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Volunteers benefit through networking with their peers, contributing to the success of the organization and building skills in public speaking, event coordination and leadership. Contact us to learn about local volunteer opportunities.

Interested in volunteering at the state level with TXCPA? Learn more here.

Chapter Committee Structure – 2018-2019

The success of a chapter is measured largely by the work of its committees and by its efforts to involve a diverse group of members as chapter committee volunteers.

While the chairman of a committee has responsibility for its success, in pursuing the committee's goals s/he is expected to lead volunteers as a result of team effort. Objectives are not achieved through reliance upon a single member, a small group within the committee or a trusted colleague outside the committee.

All committees are required to stay within the amount budgeted by the Board of Directors. No excess expenditures may be made without specific Board approval.

Below is a list of the chapter committees for the fiscal year.

CHAPTER COMMITTEES:

Business and Industry *
Career Awareness *
CPE
Meetings
Membership *
New CPAs *
Nominations
Public Relations *
Regulatory and Legislative
Relations with Educational Institutions
Scholarship Fundraising
Scholarships
School Supply Drive
Tailgate Party

* Indicates "chapter-requested" committees, where chapter chairman automatically serves on the counterpart state-level committee and is expected to actively participate therein. Following are brief descriptions of chapter committees and projects. Keep in mind that it may be necessary to shift committee focus from year to year, based on changing needs, opportunities and resources.

Business and Industry

  • Lead the chapter in identifying and serving the unique needs of CPAs not in public practice.
  • Assist CPAs in these fields by providing a clearinghouse to exchange ideas.
  • Suggest to CPE Committee chapter seminars or profession-education activities on specific subjects relevant to members in fields other than public practice.
  • Actively seek industry members to participate as chapter volunteers and leaders, and keep chapter (and state-level) leaders informed about organizational changes that may be necessary to attract and keep industry volunteers.

Note: Chapter chairman serves on TXCPA's state-level Business and Industry Issues Committee, and participates in all projects, conference calls and meetings of that Committee.

Career Awareness

  • Develop and implement a student outreach program like TXCPA's Accounting Career Education (ACE) or CPAs Helping Schools.
  • Arrange for chapter representation at the Lamar University Meet the Firms event for accounting students; coordinate with the Membership Committee chair.
  • If desired, arrange for TXCPA staff to lead a career awareness workshop for chapter members that includes sample presentations and other TXCPA resource materials.
  • When feasible, adopt a high school accounting class, providing information about a CPA career and encouragement in UIL accounting competition.

Note: Chapter chairman serves on TXCPA's state-level External Relations/Image Issues Committee, and is invited to participate in all conference calls and meetings of that Committee. (The Public Relations Committee chair is the chapter’s primary automatic member of that committee.)

Continuing Professional Education (CPE)

  • Working within the framework of the Chapter’s agreement with TXCPA CPE Foundation as sponsor (including course approval), develop and implement Chapter courses on topics of local interest or not included in TXCPA programs scheduled for the chapter area.
  • All programs for the following year are to be planned by the current committee (chaired by the current Vice President-CPE), working with the person elected as Vice President-CPE for the upcoming year. Final list of topics, speakers and preferred venues is to be complete before end of November. Chapter liaison sends confirmation messages, negotiates facility contracts and obtains CPE Foundation course approval.
  • Take on-site administrative items:
    • pens and paper clips;
    • envelope for on-site registration forms and payment by check;
    • materials sent by Chapter Liaison: hand-outs, sign-in sheets, walk-in registration forms, evaluation forms, completion certificates; etc.
  • Handle all on-site duties at stand-alone CPE seminars, following required procedures:
    • Arrive one hour before registration begins, ensure room set is accurate and all facility preparations are on-schedule; place evaluation forms and hand-outs at seats;
    • Greet speaker, hand off to facility contact for a/v set-up or assist as needed;
    • Process on-site registration forms and secure payment received;
    • Ensure that all participants sign in;
    • Proactively coordinate with facility re food and beverage, room temperature, etc.; Ensure that speaker meets Texas State Board of Public Accountancy requirement for 50 contact minutes per each hour of credit given;
    • Adjust number of hours on completion certificate for any who leave early (or arrive late) and ensure they indicated the time of arrival/departure on sign-in sheet;
    • Provide completion certificates upon receipt of completed evaluation form;
    • Handle any on-site vendor payments;
    • Secure all documents and checks/cash for shipment to Chapter Liaison.

Meetings

Responsible for Chapter meetings that do not include CPE and, at those that do, for enhancements to the meeting such as greetings and appropriate displays/decorations.

  • As led by the incoming VP-Administration, before the board’s May planning meeting work with the CPE Committee to draft the year’s suggested schedule of CPE and non-CPE chapter meetings for approval. (Unrelated to stand-alone CPE seminars.)
  • Identify suggested non-CPE speakers. (CPE Committee obtains speakers for Chapter meetings that include a presentation qualifying for CPE credit under the provisions of the Chapter’s agreement with TXCPA CPE Foundation).
  • Responsible for any appropriate displays/decorations. Coordinate all such arrangements with Chapter Liaison well in advance so that he/she can include them in facility planning.
  • If Chapter Liaison will not be at event, serve as on-site contact with facility and handle on-site registration, including collection of payments. (If event includes a presentation qualifying for CPE credit, CPE Committee will be responsible for on-site registration to meet requirements.)
  • At every event, greet speakers, guests and attendees, making them want to come back.

Membership

  • Actively promote membership in TXCPA and the chapter.
  • Proactively lead the chapter’s participation in statewide joint membership campaigns.
  • Make personal contact with each new CPA in the chapter area to solicit their membership in TXCPA and the chapter.
  • Before their memberships are terminated for nonpayment of dues, follow up with members who fail to renew membership in TXCPA and the chapter (making personal, member-to-member contact).
  • Coordinate with Career Awareness Committee chair to participate in Lamar University events for accounting students.

Note: Chapter chairman serves on TXCPA's state-level Membership Committee, and participates in all projects, conference calls and meetings of that Committee.

New CPAs

  • Serve as a communication link to keep chapter leadership informed of the unique needs and expectations of CPAs who are under the age of 35 or certified fewer than three years. Develop recommendations for chapter services to meet these needs.
  • Plan and handle on-site duties at a congratulatory reception/activity for new CPAs, coordinating RSVPs with Chapter Liaison.
  • Coordinate chapter’s participation in TXCPA CPA Month of Service during November: plan projects for member involvement, document measurables, photograph events, report to Chapter Liaison for communication to TXCPA.

Note: Chapter chairman serves on TXCPA's state-level Young CPAs and Emerging Professionals Committee, and participates in all projects, conference calls and meetings of that Committee.

Nominations

Provisions are made in the chapter Bylaws for a Committee on Nominations, as well as for individuals eligible to serve on the committee. This committee prepares a slate of nominees for chapter-elected officers and board members, and for representatives to TXCPA Board of Directors.

  • Invite current and past officers and directors to submit suggestions for nominations.
  • Coordinate with Chapter Liaison to ensure that nominations and elections meet all specifications and deadlines set forth in chapter and TXCPA Bylaws.
  • Ensure that new nominees are given Expectations document.

Public Relations

  • Develop and/or promote a variety of chapter events and projects, such as community service activities, speakers bureau, etc.; obtain board approval and coordinate with appropriate committees.
  • Secure recognition for CPAs rendering public service in the community.
  • Coordinate with TXCPA External Relations volunteers and staff to implement programs at the chapter level as requested.

Note: Chapter chairman serves on TXCPA's state-level External Relations/Image Issues Committee, and participates in all projects, conference calls and meetings of that Committee.

Regulatory and Legislative

  • Coordinate CPA-PAC fundraising at the chapter, with assistance from TXCPA.
  • Communicate with chapter members about legislation, current, proposed and possible, affecting the profession of accountancy.
  • Through TXCPA, assist in keeping members of the Texas legislature informed about CPAs’ roles and services provided.
  • Arrange for legislators to visit chapter meetings and discuss the profession's interests.
  • Coordinate with TXCPA's CPA-PAC regarding candidate contributions.

Relations with Educational Institutions

  • Develop a local network to communicate with all area colleges and Lamar University.
  • Encourage CPAs in education to be members of TXCPA and the chapter, through personal contact.
  • Actively participate in all Chapter activities with accounting students and educators.
  • Maintain contact with Lamar University Department of Accounting for the purpose of encouraging prospective CPAs (students) to see TXCPA and Chapter membership as a vital component of their success as an accounting professional. Coordinate projects and activities with area Beta Alpha Psi chapter.
  • Serve as conduit from Chapter Scholarship Committee to Department Chair regarding number and amount of scholarships available and application process. Make presentation of scholarships on behalf of the chapter at spring chapter meeting involving students.

Scholarship Fundraising

Perform or oversee all functions related to the chapter’s events raising funds for Lamar accounting scholarships.

Event open to the public

  • Because event raises funds for Lamar University accounting scholarships, work closely with Lamar faculty liaison to Chapter board on plans during development.
  • At least four months before proposed date, obtain board approval for proposed facility/site and date after checking on other area events that might involve key sponsors and participants.
  • Work with Chapter Liaison to obtain certificate of insurance for active event (e.g., fun run, etc.).
  • At least three months before date, secure facility commitment and, if necessary, develop document for signature, including any minimum amount to be paid, prices to be charged for meals and all other facility/site details such as gratuities, displays/decorations, insurance, etc.
  • If tickets to be sold, develop copy and have printed locally, and distribute them to chapter volunteers at least eight weeks before event to sell. If participant registrations to be sold, develop form and plan to distribute (e.g., copies, link to online storage, etc.).
  • Letters/e-mails to and, most importantly, personal contact with previous and prospective sponsors. (Sponsorship payment deadline four weeks in advance, for recognition at event.)
  • Follow-up contact to prospective sponsors; confirm with sponsors who’ve paid.
  • List tasks for and obtain advance commitments from on-site helpers (more individuals than the minimum required, allowing for no-shows).
  • At least three weeks before event, provide list of paid sponsors to chapter liaison for table tents/poster to display at event.
  • Work with chapter Public Relations Committee to place media story and Lamar faculty liaison to Chapter board for possible publicity in university communications.
  • Maintain detailed accounting of all revenues and expenses, including ticket/registration and sponsor sales.
  • Final count to and arrangements with facility/site, including access to registration desk at least 30 minutes before event start time (more if displays/decorations are planned).
  • Take on-site administrative items, including tickets/forms for walk-in sales, secure money box, pens, etc.
  • Arrive at facility/site well before event start time; stay through completion.
  • Send thank-you letters to facility/site and to sponsors.
  • Arrange for Chapter Liaison to send sponsor invoices if needed.
  • Provide final detailed accounting of all revenues and expenses, including ticket/registration and sponsor sales, to Chapter Liaison.
  • Within four weeks after event, provide final list of paid sponsors to chapter liaison for poster to display at later event(s).

Raffle

  • Allow for three weeks of time lost during holiday season if drawing is held at an event in January or February.
  • Become familiar with the Texas Attorney General website page regarding charitable raffles.
  • Because event raises funds for Lamar University accounting scholarships, work closely with Lamar faculty liaison to Chapter board on plans during development.
  • At least six months before proposed date for drawing, obtain chapter board approval, including ticket prices.
  • Obtain donated items for prizes, making an effort to revise the prize list each year.
  • Letters/e-mails to and, most importantly, personal contact with previous and prospective prize donors and sponsors for money to buy prizes. (Set sponsorship payment deadline five months before drawing date, to finalize and publicize prize list.)
  • Follow-up contact to prospective sponsors/prize donors; confirm with those who’ve paid.
  • Develop quality document listing prizes (only those in-hand) and sponsors; send to Chapter Liaison at least four months before drawing to include in upcoming chapter publications.
  • Have custom tickets listing prizes in-hand printed locally and distribute them to chapter volunteers at least three months before drawing to sell.
  • Maintain detailed accounting of all revenues and expenses, including ticket and sponsor sales.
  • Work with chapter Public Relations Committee to place media story
  • Arrange “hopper” for drawing and place it at designated spot at least 30 minutes before event start time.
  • Develop list of volunteers whose tickets are sold; contact those with outstanding tickets and remind them to register in advance and bring remaining tickets to sell at event.
  • Arrange in advance for appropriate individual to draw tickets at event (not presiding officer).
  • Serve as volunteer responsible for drawing segment at event, following presiding officer’s direction.
  • Secure winning tickets drawn at event; within one week contact individuals to notify them of their prize won and make arrangements for prize pick-up.
  • Send thank-you letters to prize donors and to sponsors.

Scholarships

  • Confirm with chapter Board the process for funding scholarships (check written to university or to student).
  • Set application deadline. Update student application form.
  • Obtain final accounting of net funds available for Lamar accounting scholarships.
  • Determine number and amount of scholarships. Notify Relations with Educational Institutions Committee chair to communicate with Lamar Department chair regarding call for applications.
  • Collect forms received by deadline. Document any received late.
  • Lead committee in reading applications and selecting recipients.
  • At least three weeks before presentation ceremony, notify Chapter Liaison of recipient names for preparation of recognition letters (and, perhaps, checks).

School Supply Drive

  • By early May, form committee and decide upon beneficiary elementary school.
  • Contact principal before end of May, obtain list of needed supplies; plan delivery date early August.
  • By mid-June update collection site sign-up flyer and collection box sign and send to Chapter Liaison for July newsletter.
  • During July organize committee members to plan for collection sign pick-ups early August; reconfirm delivery date with school principal.
  • Receive site commitment forms by mid-July.
  • Late July purchase supplies in amount equal to monetary donations (sent to TXCPA for deposit); send receipt to Chapter Liaison for reimbursement.
  • Early August lead committee members in picking up supplies, delivering to school. Take photos of volunteers, school principal, full quantity of supplies – send to Chapter Liaison for newsletter.
  • Prepare recap of project, send to Chapter Liaison, summarize at August board meeting.

Tailgate Party

  • Because event is most likely on the Lamar University campus or connected with the university in some way, work closely with Lamar faculty liaison to Chapter board before developing plans.
  • Secure chapter board approval for any unbudgeted giveaways.
  • Obtain commitment for site.
  • At least four weeks before date, arrange for equipment.
  • List tasks for and obtain advance commitments from on-site helpers (more individuals than the minimum required, allowing for no-shows).
  • Coordinate purchase of paper goods and food/beverages.
  • Ensure that site is left in as good as or better condition than it was.
  • Within two weeks after event, notify Chapter Liaison of details for publication (e.g., approximate number of participants, names of volunteers, prize winners if any, etc.)