Board Members
Officer's Duties and Responsibilites
January 11, 2002
[President] [Executive Vice President] [First Vice President] [Associate Vice President] [Treasurer] [Immediate Past President] [Member At Large]
PRESIDENT - Voting [Top]
Job Description:
The President shall be the chief executive of the Association. He/She shall preside over board meetings and other meetings as deemed appropriate. With the exception of the Past President’s Advisory Committee, the president shall appoint committee chairpersons on an annual basis. He/She has primary responsibility for assuring the successful development, implementation and oversight of the annual conference and the annual conference site selection. The president serves as liaison with the national NAEB. The president also approves and communicates committee charges to the various committee chairpersons of the Association. He/She may designate other tasks to the board, committees and memberships as required. The president appoints committee chairpersons, and other special task forces as required.
General Duties:
- Set schedule and chair planning and board meetings; Preside over meetings.
- Advise the Executive Vice President, First Vice President, Assoc. Vice President and Treasurer in the performance of their duties.
- Assign duties of Board Members-At-Large.
- Appoint committee chairpersons and other special task forces.
- Approve expenditures of NAEB New England funds for all
Expenses incurred in the operation of all NAEB New England business.
- Act as the primary liaison with NAEB National.
- Approve all charitable donations and scholarship fund donations (with board approval). December 2002
- Other duties as required.
Annual Conference and Product Exhibit:
- Provide general direction for the Annual Conference planning.
- Assist the Board/Programming Committee in program planning.
- Oversee arrangements for all food and entertainment and/or special speakers.
- Establish meeting registration fee with concurrence of the Board and what the fee will include. July 2002
- Set the schedule of all conference mailings, making sure all brochures and registration information is provided to the First Vice President for mailing. Sept 15, 2002
- Act as liaison with hotel staff.
- Open the conference with welcoming remarks to members. Oct/Nov
- Introduce speakers as needed.
- Closing remarks at closing session.
- Approve all conference expenses.
- Oversee post conference meeting. Nov/Dec
EXECUTIVE VICE PRESIDENT - Voting [Top]
Chair:
Annual Conference Program Development Committee, to consist of at least one past president and 4 other members that comprise a cross section of our memberships profile. (Small, Medium and Large, Public and Private) Committee shall be organized and ready to commence the development of the programming by March 2002.
Job Description:
The Executive Vice President shall serve as liaison between the board and the
professional development committee and is responsible for overseeing the development,
marketing and implementation of all educational professional development programs/seminars and workshops. The executive vice president also assists the president with planning the annual conference and identifying conference subject matter and faculty. The vice president may be asked by the president of the association to chair the annual conference committee, or serve as a liaison between that committee and the board. The executive vice president serves in the absence of the president.
General Duties:
- Act of behalf of the President when he/she is away and not available to schedule planning and/or board meetings.
- Attend all board meetings.
- Oversees the Professional Development Committee (Pro-D) and reports on planning to the board.
- Other duties as required or assigned by the President.
- Oversee all aspects of the Essentials Program (working with the board).
Essentials 2002: (Has been held in March, April and June)
- Choose location June (1 year prior)
- Set Budget 4Months after Selection of site.
- Work with Pro-D committee to set program 4 months prior to event
- Send brochure information to First Vice President for mailing 3 months prior
- Collect fees and forward to Treasurer 2 months prior.
- Send confirmation letter to presenters and request bio information 1 month prior
- Make up program packets 2 weeks prior
- Make menu selections 1 month prior
- Send thank you letter to presenters 1 month after
- Make post-meeting report to board Next Board meeting after event.
Annual Conference and Product Exhibit:
- Responsible for Conference Programming (working with Pro-D committee and Board) March 2002
- Consolidate questionnaire responses and work with Pro D committee to develop tentative list of sessions. May
- Narrow down sessions, acknowledge presenters. Start to schedule and confirm presenters June
- Set up program schedule with dates and times of all programming by July, including:
- Sessions
- Breaks
- Meals
- Welcome Reception (Silent Auction)
- Golf
- Tours and Activities
- Finalize programming and confirm speakers August
- Set up schedule on spreadsheet to show date & time, session, presenter, responsible person, status, special instructions and A/V needs October
- Conference brochure information to 1st Vice President for mailing September 2, 2002
- Finalize facility for following year’s conference September or October 2002
- Send out confirmation letters to presenters and Presenter Data Sheet that includes program outline, BIO. information, A/V needs, accommodations September 2002
- Forward schedule and program outlines to 1st Vice President to print Conference Packet Sept-Oct
- Work with hotel to schedule rooms and A/V needs for presenters Oct
- Notify President to book any rooms under master bill for presenters Sept-Oct
- Work with Associate Vice President regarding moderator orientation Sept-Oct
- Attend post conference meeting Nov-Dec
- Distribute copies of evaluation forms Nov-Dec
- Thank you notes to the speakers Nov-Dec
FIRST VICE PRESIDENT - Voting [Top]
Chair:
- Professional Development Committee
- Management Forum
- Annual Conference Programming
- Other Program
- Essentials 1
- Essentials 2?
Job Description:
The 1st Vice President shall be responsible for recording the minutes of all business meetings and other meetings as deemed necessary unless designated to another board or committee member. All minutes shall be submitted for approval at the next board meeting. The 1st Vice President is responsible for overseeing the publishing of all association communication, unless designated to another board member, in accordance with board approval guidelines.
General Duties:
- Attend board meetings
- Work with Publications Committee on the Echo publication Quarterly
- Coordinate all membership publications and mailings.
- Validate all publication cost as fair and reasonable.
- Other duties as required or assigned by the President
- Coordinate location for following years’ Essentials program 1 year prior
- Develop and distribute questionnaire to membership to help identify what areas of interest should be covered for the annual meeting. March 2002.
Essentials 2003: (Has been held in March, April and June)
- Choose location June (1 year prior)
- Set Budget 4Months after Selection of site.
- Work with Pro-D committee to set program 4 months prior to event
- Send brochure information to First Vice President for mailing 3 months prior
- Collect fees and forward to Treasurer 2 months prior.
- Send confirmation letter to presenters and request bio information 1 month prior
- Make up program packets 2 weeks prior
- Make menu selections 1 month prior
- Send thank you letter to presenters 1 month after
- Make post-meeting report to board Next Board meeting after event.
Annual Conference and Product Exhibit:
- Coordinates preparation, printing and mailing of all conference registration materials. Sept.
- Preparation of conference attendee packets October 21st
- Coordinate CPM sessions; testing and practice sessions; hire proctor for exams, arrange payment to NAPM Sept-Oct
- Walter Lind has info on NAPM Contacts
- Member Volunteers
- Other duties as required or assigned by President
ASSOCIATE VICE PRESIDENT - Voting [Top]
Job Description:
The Associate Vice President shall be responsible for maintaining the membership database. He/she shall also be responsible for collection of membership dues and publication of the membership directory. He/she will assist the 1st Vice President with his/her duties. Member of the Marketing and Membership committee.
General Duties:
- Attend Board Meetings
- Maintain Membership database
- Collect membership dues
- Create documents (invoice & cover letter) and mail to members, working from existing membership database May
- Keep accurate track of returns, match against database, update list where applicable, send payments to the Treasurer June-July
- Send reminder notices July-Aug
- Create membership directory from paid membership list Aug-Sept
- Provide mailing labels as needed, produced from the membership database
- Other duties as required or assigned by the President
Annual Conference and Product Exhibit:
- Assist board and pro-d committee with program issues
- Assist 1st Vice president with duties as needed
- Select moderators for sessions October 10th
- Set up moderator orientation meeting at beginning of the conference. Distribute Moderator Evaluation Forms. Coordinate with speakers for A/V, room set up and many other special needs Oct-Nov
- William Baker has info on this.
- Coordinate Coverage of Registration Desk at Regional Conference.
- Other duties as required or assigned by the President
TREASURER - Voting [Top]
Job Description:
The Treasurer shall be responsible for overseeing the Association’s banking accounts. The authorization limits and procedures to expend funds from these accounts will be determined by the general guidelines issued by NAEB and by officers of the Association. The Treasurer assists the president in preparing all budgets. The treasurer shall provide all appropriate financial reports as required by NAEB. He/she presents a written report on the financial condition of the Association to the membership at the annual conference. The principal address of the Association shall be the employment address of the treasurer.
General Duties:
- Attend board meetings
- Prepare yearly and monthly financial reports to National office.
- Maintain all financial records, including reconciling bank accounts monthly, deposit all fees and monies and record each, pay all invoices
- Maintain updated vendor file (to be used for conference)
- Interact with National in regards to Credit Card payments.
- Other duties as required or assigned by the President
- Develop Procedure Manual for Treasure’s Responsibilities. July 2002
Annual Conference and Product Exhibit:
- Insures preparation, printing and distribution of promotional material and registration packets to vendors July 18th
- Receive vendor registrations, deposit checks, update vendor file September 12th
- Send out acceptance-rejection letters to vendors Sept 20th
- Make vendor attendee list (with name, address, attendee, etc) for conference brochure and coordinate with 1st VP for vendor/member packages Oct 16th
- Work with hotel on pipe & drape/floor plans for exhibit. Outline locations for booths October 3rd
- Deposit all member registration payments Sept-Oct 31st
- Print financial report to be included in conference packet for members and coordinate with first vice president for vendor/member packages October 16th
- Pay all conference expenses on-going
- Prepare post conference treasurer’s report and present at post conference meeting Dec
IMMEDIATE PAST PRESIDENT [Top]
Chair: Past Presidents Advisory and Nominating Committee.
Job Description:
The Immediate Past President serves as chairperson for Past Presidents’ Advisory Committee. He/she serves as the chair of the nominating committee. The immediate past president consults with the President as needed and serves as an ex officio member of the board except in those cases when a vote of the officers of the association results in a tie.
General Duties:
- Attends board meetings
- Handle election of new board members
- Appoint nominating committee June
- Send out call for nominations July 18th
- Treasurer
- Member at Large
- First Vice President
- Receive nominee’s professional Bio’s to be included with election ballots August 15th
- Put on Web?
- Send out election ballots from nominations, including personal bio’s to voting members of record, September 3.
- Ballots received back by October 3rd.
- Oversee efforts for new membership, interact with Marketing and Membership Committee
- Other duties as required or assigned by the President
Annual Conference and Product Exhibit:
- Host Past President’s meeting
- Announce results of election
- Assist in general conference planning as needed
Past Presidents’ Advisory Committee:
- Hold a meeting with the past presidents advisory committee at least once during 2002 and submit report to board of directors.
MEMBER AT LARGE [Top]
General Duties:
As assigned by President
Regional Conference:
- Receives conference registrations, develops and publishes attendee spreadsheet to record payments, attendance to special events, etc.
- Sept-Oct
- Forward all registration fees to Treasurer Sept –Oct
- Print name tags for all attendees and presenters. Insure that special ribbons for board, moderators, presenters are available Oct 28th
MEMBER AT LARGE [Top]
General Duties:
As assigned by President
Chair:
By Law Review committee
- To consist of one past president and one member from each segment of membership.
- Draft up recommendations for bylaw alterations to be presented to the board and voted on by the general membership at the annual meeting.
- Investigate adding clause to remove non-productive/performing Board members
- Recommendations to board required by September
- Prepare final version of Bylaw changes to be mailed to members prior to conference and voted on at conference.
- Update Bylaw changes as approved by membership.
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