
  • In year three they will serve as President.
  • In year four, they will serve as Past President.
  • Annual time commitment to attend/plan the conference is approximately ten days.

Responsibilities for the position include the following:

  1. Assist in planning and running the Spring/Fall KAPPA conference.
  2. Attend the semi-annual planning meeting which occurs in between the conferences.
  3. Solicit applications for the Norman H Bedell and ERAPPA Meeting scholarships.
  4. Review scholarship applications and make recommendations as to whom should be selected.

Treasurer Duties

  1. Establish a checking account at a financial institution for the KAPPA funds to be deposited in. You will receive an initial check from the outgoing treasurer to start the account. The account should be interest bearing and a money market account or cd should be used for surplus funds of over $20,000. Obtain a check book and debit card for the account.
  2. 1st order of business would likely be the Summer Mid-year board meeting where the group tours the site for the upcoming Fall Chapter meeting. You will have to pay for the lodging for any board members with the card and for all charges for the board meeting.
  3. Prior to each conference, checks will arrive by FedEx to your address from BTI to deposit into the KAPPA checking account. These checks may be individual checks or combined checks from conference attendees and vendors. Make copies of the checks to keep in your file for the calendar year and to reconcile the funds.
  4. Pay invoices for keycards and for conference giveaways along with any other deposits that may be needed prior to KAPPA Conference. Payments may be paid with a check or by using KAPPA debit card linked to the checking account Make sure to obtain any invoices and copies of funds paid, so you can keep them in your files for taxes.
  5. Pay any final expenses with debit card for pre- conference board dinner.
  6. Pay post conference invoices with a check or debit card.
  7. Make sure to keep balance sheets up to date and to pay invoices in a timely manner.
  8. The procedure is the same for the January board meeting visit at the site of the Spring Conference.
  9. In January, you want to start to do final totals for the following year taxes. This should be for the revenues in, expenses paid out, bank fees and any interest earned.
  10. You will have to enlist the services of a Certified Public Accountant to have the tax return for the prior year filed.
  11. At the Spring Conference, the treasurer will have to present to the attendees of the conference the Treasurer’s Report based on the prior year’s revenues and expenses.

Director of Professional Development Duties

Day 1:  Keynote Session and Breakout Sessions

  1. Works with President on selection of Keynote Speaker. Determines if time in schedule is available for additional Breakout Sessions.
  2. In conjunction with other Directors, makes recommendation for the Breakout Sessions. Presents recommendations at Board meeting.
  3. Coordinates with speakers prior to and at the conference for administrative and logistical requirements.
  4. Introduces additional Breakout Session speakers at the conference and closes the sessions.

Day 2:  Technical Sessions

  1. Prepares Call for Presentations for technical sessions, and ensures it’s issued.
  2. Receives and reviews submissions from Call for Presentations.
  3. In conjunction with other Directors, makes recommendation for sessions for tracks. Presents recommendation at Board meeting.  Selections are based on setting up 3 specific tracks: planning & construction, maintenance & operations, etc.  Presentations that represent projects local to conference site/region may be given preference.
  4. Notifies successful submitters.
  5. Notifies unsuccessful submitters.
  6. Coordinates with presenters prior to the conference for administrative and logistical requirements.
  7. Coordinates with presenters at the conference for administrative and logistical requirements.
  8. Emcees one technical track, by coordinating with the presenters, introducing the session, monitoring the audience and the room, and closing the session.

Director of Membership and Community Duties

  1. Attend ERAPPA meeting
  2. Attend ERAPPA First Time Attendee Welcoming
  3. Serve as KAPPA representative the ERAPPA Membership and Community Engagement Committee
  4. Participate in bi-monthly tele-conferences with ERAPPA Membership Committee
  5. Reach out to institutions who did not renew their ERAPPA Membership
  6. Attend the Spring & Fall KAPPA meetings
  7. Promote the educational initiatives
  8. Share the CEFP coupons and scholarships
  9. Invite institutions to renew ERAPPA membership to receive pro-rated dues until march
  10. Get more institutions involved in KAPPA
  11. Attend ERAPPA Mid-year meeting
  12. Attend KAPPA Board Mid-year meeting and Summer KAPPA Board Meeting

Director of Technology and Communication Duties

  1. KAPPA website manager. Update website with upcoming events, job postings, photos, and requests from President and board members.
  2. Administrator of social media platforms.
  3. NEW – Manage documents requested to be stored by Secretary.
  4. Serve as representative to ERAPPA Technology Committee.
  5. Maintain regular contact with President and Board Members to ensure communication is current.
  6. Manage mass emails to KAPPA members by working with Event Planner.
    • (Direct Travel – Yvonne Shaw)
  7. Post to social media platforms.
  8. Work with Director of Professional Development to evaluate and select submitted presentations for spring and fall conferences.
  9. Manage email sign-ups generated from KAPPA website.

KAPPA Business Partner Liaison Duties

As Business Partner Liaison, you will be expected to interact with the board as a representative of KAPPA’s Business Partner community.

The following will be expected:

  1. Attend KAPPA Board meetings, both preconference meetings and conference meetings
  2. Act as the KAPPA representative to the ERAPPA Business Partner Committee
    • Attend monthly ERAPPA Business Partner Committee conference call
    • Attend ERAPPA Conferences when possible
  3. Provide guidance to the KAPPA Board on Business Partner floor plans, sponsorships, and booth pricing
  4. Help recruit Business Partner sponsorships and booth reservations
  5. Act as the go to for Business Partners during the year and at conferences
  6. Share in the enforcement of booth procedures, rules, and space layouts during conferences
  7. Obtain feedback from Business Partners on the conference arrangements
  8. Share feedback collected from the Business Partners at conferences with the KAPPA Board

Conference Planner Duties

Site Selection

  1. Work 2-3 years out to secure location for the 2 KAPPA meetings held annually
  2. Locations determined based on east, central and west sides of the state, working to alternate
  3. The Board prefers the following locations be considered for rotation: Cranberry Township, Lancaster, State College, Bedford, Erie

Meeting Criteria

Day 1

  1. Board Meeting for 10 ppl –
    • Setup- conference style,
    • Av-No AV except for power for each to plug into
    • Time 8am-11am
    • Meals- full breakfast
  2. Registration Area- 10am-5pm- 2-4 6ft tables, 2 chairs, wastebasket, 2 easels for signs, power, location to be near General Session area if possible
  3. General Session space-
    • Setup -Rounds of 8/10, Riser (8×8 minimum), Podium
    • AV – 1-2 Screens and projectors depending on the layout of the space, Audio (house sound when available), easel
    • Meals- Lunch and Dinner
    • Time-11:30am-9pm
  4. Breakout rooms-1-2
    • Setup- based on speaker needs default classroom
    • AV- LCD projector and screen, easel
    • Time-2pm-4pm
  5. Vendor Area
    • Setup – 30-40 6ft skirted tables, bars setup in room and maybe landed reception food
    • AV- vendors order own power and AV needs, easel
    • Meals – Reception
    • Setup Time for Vendors- 10am-4pm
    • Time- 4:00pm-6:30pm

Day 2

  1. Registration Area- 10am-5pm- 2-4 6ft tables, 2 chairs, wastebasket, 2 easels for signs, power, location to be near General Session area if possible
  2. General Session space-
    • Setup -Rounds of 8/10, Riser (8×8 minimum), Podium
    • AV – 1-2 Screens and projectors depending on the layout of the space, Audio (house sound when available) – most often do not need on Day 2, easel
    • Meals- Breakfast and Lunch
    • Time-7:00am-1:30pm
  3. Breakout rooms-3
    • Setup- based on speaker needs default classroom
    • AV- LCD projector and screen, audio for computer only unless space is large, easel
    • Time: 7am-Noon

Board Meetings

  1. Attend all Board Meetings- 4 times a year (Fall and Spring Annual conferences, January/February and July/August)
  2. Arrange logistics for meeting
    • Setup – Conference for 12
    • AV- Power strips only, unless otherwise directed
    • Meals- depends on timing of meeting
    • Agenda- developed by President and conference planner
    • Tour of the facility during the meeting is setup
    • Secure Dinner reservations onsite or off site based on president’s preference
    • Secure transportation to/from the venue to dinner if required

Registration Site

  1. Custom registration sites are built for each conference
  2. Contains: Welcome page with hosted campus, Business Partner, Venue Details, Registration Page
  3. Registration captures necessary demographic, category type, meals, lodging, sessions
  4. Preliminary Custom Confirmation generated at time of submission
  5. Final confirmation with hotel confirmation sent 1-2 weeks prior to conference
  6. Financials-
    • Collect payments on site using DT’s merchant account
    • Payment options check or credit card
    • Provide treasurer back up date every 2 weeks with checks sent directly to treasurer

Responsibility of the Board of Directors for this:

  1. Supply keynote speaker picture and bio
  2. Supply all educational sessions, speaker names and pictures if they have them
  3. Supply any information on accreditation for the ed sessions ie AIA, PE
  4. Information should be provided within a 1 or 2 weeks following the Board meetings

Meeting Logistics

  1. Liaison with venue to coordinate all logistics for the meeting
    • Menus
      • 2 breakfast (board and conference)
      • 2 lunches
      • 1 reception with bars
      • 1 dinner or station style dinner
      • 2 breaks
    • Setup of meeting space, vendor area and registration area
    • Audio visual
    • Signage placement
    • Overnight rooms
  2. Produce signs
    • Sponsor recognition, agenda, keynote speaker, individual ed sessions, wayfinding
    • Decide on placement
  3. Vendors
    • Communicate floor plan, electrical and utilities details
    • Setup and tear down times
    • Liaison with the vendors to answer any questions/ concerns before or during show
    • Provide table tent cards designating table and booth number- placed prior to setup
    • Ensure all electrical ordered has been placed prior to arrival
    • Verify shipments received
  4. Keynote Speaker
    • Coordinate overnight accommodations if required
  5. Coordinate off sit dinner for Board prior night
  6. Source & order giveaway items for both conferences
  7. Onsite Support
    • 2 people handle registration and venue logisitics
  8. Financials
    • Review all vendor bills for accuracy
    • Request deposits and final payment invoices and pass to treasurer for payment
  9. Email Marketing Campaign
    • Sent out conference invite to KAPPA membership and reminders
    • Send out Call for Presentations to KAPPA membership and reminders
    • Help write content when necessary
  10. Survey
    • Create and Distribute survey for both conferences
    • Provide results to the board for review