Board Member General Responsibilities
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- Jade Waters
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1 Board Member General 1. Maintain membership in Learning Forward per organizational requirements to be an affiliate of the national organization. 2. Attend all meetings of the Board of Directors and general membership. 3. Conduct the business of the Corporation, to include: a. Preparing and authorizing a general budget; b. Establishing guidelines for expenditures; c. Setting the time and place of each general meeting and, d. Attending to all business which occurs between meetings. 4. Communicate with the president, executive director, and other members of the Board. 5. Carry out the vision, mission, and goals of the Corporation. Page 1 of 25
2 President 1. Call all meetings of the Board of Directors and the general membership. 2. Set the agenda for all Board meetings and general membership meetings. 3. Conduct all Board and general membership meetings. 4. Appoint chairpersons for all standing and ad hoc committees. 5. Appoint a parliamentarian from the Board of Directors. 6. Report highlights of each conference in the newsletter. 7. Communicate as the official representative for the Corporation. 8. Work closely with the executive director to coordinate services to the membership, meet affiliate duties and obligations and ensure efficient operation of the organization. 9. Coordinate planning for the corporation conferences and meetings. 10. Announce election results to the membership. 11. Assume the responsibilities of immediate past-president upon the completion of term as president. Page 2 of 25
3 Immediate Past-President 1. Serve as an advisor to the president upon request. 2. Serve on the Nominations Committee. 3. Assist in collecting, updating and keeping information, memorabilia, etc. to be added to the archives. 4. Assist in transferring the archives to the incoming immediate pastpresident and/or executive director by the close of the Annual Meeting of Members. 5. Serve as a liaison to any affiliated organizations as requested by the Board of Directors. Page 3 of 25
4 President-Elect 1. Assume the responsibilities of the president when appropriate and/or necessary. 2. Chair the Audit Committee. 3. Serve as advisor to the Nominations Committee. 4. Perform duties and responsibilities as assigned by the president. 5. Automatically become president at the close of the term of office. 6. Serve as liaison to committees as needed. Page 4 of 25
5 Secretary 1. Record and disseminate minutes of all Corporation Board, Executive, and Business Meetings. 2. Maintain a record of names, addresses, phone numbers, and s of officers, directors, the executive director, and committee chairs. 3. Maintain dates of elections and termination of service of officers, directors and committee chairs. 4. Maintain a log of announcements, publications, brochures, membership rosters, and minutes including records of attendance. 5. Maintain a record of any meeting actions that set policy. 6. Submit to the treasurer an official transcript of the minutes of any meeting at which expenditures of Corporation funds were approved or disapproved by a majority vote. 7. Hold official ballots and tabulated results for 30 days following a Corporation election. May work with executive director to secure election results. 8. Convey all records to the incoming secretary at the completion of term. Page 5 of 25
6 Treasurer 1. Assume responsibility for all financial transactions of the Corporation. 2. Prepare and distribute a treasurer s report of receipts, expenditures, and balances at all Board and Business meetings. 3. Maintain detailed accounting records related to the expenses and income for general operating practices, conferences, and other events of the organization. 4. Provide all necessary documentation of the accounts and financial transactions of the Corporation to the Audit Committee upon request. 5. Be bonded during the term of office. Such bond shall be paid by the Corporation. 6. File all required reports associated with financial aspects of organization. (e.g. annual report to State of Florida, maintenance of Registered Agent, appropriate tax forms to IRS and State of Florida.) May work with executive director to ensure filing of required reports. Page 6 of 25
7 FASD Regional Director 1. Distribute professional development information (DOE, FASD, Newsletter, etc.). 2. Share professional development information. 3. Lead/facilitate networking and communication within the region. 4. Provide legislative awareness. 5. Recruit new members. 6. Communicate with the president, executive director, and other members of the Board, particularly in regards to regional responsibilities. Page 7 of 25
8 Director-At-Large 1. Serve in leadership capacity on Standing and/or Ad Hoc committees of the Board of Directors. 2. Attend all meetings of the Board of Directors and general membership. 3. Communicate with the president, executive director, and other members of the Board, particularly in regards to designated committee responsibilities. Page 8 of 25
9 Audit Committee (Standing Committee) Committee Composition: Chaired by the president-elect, others appointed by the president. 1. Review the financial records of the Corporation annually. 2. Report the finding of the review to the membership at the Winter (Spring in the event that Winter is not held) conference for the preceding fiscal year. 3. Adhere to procedures for completing audit as identified in the procedures below. FASD Auditing Procedures President-Elect serves as the chairman. This is typically a three-person committee. Committee and treasurer complete audit during Board Retreat, to close out fiscal year of organization. 1) Audit Committee reconciles deposits and expenses. One member reviews all of the deposits. Another member reviews all of the expenses. A third member reviews each transaction from the bank statement; as the deposit or the expense is verified by the member reviewing that section, it is initialed by person verifying the accuracy of the bank statement. 2) The Audit Committee questions the treasurer on any gaps or concerns. 3) The Audit Committee verifies that all applicable reports have been filed by the treasure during the fiscal year being audited. Annual report to State of Florida Payment to registered agent (as required by annual report) IRS tax form State of Florida tax form 4) The Audit Committee then states whether the audit is in good standing and reports to Board following audit 5) President reports audit findings during next meeting of membership (Spring Forum). Page 9 of 25
10 Election Committee (Standing Committee) Committee Composition: At least three members, including a chairperson, appointed by the president at the first meeting of the Board of Directors following the election. 1. Serve as tellers for the Corporation elections. 2. Conduct Corporation elections in a manner prescribed by the Board of Directors. 3. Hold sealed ballots until official tabulation. 4. Tabulate the ballots. 5. Hand official tabulation and ballots to the Corporation Secretary for storage as prescribed in the By-laws. Page 10 of 25
11 Leadership Conference Committee (Standing Committee) Committee Composition: Chairs nominated by the committee and selected by the president. Chairs will have served at least two years on the planning committee prior to selection as chair. Chairs will invite and appoint members of the planning committee. The chairpersons shall solicit members with strong consideration given to representation from district professional learning departments, post-secondary institutions, small, medium and large districts, and equitable distribution of all geographical regions of the state. 1. Plan and conduct an annual Leadership Conference. 2. Prepare a budget and collect registration and fees sufficient to pay expenses of the Leadership Conference. 3. Maintain a steering committee structure representative of the Corporation membership. 4. Secure input from past Planning Committee Chairs. 5. Schedule and conduct regular Planning Committee meetings. 6. Assume all responsibilities for ensuring that the annual Leadership Conference is successful. 7. Nominate the chairperson(s) to serve for the succeeding year(s). Page 11 of 25
12 Legislative Committee (Standing Committee) Committee Composition: Members and chair appointed by the president. 1. Monitor legislation that promotes effective professional learning programs. 2. Initiate legislation that promotes effective professional learning programs, where directed by the Board. 3. Provide information to the membership concerning proposed legislation affecting professional learning. Page 12 of 25
13 Membership Committee (Standing Committee) Committee Composition: Five (5) members, including a chairperson appointed by the president at the first meeting after elections. 1. Maintain a list of current members. 2. Assist in the registration of new members. 3. Provide membership applications upon request. 4. Notify membership of yearly membership dues. 5. Promote the welcome and orientation of new members. Page 13 of 25
14 Nominations Committee (Standing Committee) Committee Composition: Immediate past-president and five other members (total of at list six) including one professional development director, one post-secondary institution representative, and one teacher leader currently serving on a professional development council or in another leadership position related to professional learning. Two members shall be appointed who are NOT on the Board of Directors and shall be elected by the membership during the annual election. At least four members shall be appointed by the Board at its first meeting following the election. The committee shall elect its own chair and be advised by the president-elect. Prepare and make available nominating forms to the membership for the purpose of suggesting nominees for the Corporation s Officers and Directors, and other elected persons as stipulated by the By-laws. Solicit nominations from all members by mail, or newsletter 90 days prior to the annual Corporation meeting. Contact each nominee to request her/his desire to serve. Present a slate to the Board of Directors with candidates for each office and vacancy on the Board at least 60 days prior to the election. Secure approval of the slate by the Board of Directors. Prepare a ballot for distribution to the general membership. Distribute the ballot to the general membership at least 30 days prior to the annual meeting of the Corporation. Check the roster of the Officers and Board Members to make sure that the designated representation (as directed by the Bylaws) is fulfilled. The Board of Directors shall consist of: o The duly elected and appointed officers o Five (5) regional directors (each representing one of the five educational regions of the state) o o At least seven (7) other Directors-at-Large If not already elected as a director, each chairperson of the FASDLC Planning Committee by virtue of the office for the duration of the appointment o The Department of Education s professional learning representative(s) shall be a director by virtue of the office held in DOE Report the slate of nominees to the general membership at the annual meeting. All nominees shall be members in good standing and active. In the nomination of the seven (7) elected directors-at-large and the five (5) regional directors, consideration shall be given to representation from: a. Post-secondary institutions b. K-12 schools from small, medium and large districts c. Teacher leaders d. Professional development directors Page 14 of 25
15 Publications Committee (Standing Committee) Committee Composition: Appointed by the president. 1. Coordinate the publishing of the Corporation newsletter. 2. Coordinate other Corporation publications. 3. Assist in the development of public relations documents such as flyers, announcements and position papers. 4. Chair will serve as ex-officio member of Board of Directors if not already serving on the Board. Page 15 of 25
16 Affiliate Committee (Ad Hoc Committee) Committee Composition: Created by the Board, appointed by the president, includes president and president-elect among members. 1. Work with executive director to coordinate communication with Learning Forward. 2. Ensure that the President-Elect and other delegates as determined by the Board attend appropriate affiliate meetings set by Learning Forward. 3. Work with executive director to ensure completion and filing of annual report to Learning Forward. Page 16 of 25
17 Awards Committee (Ad Hoc Committee) Committee Composition: Created by the Board, appointed by the president. 1. Consult FASD historical awards information. 2. Prepare awards nomination announcement for meetings. 3. Distribute announcements at membership meetings. 4. Send award nomination information to newsletter committee. 5. Select award recipients. 6. Purchase plaques for award recipients. 7. Present awards at FASDLC. 8. Send names of award recipients with pertinent information to newsletter committee for publication in newsletter immediately following FASDLC. 9. Notify superintendents in district(s) receiving awards. Page 17 of 25
18 By-laws Committee (Ad Hoc Committee) Committee Composition: Created by the Board, appointed by the president. 1. Ensure current by-laws for the Corporation that reflect operating procedures and legal requirements of the Corporation. 2. Handle revisions and updates to By-laws as needed. 3. Ensure that the secretary maintains electronic and hard copies of Bylaws for Corporation. Page 18 of 25
19 Cheer Committee (Ad Hoc Committee) Committee Composition: Created by the Board, appointed by the president. 1. Communicate information regarding life event to all board members as appropriate when notified of situation by any board member. 2. Respond as appropriate based upon guidelines listed in matrix below. Parent(s) of Board Member Spouse of Board Member Offspring of Board Member Board Member Former Board Member Hospitalization Death Birthday Short term: Card Long term: Monthly Cards Card Card Flowers $65 - $85 OR Donation $50 - $75 Flowers $65 - $85 OR Donation $50 - $75 Flowers $65 - $85 OR Donation $100 (No Flowers) Donation $25 - $50 Card and small gift card Page 19 of 25
20 Facilities Committee (Ad Hoc Committee) Committee Composition: Created by the Board, appointed by the president. 1. Work with executive director to assist in coordination of contract negotiations with hotels for conferences and Board of Directors meetings in consultation with president and other appropriate individuals. 2. Work with executive director to communicate with Board regarding reservations by conference attendees and contract requirements. 3. Work closely with executive director, FASDLC and Spring Forum committees to ensure that facility needs are determined and communicated with appropriate hotel staff in preparation for each event. Page 20 of 25
21 Liaison Committee (Ad Hoc Committee) Committee Composition: Created by the Board, appointed by the president. 1. Work to facilitate a reciprocal relationship of support and collaboration between FASD and other organizations. 2. Work in collaboration with Affiliate Committee regarding coordinating efforts with Learning Forward. Page 21 of 25
22 Social Committee (Ad Hoc Committee) Committee Composition: Created by the Board, appointed by the president. 1. Ensure food, fun and fellowship occur regularly. 2. Work closely with Board of Directors and FASDLC Planning Committee to ensure that information regarding such events is communicated to appropriate personnel. Page 22 of 25
23 Spring Forum Committee (Ad Hoc Committee) Committee Composition: Created by the Board, appointed by the president. 1. Coordinate the planning and implementation of the Corporation s statewide Spring Forum. 2. Collaborate with regional directors regarding topic and sessions relevant to regional needs for inclusion in the Spring Forum agenda. Page 23 of 25
24 Technology Committee (Ad Hoc Committee) Committee Composition: Created by the Board, appointed by the president. 1. Ensure that the Corporation efficiently uses electronic means of communication and presentation. 2. Work with Membership Committee to maintain an electronic data-base of membership. 3. Work with FASDLC Planning Committee Co-Chairs and executive director to meet electronic information dissemination needs. 4. Maintain communication with executive director and FASD webmaster to ensure up-to-date posting of information on FASD website. Page 24 of 25
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