Chapter President Checklist
Month by Month Duties/Responsibilities
(updated 2014)
JULY
● Verify chapter officer information and send names/addresses/emails to Executive Secretary
● Pay your membership dues (as per SDCA By-Laws) and remind other chapter officers to do so
● Set chapter goals for the year in cooperation with other chapter officers
AUGUST
● Send out membership renewal reminder to all chapter members via email (can be done by working with
Executive Secretary who will have all current chapter member information)
● Solicitations of new members (Chapter area agencies, schools, colleges, private practitioners, etc.)
● Plan chapter meeting schedule for the year and get information out to chapter members so they can get
on their calendars. Consider having an “open” meeting to encourage non-members to attend and join.
Bring SDCA membership forms to the meeting and offer to send in all registration forms.
● Solicit chapter members to present at conference. Share Conference Call for Programs (found on the
SDCA website) with them and encourage them to submit
● If you have a university program in your chapter area, consider asking to speak to students about
SDCA membership as well as chapter membership. Make a connection with the university program so
that faculty members join chapters and encourage students to do so as well
SEPTEMBER
● Continue membership renewal and new member solicitation
● Send out Reminder for Conference Call for Programs via email to chapter members
● Hold chapter meeting (or in early Oct.)
● Start the planning process early to prepare nominations for SDCA Awards and SDCA President-Elect
(see SDCA Awards Tips Handout found on the SDCA website under Conference-Awards)
OCTOBER
● Continue membership renewal and new member solicitation
● Continue chapter programming/meeting planning for year
● Determine if your chapter will be hosting a board meeting at the conference in April. If so, follow up with
the Executive Secretary to ensure a room is booked.
● Complete First Quarter Chapter Board Report found the SDCA webpage under Board Information
● Attend SDCA Board Meeting as chapter representative (voting member) or assign a proxy
NOVEMBER and DECEMBER
● Continue membership renewal and new member solicitation
● Continue chapter programming/meeting planning for year
● Make plans for chapter officer/member(s) to attend Day on the Hill in January
● Encourage chapter members to register for SDCA Conference and take advantage of Early Bird
Discount
● Solicit nominations for SDCA Awards and SDCA President-Elect
JANUARY, FEBRUARY and MARCH
 Complete Second Quarter Chapter Board Report
 Attend Day on the Hill and SDCA Board Meeting in Pierre
 Encourage chapter members to attend SDCA Conference
 Continue membership renewal and new member solicitation
 Hold chapter meeting(s)
 Finalize SDCA Awards nominations packet
 Complete the SDCA President-Elect nomination form if your chapter sponsors a candidate
 Respond to SDCA President-Elect’s request for names for committee appointments for the upcoming
year
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Select an auction item donation from chapter for SDCA Graduate Student Auction Event ($50-$75)
If hosting a meeting at the conference, contact the SDCA treasurer in order to have an updated
financial report (income and expenses for year to date) to share at the chapter meeting to be held at the
SDCA Conference.
APRIL
● Complete Third Quarter Chapter Board Report
● Finalize meeting agenda for chapter meeting at SDCA Conference
● Notify chapter members of the time/location/date of chapter meeting at Conference
● Hold elections for officers for the upcoming fiscal year (If not done at conference, it must be done prior)
● Attend SDCA Conference
● Wednesday SDCA Board Meeting
● Thursday Preconference Workshops
● Friday-Saturday SDCA Conference
MAY/JUNE
 Send list of officers for the upcoming fiscal year to SDCA Executive Secretary
 Finalize your Chapter Year End Board Report and send to President and Exec. Secretary
 Chapters who hold their own bank account separate from SDCA need to finalize your Chapter Year
End Financial Statement and send to President and Exec. Secretary
 New President and President Elect of the chapter attends the SDCA Board Retreat.
Some other reminders:
1. Once someone joins your chapter, consider sending a welcome email! A constant complaint from
members is that they join and then never hear anything. You can get updates lists of your members
from SDCA’s Executive Secretary.
2. Consider sending out a message once per month to chapter members via SDCA email sharing
program (i.e. Wild Apricot) about meeting dates/locations, reminders, events happening in your
geographic area, and etc. The more you connect your members and make them feel being part of the
chapter has its benefits, the more vibrant, active and involved your members will be.
3. Early on, consider working with your chapter officers to do a long-term plan for the year. Set meeting
dates early, divide up responsibilities, plan for nominations for awards and etc. The earlier you
organize this, the easier it will be.
4. Consider putting anything you create on a flash drive for the officer following you. If you have created a
great flyer for meetings, save and share it. If your chapter hosts a big event, share the steps in the
planning process so it is easy for your predecessor. They’ll appreciate your efforts!