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Central Office Committee

Mission Statement:

To provide easy, accessible and centralized administrative service in support of IMATA's Board and Committees.

Committee General Description

The Central Office Committee is responsible for coordinating all correspondence and e-mail for the organization and storing the organization’s documentation.

Committee Requirements

Any Professional, Active, Associate, or Student level member in good standing may participate on the committee. Because most work on the committee is done at the Central Office, most committee members work at the host facility.

Committee Chair Description:

GENERAL INFORMATION:

Oversees the effective running of the Central Office and communicates regularly with Board Members and Committee Chairs about IMATA related business that transpires through the Central Office.

REQUIREMENTS:

Should be professional or active members in good standing, and although not absolutely necessary it would be helpful if they worked at or near the facility where the Central Office is located.

RESPONSIBILITIES:

The Central Office Committee Chair is expected to attend the annual meeting and attendance is preferred at the mid-year meeting.
The Central Office Committee Chair will be expected to prepare a quarterly report as dictated by the President’s yearly calendar. Dates for these reports are usually 31 January, 30 April, and 31 October. These reports will be submitted to the President and the Secretary using the form in the IMATA Policy Manual.
This committee is responsible for forwarding all correspondence (paper and electronic) to officers and committee chairs in a timely manner. A record of mailing costs should be kept and forwarded to the Treasurer quarterly.
This committee is responsible for converting all bank statements into a PDF. The PDF file is ssent electronically to the officer in charge of the account (Treasurer or 1st VP) as well as to the President, President-elect, and Finance Chair.
This committee is responsible for answering basic information requests from the membership. More complicated or sensitive questions should be forwarded to the appropriate board member or committee chair.
This committee is responsible for sending out all organizational mailings.
This committee is responsible for holding and restocking all organizational letterhead, envelopes, etc.
This committee is responsible for storing, and making available when needed, all organization documentation.

Monthly Tasks:

Distribute mail to officers and Board members weekly
Answer and forward e-mails daily
Reply to or forward phone messages daily
Scan, distribute, and archive bank statements monthly
Archive and catalog documents and materials in storage
Track Expenses

Committee Chair:	KEN RAMIREZ John G. Shedd Aquarium centraloffice@imata.org
Committee Openings:	Members of appropriate level in good standing may participate on the committee. Because most work on the committee is done at the Central Office, most committee members work at the host facility.

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