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Guidelines for Committee Chairpersons

The committees of each Chapter have the following objectives:

 •   To assist our members in their practice.

 •  To educate our members through continuing professional education programs.

The chairperson of each Chapter committee has the following duties:

•   The chairperson of each committee is responsible for that committee’s programs and activities. Former chairpersons should make themselves available for consultation after their terms have ended.

•  The chairperson is responsible for supplying the NYSSCPA with a current list of all committee members.

•   Committee chairpersons should emphasize that committee membership carries with it certain responsibilities. Members who have shown poor attendance should be contacted and informed that they could be dropped from the committee or not be reappointed. Be aware that the member should not be dropped without FIRST having been contacted.

•   Committee chairpersons of technical committees should encourage their members to write articles for the Chapter newsletter.

Organization Meetings

An organization meeting should be called by the committee chairperson early in the committee year, preferably in June.

At this meeting, the following should be discussed:

Appointment of vice chairman, secretary, and treasurer for the committee.You should immediately focus on training the member to succeed you.

Review of the previous activities of the committee, paying particular attention to any unfinished business, ongoing projects, or events that have already been scheduled for the upcoming year.

Planning of the topics to be covered at your meetings for the upcoming year.

Planning of the meeting dates, times, and locations for the whole year and for the subsequent year, if necessary.

 In order to have the Chapter newsletter contain complete details, speakers should be contacted at the earliest possible date.

Committee Meetings

The procedures for arranging and conducting meetings are as follows:

CLEAR ALL MEETING DATES WITH CHAPTER FUNCTION COORDINATOR. This is usually done at the beginning of the Chapter year (prior to your organization meeting). Any changes should be arranged with the coordinator.

Make arrangements with the location where the meeting is to be held. If there are special needs (e.g., podium, projector, screen, etc.), proper arrangements should be made, and the cost, if any, should be considered. Costs should be discussed with the treasurer.

Place the notice of the meeting in the Chapter newsletter. Specify time, location, and topics that will be covered.Specific data is to be included in the notice.

Call committee members a few days before the meeting to determine if they will be attending. This is especially important where a guarantee of a certain number of people has been given in order to book a certain location.


Conducting Meetings

The following should be considered when conducting meetings:

  • Always start the meetings on time and have an approximate ending time.
  • Retain control of the meeting, without discouraging comments or disagreement.
  • Make new members to the committee feel welcome and introduce them to existing members.
  • Use name tags at your meetings. This will make it easier for members to get to know each other.
  • Usually, Chapter committee meetings are dinner meetings. If so, the committee administrative items can usually be covered during the meal (e.g., collecting of any monies due from members for dinner or for CPE, information about the next meeting, etc.). At this time, any technical questions or problems that members might be experiencing can be discussed.
  • Conduct the technical portion of the meeting. Leave enough time for any questions.


    Use the knowledge of past chairs and members. They are available to assist you. Of course, all officers and members of the board will be happy to help you in any way.