To Do List-- for New Regional Reps
Update 1/1/06- NCC Web site
Preparation
- Program club rep names and addresses into your computer by state. Address any communication to yourself and list the
addresses to the clubs under undisclosed recipients (blind copies -bcc). This prevents club rep addresses from being
shared with others.
- Send a message to all club reps introducing yourself as the new Region # (replace # with your respective region, such
as V or III or IV) Representative. Include your name, address, phone number and email address.
- Copy the Region Rep Coordinator on all correspondence with your Club
Reps.
- Create a folder for each state and/or club. It provides a place to store club newsletters and other club information.
- Inform your Club Representatives of NCC news as directed by the NCC President.
- Remind clubs to send copy of their club newsletter to you—the Regional Rep. , and to the NCC Party Line contributing
editor for the NCC Bulletin.
- Change of Club Reps’ address, email address etc.---first change your
records then send the change(s) to
clubchangesncc@ncc56.com
(this address will automatically send to the
appropriate persons).
- Remind Club Reps to check their club
information on the NCC Web site at
www.ncc56.com
and send any updates to
clubchangesncc@ncc56.com
- Remind out-going club reps that he or she should pass on all NCC materials in their possession to their new Club
Rep(NCC Bulletins, etc., as well as, their club member's list of addresses(email and post office addresses).
- Write a brief welcome note to new Club Representatives.
- Answer all communications from Club Representatives ASAP!
- If in doubt about handling a problem or procedure always contact the NCC Region Rep Coordinator or the NCC President
for answers and advice.
- Write articles for the NCC Bulletin as requested and inform the
Party Line contributing editor of any interesting happenings in your
respective region that might be of interest to include in the NCC
Bulletin.
- Actively participate in the NCC Board business as requested by the NCC President.
- Serve as a voting member of the NCC Board of Directors.
- Assist with the coordination of the NCC table at gatherings in your specific region.
- Recruit volunteers to work at the NCC table when the gathering is in your region.
- NCC Website Signings: When a visitor to the NCC website signs the NCC guest register the NCC website correspondent
replies to each and every one of them. She forwards to the respective region rep inquiries that are made pertaining to
that region, such as someone looking for a club in a specific area. The region rep is expected to follow-through in
helping the person making the inquiry.
- Conduct elections for the Regional Representative in the odd years for odd numbered regions and even years for even
numbered regions.
- Complete an expenditure voucher. Submit voucher to the NCC treasurer, for reimbursement. Receipts must be submitted
within 3 months of date of expenditure.
- Keep receipts for expenditures. Note the reason for expenditures. Include receipts when requesting reimbursement. Make
a copy of the expenditure form, for your records, before mailing to the treasurer.
- Long distance phone calls should be highlighted on the bill, or copy of the bill, and labeled with the person/club
called. The total amount to be reimbursed for that month should be entered on the Expense Voucher and listed according to
the date of the bill in the appropriate section of the voucher.
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