CTPPA Executive Manager
The Executive Manager is the conduit of the association. It is a paid position in the CTPPA association. It is this position that regularly communicates with the entire membership as well as privately with the president and other members of the board of directors. The Executive Manager is the contact person with the Professional Photographers of America (PPA) as well as the spokesperson for the association in conjunction with the VP of Programs and Publicity.
For Dues Renewal:
For members with an anniversary of June 30th prior to the year 2010, prepares and e-mails dues statements to the members on June 1st with a cover letter explaining that payment is expected no later than July 31st, giving the members two months to pay their dues without penalty.
Members, who join after June 30th of 2010, will take advantage of the rolling year membership and the executive manager will prepare and e-mail dues statements one month prior to their anniversary date. These members anniversary date will be the end of the month that the board of directors votes them into the association.
The executive manager will send follow-up dues e-statements on a monthly basis. Dues paid within 31-60 days will incur a 25.00 late fee. Dues paid within 61-90 day will incur a 50.00 late fee. After 91 days a phone call will be made asking if they plan to drop their membership and why. This call will be positive extolling the benefits of belonging to CTPPA.
Make deposits as checks arrive and inform the VP of Finance and President about each deposit, including credit card transactions, so that there is communication and a paper trail. Membership certificates are e-mailed to those who pay dues as checks arrive or credit card is processed. Update the Editor and VP of membership as to who has paid dues. Send a quarterly report of members who have not renewed to the Registration chair.
Life members will receive a one-time life membership certificate/plaque.
The Executive Manager will prepare a monthly list, by county, of the current membership up to date, working in conjunction with the VP of Membership. This list will be distributed, by county, to the area directors, on a monthly basis, so communication to the membership will be current.
The Executive Manager is responsible for keeping accurate records of the membership, procedures, job descriptions, bylaws and other pertinent documents that affect the running the Connecticut Professional Photographers Association. The Executive Manager is also responsible for making sure that this information is also posted in a password locked area of the CTPPA website, with access given to the executive board. The Executive Manager will also be responsible for creating a book of procedures for all new incoming board members and committee chairs, and will present them with this binder prior to or on the night of their first board meeting. This binder will contain a copy of their job description, a list of all dates for board meetings and association meetings, a list of the board and committee contact information and a copy of the bylaws among other things.
The executive manager will give a list of all active members as of January 31st to the print chairperson. He/she will prepare labels for all active members to give to the VP of Records to mail out ballots. The Executive Manager will inform the VP of Finance that he/she needs a check in the amount 300.00 to pay the CPPA’s PPA dues. Also inform VP of Finance that the Incorporation bill for the State of Connecticut is due and will need a check for 50.00.
The executive manager will request the PPA National Award Plaque (if applicable).
The executive Manager will request the PPA merits for all speakers on a monthly basis as needed.
The Executive Manager will provide a report to the VP of Records two weeks prior to the scheduled board meeting. The Executive Manager will use the designated e-mail address (executivemanager@ctppa.com) for all communications for CTPPA business.
(Revised May 2011)
