Operations checklist

The Operations Checklist lists the major tasks that need to be accomplished during the year and the volunteers responsible.

Date	Task	Responsible
April	Update Board of Directors, committees and chairs, all-time volunteers, and past leadership web pages	Websites committee
April	Organize and deliver New Board Member Orientation	new (incoming) President and or delegate
Late April	Update the WA Groups for Executive & Board Members, Chairs, and Liaisons	Secretary
Late April	Review and update as necessary the Apricot "Menu Access" group and website Admin privileges	Secretary and Database Committee
April to June	Appoint committee chairs for new year	President Exec. Committee
April or May	Update AROHE Bundle Membership	President and Financial Operations Manager
about May 1	Update Membership Drive letters email notices, renewal confirmation notice, and donation receipts	Membership Chair
early May	Coordinate upcoming year's events calendar	Events Chair
early May	Prepare President’s Prime Times Article	President
about May 14th	Prepare membership database for new year	Database Committee
mid May	Prepare and send Scholarship award letters 1. Financial Aid and Scholarship Services 2. Scholarship recipient	President and Scholarship Chair
mid May	Fund scholarship for upcoming academic year	Financial Operations Manager
mid May	Send first letters/notices for Membership Renewal	Mailing Operations Manager
mid May	Summer Prime Times Deadline
mid May	Schedule conference room for next year's Board meetings	Office Coordinator
early June	Summer Prime Times to ASU Mail Services	Prime Times Chair and Mailing Operations Manager
June to September	Establish committee membership	Committee chairs with help from Exec. Committee
June to September	Prepare budget for next fiscal year	Treasurer
Early July	Remind Financial Chair: 1. ASURA Financial Health Analysis is due at September Board meeting. 2. Report on Annual review of ASURA previous year's expenditures is due by November Board meeting	President
early July	Send past year's Prime Times, Board minutes, event flyers to University Archives, with "Preliminary Inventory" of what is being sent	Office Coordinator
mid July	Send reminder for annual membership drive	Mailing Operations Manager
late July	Add Q2 retirees to database and send welcoming letters	Database Committee and Membership Operations Manager
August	Prepare for September's Meet and Greet	Luncheons and Special Events
late August	Set all unrenewed members to "lapsed" Disable email for newly lapsed members	Database Committee
early September	Expect a call from HR requesting our member mailing list for the United Way Campaign – Public Affairs gets credit for ASURA contributions	Mailing Operations Manager
early September	Line up speakers or presenters for Annual Meeting	President
early September	Prepare President's Prime Times article	President
early September	Submit article to Prime Times editor on how to nominate new Board members	Immediate Past President
September Board Meeting	Review List of Approved Contacts	Executive Committee
September Board Meeting	Present proposed current-year budget to Board for approval. Present Financial Health Analysis for discussion at October Board meeting.	Treasurer and Financial Committee Chair
mid September	Send reminders for annual membership drive (optional)	Membership Committee and Mailing Operations Manager
mid September	Fall Prime Times Deadline	article submitters
early October	Fall Prime Times to ASU Mail Services	Prime Times Chair and Mailing Operations Manager
early October	Add Q3 retirees to database and send welcome letters	Database Committee and Membership Operations Manager
October meeting	1. Finance Committee presents ASURA Financial Health Report 2. Set Scholarship Amount	Treasurer and Scholarship Chair
by November meeting	Present findings of prior year fiscal review to Board	Finance Committee Chair
early November	Ask E-News editor to include in the November issue, the new Board member nominating process	Immediate Past President
early December	Request Websites Committee chair to post link on the homepage to the Board nominating procedure	Immediate Past President
mid December	Review membership forms, discuss with Board as needed	Membership Chair
mid December	Appoint a Board nominating committee	Immediate Past President
mid December	Hold Holiday Potluck	Luncheons and Special Events
early January	Update enrollment forms -- year and anything else needed	Membership Committee
early January	convene Board Nominating committee	Immediate Past President
early January	Add Q4 retirees to database and send welcome letter	Database Committee and Membership Operations Manager
early January	Prepare President's report for spring Prime Times	President
early January	Submit article for spring Prime Times encouraging members to vote in Board Elections	Immediate Past President
January Meeting	Present proposed revised current year's budget to Board (optional)	Treasurer
mid January	Plan participation in ASU's Day at the Capitol	President and Arizona Legislative Liaison
mid January	Spring Prime Times Deadline	Prime Times Editor and Mailing Operations Manager
late January	Prepare ballot for electing new Board members and post on the ASURA website	Immediate Past President and Websites Committee
very early February	Send email and US Postal Board election ballots to membership	Immediate Past President and Mailing Operations Manager
early February	Spring Prime Times to ASU Mail Services	Prime Times editor and Mailing Operations Manager
early February	Advertise Board member election on website homepage and E-News	Websites Committee and E-News editor
early February	Start Annual Report process and start catering preparations for Annual meeting	President and Luncheon and Special Events Chair.
by March 5	Count Board Ballots	Executive Committee
before March meeting	Contact the newly elected Board Members to let them know they were elected.	Vice President
before March meeting	Announce election results to the Board	Immediate Past President
before March meeting	Prepare slate of new officers for next year	Vice President and Board
March meeting	Elect next year's officers	Board
late March	Complete arrangements for Annual Meeting	President and Luncheon and Special Events Chair
early April	Complete Annual Report and arrange for printing	President and Mailing Operations Manager
early April	Add Q! retirees to database and send welcome letters	Database Committee and Membership Operations Manager
Annual Meeting	Announce Board election results and new officers	Incoming President (outgoing Vice President)
As Needed	Appoint new volunteer Office Coordinator(s), Operations Managers, and Technology Manager	President
As Needed	Appoint new Office Volunteers	Office Coordinator

Updated 8 Oct 2024 by Connie McNeill