Be the primary administrative officer of the Chapter and oversee all aspects of Chapter operations
Be the primary Chapter contact person for the FTA and the public within the Chapter’s area of responsibility
Receive copies of all Chapter communications from the FTA
Be a signatory on the Chapter bank account
Preside at meetings of the Chapter membership and ensure that business is properly conducted
Call for and organize planning meetings of the Chapter leadership as needed
Appoint committee chairs, Chapter Council Representative, and submit Chapter approved Trail Coordinator to VP of Trails
Establish annual budget or an approval process for payment of expenditures in consultation with Chapter leadership
Serve as a member of all committees and/or teams.
Serve as the alternate Chapter representative at Chapter Council meetings if an alternate has not been identified
In consultation with other appropriate Chapter leaders, assists in identifying a successor before leaving office
Be the custodian of Chapter funds and follow financial procedures as outlined in Article VIII of the Florida Trail Association, Inc. Chapter Operating Procedures
Be a signatory on the Chapter bank account
Assists in the preparation of a budget and/or follow the approval process set forth by Chapter leadership
Assure that all disbursements are made timely and supported by appropriate documentation
Prepare and file appropriate and accurate quarterly financial reports to FTA, as required
Reports on financial status at Chapter meetings or as requested
In consultation with other appropriate Chapter leaders, assists in identifying a successor before leaving office
Surrenders all financial records, in written and digital format, to the successor Treasurer or the Chapter Chair within 14 days of leaving office
The Chapter Council meets for one day at least three times a year on weekends generally in a central location of the state. As of 2020, Council meetings have been held virtually and have not required travel.
Educates the Executive Team and Chapter members on how the FTA Board, Council and Council Representative work together to achieve the Florida Trail Association mission by assisting Chapter operations.
Provides Council best practices guidance for running Chapter including Chapter Self-Assessments to identify strengths and opportunities to improve. Assists Executive Team in Chapter evaluation.
Reports the activities, problems, and concerns of the Chapter at Chapter Council meetings.
Participates in discussion of matters brought before the Chapter Council and votes on behalf of the Chapter when a vote is called. Each Chapter casts a single vote on matters brought before the council.
Reports to the Chapter information disseminated and decisions taken at the Council meeting.
Unless otherwise determined by the Chapter Membership the Chapter Council Representative and Alternate Representative (if applicable) are appointed by the Chair with advice of the Leadership Team and serve until they voluntarily resign or are removed for cause.
Unless determined otherwise by the Chapter the Activity Coordinator is appointed by the Chapter Chair and serves until they voluntarily resign or are removed for cause.
Shall be an experienced and fully qualified Activity Leader
Coordinates the chapter’s activities in accordance with the Activity Leader Guide. ‘Activities’ are all Chapter and FTA Staffed ‘events’. They include but are not limited to trail maintenance; socials; recreational and educational activities.
Schedules and conducts both initial and regular refresher training for Activity Leaders in accordance with the Activity Leader Guide. Using supporting material and processes that the Chapter has developed as well as FTA processes such as the use of GalaxyDigital to record volunteer work hours.
Supervises the Activity Leaders who have been approved by the FTA.
Ensures that all sanctioned activities are led only by approved Activity Leaders.
Assists Activity Leaders in training through the co-lead and approval process. Collects Letters of Recommendation and the new leader letter to the FTA and then submits informally to the Executive Team for review so that Chapter Leadership is informed and supportive of new Activity Leaders. The Activity Coordinator then submits the letters with a cover letter to FTA Membership for FTA Approval.
Reviews the Chapter approved ‘Activity Leader List’ annually and submits when requested to the FTA for updating.
Ensures all FTA required forms and reports are completed and submitted per the procedures and policies in the Activity Leader Guide. These include but are not limited to Activity Proposals, Assumption of Risk Forms, Volunteer Hours through Galaxy Digital.
Enters new activities into the Alligator Amblers web site calendar and assures that they are up-to-date if leaders make changes.
Organizes and supervises all Chapter trail maintenance activities in accordance with the Trail Manual.
Develops and maintains a section of the Florida National Scenic Trail in cooperation with the FTA Trail Program Manager for the Chapter’s area. The Alligator Amblers with the leadership of the Trail Coordinator maintains an 8 miles of the Big Cypress section from Oak Hill Camp site to MM63 on I75. Schedules annual Chapter day maintenance(s) and with the FTA Trail Program Manager schedules the back country FTA Staff assisted Volunteer Work Parties.
Assists with Trail Skills training development and delivery so that volunteers understand and develop safe practice skills.
Is aware of scheduled maintenance and assists members leading maintenance as needed on the ‘other’ Florida Trail, Collier-Seminole High Adventure Trail.
Is aware of scheduled maintenance and assists members leading maintenance as needed on any other trails the Chapter may maintain.
Maintains a Chapter Equipment Inventory and submits annually to the FTA Trail Program Manager.
May physically house and maintain the inventory. Coordinate maintainers access to equipment.
Inventory includes work party first aid kit
Follows FTA guidelines for inventory review and disposition of capital equipment.
Trail Coordinators are nominated by the Chapter using the “Trail Coordinator Nomination Form” found in the Trail Manual and Florida Trail Association, Inc. Chapter Operating Procedures Page 10 of 23 approved by the FTA VP of Trails in accordance with the Trail Manual. Trail Coordinators serve until they voluntarily resign or are removed for cause. Those filling the Trail Coordinator should have Activity Leader experience and have Trail Maintenance Skills Training.
Provides technical assistance and the tools to develop Chapter processes for the management of Chapter activities. These include but are not limited to developing and maintaining an up-to-date online presence through:
Meetup.com
Website
Slack or other on-line collaboration tools
Assists in developing and delivering training so that tools and processes are understood and used correctly whether Chapter developed or FTA tools like GalaxyDigital.
Assists to assure that these processes are kept current through Executive Team involvement.
a) Records the minutes of chapter business meetings. Includes:
(i) The time, date, place of the meeting
(ii) A list of attendees
(iii) A brief summary of the issues discussed
(iv) Motions, seconds, and the outcome of votes.
b) Distributes draft minutes of the previous meeting to the Leadership Team before the next meeting and posts draft minutes on the chapter website, if used, for review prior to each meeting.
c) Publishes and maintains record of approved minutes.
d) Responsible for Chapter Correspondence at the request of the Chair.
e) Prepares and distributes correspondence at the request of the Chair
f) Maintains record of important documents of the Chapter including:
(i) Minutes
(ii) Official documents such as Chapter Operating Procedures, Agreements or Contracts,
Commendations, Chapter Awards, Chapter Newsletters
(iii) Any correspondence of the Chapter, including all records related to Regional Conferences
sponsored by the Chapter.
(iv) Records may be maintained in paper files, electronically or some combination of both as
determined by the Chapter.
(v) Records shall be retained for a minimum of seven (7) years or as designated by the Board.
Maintains an accurate, current list of all chapter members. Receives from the FTA Office monthly the Chapter’s roster of current members and a listing of new and dropped members.
Develops and implements procedures for welcoming new members, such as sending Welcome Packets with the latest chapter newsletter, a survey of the new member’s interests, a personal note, information regarding chapter meetings time and location, and the contact information of the Membership Chair.
Contacts dropped members and encourages them to renew.
Reports new and dropped members to Chair, Newsletter Editor, Social Media Manager(s,) and Chapter Leadership Team.
Promotes membership in the FTA and the Chapter.
Provides current membership lists upon request to other chapter leadership positions.
Assists chapter leadership with membership recruiting activities and aligns own chapter activities with FTA membership efforts.
Represents the FTA and the Chapter at public facing events.
Chapter Award and Recognition – Chapter and FTA level -Reviews the membership roster for annual member awards candidates. Initiates nomination process in a timely manner by bringing potential candidates forward to the Chair. May draft nominations, create Chapter Award and Recognition materials and mailings.
a) Develops and maintains a comprehensive program of communication with members and with local communities through email, newsletters, press releases and an online presence as appropriate.
b) Develops and maintains an up-to-date online presence which may include:
(Note that Facebook page; Twitter account; other social media accounts are not used by the Alligator Amblers Chapter 5/22)
(i) A Meetup.com group
(ii) An Internet website
(iii) A Facebook page
(iv) A Twitter account
(v) Other social media accounts as desired/appropriate.
c) Provides announcements of all regular Chapter meetings, and pertinent information before deadline, to local news publications and Social Media as appropriate
d) Disseminates additional information regarding chapter events when indicated, for example:
(i) Submits press releases for National Trail Days, Florida Hiking Trails month events
(ii) Invites press to certain chapter trail events, work hikes, etc.
(iii) Seeks out upcoming public events for chapter participation
e) Includes chapter events on local radio and television free Public Service Announcements (PSA's.)
f) Posts FTA posters in local parks, stores, etc. (with permission)
Schedules, organizes and introduces the general membership meeting programs.
Works with the Chapter Chair and Executive Team to determine what topics and speakers to line up for Chapter Meetings.
Arranges zoom links if virtual; arranges an in person meeting room if not virtual; entering meeting information on how to join or where located/time information into the Alligator Amblers web site, assures that any presenters are informed and ready.
Provides program schedule and information to other chapter leaders responsible for publicity, newsletters and related responsibilities.
Arranges for recognition of and thanking guest speakers where appropriate.
Conduct all Chapter Activities in accordance the with Activity Leader Guide.
Activity Leaders are nominated in accordance with Activity Leader Guide and approved by the FTA. They serve until they voluntarily resign, no longer meet the requirements of the Activity Leader Guide, or are removed for cause.
The Chapter annually reviews Activity Leaders and reports to the FTA the status of active Activity Leaders in accordance with the Activity Leader Guide.
The Nominating Committee is an Ad Hoc committee that meets in accordance with the procedures found in Article XI Section 6 for the FTA Board COP.
Nominating Committee Chair will preside at meetings of the Committee and work with committee members to:
Identify and encourage rising leadership
Present a slate of nominees for election of officers, or to fill vacancies
Provide descriptions of positions and candidates for chapter elections notifications
Nominating Committee members may not be nominated for an elected leadership position.