About Us

  • Officer Position Descriptions

President
Vice President
Secretary
Treasurer
Government Liason
Membership Chair
Director of Communications
Program Chair
Conference/Education Chair
Historian

PRESIDENT

Duties According to the Chapter Bylaws:

The president shall preside at all meetings of the Board of Directors, shall have and exercise general management and supervision of the affairs of the Association, and shall do and perform such other duties as may be assigned to the president by the Board of Directors.

“The president shall attend meetings of the Board of Directors during the year following the year of the president’s term of office, either as a member of the Board or in an advisory capacity.”

Detailed Job Description

Membership Meetings:

  • Inform membership of activities that were discussed at board meeting, if appropriate.
  • Update membership of information that has been passed onto the president to be announced to general membership.
  • Report of officers, Government Liaison should have something to report each meeting. Other board members who have something to report. Reports from other committees or general membership.
  • Announce the names of the board officers 2-3 times a year to keep their names in front of members.
  • Be sure to complete the evaluations, including which committee you would like to serve on.
  • Turn meeting over to Program Officer for introduction of speaker.
  • May meeting – announce to membership which board officer positions are available and ask for volunteers. Contact vice president.
  • July meeting is the Annual meeting; each board officer should give a report. After reports are given, introduce new board officers for the next year (August through July). Resign as president.

Board Meetings:

  • Determine chapter focus/goals for the year.
  • May meeting – establish the date and place for the state-wide conference.
  • May meeting – establish the dates for the next year’s membership meetings and board meetings.
  • January meeting – ensure Education Officer has established a scholarship committee and begin announcing at membership meeting.
  • March – may want to schedule an additional board meting to discuss the state-wide conference.
  • Determine which membership meeting will be the “membership appreciation” meeting.
  • July: have a joint meeting with out-going board members and in-coming members (special meeting place, event).
  • Distribute any materials received to board.

VICE PRESIDENT

Duties According the Chapter Bylaws:

At the request of the president, or in the event of the absence or disability of the president, the vice president shall perform the duties and possess and exercise the powers of the president and shall perform such other duties as the Board of Directors shall prescribe.

At the end of the president’s term of office, the vice president will assume the position of president.

Detailed Job Description

  • Assist president in administrative function.
  • Approve bills for payment and forward to treasurer.
  • Order badges for board members.
  • Order plaques for out-going board members.
  • Assist secretary at chapter meetings:
  • Arrange additional seating when walk-in registrars exceed reservation seating/meals.
  • Ensure equipment requirements are met for speakers.
  • Maintain Board book to be given to board members. Update and distribute changes as required. Book to include separate sections:
    • Listing of board officers with addresses, phone numbers and biographies.
    • Duties and detail job descriptions of officers.
    • Chapter bylaws.
  • Responsible for activity report to board members of all non-board chaired committees.

SECRETARY

Duties According the Chapter Bylaws:

The Secretary shall be secretary of all meetings of the Members and Board of Directors. The Secretary shall act as clerk thereof and shall record all the proceedings of such meeting in the minute book of the association, and shall give proper notice of meetings to members and directors.

The Secretary shall perform such other duties as may be prescribed from time to time by the Board of Directors.

Detailed Job Description

  • Record minutes of Board meetings and distribute to officers.
  • Coordinate facility for Chapter and Board meetings (i.e., meals audio/visual equipment for speakers, special requests). Arrange special events of the Board.
  • Obtain membership meeting topic from Program Chair. Prepare and mail monthly membership notice with monthly Newsletter (Obtain mailing labels from Membership chair, newsletter from Historian)
  • Provide registration check-off listings at meetings one (one (1) for attendees to check their name off and one (1) for collecting funds not paid at the time of registration.) Supply registration table with CEU forms. Obtain from Conference/Education chair.
  • Preside at registration table along with Treasurer.
  • Order supplies of the Board (letterhead and envelopes).
  • Submit requested information to National APA Office. (New listing of Officers and Directors)

TREASURER

Duties According the Chapter Bylaws:

The Treasurer shall keep accurate accounts of all received or disbursed by the Northstar Chapter of the American Payroll Association.

Detailed Job Description

  • Deposit all receipts in an accurate and timely manner into the Chapter’s checking account at the financial institution designated by the Board of Directors.
  • Disburse funds for expenditures as approved by the President or Vice President of the Chapter.
  • Coordinate with the membership Chairperson the receipt of membership dues to assure proper credit to the member and assist the chairperson in keeping an accurate membership database.
  • Maintain an accurate record of all receipts, deposits and disbursements including reconciling the Chapter’s financial records to the financial institution’s statement of the Chapter’s account.
  • Submit detailed written interim financial statement on a quarterly basis or as requested by the president and Board of Directors. Prepare an annual financial statement to the Board of Directors and the membership at the Chapter’s annual business meeting. Other financial or business duties as prescribed by the Board of Directors.
  • Responsible for activity report to board members of all non-board chaired committees.

GOVERNMENT LIASON

Duties According the Chapter Bylaws:

The Government Liaison Officer shall represent the North Star Chapter in matters between the Chapter and various government agencies. This officer shall track state and local legislative and procedural issues affecting payroll management and operations.

Responsibilities include advising the membership of pending legislation, court decisions, etc. Which affect payroll.

Detailed Job Description

  • Maintain a “contact book” of names and addresses of Government officials and workers.
  • Establish and maintain non-adversarial working relationships with those contacts which include taxing authorities, unemployment insurance, revenue, child support enforcement, and elected officials.
  • Keep members informed of work being done by the APA at the National level and informing the National APA of our local activities. The Government Liaison Officer will also work with the Chapter President and Program Chairman to help secure speakers and/or representatives for seminars and programs.
  • Regularly provide a newsletter article for communicating current activities and/or current government issues which could affect payroll operations.

MEMBERSHIP CHAIR

Duties According the Chapter Bylaws:

The Membership Chair is responsible for maintaining the membership database, sending out renewals notices, sending our directory and membership certificates to all new members.

Detailed Job Description

  • The membership database is maintained in Microsoft Works under the name “Members.xxx”
  • Maintain the membership database for address changes, name changes, adding new member, etc.
  • First of each month, renewal letters are sent to members whose membership comes up for renewal.
  • When members renew, update the field “Renewal Year” on the membership database and any other information that may have changed on the renewal form.
  • When members renew and the database has been updated, the member is sent a certificate for the new year.
  • If a members does not renew their membership, send them a reminder letter. If Membership Chair does not hear from them within three to four weeks, they are deleted from the database.
  • Run labels of all members for Secretary upon request. He/she will call and request them. Labels on request also from Conference Chair and Historian.
  • Once a year an updated directory listing sorted by both an individual name and company name is generated and sent out to all members.
  • Maintain a spreadsheet with the number of new members, renewals, and deletions each month.

DIRECTOR OF COMMUNICATIONS

Duties According the Chapter Bylaws:

The Director of Communications records history and represents the events of the Northstar Chapter of the APA.

Detailed Job Description

  • Writes Chapter Newsletter monthly and coordinates distribution of Newsletter with the Secretary of the Chapter.
  • Ensures that Newsletter includes record of previous month’s meting and articles of interest to membership.
  • Records and provides meaningful communication regarding projects of special interest to membership of Chapter.
  • Understands rules and regulations of APA for Chapter of the year Award.
  • Prepares presentation for Chapter of the Year Award.
    • Presentation is initiated in July (approximately) and completed in October (approximately).
    • Solicits assistance and responsibility leads such helpers to achieve creditable presentation.

PROGRAM CHAIR

Duties According the Chapter Bylaws:

The Program Chair is responsible for providing programs and presentations that meet the standards published under Article 2 of the bylaws. The program chair will select committee members to assist in developing and publicizing programs. The Program Chair will verify meeting locations and equipment needs with the speakers.

Detailed Job Description

  • Select a committee that will identify meaningful topics. Identify topics for one year and present to the Board for discussion.
  • Secure speakers for monthly meetings.
  • Purchase gift certificates for guest speakers.
  • Send out confirmation letters to speakers detailing meeting time, place and topic.
  • Obtain a biography of speakers and a description of the topic.
  • Forward biography and topic information to Secretary and Education Chair approximately three weeks prior to the meeting.
  • Identify speakers equipment requirements to the Secretary.
  • Introduce speakers at monthly meetings.
  • Prepare thank you letters to speakers and present with gift certificate at monthly meetings. Membership speaker does not receive a gift certificate, so a thank you letter will be mailed.
  • Handout evaluations prior to the start of the monthly meetings and gather them after the end of the meeting.
  • Review evaluations and present to the Board, if applicable.

CONFERENCE/EDUATION CHAIR

Duties According the Chapter Bylaws:

The Education Chair is responsible arranging for speakers for the annual conference and any other educational sponsored event; gain approval for continuing education units and submit the appropriate paperwork to the Registry Services; organize the CPP study group.

Detailed Job Description

  • Establish a conference planning committee which will be responsible for hosting an educational and meaningful conference
  • Establish a budget for the conference
  • Approve conference bills for accuracy
  • Plan other educational seminars which our members may request
  • Obtain outlines and speaker biographies from Program Chair for monthly meetings
  • Obtain CEU approvals for monthly meetings, annual conference or any other educational event sponsored by the Chapter from the national office of the APA
  • Forward CEU approval letter along with CEU form to the Registry Services
  • Organize the CPP study groups

HISTORIAN CHAIR

The Historian Chair is responsible for capturing and recording the events of the Chapter activities.

Detailed Job Description

  • Manage and appoint committee to write Chapter Newsletter on quarterly basis (February, May, August and November) and coordinate distribution of Newsletter with the Director of Communications for website.
  • Ensure the Newsletter includes record of previous quarterly meetings, articles of interest to membership and items directed by President of the Board.
  • Record and provide meaningful communication regarding projects of special interest to membership and Board of Directors.
  • Following the requirements of the American Payroll Association (APA), coordinate with committee, the creation and submission of National contests including but not limited to Chapter of the Year (COTY) Award, Pictorial Contest, Best Website Contest and Dream Theme.
  • Oversee the planning, organizing and committee of significant historical events such as silver/golden anniversaries, or other similar events designated by the Board of Directors.
  • Teaming with the Director of Communications, organize for retention and storage purposes, Chapter records, pictures, library, and historical documents.