NACE Hawaii chapter News/Blog

It’s Election time for the 2011 and 2012 NACE Hawaii Board!

As Immediate Past President, who has served on the board since joining NACE in 1999, I can tell you that it is a GREAT opportunity for you to have a voice and not only make a difference in the continued success our local chapter of NACE but for your own personal development and business growth as well.

It is through my involvement with being on the board that I not only developed friendships/business and strategic alliances on a local level, but have developed relationships on a national level which all has been a part of my continued success both personally and professionally.

Below are links to a description of the board & committee positions (qualifications, duties, etc.) as well as an Intent to Run form.   Please e-mail me not later than Friday, November 5th with your intent to run for a board position or committee position along with a brief 5-7 sentence bio about yourself.

Click here to download the Intent to Run form. (This will open a form-fillable PDF file of this document.  Simply fill in your choices, print a copy, add your signature, scan the document back in and email it to me.)

Click here to read a description of the qualifications & duties of each position.

As noted in the NACE Bylaws (listed way below for your reference, you will be asked to give a short speech as to why you would like to run for the position or be a committee member) which will be at our Tuesday, November 9, 2010 meeting at The Pacific Club http://www.nacehawaii.com/meetings.html (don’t forget your RSVP!)

Please thank all of our current board members for their hard work and continued dedication the past two years!

2009/2010 Board Positions:
Chapter President – Herb Yamamoto
1st Vice President – Josette Murai
2nd Vice President – Linda Leung
Treasurer – Dora Young
Secretary – Kelly Sugano
Event Professional – Marino Regalado
Immediate Past President – Dianna K. Shitanishi, CPCE, CMP

Please also extend a warm mahalo to all of the supporting committee members!

Chapter Program Venues:    Susan O’Donnell, Amy Dempsey and Dianna Shitanishi
Chapter Programs Education:   Michael Rabe and David Louis
Chapter Membership Retention: James Chun
Chapter Membership: Past Due Members: Toni Takata
Chapter Webmaster:   Marino Regalado
Fundraisers: Susan O’Donnell and Tanna Dang
Hospitality Chair: Naomi Lee

NACE By-laws (for your information)
Each candidate will have to speak to everyone attending the meeting on the reason why they are running for the NACE Board and qualification.

For your information, these are the policies regarding chapter board elections:

• Elections are held in the fall, annually or biannually, according to chapter bylaws.
• The Elections Chair CANNOT be a nominee for a Board position in the elections, which is why this position is usually held by the chapters Immediate Past President. If a board member running in the election also handles the nomination and election process, there is a conflict of interest.
• All members in good standing are eligible for run for a board position and must be notified of the elections process in advance. Election chairs must send a letter explaining the elections process to all chapter members, along with an intent to run form with clear submission deadline and a full list of job descriptions for each electable position. This information should be emailed and mailed to all members.
• Elections must be held in person at a chapter meeting. Absentee ballots may be accepted from members who are unable to attend the meeting and vote in person. These absentee ballots must be delivered in person or faxed to the Elections chair before elections are held.
• Members who are unable to attend the meeting and vote in person are also permitted to assign a proxy member to vote in their place. In this case, the proxy form must be completed and signed by both members prior to the election. (Sample proxy form attached)
• All candidates are required to make speeches, even in uncontested races. It is also recommended that bios of the candidate be provided to all voting members prior to the meeting.
• Votes can NOT be emailed. Only in person or faxed absentee ballots/proxy forms.

Warmest aloha,

Dianna K. Shitanishi, CPCE, CMP
Immediate Past President & Elections Chair – NACE Hawaii

written by NACE Hawaii Webmaster \\ tags: 2011, 2012, board, elections, meeting

With elections for the 2011-2012 NACE Hawaii Board of Directors to happen at the November NACE Hawaii meeting, it’s a good time to review the duties of each board position so that those who are interested in running will know about their responsibilities.

Chapter President (2-year term)

• Must be a Primary Member which is still defined as a hotel or off-premise caterer or event planner or wedding planner (*in the future they are looking at changing this requirement)
• Must have served one term on the Board
• Chairs the monthly board of directors meeting and represents the membership at NACE National meetings.
• Submits monthly Chapter Presidents Report (including board meeting minutes and chapter bank statement) to NACE National or fax 410-290-5460 by the 20^th of each month for the previous month.
• Oversees the direction, financial stability, image and unity of the chapter
• Network and maintain public relations efforts relating to special events, industry affiliated organizations and the needs of the local membership.
• Chairs the monthly board of directors meeting
• Attends all Chapter President Council (CPC) meetings and the annual Leadership Summit and Educational Conventions to represent the local chapter and submits a written report to National prior to each conference and convention (NACE National sends information direct to Chapter President on what is required).
• Serve as Liaison between the local chapter and NACE national.
• Serve as ex-officio member, without vote, on all committees except the nominating commitee
• Appoint committee members, if vacancy occurs, with approval of the board
• Works closely with Vice President(s) for succession planning
• Reviews all local chapter related materials (ie: website) to ensure kept up to date in conjunction with membership committee members.
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

First Vice-President (2-year term)

• Must be a Primary Member which is still defined as a hotel or off-premise caterer or event planner or wedding planner (*in the future they are looking at changing this requirement)
• Must have been a NACE member for at least one year.
• Represent the membership at the Board Meetings. In absence of President, may represent chapter at National NACE meetings (ie: Leadership Summit and/or Chapter Presidents Council).
• Schedule locations for monthly meetings and works in conjunction with membership venue chair
• Handles contracts between the chapter and the hosting facility within budget.
• Alternates with Second Vice President in coordinating menu, AV needs and set-up requirements with host facility in conjunction with the monthly chapter program chair
• Assists in managing meeting check-in for all attendees and welcoming members
• Authorized signer on signature card with Chapter bank account.
• Reviews previous month’s board meeting minutes for continued follow-up on action items.
• Work with the Board to develop an annual budget to account for monthly meetings as well as conferences that Chapter is required to have Chapter President or another board member attend.
• Acts as Chapter Present in their absence.
• Trains with Chapter President throughout 2-year term for succession to Chapter President position in the future.
• Strongly suggested to attend Leadership Summit and/or Educational Conference and pursue CPCE certification
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Second Vice-President (Two-Year Term)

• Must be a Primary Member which is still defined as a hotel or off-premise caterer or event planner or wedding planner (*in the future they are looking at changing this requirement)
• Must have been a NACE member for at least one year.
• Represent the membership at the Board Meetings. In absence of President, may represent chapter at National NACE meetings (ie: Leadership Summit and/or Chapter Presidents Council).
• Schedule locations for monthly meetings and works in conjunction with monthly chapter program chair.
• Handles contracts between the chapter and the hosting facility within budget.
• Alternates with First Vice President in coordinating menu, AV needs and set-up requirements with host facility in conjunction with the monthly chapter program chair
• Assists in managing meeting check-in for all attendees and welcoming members
• Authorized signer on signature card with Chapter bank account.
• Reviews previous month’s board meeting minutes for continued follow-up on action items.
• Work with the Board to develop an annual budget to account for monthly meetings as well as conferences that Chapter is required to have Chapter President or another board member attend.
• Acts as First Vice President in their absence.
• Trains with First Vice President and Chapter President throughout 2-year term for succession to Chapter President position in the future.
• Strongly suggested to attend Leadership Summit and/or Educational Conference and pursue CPCE certification
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Treasurer (2 year term)

• Open to All NACE members
• Represents the membership at the monthly Board Meetings.
• Provides treasurer report at each monthly meeting to include balance of checking account and status of any outstanding payments and/or no-show billings from previous months event.
• Reviews PayPal payments and logs, transferring monies to bank account after each monthly meeting.
• Collects money at meeting check-in table along with Chapter Vice-President or Second Vice-President and Chapter Secretary and gives receipts
• Confirms number of attendees with Chapter Secretary and Host Facility and pays host facility at the end of the evening, or makes alternative arrangements with another board member if not going to be there at the end.
• Receives mail for the chapter via post office box or other address as agreed upon by the Board.
• Authorized signer on signature card with Chapter bank account.
• Deposits monies from monthly meeting into chapter bank account
• Bills no-shows or payments that were not collected on night of event.
• Provides copy of monthly bank statement via scanned e-mail at the end of each month for inclusion in Chapter President Monthly report.
• Handles monies collected for any fundraising activities conducted by the chapter.
• Work with the Board to develop an annual budget to account for monthly meetings as well as conferences that Chapter is required to have Chapter President or another board member attend.
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Secretary (2-year term)

• Open to All NACE members
• Represents the membership at the monthly Board Meetings.
• Provides board meeting minutes to Board and Committee members within two weeks of monthly meeting to be used as working tool for follow-up and also to be included in the Chapter President’s monthly report to NACE National.
• Takes RSVPs for monthly NACE meetings via e-mail using most current copy of chapter roster
• Provides Membership Retention Committee person with copy of RSVP list on Thursday prior to monthly meeting to start follow-up calls on outstanding RSVPs
• Confirms number of attendees with Host Facility by required deadline.
• Assists First Vice President or Second Vice President and Treasurer with manning the meeting check-in table.
• Prepares name tags for NACE members (placed on reception table in alphabetical order). Chapter Membership (Retention) to give list of new members so may be prepared prior to meeting.
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Event Professional (2 year term)

• Open to NACE vendors (non-caterer or wedding/event planners), previously called Affiliate Representative
• Represents the membership at the monthly Board Meetings.
• Acts as liaison between event professionals and catering membership
• Assists Membership Committee with providing potential event professionals with information on how to become a NACE member.
• Sends welcome note to new event professionals and outlines how they may make the most of their membership
• Plans Monthly Member Spotlight with meeting committee person giving event professional an opportunity to showcase their business and/or new products or services.
• Plans annual “Showcase” (possibly in conjunction with another organization (ie: MPI, Chamber of Commerce, etc.) to showcase all interested NACE members to not only our membership but give exposure to another association.
• Strongly suggested to attend Leadership Summit and/or Educational Conference
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Past President (2 year term)

• Must have served as Chapter President
• Serve as nomination chair and coordinates installation of new officers. Work with President on succession planning for future board
• Represent the membership at the board meetings
• If possible, continue to attend Leadership Summit and/or Educational Conference and maintain CPCE certification
• Provides experience and guidance to the decision making process of the Board of Directors
• Continues to work on NACE internship program
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Program Venue (four positions – one year terms)
Position #1 (January-May-September)
Position #2 (February-June-October)
Position #3 (March-July-November)
Position #4 (April-August-December)

• Open to all NACE members
• Represents the membership at the monthly Board Meetings.
• Assists Chapter First Vice President and/or Second Vice President in securing location for their quarterly monthly meetings working with chapters allocated budget. Goal is to make each event educational which can include either a guest speaker, or it may be offering a site inspection of the host facility allowing them to showcase their product.
• Sends next month’s meeting location information to Chapter webmaster to update meeting page on website within 7 days after our monthly NACE meeting.
• Once website is updated, sends meeting notice to all NACE members to mark their calendar for the next month’s meeting location so they may mark their calendar and include RSVP link after monthly meeting. Speaker/topic information may be added at a later date.
• Works with Chapter Program Education Committee to ensure that topic works with space
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Program Education (four positions – one year term)
Position #1 (January-May-September)
Position #2 (February-June-October)
Position #3 (March-July-November)
Position #4 (April-August-December)

• Open to all NACE members
• Represents the membership at the monthly Board Meetings.
• Works with Chapter Board of Directors to create an educational program that will entice NACE members to attend their quarterly assigned meetings.
• NACE webmaster to be provided information on speaker and/or meeting topic within 14 days after our monthly NACE meeting.
• Once website has been updated, sends e-mail notice to all NACE members with information along with RSVP link.
• Works with Chapter Program Venue Committee to ensure that topic works with space
• Submit at least one chapter program for NACE National Award (Chapter Program of the Year)
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Membership – New Members (one year term)

• Open to all NACE members
• Attends monthly board meetings.
• Runs copy of current chapter roster and sends to Board and Committee Members on monthly basis.
• Sends welcome e-mail to new members with copy to all board members so that they are aware of new member and can welcome them as well. Chapter secretary will prepare name tag based on this notice.
• Welcomes Introduces new members at monthly NACE meetings
• Sends webmaster list of new members to add to the website
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Membership – Retention (one year term)

• Open to all NACE members
• Represents the membership at the monthly Board Meetings.
• Receives RSVP list from Chapter Secretary on the Thursday prior to monthly meeting to start follow-up calls on outstanding RSVPs. Sends updated RSVP list back to Chapter Secretary by Saturday so that final counts may be provided to venue.
• Reviews monthly chapter roster and announces NACE “anniversaries” at monthly meetings (reference join date on roster).
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Membership – Prospective Members (one year term)

• Open to all NACE members
• Represents the membership at the monthly Board Meetings.
• Welcomes Introduces prospective members at monthly NACE meetings to at least 3 other NACE members that may be good connection.
• Ensures NACE application forms are available at registration
• Inputs prospective member information on NACE.net so that NACE national may continue to send information.
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Membership – Past Due or Canceled Memberships (one year term)

• Open to all NACE members
• Represents the membership at the monthly Board Meetings.
• Reviews monthly chapter roster and contacts any past due NACE members.
• Provides NACE webmaster with updates (deletions) from website.
• Reviews past members website to ensure that NACE is not listed as affiliation if canceled membership.
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Membership Membership FAQs (one year term)

• Open to all NACE members
• Develops one-page FAQ sheet with other Membership Committee members to be available at reception table and on website. Updates as needed by surveying membership on quarterly basis on information that would be useful.
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Website – Update Liaison (one year term)

• Open to All NACE members
• Serves as liaison with Chapter Board and committee members and the webmaster.
• Receives all updates on membership changes. Provides recap to webmaster on monthly basis to ensure that we keep within one hour of allocated time.
• Collects pictures from NACE members’ events to change out pictures on website on regular basis.
• Looks at opportunities to gain more exposure to website via blogs, link exchanges, etc.
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Hospitality Chair (one year term)

• Open to All NACE members
• Greets guests at check-in and makes them feel welcome and comfortable
• Acknowledges hosts for the evening (ie: venue, speaker, etc.)
• Makes sure guests are seated with other members.
• Calls members that have not attended a NACE meeting in awhile.
• Sends thank you notes to host venue and speaker after meeting
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Community Service Chair (one year term)

• Open to All NACE members
• Identify at least two (2) community service projects for NACE members to participate in for the year and sends information to NACE members via e-mail and also addresses at monthly meetings.
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

Chapter Fundraiser Chairs (one year term): Three positions
Position #1: Developer
Position #2: Recruiter
Position #3: Marketing/PR

• Open to All NACE members
• Research and develop fundraising opportunities to increase chapter treasury so that we may sponsor additional members to conferences.
• Look at partnering with a non-profit association that has the marketing power that needs professional planners to assist in the event. NACE gets paid either the cost savings or percentage of overall profits of the event.
• Look at opportunities of having venue co-sponsor a monthly meeting with cost “savings” used as fundraising opportunity
• Recruits committee members to assist with manpower to include Chapter Board of Directors.
• Recruits members to assist with securing donations (ie: silent auction, etc.)
• Develop marketing/PR plan for project.
• Represent NACE in a professional and ethnical manner as prescribed by the Code of Ethics

written by NACE Hawaii Webmaster \\ tags: 2011, 2012, board, Directors, Duties, Qualifications