Southlake Economic Development Council - 9-28-1989 Minutes etc. t
Southlake Economic Development Council
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Dear SEDC Member:
I have enclosed a copy of the minutes from last month's meeting
for your review. For those of you who were absent our newest
member is Michael Thompson, recent appointment by the Southlake
City Council. Welcome Michael, and we look forward to getting
better acquainted in the coming months.
Also, I have enclosed a copy of Policies and Procedures for the
Chamber of Commerce and SEDC. The Executive Committee of the
Chamber has approved and it is my recommendation that the SEDC
approve as written. Since our staff is an employee of both we
have tried to combine the policies to keep things simple. Please
note the section "The Organization" only applies to the Chamber.
The last enclosure for your review is an income statement for the
SEDC for the period from 6-20-89 through 9-25-89.
Please remember that our regular meeting will be at 8:30 a.m. ,
Wednesday, October. 4, 1989 at Southlake City Hall. We will have
a guest speaker, Dr. Bernard L Weinstein, the Director for the
Center for Economic Development and Research at The University
of North Texas.
Since, we have invited the Southlake City Council, Southlake
Planning and Zoning Commission, the Carroll I.SD Board Mervb rs, and
certain m tubers of the City staff please try to attend if at all
possible. I would like to have 100% attendance by the SEDC
members.
See you Wedr sd Morning!
Sincere //
•
7B K. Emerson, Chairman
Southlake Economic Development Council
BKE/jw
Enclosures
s T
SOUTH!.A E ECONOMIC DEVELOPMENT COUNCIL
FINANCIAL STATEMENT 06-20-89 / 09-25-89
OPENING ACCOUNT BALANCE 06-20-89 $7090.13
INCOME RECEI i•ED: 6/22 $1500.
6/27 1500.
7/26 1500.
TOTAL 4500. 11590. 13
EXPENSES:
CONTRACT SERVICES--DEBBY ABITc 525.00
--SANDRA MICKELSON 1015.9i
ADVERTISING--REAL TOR BOOTH D-FW 320.00
BOOKS--SUBSCRIPTIONS 32.25
CHAMBER REIMBURSEMENT: POSTAGE 49.50
" TELEPHONE/ ANS. SERVICE 958.80
OFFICE SUPPLIES 124. 75
FURNITURE 562,64
OFFICE LEASE 683.52
OFFICE RENOVATIONS 358,28
UTIL I TIES 155.83
REPAIRS/MAINTENANCE 320.10
AREA BANQUETS 200. 00
PETTY CASH FUNDS 231.34
ECONOMIC PROFILE 425.00
SOUTHL AKE VIDEO 250. 00
TOTAL EXPENSES 6/20--9/22/89 $ 6212.94
BALANCE ON HAND 09-25-89 $5377.19
sing` 6.
Southlake Economic Development Council
State Highway 114 and Carroll Road,Suite 106
P.O Box 92668. Southloko,Texas 76092
Metro (8 I7) 48I-8200
South a e
• MINUTES
DATE: September 6, 1989
TIME: 8:30 A.M.
PLACE: Chamber Office
ATTENDEES: Phillip Bressinck, John Moore, Phyllis Catton, Virginia Clow,
Curtis Hawk, Rick Wilhelm, Brad Bradley, Barry Emerson, and
Sandra Mickelson
I . INTRODUCTION OF MICHAEL THOMPSON - NEWLY APPOINTED SEDC MEMBER: Mr. Thompson
was out of town but was spoken of very favorably and plans to attend
next meeting.
II. APPROVE MINUTES FROM MEETING 8/2/89: Motion was made by Virginia, seconded
by Phillip to accept minutes; was passed.
III. TREASURERS REPORT: Marvin Cook was absent and unable to give report.
Rick suggested we contact Marvin to obtain a report and perhaps a
brief monthly report would be in order. (Sandra will ask Marvin for
a report.)
IV. VIDEO UPDATE: All changes have been submitted to Betty Martin and
incorporated into video. TU Electric is preparing film. Sonny Rhodes
with TU Electric will keep us posted with a time frame. (If we do
not hear from him shortly, Sandra will call.)
V. REPORT OF REGIONAL REALTOR RALLY @ DFW HYATT ON 8/25: Phillip and Barry
attended the booth in the morning and said during those hours we
received a lot of exposure - handed out many books and maps. The
afternoon was not as successful due to position of booth. Brad suggested
the booth was well worth while and should be repeated next year
(however with a different booth location) . General feelings were
that Southlake received a considerable amount of publicity. Barry
indicated we will be sending out letters to those who stopped at booth
and left a business card.
VI. ECONOMIC PROFILE UPDATE: John indicated printer is ready to print. He
is awaiting a return call from Millie Tweddell. Sandra will phone
Millie to get an estimated time frame and will let Barry know.
VII. OTHER BUSINESS:
1709: Curtis indicated appears to be on schedule for 1992 (Southlake
agreed to curbs and gutters; Keller did not) .
TRA: Curtis indicated looks like sewer by summer of 1990; still
working out the details.
s t
SEDC: MINUTES
9/6/89
Page 2
U.S.MEMORIES: Large computer organization looking for $40-50 million
in incentives. Considering other states as well as
Texas.
FREE TRADE ZONES: No report received from Mr. Cook or Mr. Stacy.
Barry indicated after reviewing book of qualifications,
Southlake would definitely not qualify.
TROPHY CLUB/SOUTHLAKE MERGER: Discussions still in progress. Next
meeting planned around Thanksgiving; after which there
will be a meeting on working out taxes, etc. Then
a recommendation will be made to each Trophy Club and
Southlake and voted upon perhaps at the earliest in
January 1990.
DENTON COUNTY DAY: (Similar to Regional Realtors Rally) Sandra will
phone Mark Grover in Flower Mound for more information.
(To be held October 6th at the University of North
Texas Coliseum.
LOCAL BUSINESS UPDATE: (By Phillip Bressinck)
- Phillip has been working on the Kimball project;
unable at this time to work out funding.
- Southlake Realty has been sold to Ebby Halliday.
(Virginia indicated they will have a small office
in the back until current items are completed;
then they are retiring.)
- Yearkey has been purchased by GRI out of Dallas.
VIII. PERSONNEL DISCUSSION: Due to nature of discussion Sandra was
excused from meeting. Brad will provide minutes for this portion.
(Vote for Executive Director was in Betty's favor.)
IX. Meeting adjourned.
Next SEDC meeting 10/4/89 @ 8:30 A.M. - City Hall. (Guest speaker, Dr.
Weinstein)
SOUTHLAKE
CHAMBER OF COMMERCE .
POLICIES AND PROCEDURES
OCTOBER 1 , 1989
TABLE OF CONTENTS
THE ORGANIZATION 3-4
What is the Chamber of Commerce
Objectives of the Chamber
How it Operates
How is it Financed
PERSONNEL POLICIES 5-6
Equal Employment Opportunity
Hiring
Employment Records
Hours of Work
Sick Leave
Salary Policy
Pay Period
Compensatory Time Off
Dismissal
Resignation
EMPLOYEE BENEFITS 7
Vacations
Paid Holidays
OFFICE PROCEDURES 8-10
Office Courtesy
Correspondence
Filing
Appearance
Use of Telephone
Meeting Minutes
Cooperation of Employees
Suggestions
ADMINISTRATIVE POLICIES 11-13
Affiliation with other Organizations
Political Affiliations/Participation
Confidential Matters
Recommendations/Endorsements
Solicitors
Participation in Fund Raising Campaigns
Publicity
Committee Management
Staff Meetings
JOB DESCRIPTIONS 14-19
Executive Director
Secretary to Executive Director
Office Assistant
POLICY AND PROCEDURES ACCEPTANCE 20
THE ORGANIZATION
What is the Chamber of Commerce
The Southlake Chamber of Commerce is an organization of
business and proffesional men and woman who have joined
together for the purpose of promoting the civic, commercial ,
and industrial progress of our community.
The purpose of the Chamber shall be to advance the economic,
cultural , and civic welfare of Southlake genrally and the
City of Southlake particularly. In addition, the Chamber
shall encourage the growth of existing industries and
businesses and assist new firms and individuals to locate in
the area. The underlying purpose of all Chamber efforts
shall be to promote the welfare of the area citizens by
encouraging higher social , business, and professional
standards by following the below listed objectives.
Objectives of the Chamber
1 . To promote a better understanding of our Private
Enterprise Systems.
2. To coordinate the efforts of commerce, industry, and the
professions in maintaining and strengthening a sound and
healthy business climate in Southlake.
3. To develop aggressive programs of work and stimulate
activities which will provide for full development and
employment of our human and economic resources.
4. To provide creative business leadership and effective
coordination of all interested parties in solving
community action.
5. To create broad understanding and appreciation of the
great opportunities in Southlake, and to promote the
advantages and assets of our community, state and nation.
How 1 t Operates
Board of Director: The Board of Directors shall be composed
of fifteen ( 15 ) members, five ( 5) of whom shall be elected
annuallyl to serve for two (2 ) years, or until their
successors are elected and have qualified; and five (5) of
whom shall be elected annually to serve as officers of the
Chamber, as hereinafter detailed, for a period of one ( 1 )
year. The government and policy-making responsibilities of
the Chamber shall be vested in the Board, which shall control
the Chamber property, be responsible for its finances and
direct its affairs. Ex officio directors (non-voting__ may be
appointed by the President with approval of the Board of
Directors.
Executive Committe: The Executive Committee shall consist of
th1• President, Immediate Past. President, Vice Presidents,
Treasurer, and Executive Director. This committee shall
employ the Executive Director upon the approval of the Board
of Directors. The President will serve as Chairman.
Committee Chairman may serve on the Executive Committee at
the request, of the President.
Committee: A committee system is the most effective means of
harnessing energies and abilities of volunteer workers.
Committees are responsible to the Board of Directors and will
work with the Executive Director to accomplish their purpose.
How it is Financed
The Southlake Chamber of Commerce is primarily financed by
the investment of its members. The maintenance of an
adequate level of suport from all business and professional
interests of the community is essential to finance the
programs that are vital to community growth and development.
The investment cost per membership will vary in accordance
with the Board Approved Investment Schedule.
PERSONNEL POLICIES
Equal Employment 0pportuniy
It is the policy of the Southlake Chamber of Commerce and the
Southlake Economic Development Council (SEDC) to grant equal
opportunity to all qualified persons without regard to race,
color, age, sex, religion, or national origin. To deny one's
contribution to our efforts for any reason other than his or
her capability of performing the ,job is an injustice not only
to the individual, but to the Chamber and community as well.
It is the intent and desire of the Chamber and the SEDC that
equal opportunity he provided in employment, wages,
1)romoLion, benefits, and all other privileges, terms, and
conditions of employment.
Hiring
The Executive Director may hire Chamber and SEDC staff and
recommend to Lhe board and council staff compensation levels.
Employment Records
Correct and accurate employment records are important.
Information concerning address, phone number, person to
contact in case of accident, and change in name, marital
status or number of dependents must be kept up-to-date at all
times. The Executive Director is responsible for maintaining
these records.
Hours of Work
Regular office hours are from 9:00 A.M. to 3:00 P.M. , Monday
through Friday, with one hour off for lunch. All employees
are expected to be at their desks and ready for work promptly
at 9:00 A.M.
Sick Leave
When employees are ill or have an accident, they should
notify the Executive Director immedately explaining the
reason for absence and expected day of return. In the event
thaL the Executive Director is not available, the President
should be notified. Sick leave benefits for absences due to
personal illness or illness in the employee's immediate •
family may be granted after the initial 90 day period of
employment. Benefits are granted as follows:
A staff employee is eligible for sick benefits upon
completion of 90 days of continuous service with the
Chamber and SEDC. At that time, the employee is
credited with three days of accumulated paid sick
leave. The employee continues to accumulate one day
(eight hours or proportion thereof if the employee
works between 20 and 40 hours per week) of sick leave
per month up to a maximum of ten days per calendar
year. An employee's accumulation of sick leave
benefits is suspended during any period of absence of
30 days or more, except for vacation. Sick leave days
may not be accumulated from year to year.
Salary Policy
The Southlake Chamber of Commerce and SEDC has a compensation
program based on job content and responsibility. These
salary levels should be comparable to those paid for similar
work by area firms to insure that the Chamber can attract and
keep capable employees.
Pay Period
Salary is paid weekly. When a payday falls on a week end or
holiday, checks will be distributed on the previous work day.
Compensatory Time Off
The nature of the Chamber business frequently requires
additional time. If required by Chamber activities, for
additional hours worked between 25 and 30 hours employees may
receive a like number of hours of compensatory time off, to
be scheduled with the Executive Director. Overtime pay is
time and a half for hours in excess of 40 hours.
Dismissal
Employees may be terminated only by the Executive Director
for reasons where work has not proven satisfactory, i.e. ,
repeated absence from work, negligence of assigned duties, or
other acts which may be detrimental to the Chamber or SEDC.
The Executive Director can be dismissed for the same reasons
as any other staff member, but Board & Council approval is
required.
Resi nation
Should the occasion arise when an employee is contemplating
resignation, two weeks notice is expected.
EMPLOYEE BENEFITS
Vacations
Vacations may be taken at any time during the year, but must
be prearranged to avoid conflict with schedules and other
work of the Chamber and SEDC which may require the presence
of the staff member. No more than one employee may be on
vacation at the same time. In the event of a conflict,
preference will be given to service seniority.
Vacation Eli ibility Schedule
Employees will be eligible for two weeks after one to five
years of full time employment. After completion of five (5)
years full time employment, the employee will have three
weeks. A new employee may take one week of their earned
vacation after the first six months of continuous employment.
Paid Holidays
Holidays observed by the Chamber:
New Year's Day (January 1 )
Martin Luther King's Birthday (Third Monday in Jan. )
President's Day (Third Monday in February)
Memorial Day (Last Monday in May)
Independence Day (July 4 )
Labor Day (First Monday in September)
Thanksgiving (Fourth Thursday in November) Christmas
Day (December 25 )
If a holiday falls on a Saturday, the preceeding Friday will
he observed. If a holiday falls on Sunday, then the
following Monday will be observed.
Also, there will be two Floating Holidays allowed, subject to
the approval of the Executive Director.
The office will be closed during the week of Christmas.
OFFICE PROCEDURES
Office courtesy
An employee's personality in dealing with members, visitors,
and other employees determines in great part the value to the
organization. In many cases, you alone will be the only
person in the Chamber or SEDC contacted by a member or a
visitor. Be courtesous, interested and polite, enthusiastic,
and positive in your dealings with members and visitors.
Because of the size of the Chamber and SEDC offices, noise
levels must be kept to a minimum, so as not to disrupt others
from doing business.
Use of the Telephone
In answering the telephone, each employee should bear in mind
that he or she can make a friend for the Chamber and SEDC or
lose one every time a call is made. Calls should be answered
in a phrase similar to "Southlake Chamber of Commerce and
Economic Development, this is Use
phrases such as "one moment please" when using the hold
button and "she is in a meeting or away from the office right
now. May I Lake a message?" It is necessary that every
courtesy be shown to the person at the other end. You are
the "voice" of the Chamber and SEDC.
Personal calls should be on a "necessary" basis and should be
limited and brief.
Correspondence
All inquiries or requests should be answered within two
working days. If a delay is anticipated in order to gather
information, the request should be acknowledged. Neatness
and accuracy are essential.
Whenever a letter is written over the name of an officer or
committee head, a copy should be sent to the person whose
name is used. Prior permission must be obtained unless the
letter is standard or routine. When sending a letter over
another's name, determine whether the addressee is known on a
first name basis.
It is easy to overlook enclosed material, so always double
check mail to avoid this common error. •
Filing
An adequate and systematic set of files is maintained. All
filing should be in accordance with this standard procedure
in order to make records readily available.
Appearance
All employees are expected to dress in good taste and present
a business-like appearance at work and while representing the
Chamber and SEDC. Smoking is not permitted.
Offices should be kept neat and orderly at all times. Tops of
desks, . files and bookcases should be kept clear of
unnecessary items. All effort should be made to have desks
cleared at the end of the day.
The reading of books, newspapers, publications, and magazines
at your desk during office hours, for personal pleasure,
gives the appearance to members, the public and other staff
members that: you do not have enough to do. Such personal
reading should be avoided.
Meeting Minutes
It is required that adequate minutes be kept of all official
meetings of the Chamber and SEDC - committees, Board of
Directors and Executive Committee.
Minutes should record date, place of meeting, and the names
of those prsent and absent. Minutes should be brief, but
full enough to make clear the subject matter discussed, and
what disposition was made of it. In each case, action taken
must be clearly shown. Minutes are distrubuted to all
committee members.
Cooperation of Employees
As a member of the Chamber and SEDC staff, it is important
that every employee accept the responsibility of being a
member of the team". Each person has a distinct and a
definite set of job responsibilities, but when something of
importance needs to be completed, any member of the stafff
may be asked to assist in the completion of the program.
Staff members with an unusually heavy workload at any time
should feel free to discuss with the Executive Director any
need for assistance from other members of the staff. •
Suggestions
Suggestions From employees are always welcome. They will be
given every consideration, and if adopted, you will be given
credit for them.
At the same time, employees should bear in mind that
criticism of any work must be in the interest of better
service.
ADMINISTRATIVE POLICIES
Affiliation with Other Organizations
There is no objection to an employee being a member of any
organization which is not in direct conflict with the aims,
purposes, and objectives of the Southlake Chamber of
Commerce and SEDC. However, an employee should seek approval
of the Executive Director before accepting an office or other
promiment place in such organization. No public statements
should be made which are in conflict with Chamber/SEDC
policy. Even when acting purely as an individual, the public
statements and opinions of any Chamber or SEDC employee can
be and are apt, to be interpreted as official Chamber of
Commerce policy.
Political Affiliations/Participations
While Chamber and SEDC Staff members are encouraged to be
active politically in the party of their choice, no staff
member may actively and publicly support a candidate for any
political office while employed by the Chamber or SEDC, nor
serve as a political campaign manager or other high
visibility position associated with any candidate or party,
unless expressly approved by the Executive Committee. No
personal preference campaign activities will be conducted on
the Chamber and SEDC premises.
Confidential Matters
Since the Chamber and SEDC are institutions to which many
matters of a confidential nature are entrusted, each employee
must keep in strict confidence any information acquired and
be generally discreet as to matters being handled by the
Chamber or SEDC.
Recommendations/Endorsements
Since the Southlake Chamber of Commerce is supported by many
firms which are in competition with one another, we do not
make recommendations or endorsements of products, services,
companies, etc. Such an inquiry is best answered by giving
the names of all Chamber members that are concerned with the
particular product or service. We do not give the names of
non-members when members have the product or services
inqui red about.
Solicitors
Solicitation of employees by salespeople is not permitted
during employee work time. The Chamber and SEDC does not
purchase program advertising or tickets for social events
unless approved by the Board of Directors. Any such
solicitations should be referred to the Executive Director.
Participation in Fund Raising Campaigns
It is Chamber and SEDC policy neither to donate to fund
raising campaigns nor to endorse officially any particular
drive among the many local worthy causes, unless approved by
the Board of Directors.
Publicity
All publicity having reference to the Southlake Area Chamber
of Commerce or SEDC, its officers, directors, and personnel
is to be approved by the Executive Director. No information
concerning the Chamber or SEDC should be released by members
of the staff to the media without prior clearance.
Committee Management
Standing committees, as a matter of general practice, arrange
for regular meetings at lease once a month. On some
occasions more meetings are required and, in general, they
are called by the committee chairman whenever he/she deems it
necessary.
The Executive Director or his/her designee will be
responsible for the committee or committees and will:
1. Confer with the chairman before meetings are
scheduled to set up meeting dates, procedures, and
draft an agenda.
2. Notify all members of the committee meeting - date,
time, and place.
3. Reserve meeting facilities.
9 . Prepare a call sheet of committee members.
5. Make sure members are called on or prior to the day
of the meeting.
6. Record minutes of all meetings.
7. Offer advice and counsel when needed and/or
requested.
8. Write reports on committee activity when action of •
the committee warrants.
9. Attain publicity for committee activity.
JO. Submit committee resolutions as needed for approval
to Board of Directors meeting as appropriate.
Staff Meetings
All members of the stuff will participate in a weekly staff
meeting scheduled by the Executive Director. The purpose of
these meetings is to permit staff members to recommend
improvements, dicuss problem areas, exchange ideas, and make
a short report of current projects.
JOB DESCRIPTIONS
POSITION: Executive Director
1. NATURE AND EXTENT OF ASSIGNMENT
A. Basic Function: The Executive Director is
responsible for the administration of the
organization.
B. Scope: Responsible to the Board of Directors for
full range of activities - coordination of the
program of work; organizational structure and
procedures; motivation of volunteers; income and
expenditures; maintenance of membership;
employment, training, and supervision of staff;
interpretation of policy; maintenance of
facilities; long-range planning.
C. Functions Performed:
1. Program of work - Through the Board of
Directors, the Executive Director is
responsible for identification of Chamber and
SEDC and community needs and for the
preparation of a program of work designed to
meet these needs. This involves a constant
evaluation of the program, with recommendations
for change as needed, and a system of measuring
progress toward attainment of program and
community goals.
2. Chamber Structure and Procedures - The
Executive Director must be constantly attentive
to insure that the organization is effectively
geared to function with maximum eficiency in
the anticipation, identification, and solution
of Chamber/SEDC-community problems; the
incumbent will recommend to the Board such
changes in structure and procedures as are
needed.
3. Motivation of Volunteers - Key to the
effectiveness of the Chamber/SEDC is the
ability of the Executive Director to motivate
and inspire volunteers to creative and fruitful
action. Newsletters, calendar of events,
visitations, opportunities for education,
networking, and recognition will be provided.
4 . Income and Expenses - Through the Treasurer or
Budget Committee, as appropriate, the Executive
Director is responsible for drawing the Chamber
/SEDC budgets, relating budget to program
gon 1 s. As approved by the Board, the Executive
Director is responsible for coordinating fund
raising activities and for all expenditures
within the framework of the budget. He/She
will prepare monthly financial statements of
income and expenses. He/She will work with the
Treasurer to insure that financial records of
the Chamber/SEDC are audited annually, and seek
maximum staff efficiency in all financial
procedures.
5. Membership - Through the Membership Committee,
he/she is responsible for maintaining the
membership at a level which will insure
necessary funds for the operation of the
program.
6. Staff - The Executive Director is responsible
for the employment of all staff personnel, the
assignment of their duties, the supervision of
their work and the establishment, within the
framework of the approved budget, of the terms
of their employment.
7. Interpretation of Policy - The Executive
Director will insure that Chamber/SEDC policy,
as established by the Boards, is properly
recorded in minutes and indexed in this Policy
Manual. He/She will assist the Board,
committees, members, and the staff in
interpretation of policy in relation to any
given question or program. He/She will assist
the President in preparation of statements of
Chamber/SEDC positions on public issues.
•
R. Chamber/SEDC Office - As approved by the Board
of Directors, the Executive Director is
responsible for the design and maintenance of
the office which will provide for an efficient
operation and present to the community an
attractive "front door" for the use of Chamber
members, citizens of the community, and
visitors.
9. Long-range Planning - Under a constantly
evolving Board of Directors and annual change
in officers, the Executive Director is
responsible for maintaining continuity and
consistency in programming. Based on proper
research of community needs, he/she must
anticipate emerging and long-range problems and
recommend Chamber/SEDC and community programs
to meet such challenges.
It). N1i� ;t t_mpoi•tnnt. (_ontac_ls
n. In relation to the Board of Directors -
The Executive Director must earn and
maintain respect and confidence of the
Board, individually and collectively. The
Executive Director is responsible for
preparation of agenda, maintenance of
Board minutes and records, carrying out
the plans and programs of the Board in
accordance with established policies,
serve as representative of the Board for
all contacts with the Chamber and SEDC
staff, initiate programs for consideration
by the Board, and advise the Board on all
matters under consideration.
b. With relation to Chamber members - The
Executive Director must motiviate members
to support an aggressive Chamber program.
He/She must analyze and interpret the
needs of members and recommend revisions
in the program of work accordingly so as
to render increasing improved service and
assistance that will make membership more
valuable. The Executive Director will
entertain suggestions, proposals, and
requests from the members and translate
them into action consistent with the
fundamental objectives and policies of the
Chamber and SEDC. He/She will be informed
of legilative changes that affect
businesses and will render such personal
service to members as the occasion may
require and time may allow.
c. With relation to the staff - The Executive
Director must lead the professional staff.
Since he/she is responsible for the
employment and training of all staff
members, the Executive Director assumes
responsibility for their efficient
performance of duty. The Executive
Director must create working conditions
which will be conducive to maximum
performance and employee morale.
d. With relation to the community - Through
personal contacts with key community and
state leaders, the Executive Director
helps shape the community. The Executive
Director is called on frequently to relate
the Chamber and SEDC to all other groups
in its contributions to improvement of the
commercial , economic, and civic life of
the communi Ly. The Executive Director
represents the Chamber and SEDC in
meetings of local , state, and national
organizations subject to Board approval.
Must strive constantly to develop a better
public understanding of the purpose and
functions of the organization to be a
leader in Chamber trends.
2. RESPONSIBILITY AND AUTHORITY
A. Personnel: The Executive Director is responsible
for hiring and supervision of staff with approval
of President.
B. Secretarial or Products: Within the budget
allocations, the Executive Director is responsible
for the purchasing, storing, and use of all Chamber
and SEDC supplies and equipment.
C. Money: This responsibility includes the income of
the Chamber and SEDC, including funds from other
sources that are administered by the Chamber or
SEDC.
JOB TITLE: SECRETARY
RESPONSIBLE TO: EXECUTIVE DIRECTOR
FUNCTION
The Secretary to the Executive Director will perform
secretarial and general office duties for the chief paid
executive.
DUTIES AND RESPONSIBILITIES
COMPUTER
Maintain membership files and accounts receivable.
Maintain phone committee lists.
Preparation of monthly dues billing and crediting
payments.
Prepare labels and do mailings.
Prepare lists of attendees at meetings.
AUCTION
Computer work, extra hours.
RECEPTIONIST
Answer phone inquiries.
Coordinate phone committee, ribbon cuttings, special
events.
Greet visitors to office, knowledgeable about
residential developments and commercial development.
LUNCHEONS AND SPECIAL EVENTS
Do name tags.
Collect money.
Responsible for necessary materials.
TYPING_
Type meeting notices and letters as needed.
Type agendas and minutes as needed.
NEWSLETTER
Do'desktop publishing from prepared text.
Label and prepare for mailing.
FINANCIAL
Make bank deposits.
FACILITIES
Maintain office supplies.
Assist with building maintenance.
CONTACT WITH OTHERS
The Secretary will have extensive contact with business
leaders and general public by telephone and in person. The
Secretary will also have extensive contact with all Chamber
staff members.
JOB TITLE: Office Assistant
RESPONSIBLE TO: Executive Director
FUNCTION
Under minimum supervision, receives, and graciously assists
visitors by answering questions, providing published
literature, or directing them to the proper persons or
department.
DUTIES AND RESPONSIBILITIES
Dispense maps, brochures, and information, Keep brochure
racks filled and in order, maintain inventory or brochures
and other needed materials. Handle sales of items and
maintain inventory of city directories and supervise their
use by the public.
Handle incoming telephone calls when necessary, file press
clippings, and assist in administering those committees that
might be assigned. The Office Assistant will aid in setting
up, notifying, and reminding members by telephone of
scheduled meetings.
The Office Assistant will address envelopes, assemble mailing
pieces, fold, and stuff envelopes and deliver all mailings to
Post Office when required.
Perform other duties as may be assigned.
CONTACT
Extensive contact with business representatives and general
public. Considerable contact with other members of the
staff.
POLICY AND PROCEDURES ACCEPTANCE
I have received a coy of the Southlake Chamber and Economic
Development Council Policies and Procedures Manual. I
understand that it is my responsbility to carefully read it
and become familiar with its contents. If I have any
questions, 1 will bring them to the attention of the
Executive Director.
Date
Employee's Signature
Date
Executive Director's Signature
SOUTHLAKE CHAMBER OF COMMERCE
EXECUTIVE DIRECTOR
DUTIES & RESPONSIBILITIES
I. ADMINISTRATIVE RESPONSIBILITIES:
1. Supervise volunteers
2. Provide for proper coverage of phones
3. Handle correspondence in a timely manner - within two working
days
4. Keep membership lists current on a weekly basis
5. Respond to requests for information in a timely manner - within
2 working days
6. Prepare and distribute Chamber Newsletter at least two weeks
prior to monthly luncheons
7. Provide for the security of Chamber Office and materials
8. Prepare activity calendar for Southlake Area on wide range of
functions
9. Prepare and update activity calendar for key Chamber personnel
10. Handle in a timely manner bills for payments and checks for
disbursement
11. Prepare required financial records - monthly - quarterly
12. Provide materials to Board Members as needed
II. CHAMBER GROWTH
1. Maintain current memberships:
a. Prepare plan of visitations to member business
locations
b. Plan for methods of annual input from members
on Chamber success/direction
2. Encourage new members:
a. Prepare information package for new members
b. Visit new prospects within two weeks of notice/
quarterly pull-up
3. Keep visibility of the Chamber at high levels
III. COORDINATE/MANAGE CHAMBER ACTIVITIES
1. Coordinate monthly luncheons:
a. Handle reservations
b. Make arrangements for setup/meals
c. Send confirming letters/location information to
speakers and Thank Yous
2. Coordinate after hours functions
3. Coordinate setup of Annual Chamber Banquet
4. Arrange for ribbon cuttings and/or photos
5. Coordinate Education and Training Activities as necessary
a. Leadership Training
b. Seminars
6. Coordinate Fund Raising Activities
a. Annual Casino Night
b. Bar-B-Que
c. Golf Tournament
d. Other, as needed
IV. PERSONAL GROWTH AND DEVELOPMENT
1. Attend regional and National Chamber Conventions as
needed/approved
2. Attend additional training as needed/approved
3. Keep abreast of legislative/legal changes that affect
Chamber/businesses
4. Make recommendations to the Board on changes
5. Be leader in Chamber trends