News and Views - The NAAE newsletter is mailed four times per year to all NAAE members in February, May, September, and November.

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1 4. NAAE TOTAL QUALITY MANAGEMENT (TQM) MANUAL 4.1 Communications Communication to the NAAE membership is critical to the success of the organization. Communications occur through the following vehicles using a non-profit, third-class postage permit: News and Views - The NAAE newsletter is mailed four times per year to all NAAE members in February, May, September, and November. All Member Mailings - NAAE information is mailed two times per year (Fall and Spring) to all NAAE members to provide an update of upcoming programs, activities and opportunities. At a minimum, the Fall mailing will include information about the NAAE convention and the Spring mailing will include award applications (Outstanding Young Member, Outstanding Teacher, and Outstanding Program) and information about the summer Professional Development Workshops. 4.2 Board of Directors The NAAE Board of Directors consists of eight voting members. The members of the board include the president, president elect, and six regional vice presidents. (Note: eligibility requirements and election procedures are outlined in Article IV of the NAAE Bylaws.) The board has two regular meetings per year (winter (or spring) and summer). The board also meets during the NAAE convention to focus on items primarily related to the convention operation Winter NAAE Board Meeting The winter meeting will be conducted at the discretion of the NAAE board. The winter NAAE Board Meeting includes participation of the eight members of the board of directors and the NAAE staff, as appropriate. Major components of this meeting include: committee meetings, approval of a proposed budget, approval of the audit, report of the investment advisor, follow-up on delegate recommendations, planning for regional/state meetings and proposal approvals Summer Board Meeting The summer meeting will be conducted at the discretion of the NAAE board. Participation in the meeting includes the eight board members and the staff, as appropriate. If the meeting is held in conjunction with a state agricultural education association summer conference, as appropriate and possible, state association leadership should be involved in meal functions and other activities. The agenda for this meeting includes committee work, convention planning, approval of national award winners, review of finances, and other items as determined by the board and staff. 39

2 4.2.3 Convention Board Meeting The convention board meeting is conducted in conjunction with the NAAE convention. Usually held one or two days before the convention opens, the focus of the meeting regards details of the upcoming convention activities. 4.3 Committee Structure The NAAE Board of Directors has seven standing committees as follows: Finance Marketing Membership Services Policy and Bylaws Professional Growth Public Policy Strategic Planning The seven standing committees meet during the NAAE convention. Board members, except the president, serve as consultants to the committees. The president elect is consultant to the strategic planning committee; other board members shall be appointed by the president as consultants to the committees. Committee chairs and vice chairs are appointed by the board upon recommendation of respective committees. Typically, the vice chair ascends to the chair position and a new vice chair is selected from the committee members. Voting committee members are appointed by NAAE regional vice presidents (each region is responsible for committee selection process) -- two members per region; however, all convention participants are welcomed and encouraged to attend and participate in the committee meetings. All committee participants, not just the voting members, may discuss items freely during the meetings. The board and staff assist in developing agenda items for the committees, with input from the committee chairs and vice chairs, based on feedback and input from the committee process and regional meetings. At the winter and summer meetings of the NAAE board of directors, board committees meet. The board members who serve as consultants to the respective full committees chair the board committees. The board committees recommend action on items suggested by the full committees to the full board of directors. The full NAAE board of directors makes final decisions on committee action items. During the NAAE Regional Leadership Conferences, the regional committees meet. Each respective region determines how the leadership for these committees will be selected. The regional committees may make recommendations to the NAAE board of directors and/or to national committees. Refer to the attached graphic entitled "Committee Organizational and Flow Chart with Time Lines" for specifics on the committee process. On any matter that comes before the NAAE board of directors through the committee process, the board may take one of four positions as follows: 1. The board may implement the item exactly as it was recommended. 2. The board may implement the item with some modifications. 3. The board may refer the item to a standing committee at the next NAAE convention. 4. The board may reject the item with full explanation as to why. It is suggested that action items be brought to the committees from regional representatives on the attached form entitled "Standing Committees Agenda Items Proposal Format." The NAAE board of directors encourages all committee chairs, vice chairs, consultants and members to use this form during committee work. 40

3 Further, the NAAE board of directors encourages committees to focus on broad policies that affect NAAE rather than on day-to-day operational matters. Committees and the board of directors should concentrate on providing leadership and a vision for the overall organization. The day-to-day detail of managing the business of the organization is a function of the NAAE professional staff Committee Organizational and Flow Chart with Time Lines Refer to the organizational and flow chart on a following page Standing Committees Agenda Items Proposal Format Agenda items for the committees may be submitted using the Standing Committees Agenda Items Proposal Format. A copy is included on a following page Committee Chair and Vice Chair Memorandum of Understanding NAAE committee chair and vice chair candidates are required to complete and submit to the NAAE office a Memorandum of Understanding (MOU) no later than September 15 of the year they plan to be a candidate for said position. A copy of the MOU is included on the following two pages of this handbook. 41

4 Memorandum Of Understanding NAAE Committee Chair and Vice-chair The National Association of Agricultural Educators (NAAE) is a professional organization for agricultural educators at all levels of instruction and leadership. Membership includes classroom teachers at elementary, middle, secondary and postsecondary levels of instruction, teacher educators of agricultural education, state-wide coordinators/supervisors of agricultural education, and college/university students who are preparing to become agricultural educators. Priorities include agricultural education program development and improvement, governmental relations and federal legislation, professional/agriculture/agribusiness relations and member service/recognition. The NAAE is governed by an elected Board of Directors consisting of a president, president elect, and six regional vice presidents. The business of the NAAE is conducted through a committee process consisting of seven standing committees; finance, marketing, member services, policy and bylaws, professional growth, public policy, and strategic planning. Members of the NAAE board of directors serve as consultants to the full committees. Committee chairs and vice-chairs are elected by the voting members of each standing committee. Each committee consists of a chair, vice-chair, board consultant, and two members from each of the six NAAE regions. Serving as a NAAE committee chair or vice-chair requires the understanding, support, cooperation and commitment of the school administration, Board of Education, parents, students and the community. Service as a NAAE committee chair or vice-chair requires time away from the school and community to represent the interests of agricultural educators at the national level. Representation includes attending the annual NAAE convention, attending regional NAAE meetings, and participating in conference calls with the NAAE board of directors at least two times per year. To express appreciation for service, NAAE will reimburse the NAAE convention registration fee for committee chairs at the ACTE-member early-bird advance registration rate; NAAE will reimburse the NAAE convention registration fee for committee vice-chairs at one-half of the ACTE-member early-bird advance registration rate. Committee chairs and vice-chairs are responsible for registering themselves for the NAAE convention. Following the convention, committee chairs and vice-chairs must complete a voucher, including the ACTE convention registration receipt, to be reimbursed for their registration fee. Only committee chairs and vice-chairs that travel to the convention and perform the duties that are associated with their committee will be reimbursed. Before Convention: Duties and Responsibilities of NAAE Committee Chair and Vice-chair 1. The committee chair should participate in conference calls with the NAAE board of directors for committee reports during the NAAE board meetings in winter (usually February or March) and summer (usually July). Board consultant or NAAE president-elect will contact committee chairs with specific information on these conference calls. 2. Contact committee consultant (NAAE Regional VP) by September 15 th a. Inform the Regional VP of your intention to attend the annual convention and to complete committee responsibilities. b. Request committee report from winter and summer NAAE board meetings, as well as regional committee reports. c. Request list of committee members from board consultant 3. Prepare committee agenda and forward a copy to the consultant for review and comments. 4. Forward final copy of committee agenda to committee members, consultant and vice-chair. 42

5 During Convention: 5. Bring copies of the agenda and the summer NAAE board meeting committee reports for your committee members and any additional NAAE members who may be in attendance. Review agenda and bring with you any outside documents that may need to be referenced during the committee meeting (i.e. applications). 6. Be prepared to reference prior committee documents located on the NAAE website. 7. Acquire committee report form document from board consultant for vice-chair to record minutes and to prepare the written report. 8. Chair will preside over committee meeting and vice-chair will act as recorder during the NAAE convention. 9. Start meeting on-time. 10. Take attendance and make introductions. Be sure that two voting members from each region are in attendance (make corrections on committee list). 11. Encourage participation by all in attendance, but voting privileges are reserved for official committee members. 12. Consultant is available to you and the committee to answer questions the committee may have, but not to run the meeting. The consultant is a liaison between the NAAE board and the committee. 13. At the completion of the meeting, the committee will need to elect a chair and vice-chair to serve the next year s committee. (It is likely that the current vice-chair will move to committee chair for the next year s meeting.) 14. Vice-chair needs to prepare committee report and submit to the NAAE registration desk in a timely manner as per instructions provided by the committee consultant. 15. During the business session, committee chair will present the committee report. At the completion of the report, chair moves for acceptance of the report. Serving as a NAAE committee chair or vice-chair is more than an "honor." It requires leadership, representation and commitment. It gives the local school and community visibility nationwide and enhances the opportunity for professional growth for the local teacher, agricultural education department, school and the community. We, the undersigned, have read this Memorandum of Understanding, support the concept, and pledge our cooperation during the term of service. Name of Candidate Signature of Candidate Date NAAE Committee Position Candidate is Seeking (chair or vice-chair) Approved: Principal/Site Administrator Date Received: NAAE Executive Director Date NAAE committee chair and vice-chair candidates are required to complete the Memorandum of Understanding and submit it to the NAAE office no later than September 15 th. 43

6 4.4 Delegate Process The NAAE Board of Directors established a new delegate process in The purpose of this process was twofold. First, a system was needed that would provide a structure for the membership to surface and address issues of concern to agriculture teachers. Second, a system was needed to give the board of directors a means of disseminating information regarding issues about which they needed grassroots input. The process is based on the seven standing committees that are operational at the regional conferences, national convention and board of directors meetings. (Refer to the NAAE operating policies and the Total Quality Management Manual for more information on the standing committees.) States have the flexibility of utilizing this structure or may incorporate this system in their existing structure. At the regional conferences the state association leaders chair the various committees. For committee meetings at the NAAE convention, committee chairs are selected by the board from among NAAE members. During the winter and summer board meetings, board members are in charge of the committees. Board members serve as consultants to the committees during the NAAE convention. Committee agendas are created for the regional meetings by the board, staff, and state association leaders. The regional committee members have the flexibility to increase their agendas based on the concerns surfaced during the conference. The committee agendas at the NAAE convention are developed based on the results of the committee process at the regional conferences and the input of the board. The committee agendas at the board meetings are determined by the reports presented and approved by the delegates and the input of the board and staff related to the organization s operations and fiduciary responsibilities. A final, yet vital component of the delegate process is the feedback loop to the membership. Feedback on the delegate action should be distributed by the regional vice presidents at the regional conferences and through various communications channels such as newsletters and member mailings. 44

7 NAAE Committee Organizational and Flow Chart with Time Lines Winter NAAE Convention Business Session Seven standing committee reports approved by delegates (committee reports include recommendations to the NAAE Board of Directors) Standing committees are: Finance, Legislative Affairs, Marketing, Member Services, Policy and Bylaws, Professional Growth, and Strategic Planning Spring (February or March) NAAE Board of Directors Meeting NAAE board reviews recommendations from the seven standing committees and takes one of the following actions: Accept and adopt the recommendation as presented Accept and adopt the recommendation with adjustments Refer the recommendation to regional committee for clarification Reject the recommendation Summer (April through July) NAAE Regional Committee Meetings Seven standing committees meet at the regional leadership conferences with the purpose of recommending new items to the NAAE Board of Directors. July NAAE Board of Directors Meeting NAAE Board of Directors reviews new recommendations from the regional committees and takes one of the following actions: Accept and adopt the recommendation as presented Accept and adopt the recommendation with adjustments Refer the recommendation to full convention committee for clarification 4. Reject the recommendation Winter NAAE Convention Full Committee Meetings Seven standing committees meet during the NAAE convention and they report their recommendations at the NAAE convention business session. 45

8 Standing Committees Agenda Items Proposal Format Standing Committees: Finance, Marketing, Member Services, Policy and Bylaws, Professional Growth, Public Policy, and Strategic Planning Date Submitted: Submitted to Committee From: Region State Person Subject/Agenda Item: Purposes/Objectives of the Agenda Item: Background/Rationale for the agenda item: NOTE: Action recommended by the committee should be written in the committee report. This form does not replace the committee report; however, it may be attached to the final committee report. 46

9 4.5 NAAE Convention The NAAE convention is conducted as the annual meeting of the association. This is the national meeting for NAAE; it is a forum for addressing national issues, recognizing excellence in the profession, and providing professional development opportunities for agriculture teachers. The convention operation requires a full year of planning that begins immediately following the convention. The NAAE board and staff focus on critical issues such as convention planning, the hotel site and rates, meeting facilities and catering, workshops, general sessions, committee and regional meetings, and the trade show. 4.6 FFA Foundation Projects The National FFA Foundation serves as a fund raising source for the NAAE. The NAAE does not do all of its fund raising through the National FFA Foundation; however, it is a major source of fund raising. NAAE acknowledges that it cannot function as an effective national organization without the financial support of the National FFA Foundation. Through the Foundation, NAAE is able to develop connections with many corporate funding sources. It is the responsibility of the NAAE staff to provide management for sponsored programs, follow Foundation policies regarding project management, and remain within budget (any budget overruns are absorbed by NAAE). NAAE initiatives funded as special projects of the National FFA Foundation are included in the NAAE Annual Report on the NAAE website. 4.7 National FFA Convention The National FFA Convention offers the NAAE an excellent opportunity to promote the organization and gather feedback from agriculture teachers. A major portion of the NAAE marketing budget is expended on FFA convention activities because of the high concentration of NAAE members, non-members, potential agriculture teachers, teacher educators, state staff and national agricultural education leaders. Key focus areas for the NAAE at the National FFA Convention usually include making a presentation at and participating in the NASAE meeting, exhibiting at the Agricultural Career Show, participating in the collegiate agricultural education conference, and participating in a convention general session to recognize NAAE award recipients. (NAAE usually makes a presentation at the collegiate awards luncheon and sponsors a meal function for the college students.) 4.8 Qualifications of Candidates for a National Officer Qualifications and duties of a national officer are given in the hope that such information might be helpful to those giving consideration to becoming a NAAE officer. The qualifications and duties listed are those for a vice president Qualifications of a Candidate 1. Should have served as an officer of the state association, preferably as president, and have a minimum of seven years of successful experience as a teacher of agriculture or some taxonomy of agriculture. 2. Should be from a strong state association as demonstrated by having: a. A high percentage of teachers as members of NAAE and the other professional organizations. 47

10 b. A full quota of delegates at national conventions and summer leadership conferences. c. A strong publicity and public relations program. d. A well-planned and conducted tactical plan. 3. Should have attended at least three national conventions and four regional leadership conferences. 4. Should have time, assistance and facilities (note: this should include access to a direct business telephone line, a computer, and a fax machine) available to adequately perform all duties and responsibilities of the office. 5. Should be willing to make personal sacrifices in the interest of the organization. 6. Should have a record of promptness in handling association affairs. 7. Should have vision and be able and willing to think and act in the best interests of the national organization. 8. Should have the approval of the school administrators and be sure they understand the responsibilities of the office as well as the time required to perform those duties. Election as a vice president gives one at least a chance of becoming president. Since the president serves on the board for one year as president elect, it is possible that being elected vice president would result in five years of national service Time Commitment of a National Officer 1. Attend annual NAAE convention and meetings of the board of directors. Conduct a regional meeting during the national convention. (Approximately days.) 2. Conduct an annual regional leadership conference. (Minimum of two days a year.) 3. Visit each of the state associations in that region at least once during the term of office. (Range of 2-10 days a year.) 4. Represent the NAAE at other meetings, as requested. (Range of 5-10 days a year.) 5. Publish monthly updates to state officers and agricultural education leaders in your region. 6. Carry on regular correspondence with the NAAE office, NAAE Board, etc. 7. Send regular updates to state leaders Memorandum of Understanding Between National Officer Candidates and Their School Administrators National officer candidates are required to complete the Memorandum of Understanding and submit it to the NAAE office before September 15 th in order to run for office. A copy of the form is included on a following page. 48

11 4.8.4 Approximate Travel Commitments for NAAE Board Members Date Week Days Weekend Days Total Days February NAAE Board Meeting National Ag Ed Inservice (optional) March ACTE National Policy Seminar 3 3 (optional) June NAAE Regional Meeting (this varies by region) State Association Meetings (this varies by region) July NAAE Board Meeting State Association Meetings (this varies by region) August State Association Meetings (this varies by region) October National FFA Convention (this is not unique to NAAE board members many ag teachers attend NAAE does not reimburse travel costs for this event) November/December NAAE Convention Totals Notes: A good deal of the travel occurs in summer months when school is not in session. The president and president elect also attend two FFA board meetings per year one in January or February and another in July or August 3-4 days twice per year. The president and president elect also attend two Council board meetings per year one in March and one in October 2-3 days twice per year. 49

12 MEMORANDUM OF UNDERSTANDING The National Association of Agricultural Educators (NAAE) is a professional organization for agricultural educators at all levels of instruction and leadership. Membership includes classroom teachers at elementary, intermediate, secondary and postsecondary levels of instruction, teacher educators of agricultural education and state supervisors of agricultural education. Priorities include agricultural education program development and improvement, governmental relations and federal legislation, professional/agriculture/agribusiness relations and member service/recognition. The NAAE is governed by an elected Board of Directors. The six Vice Presidents are elected for three year terms by delegates attending their respective region meetings during the national convention. The six Secretaries are elected for a one year term by delegates attending their respective region meeting during the national convention. It is likely the vice president will become a candidate for President and the secretary will become a candidate for Vice- President. The President and President Elect are elected for one year terms by delegates attending the annual association business meeting at the national convention. Candidates for President and President Elect must have served on the Board of Directors within the past four years. Serving on the NAAE Board of Directors requires the understanding, support, cooperation and commitment of the school administration, Board of Education, parents, students and the community. Service as an officer of the NAAE requires time away from the school and community to represent the interests of agricultural educators at the national level. Representation includes attending meetings specified in the NAAE operating policies, attendance at meetings determined by tenure on the Board of Directors and at special professional meetings which are called unexpectedly. The NAAE will pay costs incurred for those meetings in accordance with their operating policies. The local school district will pay costs of the substitute teacher(s) whenever the representative is from that school district. The NAAE will strive to keep time away from task at a minimum by scheduling travel and meetings on Saturdays and Sundays whenever possible and scheduling meetings in June, July and August whenever feasible. Serving as a national officer is more than an "honor." It requires leadership, representation and commitment. It gives the local school and community visibility nationwide and enhances the opportunity for professional growth for the local teacher, agricultural education department, school and the community. We have read this Memorandum of Understanding, support the concept and pledge our cooperation during the term of office of: Name of Candidate Signature of Candidate NAAE Office Candidate is Seeking Approved: Principal/Site Administrator Date Approved: Superintendent/Chief Administrator Date Approved: Chair, Board of Education Date Received: NAAE Executive Director Date National officer and regional secretary candidates are required to complete the Memorandum of Understanding and submit it to the NAAE office no later than September 15 th. 50

13 4.9 Leadership and Personnel The NAAE Board of Directors has established a performance appraisal process for its staff and board. That process is outlined in the operating policies. The primary purpose for the performance appraisal process is to assist individuals in strengthening their performance in support of the NAAE mission and goals. The executive director should have a formal performance appraisal each year (winter board meeting) conducted by the board. The NAAE president will provide the leadership for this activity. At the discretion of the board, feedback may be gathered from the board, regional secretaries, agricultural education leadership, and others in assessing the performance of the executive director. The NAAE executive director provides significant leadership for agricultural education at-large; the input of a large pool of the profession can be valuable. The NAAE staff are evaluated by the executive director. It is recommended that this activity be an opportunity to evaluate performance, solicit input for improving NAAE operations and developing long-term personal growth plans for the staff members Position Descriptions Position descriptions for NAAE staff and officers are included in following pages Executive Director Title: NAAE Executive Director (Chief Staff Officer and Chief Financial Officer) Reports To: NAAE President (Chief Elected Officer) Supervisory Responsibilities: Directly supervises all permanent full-time and part-time employees, temporary full-time and part-time employees, undergraduate and graduate student workers, and interns. Salary and Benefits: Salary commensurate with experience. Benefits include a contribution to a health insurance plan (including options through the University of Kentucky), retirement plan, annual leave, sick leave, and other benefits as stated in the NAAE operating policies (refer to Additional benefits may be stated in the employment agreement between NAAE and the executive director. Qualifications: Education: Skills: Experience: B. S. degree in agriculture, education, business and/or administration; advanced degree(s) preferred. Strong leadership, management and communications skills required; well-developed ability to work with diverse people; possess initiative and organizational skills; ability to develop and conduct workshops and public presentations. Training and experience in organizational development and management; working knowledge and understanding of agriculture, education and agricultural education; experience in agricultural education as an administrator and/or teacher. Job Summary: Serve as chief staff officer and chief financial officer of this 501(c)(3) not-for-profit educationrelated professional membership association, which serves agricultural education professionals throughout the United States and its territories. 51

14 General Duties and Responsibilities: Serve as chief staff officer and chief financial officer Manage the day-to-day operations of the organization Prepare and operate an annual balanced budget Report directly to NAAE president Develop and implement a training program for the NAAE board of directors Provide leadership for agricultural education in the areas of professional development, member services and opportunities, and legislative affairs Provide direction and oversight for all communications and public relations for the association Work to increase annual NAAE membership and create new member programs and services to recruit and retain members Hire, train, and supervise all staff Build strong, positive relationships with organizations in and out of agricultural education resulting in win-win partnerships Work closely with teacher educators and state supervisors for the benefit of agricultural education Represent interests of the members and potential members Ensure compliance with local, state, and federal law, NAAE Bylaws, and internal operating policies Recognize separation of administrator and board responsibilities Assist the board in establishing objectives and providing direction for the organization Provide for financial requirements and safeguard the assets of the organization Ensure the extension of services to members Monitor operating performance Organize, coordinate, and evaluate board activities Exemplify traits as outlined in the NAAE Leadership Handbook Maintain official records of the organization Associate Executive Director Title: NAAE Associate Executive Director Reports To: Executive Director Supervisory Responsibilities: No official supervisory responsibilities for other staff related to human resources/personnel matters, such as performance appraisal. However, the associate executive director does direct the day-to-day activities of the full-time and part-time staff as well as temporary part-time employees, student workers, and interns. The associate executive director has authority to manage the time and duties of the NAAE staff. Salary and Benefits: Salary commensurate with experience. Benefits include a contribution to a health insurance plan (including options through the University of Kentucky), retirement plan, annual leave, sick leave, and other benefits as stated in the NAAE operating policies (refer to Additional benefits may be stated in the employment agreement between NAAE and the executive director. Qualifications/Requirements: Education: Skills: B. S. degree in agriculture, education, business and/or administration; advanced degree(s) preferred. Strong leadership, organizational management and communications skills; ability to work with diverse people; initiative and ability to work with little day-to-day supervision; ability to develop and conduct workshops and public presentations; general computer 52

15 hardware and software skills and knowledge; ability to travel independently throughout the United States and internationally (on rare occasions). Experience: Working knowledge and understanding of agriculture, education, agricultural education, and career and technical education; training and experience in organizational development and management; experience in agricultural education as a teacher at any level or as an administrator preferred; experience in coordinating and/or delivering professional development for teachers and developing instructional materials/curriculum preferred. Job Summary: Serve as the second-in-line executive staff person of this 501(c)(3) not-for-profit education-related professional membership association, which serves school-based agricultural education professionals throughout the United States and its territories. General Duties and Responsibilities: Serve as the second-in-line executive staff person for the association Report directly to the executive director Manage the day-to-day activities of the association, including coordinating the activities/duties of other staff Manage NAAE professional development activities and initiatives Coordinate meeting planning for the NAAE convention, regional NAAE meetings, and other events as needed (with day-to-day meeting planning conducted by the NAAE meeting planner) Manage the NAAE membership database and coordinate the activities of other staff in maintaining the database, including reporting functions Manage the NAAE awards/recognition, scholarship, and internship programs (with logistics arrangements conducted by the NAAE meeting planner) Communicate as needed with the NAAE board of directors and state agricultural education association leaders Coordinate communications, marketing, and public relations for the association Coordinate the maintenance of the association s computer network Coordinate a knowledge management system for the association Assist the executive director in coordinating advocacy functions for the agricultural education profession Assist the executive director in establishing objectives and providing recommendations for the board of directors and the overall organization Assist the executive director in promoting NAAE and the agricultural education profession to external audiences that may be in a position to provide sponsorships/organizational membership to benefit NAAE members Provide leadership for agricultural education under the direction of the executive director Operate within the approved budget of the organization with input from the executive director Develop and implement necessary training for NAAE staff Exemplify traits as outlined in the NAAE Leadership Handbook Other professional duties as assigned by the executive director * This is not an all-inclusive list, but rather a general listing of the duties of the position Communications/Marketing Coordinator Title: NAAE Communications/Marketing Coordinator Reports To: Executive Director Supervisory Responsibilities: No direct supervision of full-time or permanent part-time employees; some supervision of temporary part-time employees, student workers and student interns. 53

16 Salary and Benefits: Salary commensurate with experience. Benefits include a contribution to a health insurance plan (including options through the University of Kentucky), retirement plan, annual leave, sick leave, and other benefits as stated in the NAAE operating policies (refer to Job Summary: Provide executive level recommendations to the executive director related to NAAE s communications and marketing functions. Prepare and distribute news releases related to any and all public events and activities of the association. On a regular schedule, and periodically as needed, research, write, edit, design, and distribute association news to appropriate entities, to include local/state/national media outlets, local/state/federal government officials, leaders of state agricultural education associations, and all NAAE members. Scan agriculture and education related publications for news items of interest to NAAE members. Develop news and information for inclusion on the NAAE website. Perform routine maintenance on the NAAE website. Oversee development of publications from design to printing to mailing/shipping stages. Serve as staff consultant to the NAAE marketing committee and other committees, as appropriate. Direct membership marketing activities and events. Attend and participate in state, regional, and national meetings as assigned by the executive director. Provide photography services for NAAE meetings and events. Direct the merchandising and delivery of NAAE services and products. Serve as first level of communication between the office and the board of directors and members. Direct responses to correspondence and communiqués received from all sources (mail, , fax, telephone, etc.) to appropriate staff persons. Develop, prepare, and deliver presentations on behalf of the NAAE board and membership. Advise individuals, groups, and organizations of the NAAE board s views on policies or issues, using judgment, discretion, and input from the board and executive director. Assist with membership management and communications. Provide daily maintenance, as needed, for state and national legislative alerts on the web-based NAAE Legislative Action Center. Establish and maintain highly confidential files. The NAAE communications/marketing coordinator will also be expected to assist with other duties and responsibilities as assigned by the NAAE executive director. Position Qualifications: The NAAE communications/marketing coordinator will be expected to have appropriate credentials and experience in communications and marketing, including a working knowledge of writing for the media, preparing computer generated presentations, developing and maintaining websites, marketing membership and merchandise, and using computer software typical in office environments (word processing, desktop publishing, web design and maintenance, database, and spreadsheet). Strong skills in interpersonal/oral/written communications, project and time management, and leadership are desired highly. Minimum of Bachelor s degree related to communications, marketing, and/or public relations required. Professional experience working in communications, marketing, and/or public relations preferred Meeting Planner Title: Meeting Planner Reports To: Executive Director Supervisory Responsibilities: No direct supervision of full-time or permanent part-time employees; with input from senior staff (executive director and associate executive director), some supervision of temporary part-time employees, student workers and student interns. Salary and Benefits: Salary commensurate with experience. Benefits include a contribution to a health insurance plan (including options through the University of Kentucky), retirement plan, annual leave, sick leave, and other benefits as stated in the NAAE operating policies (refer to Qualifications/Requirements: Education: B. S. degree in agriculture, education, hospitality, business, administration, or closely related field. 54

17 Skills: Experience: Strong communications, leadership, and management skills; ability to work with diverse people; self-motivation, initiative and ability to work with limited day-to-day supervision; general computer hardware and software skills and knowledge; ability to travel independently throughout the United States. Training, experience and understanding of meeting planner responsibilities in association management. Knowledge and experience in agriculture, education, agricultural education, and career and technical education preferred. Job Summary: Serve as the meeting planner for this 501(c)(3) not-for-profit education-related professional membership association, which serves school-based agricultural education professionals throughout the United States and its territories. General Duties and Responsibilities:* Report to the executive director on official human resources/personnel related matters, including annual performance appraisal. Report to the associate executive director on day-to-day assignments, projects, and initiatives. Perform meeting planning for all NAAE activities and events including, but not limited to: NAAE convention Regional NAAE meetings NAAE activities at the National FFA Convention Agricultural Education Strand of the ACTE National Policy Seminar and other events as needed Coordinate travel arrangements for NAAE travelers including, but not limited to: NAAE board of directors NAAE staff NAAE award recipients Participants in NAAE projects and activities (such as Agriscience Ambassadors, professional development workshops, and other current and future initiatives) NAAE summer interns Assist with logistics for NAAE awards/recognition, scholarship, and internship programs Assist with project management as assigned by the executive director and the associate executive director Operate within the approved budget of the organization related to meeting planning for NAAE Exemplify traits as outlined in the NAAE Leadership Handbook Other professional duties as assigned by the executive director and associate executive director * This is not an all-inclusive list, but rather a general listing of the duties of the position Staff Associate Title: Staff Associate Reports To: Executive Director Supervisory Responsibilities: No direct supervision of full-time or permanent part-time employees. Salary and Benefits: Salary commensurate with experience. Benefits include retirement benefits, annual leave, sick leave, insurance, and other benefits provided to University of Kentucky employees. This position is shared with the UK agricultural education faculty in the UK College of Agriculture Department of Community Leadership and Development. All salary and fringes will be provided by UK; NAAE will reimburse UK for one-half of the costs of this position. This position is subject to all UK human resources policies and procedures. Job Summary: Provide administrative support to the executive director. Serve as first level of communication between the office and the board of directors and members. Answer phones, address callers questions, and direct 55

18 callers to other NAAE staff persons as appropriate. Manage executive director s calendar and schedule meetings. Process payables and receivables and communicate with outsourced accounting office. Coordinate arrangements for meetings. Coordinate travel arrangements for staff, board of directors, and award recipients. Compose and word process correspondence for all types of transmission (regular mail, electronic mail, fax, etc.). Respond to correspondence and communiqués received from all sources (mail, , fax, telephone, etc.). Enter data and extract reports from databases. Develop, prepare, and, on occasion, deliver presentations, meeting agendas, reports, and other written documents. Establish and maintain highly confidential files. Advise individuals of the executive director s views on policies or issues, using judgment and discretion. Assist with membership management and communications. The NAAE staff associate will also be expected to assist with other duties and responsibilities as assigned by the NAAE executive director. Position Qualifications: The NAAE membership coordinator will be expected to have appropriate general experience in office management, including a working knowledge of computer software used in office environments (word processing, database, and spreadsheet). In addition, strong skills in interpersonal/oral/written communications, project and time management, and leadership are desired highly. Minimum of high school diploma or equivalent required; Associate s or Bachelor s degree in business, management, administration, or related field preferred. Three to five years previous experience as an administrative assistant or executive assistant preferred Board of Directors The function of the Board of Directors is to establish and review major policies and plans of the association. Board members have specific legal and fiscal responsibilities to members of the association. Board members working in cooperation with fellow board members, the chief association executive and the membership are more successful when they work together. However, human beings don t work together automatically. To reach their common objectives, members need the coordination force of leadership. Persons elected to a position on the Board of Directors, face the challenge of representing all members. The Board of Directors decisions are group decisions. These actions are a composite of the background, experience, knowledge and thinking of its collective membership. Directors may choose to differ on issues but should be supportive of final decisions. While the Board of Directors possess the responsibility of managing the affairs of the business, this is not to be interpreted as meaning they should manage the day-to-day operations of the organization. Day-to-day management is the responsibility of an administrator who is accountable for decisions and performance. The role of the NAAE Executive Director is challenging and complex. This individual has the responsibility of mastering the uniqueness of the organization and responding to the members as represented through their elected Board of Directors. There is a fine, thin line between directors and administrators. The line separates the roles, responsibilities, authorities and functions of the Board from those of the Executive Director. There are several tasks that directors perform: 1. Represent interests of the members and potential members. 2. Insure compliance with laws, operating policies and Bylaws. 3. Recognize separation of administrator and board responsibility. 4. Establish objectives and provide direction. 5. Provide for financial requirements and safeguard the assets of the organization. 6. Insure the extension of services to members. 7. Monitor operating performance. 8. Organize, coordinate and evaluate board activities. In addition to specific tasks to be performed, directors are to display certain traits. Each director should be willing to: 56

19 1. Be a loyal believer, supporter, and member of the organization. 2. Be a good ambassador in relating the organization to the membership. 3. Be willing and able to devote the necessary time to the responsibility. 4. Be willing to take an active part in board meetings,express opinions freely, and be willing to abide by and support majority decisions. 5. Be broad-minded and qualified to make decisions in the over-all interest of the organization. 6. Be positive, tactful, and cognizant of influence on the attitudes of the organizations staff members. 7. Be knowledgeable of the organization, its character and its Bylaws. 8. Possess an awareness of both the business and social environment in which the organization operates. Tasks or traits are easy to cite and explain. Often overlooked are the unspoken expectations directors have of administrators and administrators have of directors. The expectations, once honestly revealed, can do a lot to facilitate communication and, what is more important, collaboration between directors and administrators. The following is a summary of the expectations that administrators typically have for directors: 1. Project a good image of the organization. 2. Be good business people. 3. Recognize and respect the line between the administrator s role and director s role. 4. Remove themselves from employee problems. 5. Have a positive attitude toward agriculture and agricultural education. 6. Be willing to self-evaluate themselves on a regular basis. 7. Expect excellence from administrator but not perfection. 8. Be on time for meetings, participate conscientiously, stick to the agenda, and possess the courage to present a minority opinion. 9. Objectively evaluate the administrator s performance. 10. Conscientiously establish a working relationship with administrator. 11. Represent membership. 12. Set direction but allow administrator to get job done. 13. Ask questions of the administrator; be candid and open. 14. Possess a sense of responsibility and an attitude of progress. 15. Recognize people the administrator hires but allow administrator to manage them. 16. Accept risk taking as normal operating procedure. 17. Be a leader. 18. Present clear instructions as a board, not as individuals. Shape and approve policy. 19. Measure and award performance. 20. Be optimistic. 21. Recognize own strengths as well as weaknesses. 22. Be concerned about concepts, not specifics. 23. Remain objective, although board decision may not be in agreement with an individual s thoughts or position. The following is a summary of the expectations that directors typically have for administrators: 1. Be alert to and prepared for changes 2. Recognize obsolete or inefficient procedures 3. Be trustworthy 4. Recognize individual weaknesses and the organization's weaknesses 5. Understand and know the organization and the profession 6. Be able to recognize problems and deal with them 7. Keep board informed of pending problems 8. Provide and maintain adequate facilities 9. Develop team approach with board and staff 10. Establish goals 11. Be flexible 57

20 12. Keep interest of members in mind 13. Provide agenda for meeting 14. Supply meaningful reports 15. Build image of a prosperous business 16. Be imaginative 17. Present both sides of an issue which requires board consideration 18. Prepare and administer a sound budget 19. Delegate responsibility effectively 20. Communicate openly between administrator and board 21. Be well prepared for board meetings 22. Accomplish objectives through people 23. Develop a good program 24. Maintain a positive attitude toward the future of agriculture and agricultural education President 1. Preside at all regular and special meetings of the Board of Directors. 2. Preside at all general sessions and special meetings and functions during the annual convention unless otherwise determined by the Board of Directors. 3. Appoint NAAE ad hoc committee representation. 4. Serve as an ex-officio, non-voting member of all NAAE committees. 5. Serve as a consultant to the National FFA Board of Directors. 6. Attend the ACTE National Policy Seminar, when possible. 7. Serve on all administrative committees for agricultural education as stipulated by the ACTE. 8. Represent the NAAE at Regional Leadership Conferences, national meetings of government, industry, and agribusiness and other meetings as set forth in the operating policies or deemed necessary by the executive committee. 9. Respond to communications from the national office, NAAE officers, and other correspondence. 10. Keep the NAAE members and the Board of Directors properly informed about organization activities. 11. Help coordinate the work of the NAAE. Delegate authority and encourage officers to carry out their responsibilities. 12. Provide leadership on the national and state levels. 13. Be informed about the total scope of the NAAE leadership and service. Be familiar with the NAAE Bylaws and the current operating policies. 14. Complete and submit all reports requested via operating policies, Board of Directors and/or the national office President Elect 1. Assist the President and Executive Director during the national convention and on special assignments as determined by the Board of Directors and/or executive committee. 2. Be informed about the total scope of NAAE leadership and service. Be familiar with the NAAE Bylaws and current operating policies. 3. Coordinate the review, revision and presentation of the NAAE Leadership Handbook with objectives and action steps to the Board of Directors for discussion, input and approval at Board of Directors meetings. 4. Represent the Board of Directors meetings designated by the President and/or the Executive Committee. 5. Serve as a consultant to the National FFA Board of Directors. 6. Provide leadership on special matters and serve the NAAE on committees as designated by the President and/or executive committee. 7. Attend all regular and special meetings of the Board of Directors and the annual national convention. 8. Complete and submit reports requested via operating policies, the Board of Directors and/or the national office promptly. 58