PURPOSE

Maintain and update the website to ensure http://www.ncamc.com remains a primary communication vehicle for the stakeholders served by NCAMC.

COMPOSITION

The website committee shall be comprised of at least three members who are annually appointed by the NCAMC president. Unless otherwise directed by the president, the website coordinator, who serves as a member of the publicity committee, will serve as chair of the website committee.

PROCEDURES

1. As soon as possible after the Annual Conference, the chair meets with the NCAMC president to learn of any changes the president may want to see on the website. The chair determines what “minor” changes can be made by the committee. The chair develops a report outlining all “major” changes and submits it to the board of directors for board approval.
   1. Minor changes are defined as those changes necessary to maintain the current structure with up-to-date information.
   2. Major changes are defined as those that require assistance from the vendor and/or may have a budget impact.
2. As soon as possible after the Annual Conference, the chair schedules a planning meeting/training session with the committee members to develop a Web update schedule, assign responsibilities for the year, and discuss any changes they want to see to the website. At the request of the new chair, the former chair will assist in this meeting and with training. The chair incorporates any “major” changes into the report (as noted in item 1 above) for the board’s approval. The committee may proceed with making minor changes to the site. (Refer to annual action/work plan below for more specific information outlining annual Web updating requirements.)
3. The chair, or designee, provides updates to the board at their quarterly meetings.

NCAMC Web Site Committee Annual Action Plan

Below are the specific annual duties of the Website Committee, in addition to the committee description.

What to Update	When to Update	Comments
Home Page: Update message from president & photo	Annually, immediately after Aug. conference	Vendor must take care of the photo
Home Page: Current News	As needed
Home Page: Member Spotlight	Monthly	According to adopted guidelines
About Us Page: Calendar	Immediately after Aug. conference when president provides it, and as needed throughout the year to update information
About Us Page: Current News	As needed
Leadership Page: Officers	Annually, immediately following Aug. conference
Leadership Page: Volunteer applications, update the applications	Annually, after Aug. conference	The first vice president is responsible for providing the website coordinator with any updates
Leadership Page: Agenda and minutes, update agenda	As needed	Get materials in source document when available to save it as ADA accessible PDF
Leadership Page: Agenda and minutes, put most recent minutes on-line	After each board meeting the president (or designee) will send the approved minutes and exhibits to the website coordinator	Get materials in source document when available to save it as ADA accessible PDF
Membership Page: Roster	At least annually	The membership committee chair is responsible for providing the website coordinator with updated information
Education Page: Educational opportunities	Immediately after Aug. conference and thereafter as needed	The education committee chair is responsible for providing the website coordinator with any updates
Document Library, proactively work with publicity committee to get the monthly newsletter in a timely manner	Monthly
Document Library, work with program/education committee to obtain presentations and put materials on Web (NOTE: We will obtain presenter approval prior to placing any materials on-line; we will honor the wishes of each individual presenter)	As needed, after conference, school, etc.	If presenters allow us to place their materials on our Web site, then we’ll strive to get materials in source document when available to save it as ADA accessible PDF
Job Opportunities Page, general updates	As needed
Web, general, check website for broken links and fix appropriately	Twice per year	Links to ncamc.com “pages” should come up on same browser; links to pdf documents on ncamc.com should come up in separate browser; links to outside web sites or documents should come up in separate browser
Web, general, review site for one-time and ongoing maintenance needs	Annually, shortly after Aug. conference	Committee may make minor changes but needs board approval for major changes (refer to committee description for definitions of minor and major)
Budget general issue, work with board and finance committee to budget for Web hosting and support	Annually