HCBA JOB DESCRIPTION SECRETARY

Transcription

1 SECRETARY The Role of Secretary The role of secretary is the initial office on the officer track for leadership in the association. Officially it is a four-year officer track, with successive years as treasurer, president-elect, and president. The immediate past-president also continues to serve in leadership with a variety of responsibilities. Essentially, candidates seeking the secretary role commit to five years of association service. Responsibilities A. The secretary serves on the Board of Directors, with all of the responsibilities of a director as described in the job description for that role. B. The secretary also serves on 1. The Executive Committee; 2. The Finance & Planning Committee; and 3. Along with the other association officers, as a Class A member of the Hennepin County Bar Foundation. In this role, the secretary serves on the HCBF Board of Directors and together with other Class A members appoints the Class B members of the foundation. The expectations of attendance, preparation, and active engagement as emphasized for board members apply to all of these responsibilities. C. Bylaw-defined responsibilities: The Secretary or his or her delegates shall keep the minutes of meetings of the Board, Executive Committee, and Members. The Secretary shall cause notice of these meetings to be provided as set forth in these Bylaws and certify to the provision of all notices of such meetings. The Secretary shall perform such other duties as may be assigned to the Secretary by the Board or the President. (Bylaws, Art. VIII, Sec. 9) D. In practice, formal record maintenance is implemented by association staff in concert with the secretary. E. Traditional responsibilities In the absence of president, president-elect, and treasurer, the secretary will chair meetings of the membership, the Board of Directors, or the Executive Committee. F. Role of Ambassador The secretary and other officers play a particularly important role as ambassadors for the association, representing the association to members, prospective members, other law-related entities including the courts, county and city government, the legislature, and the community at large. The secretary must commit special effort toward learning the association s programs, services, and activities in order to effectively lead during his or her term as an officer. As an ambassador, the secretary shall be actively involved in the activities of the Role of officers and other members of the Executive Committee Page 1 of 11

2 association and make every effort to attend significant events of the association and the profession. G. Time commitment While it is difficult to evaluate the demand of meetings and service in any given year, a secretary typically needs to commit up to 15 hours per month of HCBArelated engagement. Role of officers and other members of the Executive Committee Page 2 of 11

3 TREASURER The Role of Treasurer The role of treasurer is the second office on the officer track for leadership in the association. Responsibilities A. The treasurer serves on the Board of Directors, with all of the responsibilities of a director as described in the job description for that role. B. The treasurer serves on 1. The Executive Committee; 2. The Finance & Planning Committee; and 3. Along with the other association officers, as a Class A member of the Hennepin County Bar Foundation. In this role, the treasurer serves on the HCBF Board of Directors and together with other Class A members appoints the Class B members of the foundation. The expectations of attendance, preparation, and active engagement as emphasized for board members apply to all of these responsibilities. C. Bylaw-defined responsibilities The Treasurer or his or her delegates shall have custody of all funds and securities of the Association and shall cause all funds to be deposited in the name of the Association in the bank or banks or other authorized depositories that the Board may designate. The Treasurer shall be authorized to sign or countersign all checks, drafts, and notes of the Association and disburse the funds of the Association under the direction of the Board or President, and shall perform such other duties as may be assigned by the Board or the President. (Bylaws, Art. VIII, Sec. 8) Serves on and chairs the Finance & Planning Committee D. In practice, many financial duties such as check writing, investment monitoring, etc. are implemented by association staff in concert with the treasurer. E. Traditional responsibilities In the absence of the president and president-elect, the treasurer chairs meetings of the Board of Directors, the Executive Committee, and any meetings of the HCBA membership. F. Appointments Appoints one individual to the Finance & Planning Committee G. Role of Ambassador The officers play a particularly important role as ambassadors for the association, representing the association to members, prospective members, other law-related Role of officers and other members of the Executive Committee Page 3 of 11

4 entities including the courts, county and city government, the legislature, and the community at large. As an ambassador, each officer must be actively involved in the activities of the association and make every effort to attend significant events of the association and the profession. H. Time commitment While it is difficult to evaluate the demand of meetings and service in any given year, a treasurer typically needs to commit up to 15 hours per month of HCBArelated engagement. Role of officers and other members of the Executive Committee Page 4 of 11

5 PRESIDENT-ELECT The Role of President-Elect The role of president-elect is the third office on the officer track for leadership in the association. Responsibilities A. The president-elect serves on the Board of Directors, with all of the responsibilities of a director as described in the job description for that role. B. The president-elect also serves on 1. The Executive Committee; 2. the Finance & Planning Committee; 3. the Volunteer Lawyers Network; and 4. Along with the other association officers, as a Class A member of the Hennepin County Bar Foundation. In this role, the president-elect serves on the HCBF Board of Directors and together with other Class A members appoints the Class B members of the foundation. The expectations of attendance, preparation, and active engagement as emphasized for board members apply to all of these responsibilities. C. Bylaw-defined responsibilities The President-Elect shall perform such duties as shall be delegated by the President or by the Board, and in the absence of the President shall preside at all meetings of the Board, Executive Committee, or the Members. The President- Elect shall perform such other duties as may be assigned by the Board or the President. (Bylaws, Art. VIII, Sec. 7) D. Traditional responsibilities 1. Traditionally serves as representative to VLN Board of Directors as appointed by the president 2. Chairs the Council of Sections E. Appointments Makes one appointment to the Finance & Planning Committee F. Role of Ambassador The officers play a particularly important role as ambassadors for the association, representing the association to members, prospective members, other law-related entities including the courts, county and city government, the legislature, and the community at large. As an ambassador, each officer must be actively involved in the activities of the association and make every effort to attend significant events of the association and the profession. G. Time commitment: Role of officers and other members of the Executive Committee Page 5 of 11

6 While it is difficult to evaluate the demand of meetings and service in any given year, a president-elect typically needs to commit up to 20 hours per month of HCBA-related engagement, with that commitment increasing significantly in the last third of the year. Role of officers and other members of the Executive Committee Page 6 of 11

7 PRESIDENT The Role of President The role of president is the fourth office on the officer track for leadership in the association, the culmination of earlier years of service and the highest role of leadership the association offers. Responsibilities A. As elected leader of the association, the president 1. serves on and presides over the Board of Directors 2. Serves on and presides over the Executive Committee; 3. Presides over all meetings of the Members of the HCBA; 4. Serves on the Finance & Planning Committee; 5. Serves, along with the other association officers, as a Class A member of the Hennepin County Bar Foundation. In this role, the president serves on the HCBF Board of Directors and together with other Class A members appoints the Class B members of the foundation; and 6. Serves ex officio on every committee and section of the association, and has the right to vote on any matters before the entity. B. Bylaws-defined responsibilities: The President shall be the chief executive officer of the Board, shall preside over all meetings of the Board, the Membership and of the Executive Committee. Unless otherwise specifically provided in these Bylaws, the President, by virtue of office, shall serve as a member of all Sections and Committees of the Association, and sign all documents as may be required for the business of the Board, and in general perform all duties usually incident to the office of the President and such other duties as may be from time to time set forth by the Board. The President may vote on any matters properly before any Association Body. (Bylaws, Art. VIII, Sec. 6) In the absence of the president-elect, the president shall preside over meetings of the Council of Sections. C. Role as Spokesperson: The President shall be the chief representative and official spokesperson of the Board and the Association. The President or his or her representative and no other Officer, Member, Staff, or agent shall represent the Association before any agency, court, department, or other governmental body, except as this Article XIV otherwise provides. The President may expressly delegate this duty. The President may expressly delegate one or more spokesperson duties to the Executive Director either on a one-time or continuing basis. If such delegation occurs, the Executive Director is empowered to represent the Association and communicate on its behalf to the extent of the delegation as consistent with the policies and positions of the Association. The Executive Director may delegate to other Staff specific duties relating to communicating on behalf of the Association. (Bylaws, Art. XIII, Sec. 1,2) Role of officers and other members of the Executive Committee Page 7 of 11

8 F. Appointments: 1. Appoints chairs of all standing committees* of the association 2. Appoints two (2) members to Nominating Committee (3-year terms) 3. Appoints five (5) members to Judicial Plebiscite Committee and names the chair (Policies and procedures on the plebiscite are under review.) 4. Appoints three (3) members to the Advisory Board to the Affiliation Agreement, and designates the chair every third year, including Appoints three (3) members to the Pro Bono Awards Committee 6. Appoints chair of Delivery of Legal Services Committee annually (This committee is not a traditional member committee of the association, but rather a coalition of staff members of legal services organizations, and the committee usually recommends its own chair.) 7. Appoints representative to VLN board of directors (traditionally the president-elect) *Current standing committees include: Bar Memorial; Bench and Bar; Community Relations; CLE Oversight; Diversity; Ethics (vice chairs only); Government Relations;?Judicial Plebiscite?; LRIS Oversight; Membership Services; The Hennepin Lawyer, the chair of which is traditionally a 2-year appointment. G. Role of Ambassador The president plays a unique and vital role as the face of the organization to the profession and the public. All officers serve as ambassadors for the association, representing the association to members, prospective members, other law-related entities including the courts, county and city government, the legislature, and the community at large. As an ambassador, each officer must be actively involved in the activities of the association and make every effort to attend significant events of the association and the profession. H. Time commitment While it is difficult to evaluate the demand of meetings and service in any given year, a president typically needs to commit up to 30 or 35 hours per month of HCBA-related engagement. Role of officers and other members of the Executive Committee Page 8 of 11

9 PAST PRESIDENT The Role of the Immediate Past President While this fifth year is not an officer position, the immediate past-president continues to serve in bar leadership with a variety of responsibilities. Responsibilities A. The past president serves on 1. The Board of Directors; 2. The Executive Committee; 3. And chairs the Nominating Committee; and 4. Along with the association officers, as a Class A member of the Hennepin County Bar Foundation. In this role, the past president serves on the HCBF Board of Directors and together with other Class A members appoints the Class B members of the foundation. The expectations of attendance, preparation, and active engagement as emphasized for board members apply to all of these responsibilities. B. Bylaws-defined responsibilities The past president chairs the Nominating Committee. C. Role of Ambassador The past president continues to play a role as an ambassador for the association, representing the association to members, prospective members, other law-related entities including the courts, county and city government, the legislature, and the community at large. D. Time commitment While it is difficult to evaluate the demand of meetings and service in any given year, a past president typically needs to commit up to 8 hours per month of HCBA-related engagement, with additional time given during the nominating process. Role of officers and other members of the Executive Committee Page 9 of 11

10 CHAIR OF THE NEW LAWYERS SECTION Role of Chair of the New Lawyers Section The chair of NLS is elected by the NLS leadership team to serve a one-year term presiding over programming and services of the section. Responsibilities of the Chair of the NLS A. In addition to responsibilities specific to the NLS described in the bylaws of the section, the NLS chair also serves on 1. The Board of Directors, with all of the responsibilities of a director as described in the job description for that role; 2. The Executive Committee; and 3. The Finance & Planning Committee The expectations of attendance, preparation, and active engagement as emphasized for board members apply to all of these responsibilities. B. Appointments 1. Appoints one member to the Finance & Planning Committee C. Role of Ambassador HCBA leaders play a particularly important role as ambassadors for the association, representing the association to members, prospective members, other law-related entities including the courts, county and city government, the legislature, and the community at large. As an ambassador, each leader must be actively involved in the activities of the association and make every effort to attend significant events of the association and the profession. The New Lawyers Chair plays a particularly important role in connecting with law students and other new lawyers. D. Time commitment While it is difficult to evaluate the demand of meetings and service in any given year, a New Lawyer Section chair typically needs to commit up to 8 hours per month of HCBA-related engagement in addition to NLS-specific duties. Role of officers and other members of the Executive Committee Page 10 of 11

11 DEVOLUTION OF OFFICER ROLES IN CASE OF VACANCY (From Bylaws, Art. VIII, Sec. 5) 1. Officer Vacancy. If an Officer is removed, resigns, or dies, the next Officer on the Officer Track shall serve in such office of such Officer as set forth below. a. If the President resigns, dies or is removed, the President-Elect shall immediately upon such resignation or removal, become the President and he or she shall serve as President and the President-Elect for the remainder of the term so filled and then serve as President for his or her own term as President as contemplated by the Officer Track. b. If either the President-Elect or Treasurer dies, resigns or is removed, the next Officer on the Officer Track shall fill the role of such dead, resigned or removed Officer. In the event of the death, resignation or removal of the Treasurer, at the election of the Board either (i) the Secretary shall become the Treasurer and continue to serve as the Secretary for the remainder of the fiscal year or, (ii) the Nominating Committee shall solicit and put forth a new candidate for Secretary to fill the remainder of the term of the Secretary. c. If the Secretary dies, resigns or is removed, at the election of the Board either (i) the Nominating Committee shall solicit and put forth a new candidate for Secretary to fill the remainder of the term of the dead, resigned or removed Secretary or (ii) the Nominating Committee shall put forth candidates for both the Secretary and the Treasurer for the upcoming fiscal year. Adopted Executive Committee Adopted Finance & Planning Committee Role of officers and other members of the Executive Committee Page 11 of 11