There are a number of opportunities for you to lend a hand helping with the LOMA Society of Greater Hartford/Springfield. Listed below are the officer and committee positions. All members are encouraged to participate. If you are interested in holding an office or serving on a committee, please send an e-mail to loma.ghs@gmail.com.
LOMA Society President:
The responsibilities of the society president are to
Serve as the society's chief executive officer having responsibility for society operations and management and authority over all society officers and committees.
Preside over all society meetings.
Ensure the timely submission of all society reports to LOMA. LOMA's ability to provide support to LOMA Societies is contingent upon receiving accurate and timely information from society officers via several reports. Incoming society presidents are responsible for turning in to LOMA the New President's Organizational Report (NPOR) and the New President's Planned Activities Report (NPPAR).
New President's Organizational Report (NPOR). The NPOR should be completed and turned in by the incoming society president and is due at LOMA on November 30. The NPOR includes officer contact information, information regarding dues, society services, and membership. Officer contact information contained in the NPOR is entered into the society officers' database and is used for contacting society officers and for providing information, as well as for compiling the LOMA Society Officers' Directory. The NPOR form on page 33 may be photocopied and sent to LOMA, or visit the Society Officers' Resource section of LOMA's web site at www.loma.org.
New President's Planned Activities Report (NPPAR) The NPPAR should be completed and turned in by the new society president and is due at LOMA on November 30. The NPPAR provides an overview of society activities planned for the upcoming year. The information contained in the NPPAR is compiled into a master society activity calendar used to plan society visits by LOMA staff members and for the "Upcoming Society Events" calendar in Resource magazine.
Act as chairperson of the society board of directors.
Ensure that the treasury is audited and that society finances are reviewed periodically.
Ensure that the membership is notified of (1) the meeting during which next year's officers will be elected, and (2) at least 21 days prior to the election meeting, the slate of nominees.
Arrange the orientation & training of new officers and board members.
Present an annual report on society activities to the membership at the end of the society year.
The responsibilities of the society vice president are to
Substitute for the president when needed.
Serve as chairperson of the program committee
Ensure that the membership is informed of society meetings and events as specified in the society bylaws.
Ensure that all arrangements are finalized prior to meetings, e.g., meeting space / parking, A/V equipment, lighting, food, registration, payment to vendors, speakers / special guests, etc.
Write letters of appreciation to speakers on behalf of the society.
Monitor the quality of meetings and programs through surveys and meeting evaluation forms
Present an annual report summarizing meeting and program activity to the membership at the end of the society year.
The responsibilities of the society secretary are to
Manage society records including keeping minutes a society meetings and distributing the minutes to the membership and to LOMA.
Assist the treasurer with membership records, mailing lists, etc.
Assist the president in completing reports
Compose and mail congratulatory letters under the society president's signature to all new FLMIs and FFSIs and / or society members.
Manage the ordering and distribution of society stationery, ensuring that the names of the current board of directors are printed on the stationery.
Keep the membership roster (including addresses) up-to-date and send all changes to LOMA.
Serve as chairperson of the Public Relations/Communications committee, ensuring that all communications are sent to the membership and to LOMA.
The responsibilities of the society treasurer are to
Manage all society finances - which includes responsibility for the budget, bank account(s), financial records, tax records, financial reports, etc.
Submit a preliminary budget for the upcoming society year to the board of directors.
Assist the audit committee with the annual audit of society financial records.
Manage the billing and collection of society dues.
Ensure the prompt payment of society bills.
Stay informed of government tax codes and filing procedures, and file tax returns when required.
Serve as chairperson of the membership committee.
Keep the board of directors and membership informed of financial activity throughout the year and, at the end of the society year, present a report summarizing the financial activity for the preceding year to the membership.
LOMA Society Committee Representative:
A LOMA Society Committee representative is elected by his / her society to represent that society on the LOMA Society Committee. A representative must be employed by a LOMA member company and must be willing to serve a three-year term. The committee representative's responsibilities are as follows:
Attends all meetings of the LOMA Society Committee.
Serves on sub-committees and review panels.
Ensures that the membership of the representative's society is informed of all society committee activities.
Serves as liaison between LOMA and the other officers of the representative's society.
Fulfills all duties as assigned by his / her individual society including submitting the Annual Report to LOMA. LOMA's ability to provide support to LOMA Societies is contingent upon receiving accurate and timely information from society officers via several reports. LOMA Society Committee representatives are responsible for compiling and turning in to LOMA the society's Annual Report, due at LOMA January 31. The Annual Report summarizes all society activity for the preceding year and is used by LOMA for historical records and to monitor society operations. The Annual Report form may be photocopied and sent to LOMA, or visit the Society Officers' Resource section at www.loma.org.
Responds to LOMA's requests for input on matters that the committee is addressing.
Committee Members
Committee members may be appointed by the society board of directors or selected by the committee chairperson. Society members may serve on more than one committee, but societies are encouraged to keep involvement by members on more than one committee to a minimum to facilitate a broad range of members' involvement in society activities. It is the responsibility of committee members to carry out all duties delegated to them by the committee chairperson.
Committee Chairpersons
Committee chairpersons may be (1) society offers whose responsibilities include serving as chairperson for a committee, (2) elected by the committee they chair or, (3) appointed by the society president.
The responsibilities of committee chairpersons are to
Convene and conduct committee meetings
Delegate responsibility for committee activities
Serve on the society board of directors
Preset an annual report summarizing activities at the end of the society year to the board of directors
The LOMA Society Bylaws required that societies have the following standing committees:
Nominating Committee
Education Committee
Audit Committee
Program Committee
Public Relations/Communications Committee
Membership Committee
The society president may appoint other committees as deemed necessary by the board of directors.
Nominating Committee
The nomination committee must be appointed no later than August 1 in order to allow time to collect nominations for officers for the upcoming society year. The immediate past president serves as chairperson of the nominating committee. There should be at least three nominating committee members appointed by the society president. Company representation requirements for the nominating committee are outlined in individual society bylaws.
The responsibilities of the nomination committee are to
Monitor the dedication and competence of officers as they proceed through the typical succession of officers.
Solicit nominations at least 42 days prior to elections.
Evaluate the eligibility of individuals nominated for office.
Announce nominations to the membership via mail at least 21 days prior to elections.
Recommend individuals to fill vacancies on board of directors.
Make recommendations for committed appointments as requested by the society board of directors.
Education Committee
The education committee coordinates all society educational activities. The education committee chairperson is appointed by the society president with the approval of the board of directors.
The responsibilities of the education committee are to
Develop and administer programs such as classes, mentoring programs, and credit-seeking programs to help others earn the FLMI and FFSI designation.
Work with LOMA Education Representatives (Ed Reps) to promote the FLMI and FFSI programs and society activities.
Audit Committee
The audit committee provides an independent audit of society financial records, which ensures internal control. (Such an audit can also prove valuable in the event of an audit by the IRS.) The audit committee should consist of two society members, preferably at least once a CPA/CA. The responsibilities of the audit committee are to
Audit the Society's financial records at the end of the society year.
Submit an audit report to the society president, who will present the results to the board of directors
Report the audit results to society membership.
Program Committee
The program committee coordinates society meetings and programs. The society vice president serves as chairperson of the program committee. The responsibilities of the program committee are to assist the vice president in planning, developing, implementing and evaluating society meetings and programs.
Public Relations/Communications Committee
The public relations/communications committee promotes society activities and serves as the liaison between the society, other societies, and LOMA. Because long-term relationships with the media are essential to the effectiveness of a society's public relations efforts, it is recommended that the public relations chairperson serve for as long as he or she is willing to do so and is effective. It is strongly recommended that the public relations committee chairperson serve on the society board of directors.
The responsibilities of the public relations/communications committee are to
Ensure there is representation from the committee at society board of directors' meetings.
Design, edit, and otherwise assist in the publication of society newsletters ad promotional materials.
Distribute society newsletters and other promotional materials to society members, other LOMA societies, and LOMA.
Develop and submit news releases promoting the society and the FLMI and FFSI designations to the industry and the community.
Ensure society usage of registered LOMA service marks is in accordance with copyright law.
Submit articles and information concerning society activities and achievements to LOMA's Professional Relations Office for publication in the "LOMA Society News" section of Resource magazine.
Membership Committee
The membership committee manages society membership efforts and plans and organizes the recognition of new FLMIs and FFSIs. The society treasurer serves as chairperson of the membership committee.
The responsibilities of the membership committee are to
Manage the society's annual membership drive, contacting both inactive society members and new FLMIs and FFSIs.
Plan and organize the society's recognition of new FLMIs and FFSIs.
Manage all aspects of associate membership in the society.
Coordinate the billing and collection of society membership dues and/or meeting fees, and ensure that the appropriate records are kept.
Develop, produce and distribute the society's annual membership survey.
Produce and distribute the society membership directory in cooperation with the communications committee.