S&S UNLIMITED, INC
EXTRAORDINARY EVENTS DON’T JUST HAPPEN, THEY ARE PLANNED.
Scope of Work:
S & S Unlimited, Inc. performs the following services for and on behalf of their client Associations:
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Provide to the Association and its officers, committee chairs and others whom have been delegated responsibilities, professional and technical assistance to carry out policies and programs to meet goals.
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Participate in the planning, development and implementation of events, programs and activities as described herein. A specific outline of contractor responsibilities established under general headings is identified as follows:
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MEMBERSHIP
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Market and recruit new members.
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Send membership notices to agencies and individuals in advance of renewal date.
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Send follow-up notices to agencies and individuals to collect late renewals, if any.
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Maintain up-to-date listing of paid members with contact information.
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Receive and record dues payments submit to treasurer for deposit.
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Maintain mailing labels for membership.
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Mail out meeting notices and other notices as required.
BUDGET AND FINANCE
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Deposit any payments received for Association and send to Treasurer.
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Submit any invoices for approval to President and Treasurer.
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Prepare vouchers for expenses incurred by Service Office and submit to President for approval.
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Assist Association President and/or Budget Committee with development and preparation of annual budgets.
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Assist with maintaining Association budget; review income, expenses, and oversee budget for overruns.
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Assure filing of IRS Form 990 or other IRS forms as required (as needed, currently performed by member providing accounting services).
PUBLICATIONS
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Maintain Association website to include but not limited to:
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Post information on current housing issues.
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Post information on current Association activities.
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Maintain Association Social Media Forums (i.e., twitter, facebook, etc.)
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Assist Member Services with annual directory as requested.
TRAINING
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Work with Association Committees to plan and schedule training sessions, workshops, and other educational sessions, as planned.
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Develop all materials, brochures, mailings and arrange for presenters and programs necessary to conduct training sessions and workshops authorized by Association.
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Maintain records the registrations, collections of monies, etc as necessary to conduct such training.
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Deposit fees collected and copy to Treasurer.
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Provide a detailed report of activities to Association Executive Board at each regularly scheduled meeting (currently April and September) on each training, workshop and conference.
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Recommend training sites, dates in cooperation and coordination with Association designated committees.
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Market training session and workshops by website and electronic communications and/or mailed notices.
MEETINGS
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Develop meeting agenda and programs in coordination with Association Vice Presidents, Steering Committee and Standing Committees for all meetings, conferences and training sessions.
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Current conference / training sessions include: Spring Conference and Fall Conference
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Committee meetings, including Executive Committee (Corporate Board), are scheduled as part of the Spring and Fall Conferences.
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Training sessions are to be developed in concert with the Professional Development Committee or other Committees to meet the training needs of the membership.
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Determine meeting sites, dates, hotel selection, etc. in cooperation with Association Professional Development Committee.
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Develop meeting notices, agendas, hotel information, etc. and distribute to members and non-members in Association, or to other states, as determined.
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Work with Association Vice Presidents, Program Committee and/or Host Agency in establishing agendas and arranging for speakers and presenters.
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Print meeting programs (or facilitate program to be printed).
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Market conferences and meetings via website and electronic communications and mailed notices.
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Prepare registration packages for all attendees.
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Receive registration forms and fees.
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Issue on-site receipts.
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Deposit fees and copy to the Treasurer.
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Handle registration at meetings with assistance of Association Host Agency / Member Services.
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Make special arrangements for out-of-town speakers, presenters, etc.
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Coordinate all meeting activities, meeting room arrangements, meals, banquets and breaks with hotel.
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Review hotel bills and facilitate payment of legitimate bills with the Treasurer.
EXHIBITORS
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Maintain exhibitor roster.
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Solicit exhibitors for conference attendance.
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Send notices of meetings/conferences requesting exhibitor participation.
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Receive, record and deposit exhibitor fees and copy to Treasurer.
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Coordinate with exhibit booth space with hotels and exhibitors.
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Coordinate with exhibit booth contractors on setting up and taking down booths.
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Coordinate exhibitor registrations, arrangements and work with exhibitors as needed during meeting to assure maximum opportunity for successful exhibitor show.
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Arrange for exhibitor recognition.
TRAVEL (ALL TRAVEL MUST BE PRE-APPROVED BY THE PRESIDENT)
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Attend all regularly scheduled Association Executive Board Meetings, conferences / trainings, plus any additional meeting and/or trainings deemed necessary by the Association President.
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Travel as required to administer Association service office.
LEGISLATIVE CONFERENCE (National)
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Assist with arrangement of meetings with Congressional Members and/or U.S. Department of Housing and Urban Development (HUD) personnel, at Legislative Conference in Washington, DC.
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Assist with creation and dissemination of Association Annual Legislative Position Paper.
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Notify Association Members of activities at Legislative Conference.
LEGISLATIVE (Local)
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Assist Association Legislative Chair in monitoring legislative issues and disseminating information to Association members.
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Assist with legislative meetings and/or receptions as determined by the Association President.
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Maintain legislative information on Association website.
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Notify Association members of relevant pending legislation.
GENERAL DUTIES
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Coordinate Association activities with HUD, Regional NAHRO, National NAHRO, other State Chapters of NAHRO, and other Housing Associations and groups.
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Maintain official minute book for Association and post on website.
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Assist Nominating Committee and Secretary with nomination and election process as deemed necessary.
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Respond to correspondence and phone calls pertinent to Association business.
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Maintain office for the operations of Association.
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Communicate with members via website and electronic communications.
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Other duties as assigned.
ADDRESS: 12246 FM 1769, GRAHAM, TEXAS 76450
TEL: 940-521-9982 | SHELLI@BRAZOSNET.COM