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PERSONNEL TESTING COUNCIL
OF METROPOLITAN WASHINGTON
(PTC/MW)
January
2000
INTRODUCTION
The purpose
of this Manual is to provide guidance to PTC/MW
Officers and the Chairs of standing committees.
While every effort has been made to ensure the
accuracy of this information, the PTC/MW bylaws
take precedence in the case of any conflicts. The
master copy of this document is maintained by the
Secretary of PTC/MW. Therefore, any corrections,
modifications, or updates should be forwarded to
the Secretary for inclusion in this document. The
Secretary will be responsible for obtaining Board
approval for anything other than minor edits.
TABLE OF CONTENTS
PRESIDENT
PRESIDENT-ELECT
PAST
PRESIDENT
VICE
PRESIDENT FOR PROGRAMS
SECRETARY
TREASURER
RECORDER
ELECTIONS
COMMITTEE CHAIR
LEGAL
AND LEGISLATIVE COMMITTEE CHAIR
MEMBERSHIP
COMMITTEE CHAIR
TRAINING
COMMITTEE CHAIR
COMMUNICATIONS
COMMITTEE CHAIR
NEWSLETTER EDITOR
WEBSITE
COMMITTEE CHAIR
PRESIDENT
Overview
The President chairs the Board, supervises PTC/MW's day-to-day
operations, appoints committees, and serves as PTC/MW's primary representative
to outside organizations. Key responsibilities of the President include maintaining
the strength and integrity of PTC/MW, leading the development of the annual
budget, keeping the membership well informed about PTC/MW operations, and
delivering an annual address on a topic relevant to PTC/MW.
Ongoing Tasks
- Respond to inquiries from members and entities
outside of PTC/MW.
- Work with Board to establish special projects
and initiatives to advance the goals of PTC/MW
and identify people to help carry out these
initiatives.
- Follow-up with Board members, committee
chairpersons and other volunteers to assure
that they have sufficient direction and support
to carry out their responsibilities.
- Encourage members to participate in PTC/MW
activities and find ways to use the skills
of willing volunteers.
Monthly Tasks
- Write the President's Message for inclusion
in the newsletter.
- Review the final draft of newsletter before
printing.
- Attend the monthly luncheon meeting whenever
possible.
Board Meeting Tasks
- Coordinate with Board members to schedule
Board meetings; the Board must meet at least
4 times per year.
- Develop and circulate Board meeting agendas.
- Preside over Board meetings (including
calling for votes as necessary; a quorum of
4 members is required to hold a vote).
Annual Tasks
- Work with outgoing President and incoming
Treasurer to develop an annual budget.
- Identify committee chairpersons and work
with these individuals to assure adequate staffing
of committees throughout the year.
- Deliver a Presidential address at the last
luncheon of the year (December).
- Provide small gifts or other recognition
(e.g., a group dinner) to Board members and
committee chairpersons at the end of the year.
This is paid for out of the PTC/MW budget.
PRESIDENT-ELECT
Overview
The President-Elect
serves as a member of the Board and is responsible
for assisting the President or other Board members,
where appropriate, and for preparing for the
next year's function as President. In addition,
the President-Elect will assume the President's
position should this position become vacant during
the current term.
Monthly
Tasks
- There are no specific mandatory monthly
tasks.
- It is highly desirable for the President-Elect
to attend the monthly luncheons.
Board Meeting Tasks
- Attend scheduled Board meetings and report
on any special projects.
- Offer to assist others where appropriate.
Annual Tasks
- Assist the incoming President in selecting
new committee members for the next year.
- Offer suggestions to the Past President
for nominations for next year's officers.
- Stephen E. Bemis Award - Each year, PTC/MW
may choose to nominate an individual for the
Bemis Award. The President-Elect is responsible
for managing the nomination process and is
PTC/MW's representative on the IPMAAC award
selection committee.
- In early January, notify the IMPAAC Bemis
Award Committee Chair that you are PTC/MW's
representative. Your notification should include
your name, address, and phone number. (For
the past several years, the contact person
has been Lynne L. Jantz with the Las Vegas
Metropolitan Police Dept/Personnel; #702-229-3981.)
- In consultation with the Board and any
other members of the organization, identify
a worthy individual for nomination.
- A notice should be put in the newsletter
and possibly on the website announcing the
search for a candidate.
- The Board will select a nominee or may
choose not to nominate anyone.
- Obtain assistance in preparing the nomination.
(In order to maintain IPMAAC selection committee
voting rights, the President-Elect should not
be involved in writing up the nomination.)
- Send the nomination documentation to the
IPMAAC committee contact person by the stated
deadline (typically around the end of March).
- Vote for a first and second choice based
on the documentation provided by the IPMAAC
contact person. (The President-Elect cannot
vote if s/he was instrumental in preparing
PTC/MW's actual written nomination.)
- Inform the Board of the Bemis Award winner.
The Award is usually announced at the summer
IPMAAC conference. The selection committee
members are not directly notified. You may
need to contact the IMPAAC selection committee
chair after the conference to identify the
award recipient.
PAST
PRESIDENT
Overview
The immediate Past-President serves as the Acting
President in the absence of the President and President-Elect,
chairs the Elections Committee, provides general
assistance to the President, and serves as a member
of the Board.
The Elections Committee administers all PTC/MW
elections, including annual elections of Board
members, bylaws, recall, and referendum. Because
the annual election of Board members is a consistent
and major responsibility of the Past-President,
the tasks involved with that responsibility are
outlined below. Refer to the PTC/MW Bylaws for
rules governing conduct of bylaws, recall, and
referendum votes.
Board Member Election Tasks
- Develop a project timeline to ensure that
ballots are mailed to the members no later
than September 1, as required in the PTC/MW
bylaws.
- About 8 to 10 weeks before ballots are
to be mailed, solicit nominations for each
office (President-Elect, Vice President, Secretary,
Treasurer, Recorder) through one or more of
the following methods:
- Publish announcement in the newsletter
requesting nominations
- Request nominations from Board members
- Solicit nominations directly from other
PTC members
- Verify that prospective nominees meet the
following eligibility requirements:
- Current regular member of PTC/MW for at
least one year at the time of nomination,
- Have good standing within the profession,
- Willing to work actively for the objectives
of PTC/MW.
- Obtain biographical summaries from each
of the nominees.
- Prepare mail-out package including official
ballot, cut-off date for postmark of returns,
and biographical summaries.
- Obtain mailing labels from PTC/MW secretary.
- Prepare mailing labels to only those members
eligible to vote (regular members, not student
or complimentary members).
- Mail ballots by September 1st.
- Receive and count return ballots. (The
candidate who receives the most votes will
be elected to each office.)
- Coordinate announcement of new officers
with President and newsletter editor.
- Retain official ballots for at least 6
months after the election.
VICE
PRESIDENT FOR PROGRAMS
Overview
The Vice President for Programs is responsible
for producing monthly luncheon or dinner programs
on topics relevant to PTC/MW and serves as a member
of the Board. The Vice President for Programs will
serve as the Acting President in the absence of
the President, President-Elect, and immediate Past-President.
Monthly Tasks
- Notify speaker of time, date, location,
and lunch menu
- Introduce the lunch speakers
- Summarize lunch presentations for newsletter
- Prepare description of upcoming lunch presentations
for newsletter
- Bring overhead and screen to lunch
- Provide speaker with memento
- Provide speaker information to Calendar
Committee
- Update the website reservation system
with new information on various events
- Retrieve registration information for
each event and contact the event facility in
advance to provide them with information they
need such as the number of meals needed for
the event
- Retrieve registration information for
each event and provide it to the Treasurer
for checkin at the event
- Inform the individuals maintaining
the website reservation system of any problems
or special requests
Annual Tasks
- Identify and schedule speakers for nine
monthly luncheons
- Obtain/purchase PTC/MW memento to provide
to speakers
- Send letter to Pier 7 in October confirming
dates for following year
- Ensure scheduled lunch/workshop dates do
not conflict with related conferences (e.g.,
SIOP, IPMAAC)
SECRETARY
Overview
The Secretary
maintains the organization's official records
and documents, produces an annual membership
directory, coordinates mass mailings, and serves
as a member of the Board.
Monthly
Tasks
- Update the membership database to reflect
new members and address changes.
- Send new members copies of the membership
directory.
- E-mail the membership database to the Newsletter
Editor for printing of newsletter mailing address
labels.
Board Meeting Tasks
- Report on the current membership broken
out by Student and Regular members.
Annual Tasks
- Prepare and mail out the annual membership
directory in April.
- The Membership Committee will assist with
this effort.
- Prior to the mailing, purchase envelopes,
stamps, and mailing labels.
- Ordering return address labels through
a company such as Current or Artistic Greetings
will generally be less expensive and easier
than printing several hundred return address
labels.
- Call a number of photocopy shops to find
the best price. There is a lot of variability
in what they will do, at what price, and in
what time frames.
- To ensure that there are enough extra directories
for new members, have 30 to 40 extra directories
prepared.
- Change all addresses (e.g., membership
forms, web page membership form, brochure)
to ensure that they reflect the current Secretary's
address.
- Prepare and mail out the annual renewal
letters and forms in December.
- Although the budget plan for the following
year will not yet be underway, ask that the
Board make a decision about membership dues
in early November so that you can begin preparing
the renewal forms.
- Have the President-Elect prepare the cover
letter that will be mailed with the renewal
form. (The letter remains very similar from
year to year, so an efficient way to complete
this task is to prepare a draft letter based
on the previous years' letter and ask the President-Elect
to modify it.)
- Both the Membership Committee and the Secretary-Elect
can be expected to assist with this project.
- Make sure that you have the new Secretary's
address on the renewal information.
TREASURER
Overview
The Treasurer
is responsible for managing the finances of the
organization, assists in the development of the
annual budget, and serves as a member of the
Board.
Monthly
Tasks
- Attend each monthly luncheon meeting:
- Before each luncheon, obtain list of attendees
from reservations person. (The reservations
person takes reservations and contacts restaurant
with order.)
- Take the following materials to the restaurant:
- Change for attendees who pay with cash
- Blank check to pay restaurant
- Lunch prices sign
- Entrée cards
- Receipt book
- Name tags
- Pens
- Membership forms
- Arrive no later than 11:30 to set up:
- Use a table in front of the door as a
sign-in desk.
- Use a separate
table in the room for the receipt book,
entrée ticket cards,
name tags, and pens.
- As attendees arrive:
- Collect payments at door. [Speaker(s),
VP of Programs, and Treasurer are not required
to pay.]
- Have change for those who pay in cash.
- Check off attendees on list by filling
in the amount paid (in cash or by check).
- Provide receipts to those who request
them or explain that receipt book is on separate
table.
- Remind attendees
of their ordered entrée.
- Have membership forms available for nonmembers
or others who might want them.
- Point attendees
to separate table for name tags and entrée
cards.
- Deal with unscheduled attendees:
- Every now and then, someone attends who
is not on the list. When you get a chance,
help the person find a waiter so that s/he
can put in a lunch order. (If there are no-shows,
try to persuade the person to accept the
extra lunch - since we will pay for it anyway.)
- Before you leave:
- Collect the entrée
cards.
- Pack up unused name tags, pens, etc.
- Check total before paying bill; pay with
a combination of check and cash.
- Sometimes you need to go looking for
the waiter in the restaurant so that you
can pay the bill and leave.
- The bill will be calculated to include
the meals, tax, and tip.
- The bill is based on those who were scheduled
to attend (including no-shows, as noted above)
and any unscheduled attendees who order lunch.
- The restaurant makes an error about 25%
of the time and includes a charge that they
shouldn't, so always check.
- Get receipt for the bill.
- Pay bills
- Monthly newsletter printing bill
- Expense reimbursement for speakers or board
members
- Reconcile monthly back statements
Board Meeting Tasks
- Prepare budget report summarizing current
assets and including all activity since last
report.
- Attend scheduled board meetings, distribute
copy of budget report to all attendees, and
report on the budget during meeting.
Workshop Tasks
- When workshops are held using the half-day
format in lieu of a regular luncheon, the treasurer
must coordinate with the training committee
chair to ensure that he or she has a check
for paying the restaurant and all other luncheon
materials (because payments are made prior
to the workshop the Treasurer is not required
to attend the workshop and must pay for the
workshop if attended)
- Coordinate with reservations person to
receive all payments
- Follow-up with organizations/individuals
that have not submitted payment for the workshop
- Send bills/invoices to any attendees/organizations
that require a bill in order to process payment
- Summarize total income and expenditures
for the workshop to share with the Board
Annual Tasks
- Work with the incoming President to develop
the annual budget.
- Provide Newsletter Editor with Annual Budget
for publication. (See previous newsletters
for recent examples of annual budget layout.)
- Every other year: Pay DC taxes.
- End of year: Close out current year budget
by ensuring that all needed bills are received
and paid.
- Provide Newsletter Editor with Year-End
Budget Report (typically published with Next
Year's Annual Budget; see previous newsletters
for recent examples of year-end budget reports).
- Provide historical materials to the next
Treasurer including previous ledgers (pass
along the previous 4-5 years) and the bank
statements, bills, etc. from the past year.
RECORDER
Overview
The Recorder
maintains the organization's official meeting
notes and serves as a member of the Board.
Board
Meeting Tasks
- Compile all information about Board meeting
activities.
- Take notes during all Board meetings.
- Gather copies of all written materials
provided at Board meetings.
- Distribute a draft of the meeting notes
to Board Members for review and comment. (Note:
This should be done as soon after the meeting
as possible.)
- Incorporate feedback from Board Members
into draft of meeting notes.
- Provide hardcopy of meeting notes (at subsequent
meeting) for final review and acceptance by
the Board.
- Make final changes to meeting notes, if
necessary.
- Complete final meeting notes packet (notes
and written materials).
- File final meeting notes packet.
Annual Tasks
- Make sure meeting notes are complete at
end of each year.
- Deliver all files to incoming Recorder.
Other Tasks
- Assist other Board Members as necessary.
ELECTIONS
COMMITTEE CHAIR
Overview
The Elections
Committee is a standing committee and is responsible
for administering all elections (e.g., annual,
bylaws, recall, referendum). The Past President
will serve as Chair of the Elections Committee.
Tasks
See the
Past President's task page for a listing of the
Elections Committee Chair's duties.
LEGAL
AND LEGISLATIVE COMMITTEE CHAIR
Overview
The Legal
and Legislative Committee is a standing committee
and is responsible for keeping the membership
informed about important legislation, court cases,
and other relevant legal developments. The Chair
of the Legal and Legislative Committee is appointed
by the President and is responsible for coordinating
the efforts of committee members.
Ongoing
Tasks
- Identify Federal legislation and/or agency
regulations that may affect employment testing
and strategize with the PTC/MW officers to
prepare response.
- Coordinate with members of the Legal and
Legislative Committee to cover pending or anticipated
legislative or regulatory action.
- Prepare articles for the PTC/MW newsletter
on relevant legislation or litigation of interest
to the PTC/MW membership.
- Monitor U.S. Supreme Court cases to identify
cases of interest or importance to PTC/MW members.
- As time allows, monitor and report on state-level
legislation or litigation of interest to the
PTC/MW membership.
MEMBERSHIP
COMMITTEE CHAIR
Overview
The Membership
Committee is a standing committee and is responsible
for developing and administering programs to
attract and retain members. The Chair of the
Membership Committee is appointed by the President
and is responsible for coordinating the efforts
of committee members.
Committee
Tasks
- Meet with committee members to communicate
tasks, generate membership development ideas,
and coordinate committee efforts.
- Conduct research and/or survey the PTC/MW
membership to respond to Board requests for
information.
- Coordinate with Secretary on individual
PTC/MW member requests for information (e.g.,
membership status, address changes).
Board Meeting Tasks
- Prepare status report summarizing all activity
since last report and forward to President
prior to Board meeting.
TRAINING
COMMITTEE CHAIR
Overview
The Training Committee Chair is responsible for
producing workshops, conferences, and other training
programs on topics relevant to PTC/MW. The Chair
of the Training Committee is appointed by the President
and is responsible for coordinating the efforts
of committee members.
Annual Tasks
- Identify and schedule speakers for three
three-hour workshops (March, July, and October)
- Obtain from VP of Programs PTC/MW memento
to provide to speakers
- Ensure scheduled workshop dates do not
conflict with related conferences (e.g., SIOP,
IPMAAC).
Workshop Tasks
- Prepare workshop registration form and
submit it to the newsletter
- Find workshop sponsor ($250 each workshop,
includes 1 luncheon)
- Notify speaker of time, date, location,
and lunch menu
- Coordinate with the individual who takes
the regular luncheon reservations (this individual
will receive registrations and payments and
forward payments to the Treasurer)
- Receive names of workshop participants
from the reservations person [Speaker(s), Sponsor,
and Training Committee Chair are not required
to pay]
- Obtain check and
other luncheon materials (e.g., name tags,
entrée cards) from
Treasurer
- Check in attendees as they arrive for the
workshop (or ask treasurer to do it if the
treasurer is attending)
- Bring (or ask VP to bring) overhead and
screen to workshop
- Introduce the workshop speakers
- Pay the restaurant for the lunches and
provide receipt to Treasurer
- Summarize workshop presentations for newsletter
- Prepare description of upcoming workshop
presentations for newsletter
- Provide speaker with memento
- Provide speaker information to Calendar
Committee
COMMUNICATIONS
COMMITTEE CHAIR
Overview
The Communications Committee
is a standing committee and is responsible for
publishing a monthly newsletter, maintaining the
website, and producing other communications as
seen fit by the Board. The Communications Committee
is co-chaired by the Newsletter Editor and the
Website Subcommittee Chair who are both appointed
by the President.
NEWSLETTER
EDITOR
Monthly Tasks
- Layout newsletter for monthly distribution.
- Notify regular contributors at least 5
days in advance of upcoming deadline for newsletter
submissions.
- Receive and store newsletter submissions.
- Format submissions for newsletter.
- Proofread and edit articles as necessary
for typos, grammar, spelling, and adherence
to PTC/MW newsletter guidelines.
- Layout submissions to be included in the
newsletter (even number of pages).
- Ensure adherence to Newsletter Policy (in Membership
Directory).
- Submit the newsletter to the President
for review before sending to print.
- Notify printer to pickup newsletter proofs,
and of mailing requirements.
- Ensure that regular features are included
in each newsletter:
- President's message
- Luncheon/workshop announcement
- Luncheon/workshop summary
- Professional calendar
- Include job announcements, as requested
by employers, within guidelines established
by newsletter policy.
- Print labels for newsletter distribution.
- Receive and store mailing list electronic
file.
- Purchase mailing labels.
- Print mailing labels (currently, using
Microsoft Access).
- Notify printer to pickup mailing labels.
- Act as liaison to printer (currently, The
Press Room) to ensure that the newsletter is
printed and mailed in a timely, quality fashion.
- Act as liaison to all parties interested
in submitting articles or announcements to
the newsletter.
- Refer inquiring parties to appropriate
contact to update mailing address, etc.
- Maintain newsletter archives.
- Save one copy of the newsletter, as it
is prior to printing.
- Save at least three copies of every newsletter,
after printed.
- Save an electronic copy of each newsletter.
- Maintain newsletter database.
- Archive newsletter articles, including
date, author, type of article, topic of article,
and speaker (if relevant).
- Mail copies of articles and database index,
as requested (for designated fee).
Annual Tasks
- Provide (electronic, if feasible) copies
of all newsletters for the given year to Internet
Committee, to be made accessible on the Internet
via the PTC/MW home page.
- Provide list of past newsletter articles
to Secretary for inclusion in the annual Membership
Directory.
WEBSITE
COMMITTEE CHAIR
Ongoing Tasks
- Meet with committee members to communicate
tasks and to coordinate committee efforts.
- Respond to Board requests for information.
- Coordinate with Newsletter Editor and other
PTC/MW committee members to obtain website
content.
- Facilitate archival process for past newsletters
and Board meeting minutes.
- Upload archived newsletters and meeting
minutes into designated areas of PTC/MW website.
- Respond to website requests for information.
- Update and/or enhance web pages, including
calendar of events, announcements, legal updates,
membership form, and related links.
- Use website development tools (e.g., Netscape
Gold) to update website pages and enhance format
and functionality.
- Use FTP to transfer files to third-party
web hosting service.
Board Meeting Tasks
- Prepare status report summarizing all activity
since last report and forward to President
prior to Board meeting.
- Attend scheduled board meetings, distribute
copy of status report to all attendees, and
report on committee activities, as requested.
Annual Tasks
- Upload previous year's newsletters onto
the PTC/MW home page.
- Coordinate with PTC/MW treasurer to approve
annual payment to third party web hosting service.
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