Dear Rocky Mountain Chapter SGMP Member

Dear Rocky Mountain Chapter SGMP member:

Enclosed is a form to nominate members for the 2010/2012 Rocky Mountain Chapter Board of Directors. You can nominate yourself or another member. All submitted nominations will be verified for current membership and the nominee’s desire to serve.

REQUIREMENTS OF OFFICERS: The term of office is for two years from July 1 – June 30. Candidates must be members in good standing for at least six months by April 1, 2010. Officers and Directors will be required to: a) attend 10 Board meetings and one overnight retreat, usually held in July or August, in Colorado; b) serve as a Board liaison and/or chairman to at least one committee; c) attend regular Chapter meetings and special functions.

DUTIES OF OFFICERS (as prescribed by Chapter Bylaws)

President

A Government Planner shall fill the Office of President. The President is the official representative of The Chapter. The President shall preside at all meetings of the Chapter and the Board and shall serve as an ex-officio member on all committees, except Nominations and Elections. In the Treasurer's absence, the President is authorized to sign disbursements. The Chapter President is also a member of the Society’s Chapter National Leadership, which meets usually in January preceding a National Conference, and requires traveling out of state at least once a year. The President is also a member of the board of the Meetings Industry Council, Denver, which meets once a month, and assists in coordinating the MICs annual Conference and Tradeshow, and is required to attend all MIC meetings, or obtain a designated representative to attend the meeting in their stead representing SGMP. The President shall perform such other duties as are necessarily incident to the office or as may be prescribed by the Board of Directors. It is preferred that the individual seeking the Office of President have been a Chapter Board Member for at least one year during his/her membership in the organization.

First Vice President

A Government Planner shall fill the Office of First Vice President. The First Vice President shall serve for the President in the absence of the President or when so requested by the President. The First Vice President shall assume the duties of the President in case of resignation, death or other cause. The First Vice President shall perform such other duties as are incident to the office or as may be prescribed by the Chapter Board. The 1ST Vice President will serve as Chairman of either the Program or Membership Committee.

Second Vice President

A Supplier or Contract Planner shall fill the Office of Second Vice President. The Second Vice President shall serve for the President in the absence of the President and First Vice President, or when so requested by either the President or First Vice President. The Second Vice President shall perform such other duties as are incident to the office or as may be prescribed by the Chapter Board. The Second Vice President is also a member of the Society’s Chapter National Leadership which meets usually in January preceding a National Conference, and requires traveling out of state at least once a year. The 2ND Vice President will serve as Chairman of either the Program or Membership Committee. Secretary

A Government Planner or Contract Planner shall fill the Office of Secretary. The Secretary shall record the proceedings of all Chapter Board meetings and retreats. In addition, the Secretary shall maintain a log of the voting actions of meetings and shall assure that all official and historical records of the Chapter are maintained and preserved. The Secretary will serve as Liaison to a Chapter committee.

Treasurer

A Supplier or Contract Planner shall fill the Office of Treasurer. The Treasurer shall ensure that accurate financial records are kept in accordance with standard accounting procedures, and shall be responsible, in conjunction with the President, for the safekeeping of funds in such depositories as are approved by The Chapter Board. The Treasurer shall submit a written report on the financial standings of The Chapter to SGMP National headquarters on a monthly basis and to the Chapter Board and President at their monthly board meetings. The Treasurer shall be the principal signatory on all disbursements. The Treasurer may also be called to attend one meeting out of town if requested to do so by SGMP National headquarters on a case-by- case basis. It would be beneficial if the individual seeking the office of Treasurer had a background/ knowledge of bookkeeping and/or accounting. The Treasurer will serve as Chairman of the Fundraising Committee.

Directors

There shall be three (3) Directors: one shall be a Government Meeting Planner; one shall be a Supplier; and the other shall be either a Government Meeting Planner, Contract Planner, or a Supplier. Directors will perform all duties and related functions as directed by The Chapter Board. Directors shall be voting members of the Chapter Board. Each Director will serve as Liaison to at least one Chapter committee.

CONSIDER THIS IN CHOOSING A LEADER....

Whether you are considering running for a Board position or nominating someone else, if you can answer “yes” to all these questions about the candidate, then this individual is one who definitely needs to be on the SGMP Board of Directors.

 Is the person really interested in assuming this position?  Will the person get something from the job, as well as give to the job?  Is it clear what exactly is being asked of the person and how much time it will require on his/her part?  Does the person have the time to devote to the assignment and the desire to do so?  Will people follow this person? Will he/she be comfortable facilitating action rather than doing it alone? Can he/she delegate responsibilities?  Does this person represent the ideal of SGMP since he/she will be the representative of the group?  Is this person willing to implement the group’s strategic plan, as opposed to having a personal agenda?  Is this person an excellent communicator and a superior listener?  Will he/she ask for help when it is needed?  Will this person work to build leadership skills in the other members for the future good of SGMP?  Will this person help in training/orienting future leaders? ROCKY MOUNTAIN CHAPTER SGMP NOMINATIONS FOR THE 2010/2012 BOARD OF DIRECTORS

PRESIDENT (Government Planner)

FIRST VICE PRESIDENT (Government Planner)

SECOND VICE PRESIDENT (Contract Planner or Supplier)

SECRETARY (Government Planner or Contract Planner)

TREASURER (Contract Planner or Supplier)

DIRECTOR (Government Planner)

DIRECTOR (Supplier)

DIRECTOR (Government Planner or Supplier or Contract Planner)

***MUST BE RECEIVED FAX, EMAIL, OR SNAIL MAIL BY January 30, 2010 **

Mail to : OR FAX to : Kay Bothwell, CMP Kay Bothwell, CMP Nomination & Elections Chairman, 303-318-8653

EMAIL: ([email protected])

Nomination and Elections Chairman Department of Labor & Employment P. O. Box 488 Kersey, CO 80644