Leadership Opportunities

Provides overall leadership for the chapter. 

• Exercise general supervision over the affairs of the chapter. 
• Preside at council meetings and annual chapter business meeting.
• Appoint heads of chapter committees. (See Appointed Positions)
• Serve as ex-officio member of all chapter committees. 
• Set monthly council meeting dates. 
• Prepare council meeting agendas and distribute them to all council members. 
• Maintain active engagement with Society level initiatives, and share appropriate content with the council. 
• Represent STC at any appropriate business community activities. 
• Act as the official representative of STC Rochester to the Society and to external entities. 
•  Promote member engagement, volunteering, and recognition.
• Select recipient of the Carl E. Klug President’s Award. With the assistance of the council, also select recipients of the Barbara Knight Award and Rookie of the Year Award. Present awards at the Spectrum annual conference. 
• Assist the vice presidents with any issues regarding the Spectrum annual conference. 
• After elections, submit names of newly elected officers to the STC office. 
• Becomes Immediate Past President following term as President. 

Manages the annual Spectrum conference. 

• Assume the duties of the president in the absence or incapacity of the president, and perform such duties as the president or the council may assign.
• With the co-vice president, chair the Spectrum annual conference committee, which includes these responsibilities:
  • Determine scope of conference: one vs. two days, date, number of simultaneous program tracks, extent of mailings and promotions, prestige level of keynote speaker.
  • Book the conference site, and confirm financial, hospitality, and social events arrangements.
  • Recruit and organize volunteers.
  • Work with committees to delegate activities such as registration, program, speaker arrangements, vendor exhibits, printed programs, hospitality, and publicity.
  • Update descriptions of committee member responsibilities as needed, and distribute to all volunteers.
  • Solicit speakers in a fair and open manner. Create a Call for Proposals that identifies the conference theme, presentation format options, and suggested topic types. Distribute the Call for Proposals to relevant mailing lists and post on the chapter website.
  • Ensure that the final program is a balanced mix of topics with a broad-based group of presenters from various backgrounds and employers.
  • Manage the financial aspects of the conference and report financial data to the council.
  • Monitor expenses and encourage sufficient revenue (from registrations and vendor payments) so that costs and revenues break even.
  • Adhere to all STC and IRS guidelines regarding conference financial transactions. Make sure that committee managers use the proper forms to submit expense reimbursements.
  • Deliver the annual financial report for the conference to the chapter treasurer.
  • Tabulate speaker evaluations and send thank-you notes after the conference.

Manages the chapter’s financial transactions and promotes responsible stewardship of chapter funds. 

• Maintain books and financial records so they can be inspected at any time.
• Manage bank accounts and deposit chapter funds in any bank or savings and loan institution that is a member of the FDIC.
• With the assistance of the chapter president and council, prepare a budget each year and present it to the council for approval in September.
• Prepare year-end Financial Report for submission to STC International, following the requirements defined to meet the IRS regulations.
• Review all signed contracts involving chapter activities, such as those provided by event locations, caterers, and hotels.
• Conduct an informal audit of chapter records, as needed.
• Coordinate a meeting with the chapter president and immediate past president to sign bank signature cards.
• File required tax and informational returns.

Records and distributes the minutes of council meetings. 

• Record minutes of council meetings and the annual business meeting. Include action items, decisions, and Society news as provided by council members and chapter president.
• Send draft of minutes to the chapter president for review.
• Distribute copies of the approved minutes to council members and save a copy in the digital archive.
• Assists other council members as needed. 

Coordinates publicity and logistics for regular chapter programs and special events. 

• Maintain yearly schedule of program meetings, including date, speakers, and locations.
• Recruit speakers on topics of interest to members.
• Arrange for meeting locations and refreshments.
• Coordinate planning and reservation details.
• Coordinate advance publicity with the PR/Marketing Manager.
• Coordinate budgeting with treasurer.
• Write thank-you notes to program speakers and volunteers.

Works with the program manager and other chapter leaders to develop educational programs and establish scholarships.

• Organize and conduct the Heritage Award in Honor of Edline Chun technical communication competition for area college students, and work with the program manager to arrange the awards dinner held each May.
• Publicize educational and professional development opportunities such as communication courses and surveys related to education and training.
• Review books about education in technical communication for the chapter newsletter as well as STC’s’ Intercom and Technical Communication publications.
• Serve as a liaison with STC student chapters affiliated with area colleges and universities.

Leads membership recruitment and renewal initiatives.

• Report membership status to the council.
• Welcome new members, via email when they join, and in person at chapter events.
• Provide membership materials from STC for the registration table at the monthly chapter meetings.
• Provide membership materials and support to individuals upon request.
• Run the membership drive between September and November to attract to attract new members and encourage renewals.
• Check the Community Reports on the STC website to verify that the chapter membership list is current and to identify cancelled members.
• Check the Community Reports for members who did not renew in February and encourage them to renew their membership.
• Send membership-related announcements, such as renewal deadlines and membership incentives.

Works on chapter initiatives as outlined by the chapter president and council.