How to run Zephyr.

Official Duties

Chair:

• calls board meetings and executive committee meetings
• manages board agendas and meetings
• assigns committees

President:

• call elections
• manage day-to-day of the organization
• signs contracts and forms

Secretary:

• maintain member roster
• manages and certifies elections
• take or assign minute compilation duties
• certifies board minutes
• maintain corporate minute book, including conflict of interest acknowledgements
• maintain bylaws

Treasurer:

• maintain bank account
• proposes fiscal policy
• present quarterly financials to board; P&L, etc
• manage bookkeeper/accountant (if needed)
• prepare audited financials (if applicable)
• prepare and submit 990s to the IRS each may

Unofficial Happenings

What ELO used to do:

Individual Member Management

• monitor gmail for new members; perform new member tasks
• monitor member expiration months; notify expiring members of their term ending

Individual Member Recruitment

• general...

Individual Member Onboarding

• add name to member list on website
• update their status on member list in google sheets
• update status in Mailchimp

Organizational Member Recruitment

• maintain regular contact with public agencies who
• maintain list of potential organizational members
• regularly update and identify a list of organizations that might be ready to join and reach out to them about what their perspective is and their needs are
• maintain, update, and specialize the pitch deck

Organizational Member Contracting

• figuring that all out...
• sending W9
• getting contract/membership agreement signed
• invoicing

Organizational Member Onboarding

• add logo to website
• identify organizational representative in mailchimp
• discuss agency needs

Organizational Member Management

• monitor expiring memberships well in advance

Maintaining 501c3 Status

• communicating with and paying lawyer
• make sure forms are submitted on time and we are abiding by the law

Graphic Identity

• logo development
• template development

Website

• keep it up to date with events, event summaries
• keep content semi-fresh for projects
• add board meeting minutes
• update board/committee members (as they are updated)

Projects

• regularly probe PMGs for updates, make sure they are on task
• help and assist them as needed
• field requests and prioritize board and chair action on potential new projects

Ad-Hoc Communication

• monitor, delegate, and respond to [email protected] inbox
• monitor, delegate and respond to slack channel
• monitor and respond to @zephyrtransport twitter

Regular Communication Tasks

• monthly newsletters with zephyr news, industry news, affiliated industry 'things we should know' from planning/data/tech/policy side, upcoming events, opportunities and deadlines
• tweet 1-2 times / week; daily when events or things upcoming
• retweet relevant things
• post relevant things to LinkedIn

Blog

• Sage Musings series for academics; Pat M. has been main writer
• Get commitments from PMGs to write pieces at various key points
• Get people to volunteer to write "community voices" posts about people in and around our industry who they find interesting
• Get people to write project summaries of projects they find interesting
• Major updates about Zephyr
• try to get people to write research bites (haven't had any takers yet)
• tried to maintain a blog schedule, but hard to stick to with volunteer writers ...

TRB AM Planning

• Submit requests to TRB for affiliate meeting space for each PMG in September
• Find, secure, and pay for a location for the Annual Meeting Reception [ typically Busboys and Poets; Mario handled contract last year ]
• Design, print, and distribute reception invitation postcards
• Flood social media with reasons to come to PMG meetings and reception
• Add PMG meeting agendas to website
• Update PMG pages to make recent
• Hold board meeting in late Dec/early Jan to validate award recipients
• Print and bring agendas for each PMG meeting
• Create reception program; make sure there are at least a few juicy announcements
• Create powerpoint and make sure there is a computer for the reception

Other TRB Meeting Planning

• Coordinate with organizing committee sooner rather than later
• Determine with board whether to submit content through official channels, to be an exhibitor, or to hold an affiliated meeting

Board Meetings

• coordinate with chair on holding board meetings
• set and distribute agenda
• take minutes; send to secretary to review
• send out action items immediately following meeting

Bylaws

• make sure we are following the bylaws
• suggest updates to bylaws as necessary

Open Source Code Repository – should probably go to software badging committee

• make semi-annual call via regular communication channels for software that should be added
• add new software
• gradually updating site functionality

What ELO will continue to do:

Scoping Buddy

Awards Program

State of the Workforce – with Stacey

Fellowship Programs

Curriculum Development and Trainings

Opportunities section of website

...will update as more things are thought of.