Roles & Responsibilities

Roles and Responsiblities
Effective: 02/24/09
underlined items are written in the By-Laws and cannot be changed without also amending the By-Laws
 
PRESIDENT
 
Role:
  • Must have served at least one (1) year as an elected officer before becoming President.
  • Term of office is one (1) year, beginning February 1.
  • May not succeed himself or herself as President.
  • Serve as the chairperson of the Board.
 
General Responsibilities:
  • Provide necessary documentation and training to successor during the January transition period.
  • Schedule Board Meetings and prepare the agenda.
  • Forward agenda to the Secretary for distribution to Board members.
  • Preside over all Board Meetings.
  • Designate the chairperson for all committees, except as otherwise specified in the By-Laws.
  • Serve as ex-officio member of all committees.
  • In the absence of the Treasurer, collect and disburse Association funds.
 
Monthly Luncheon Responsibilities:
  • In the absence of the 1st Vice President, serve as Master of Ceremony at each monthly luncheon.
 
Fall Conference Responsibilities:
In the absence of a fall conference committee this officer is responsible for:
  • Solicit vendor donations and forward them to the Secretary for inclusion in the registration packets.


1st VICE PRESIDENT
 
Roles:
  • Term of office is one (1) year, beginning February 1.
  • May not succeed himself or herself as 1st Vice President.
  • Assists the President.
  • In the absence of the President, exercises all duties of the President.
 
General Responsibilities:
  • Provide necessary documentation and training to successor during the January transition period.
  • Attend monthly Board meetings.
 
Monthly Luncheon Responsibilities:
  • Solicit speaker(s) and presenter(s) for each monthly luncheon and arrange for visual, audio and technological aides as needed.
  • Provide information to the Secretary for sending acknowledgement/confirmation letters or e-mails to luncheon speaker(s) and presenter(s).
  • Send luncheon information to the secretary to be included in the online registration.
  • Serve as Master of Ceremony at each monthly luncheon.
  • Provide information to the Secretary for sending Thank You letters or emails to luncheon speaker(s) and presenter(s).
 
Fall Conference Responsibilities:
  • Serve as Chairperson of the Fall Conference Committee.
In the absence of a fall conference committee this officer is responsible for:
  • Negotiate and sign contract with the conference facility, and make reservation for the next year's conference.
  • Solicit speaker(s) and presenter(s), and backup speaker(s) and presenter(s) for the conference, and arrange for visual, audio and technological aides as needed.
  • Prepare the agenda for the conference, and provide it to the Secretary for inclusion in the registration packets.
  • Provide conference information to the Web Master for posting to the web site.
  • Serve as Master of Ceremony at the conference.
  • Provide information to the Secretary for sending Thank You letters or emails to all conference speaker(s) and presenter(s).
  • Solicit vendor donations and forward them to the Secretary for inclusion in the registration packets.
 


2nd VICE PRESIDENT
 
Roles:
  • Term of office is one (1) year, beginning February 1.
  • May not succeed himself or herself as 2nd Vice President.
  • Assists the President and 1st Vice President.
  • In the absence of the President and 1st Vice President, exercises all the duties of the President and 1st Vice President.
 
General Responsibilities:
  • Provide necessary documentation and training to successor during the January transition period.
  • Attend monthly Board meetings.
 
Monthly Luncheon Responsibilities:
  • Reserve the luncheon facility, determine luncheon menu and price.
  • Report luncheon information to the secretary to be included in the online registration.
  • Print report/create spreadsheet from online registrations.
  • Finalize food count with the facility.
  • Set up a check-in table, collect luncheon and membership fees.
  • Reconcile monies and reservation list for submission to the Treasurer at the following Board Meeting.
  • Forward all membership applications to the Secretary for processing.
 
Fall Conference Responsibilities:
In the absence of a fall conference committee this officer is responsible for:
  • Assist the 1st Vice President as necessary with conference duties.
  • Take conference reservations.
  • Submit the final list and count of attendees to the Secretary.
  • Prepare room assignments and submit to the Secretary.
  • Solicit vendor donations and forward them to the Secretary for inclusion in the registration packets.
 


SECRETARY
 
Role:
  • Term of office is one (1) year, beginning February 1.
  • May serve an unlimited number of terms, if so elected.
  • Maintains and has charge of all Association books and records (except financial).
 
General Responsibilities:
  • Provide necessary documentation and training to successor during the January transition period, including sending a copy of the Roles & Responsibilities to new Board members.
  • Contact the IRS at the beginning of each year to verify and retain the federal ID number.
  • Maintain the MISA membership database.
  • Reserve the room for monthly Board meetings.
  • Send monthly meeting notice and agenda to all Board members.
  • Attend monthly Board meetings and take minutes.
  • Submit Board Meeting minutes to the Board members for review and approval.
  • Post approved Board Meeting minutes to the web site.
  • Collect membership applications and fees for submission at the next monthly Board Meeting.
  • Create a back-up disk of the MISA files on a monthly basis.
 
Monthly Luncheon Responsibilities:
  • Verify membership status and provide list to the 2nd Vice President.
  • Send acknowledgement/confirmation letters or emails to luncheon speaker(s) and presenter(s).
  • Assist the 2nd Vice President with collecting monies and registering luncheon participants.
  • Send Thank You letters or emails to luncheon speaker(s) and presenter(s).
  • Deposit monies into the Association account if so directed by the Treasurer (or President acting in the absence of the Treasurer).
  • Post luncheon payments online and email receipts.
 
Fall Conference Responsibilities:
In the absence of a fall conference committee this officer is responsible for:
  • Solicit vendor donations for inclusion in registration packets.
  • Create name badges for all conference participants.
  • Develop Continuing Education Certification forms and make available to interested conference attendees.
  • Obtain additional conference handout materials from speakers and presenters for inclusion in the registration packets.
  • Assemble registration packets to include conference agenda, speaker and presenter information and vendor donations.
  • Set up registration/check-in table at the facility.
  • Register all conference participants and hand out registration packets.
  • Post room assignment list and registration information for late-arriving participants.
  • Host Thursday night social hour.
  • Send Thank You letters or emails to the conference facility, speakers, presenters and vendors.


TREASURER
 
Role:
  • Term of office is one (1) year, beginning February 1.
  • May serve an unlimited number of terms, if so elected.
  • Maintain full and accurate account of receipts and disbursements in the Association books.
 
General Responsibilities:
  • Provide necessary documentation and training to successor during the January transition period.
  • Attend monthly Board meetings.
  • Check the post office box on a weekly basis and deliver mail to the appropriate officers or directors.
  • Process checks, invoices, bank statements and other documents received.
  • Deposit all monies into the Association account.
  • Disburse Association funds as authorized by the Board.
  • If necessary, authorize the Secretary to deposit funds into the Association account.
  • Provide receipts to all members for monies received.
  • In the absence of the Secretary, create a back-up disk of the MISA files on a monthly basis.
 
Monthly Luncheon Responsibilities:
  • Make payment to the facility for the luncheon invoice.
 
Fall Conference Responsibilities:
In the absence of a fall conference committee this officer is responsible for:
  • Solicit vendor donations and forward them to the Secretary for inclusion in the registration packets.
  • Collect and deposit conference fees and forward reservations to 2nd Vice President.
  • Assist the Secretary with participant registration and check-in.
 


3rd YEAR DIRECTOR
 
Role:
  • Term of office is one (1) year, beginning February 1.
  • Serve as a member of the Board.
  • Serve as a member of the Rules and Nominating Committees.
 
General Responsibilities:
  • Provide necessary documentation and training to successor during the January transition period.
  • Attend monthly Board meetings.
  • In the absence of the Secretary, take monthly Board meeting minutes.
  • Assist any of the Board officers with tasks as needed.
 
Monthly Luncheon Responsibilities:
  • In the absence of the Secretary, assist the 2nd Vice President with collecting monies and registering luncheon participants.
 
Fall Conference Responsibilities:
In the absence of a fall conference committee this officer is responsible for:
  • Solicit vendor donations and forward them to the Secretary for inclusion in the registration packets.
  • Assist with any tasks related to the conference.
  • Develop, distribute and tabulate the conference survey and present results at the November Board meeting.


2nd YEAR DIRECTOR
 
Role:
  • Term of office is one (1) year, beginning February 1.
  • Serve as a member of the Board.
  • Serve as a member of the Rules and Nominating Committees.
 
General Responsibilities:
  • Provide necessary documentation and training to successor during the January transition period.
  • Attend monthly Board meetings.
  • In the absence of the Secretary and 3rd Year Director, take monthly Board meeting minutes.
  • Assist any of the Board officers with tasks as needed.
 
Monthly Luncheon Responsibilities:
  • In the absence of the Secretary and 3rd Year Director, assist the 2nd Vice President with collecting monies and registering luncheon participants.
 
Fall Conference Responsibilities:
In the absence of a fall conference committee this officer is responsible for:
  • Solicit vendor donations and forward them to the Secretary for inclusion in the registration packets.
  • Assist with any tasks related to the conference.
  • Purchase snacks and beverages for the Thursday night social time.
 


1st YEAR DIRECTOR
 
Role:
  • Term of office is one (1) year, beginning February 1.
  • Serve as a member of the Board.
  • Serve as a member of the Rules and Nominating Committees.
 
General Responsibilities:
  • Provide necessary documentation and training to successor during the January transition period.
  • Attend monthly Board meetings.
  • In the absence of the Secretary, 3rd Year and 2nd Year Directors, take monthly Board meeting minutes.
  • Assist any of the Board officers with tasks as needed.
 
Monthly Luncheon Responsibilities:
  • In the absence of the Secretary 3rd year and 2nd year Directors, assist the 2nd Vice President with collecting monies and registering luncheon participants.
 
Fall Conference Responsibilities:
In the absence of a fall conference committee this officer is responsible for:
  • Solicit vendor donations and forward them to the Secretary for inclusion in the registration packets.
  • Assist with any tasks related to the conference.
  • Purchase Thank-You gifts for all speaker(s) and presenter(s).
 
 


PAST PRESIDENT
 
Role:
  • Term of office is one (1) year, beginning February 1.
  • Serve as a member of the Board.
  • Serve as a member of the Rules and Nominating Committees.
 
General Responsibilities:
  • Provide necessary documentation and training to successor during the January transition period.
  • Attend monthly Board meetings.
  • Assist any of the Board officers with tasks as needed.
  • Serve as chairperson of the Rule, Nominating and By-Laws committees.
 
Monthly Luncheon Responsibilities:
  • None.
 
Fall Conference Responsibilities:
In the absence of a fall conference committee this officer is responsible for:
  • Solicit vendor donations and forward them to the Secretary for inclusion in the registration packets.


COMMITTEE CHAIRPERSON
 
Role:
  • Serve as committee chairperson as designated by the President, except as otherwise specified in the By-Laws.
 
General Responsibilities:
  • Organize committee and schedule committee meetings.
  • Provide appropriate information to the Web Master for posting to the web site.
  • Report committee status at the monthly Board Meeting.
  • Collect event monies and provide receipts if necessary.
  • Reconcile collected monies and receipts for submission to the Treasurer at the following monthly Board meeting.
  • Provide information to the Secretary as needed for mailing Thank You letters and acknowledgements.
 



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