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Southlake Economic Development Council - 9-28-1989 Minutes etc. t Southlake Economic Development Council ow { i le E 1 �.✓ ,47.;7 ,4*' � 71!,',e14 �� C� -31 6 C/jr !Ff��E OF September 28, 1939 ,;, Meq ti4c0 z_ ` c.P 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