Kentucky CUPA-HR Board Position Descriptions
All offices will be held for a period of two years beginning on July 1, 2017 and ending on June
30, 2019.
PAST CHAIR:
The Past Chair serves as an active Board member in an advisory capacity and assists the Chair in
a variety of matters and assumes the duties of the Chair in the Chair’s absence. Participates in
outreach initiatives, professional development and conference planning and participates in
annual conferences.
CHAIR:
The Chair will provide overall leadership for the chapter. Some of the duties of the Chair will be
to notify board members of meetings, to preside at all meetings, to oversee management of
the spring and fall annual conferences and to appoint committees and committee chairs. The
Chair will act as liaison with the national office of CUPA-HR. The Chair should attend the annual
Association Leadership Program.
CHAIR-ELECT:
The Chair-Elect will serve as the conference Chair and point person for the conference and
serves as assistant to the President. The Chair-Elect will succeed to the position of Chair for the
next two years, and will then assume the position of Past-Chair for the next two years following
election to the position.
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Determine conference venue in collaboration with the Board through site visits in
the city of choice for the annual conferences, to include meals, meeting space flow,
special events and costs
Plans the conference agenda in collaboration with the Board
Work closely with the Program Chair to determine sessions and speakers.
Maintains communications with Corporate Partners to ensure their participation and
support
Work closely with the Treasurer on the budget for the meetings and conferences
Report to the Board on progress of the conference to include agenda, keynote
speakers, concurrent session speakers, activities, etc.
TREASURER:
Oversees state finances and works closely with the Chair and Board members to prepare both
annual operating budget and annual conference budget. Monitors budget and expenses and
reviews and approves state expenditures. Ensures compliance with all fiscal rules and policies
and maintains appropriate financial accountability in accordance with annual audit guidelines.
The Treasurer serves as liaison between the Board and Corporate Partners.
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Reconciles monthly financial statement
Reviews, approves and submits requests for payment and expense reimbursement
as received
Provides updated financial report to the Chair and state board members.
Prepares check requests for vendor payment as needed
Reconciles credit card statement and submit back up as needed.
Attends chapter and annual state board meetings
Participate in site visits for upcoming conference sites as needed or available.
Monitors registration and corporate sponsor participation in annual conference to
ensure budget guidelines are met
Assists with annual conference as assigned
Provides support to other board position as needed
SECRETARY:
The Secretary schedules Board meetings and conference calls and takes minutes at each. In
addition to the above responsibilities, the Secretary is expected to fully participate in Board
meetings, and Board activities such as conference planning and elections. The Secretary assists
all Board members in carrying out their responsibilities. Attends chapter and annual state board
meetings
PROGRAM CHAIR:
The Program Chair contacts speakers for the conferences and maintains records for these
events. The program chair works with the venues for conference sessions.
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Receives nominations and suggestions for Kentucky CUPA-HR conference speakers
and presents list of nominees to the Board.
In collaboration with the Board, selects Conference Keynote Speaker and notify the
Conference Keynote Speaker nominees of the keynote selection process.
Selects topics for concurrent sessions.
Provides program management during the conferences.
Ensures availability of necessary equipment
Attends chapter and annual state board meetings
Coordinates information with communications chair for the Chapter website,
conference brochure and program
MEMBERSHIP CHAIR:
The Membership Chair works in collaboration with CUPA-HR national office staff and chapter
leadership to cultivate new members. This role coordinates the HRCI certification of programs
at conferences through SHRM.
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Contacts new members via phone, email or letter to introduce, welcome and/or
answer questions
Reviews new-member list prior to regional and national conferences and contacts
new-KY Chapter members to welcome them;
Periodically contact schools to update membership information and maintain
membership list
Responsible for purchase of the first attendee’s gift at the chapter conferences
Attends chapter and annual state board meetings
ACTIVITIES CHAIR:
The Activities Chair coordinates special events, catering services and hospitality gatherings.
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Responsible for attending visits to conference venue to gather
activity/entertainment options to present to the Board for conference planning
Plans and coordinates all activities and entertainment
Plans menus for all meals and break service during the conference
Responsible for set up and maintenance of conference hospitality suite
Works closely with the Program Chair to ensure overall conference set-up is
coordinated with hotel/venue personnel
Attends chapter and annual state board meetings
COMMUNICATIONS AND MARKETING CHAIR:
The Communications Coordinator serves as editor of communications and Webmaster for the
Chapter Web site. The position is charged with ensuring the dissemination of timely and
thorough information about the chapter to its members. This position also develops the
hardcopy program, and coordinates all communication about the annual conference and
conference signage. Attends chapter and annual state board meetings.