Officers and Executive Board Job Descriptions

Vice President / President-Elect

APPOINTED / ELECTED: (Bylaws, Art.V: Sect. 1)

• Elected

QUALIFICATIONS: (Bylaws, Art.IV: Sect. 2)

• Member of NASIG

TERM OF OFFICE: (Bylaws, Art.IV: Sect. 4)

• First year as Vice President/President-Elect, second year as President, and third year as Past President
• Not eligible for re-election to a second term in the same office without an intervening period of two years
• Transition at adjournment of Annual Conference; however, some transitional activities will occur before the conference

PRIMARY FUNCTIONS:

Vice President

• Make committee appointments, decision-making and coordination of committees and activities
• To chair Executive Board meetings in absence of President
• To serve, if needed, as representative of NASIG
• To serve on the Site Selection Committee
• To serve on the Editorial Board of UKSG Publications Committee and Serials
• To perform special assignments as requested by the President and Executive Board
• To serve as liaison to one or more committees as assigned by the President

President

• To coordinate the activities of the organization
• To serve on the Site Selection Committee
• To prepare an agenda and chair Executive Board meetings
• To convene annual conference and chair annual business meeting
• To coordinate Board communication, mediate differences of opinion, build consensus and initiate action as needed
• To appoint with assistance from the Vice President, Board liaisons, chairs and members of committees, task forces and working groups
• To review the annual budget prepared by the Treasurer prior to the Executive Board Meeting
• To communicate with members on a regular basis via newsletter, email blasts, discussion forms, blogs and other methods available
• To constitute and charge ad hoc committees, task forces and working groups
• To determine special assignments for Vice President and Past President based on experience and interest
• To monitor the progress of the Program Planning Committee and the Conference Planning by consulting regularly with committee chairs and Board liaisons
• To serve as primary representative of NASIG including attendance at UKSG

Past President

• To serve as liaison to the Nominations Committee
• To chair the Organizational Sponsorship drive for the annual conference
• To perform special assignments as requested by the President and Executive Board
• To advise the President and Vice President on organizational matters in an effort to provide continuity with Board issues, committee affairs and long-term projects

SPECIAL ASSIGNMENTS:

Vice President / Past President

(Based on experience/interest at the request of the President)

• To serve as liaison to one or more standing committees such as the Program Planning Committee, Conference Planning Committee, Bylaws Committee, etc., excluding the Nominations Committee

President

• To serve as liaison to Newsletter Editorial Board or another standing committees such as Bylaws Committee, etc.

REPORTS REQUIRED:

Vice President / President / Past President

• Reports, appropriate to assignments, to President, Executive Board, and Membership
• Copies of significant correspondence to the President or Executive Board

MEETINGS TO ATTEND:

Vice President / President / Past President

• Executive Board meetings (voting member)
• [3 meetings per year: a Fall meeting during the first two weeks of November, a winter meeting in conjunction with ALA, a final meeting before the NASIG Annual conference]
• Annual Business Meeting (held during the Annual Conference)
• Annual Conference (usually held in June)
• Standing Committee meetings where liaisonship has been assigned

RECORDS TO PASS:

Vice President / President / Past President

• Material likely to be of use to successor such as sample letters, forms, checklists, committee charges, etc. (should be updated and passed as soon as possible after Annual Conference)
• Material no longer in use, but of historical value, to Archives

President

• NASIG Calendar, revised to reflect latest practice

SPECIFIC ACTIVITIES FOR SPECIAL ASSIGNMENTS:

I. Liaison to Program Planning Committee

A. Consult with chair(s), committee members throughout the summer to begin the planning process

B. Review proposals and offer advice on topics and speakers

C. Consult on and review call for papers, speakers budget, conference schedule and preliminary program

D. Assist with proofing of the conference brochure

E. Consult on a regular basis with chair(s) to ensure planning schedule is maintained and to provide support

F. Communicate with the President on a regular basis regarding committee concerns, questions and progress

G. Send official letters of appreciation to chairs and members

II. Liaison to Conference Planning Committee

A. Meet with chair(s), committee members and conference director in August or early Fall to begin the planning process

B. Assist with preparation of the conference budget

C. Proof registration brochure

D. Consult on a regular basis with chair(s) to ensure planning schedule is maintained and to answer questions

E. If necessary, visit site and meet with the committee in late Spring

F. During conference be available to assist committee and consult on last-minute decisions and emergencies

G. Work with the Treasurer to assist committee with final financial and conference reports

H. Communicate with the President on a regular basis regarding committee concerns, questions and progress

I. Send official letters of appreciation to chairs and members

III. Liaison to other committees, task forces or working groups

A. Serve as resource person and assist with planning tasks and projects

B. Review reports, proposals and other documents prepared by the group

C. Attend committee, task force or working group meetings scheduled during Annual Conference

D. Consult on a regular basis with chair(s) to ensure necessary schedule is maintained, to answer questions, to provide support

E. If Vice President or Past President, consult with President and current committee chair regarding appointment of incoming chair

F. If Vice President or Past President, communicate with the President on a regular basis regarding committee concerns, questions and progress

G. Report on activities at Executive Board meetings

IV. Coordinate Site Selection for Annual Conference

A. Appoint members of Site Selection Committee(s), if Vice President or Past President consult with President on committee appointments

B. Monitor activities in accordance with site selection guidelines

C. Participate in site visits for final sites

D. Assist with decision-making and preparation of final report

Secretary

APPOINTED / ELECTED: (Bylaws, Art.V: Sect. 1)

• Elected

QUALIFICATIONS: (Bylaws, Art.IV: Sect. 2)

• Member of NASIG

TERM OF OFFICE: (Bylaws, Art.IV: Sect. 4)

• Three years
• Not eligible for re-election to a second term in the same office without an intervening period of two years
• Begins at adjournment of Annual Conference; however, some transitional activities may occur before the conference

PRIMARY FUNCTIONS:

• To prepare official minutes of Executive Board meetings and Annual Business Meeting and distribute same to Executive Board and to the membership via Newsletter
• To serve as primary contact for membership information
• To coordinate and assist the Program Committee with general correspondence as needed
• To serve as liaison to one or more committees as assigned by the President
• To perform special assignments as requested by the President and Executive Board

REPORTS REQUIRED:

• Minutes (see Primary Functions)
• Reports, appropriate to assignments, to President, Executive Board, and Membership
• Copies of significant correspondence to the President or Executive Board

APPOINTMENTS / RECOMMENDATIONS FOR APPOINTMENT:

• Recommendations to President for committees, chair persons and liaison assignments

MEETINGS TO ATTEND:

• Executive Board meetings (voting member)
• [3 meetings per year; a Fall meeting during the first two weeks of November, a Winter meeting in conjunction with ALA, a final meeting before the NASIG Annual Conference]
• Annual Business Meeting (held during the Annual Conference)
• Annual Conference (usually held in June)
• Standing Committee meetings where liaisonship has been assigned

RECORDS TO PASS:

• Copies of minutes and attachments for term of office in addition to any appropriate items from previous term
• Rosters, position descriptions, and Executive Board orientation manual
• Sample letters, forms, stationery supplies, and any other material likely to be of use to successor (should be updated and passed as soon as possible after Annual Conference)
• Material no longer in use, but of historical value, to Archives

SPECIFIC ACTIVITIES:

I. Official minutes of Executive Board Meetings and Annual Business Meeting

A. Prepare minutes from notes taken during the meeting and distribute draft of the minutes to the President and Vice President for review

1. Reports of discussions should be full enough to provide record of pros and cons considered, significant points of view, rationale for policy

2. Include: date; place; Executive Board members (with titles) present and those absent; guests attending; motions and votes

B. Distribute minutes to Executive Board prior to Newsletter publication, including copies of attachments when necessary for those absent from meeting

C. Send minutes to the editor of the Newsletter in time for publication of the next issue

D. Provide copy of all minutes plus attachments for Archives

II. Liaison responsibilities

A. Serve as resource person and assist the committee with planning tasks and projects

B. Review reports, committee proposals and other documents prepared by the committee

C. Attend committee meeting scheduled during Annual Conference

D. Consult on a regular basis with chair(s) to ensure necessary schedule is maintained, to answer questions, to provide support

E. Consult with President and current committee chair regarding appointment of incoming chair

F. Communicate with the President on a regular basis regarding committee concerns, questions and progress

G. Report on committee activities at Executive Board meetings

III. Membership information

A. Serve as the primary contact person for membership requests

B. In response to requests, prepare and send membership packets that include an introductory letter, a brochure, and application form

IV. Stationery

A. Provide supply of official NASIG stationery; distribute as needed to officers and committee chairs for NASIG business

B. Maintain mechanical of NASIG logo

V. Software license agreements

A. Maintain file of software license agreements

Treasurer

APPOINTED / ELECTED: (Bylaws, Art.V: Sect. 1)

• Elected

QUALIFICATIONS: (Bylaws, Art .V: Sect. 2)

• Member of NASIG

TERM OF OFFICE: (Bylaws, Art.V: Sect. 4)

• The treasurer shall be elected for a term of three years. The first year shall be served as treasurer-elect, followed by two years as treasurer.
• The Treasurer cannot run for re-election to a second term in the same office without an intervening period of two years. The treasurer shall be elected for a term of three years.
• Begins at adjournment of Annual Conference; however, some transitional activities may occur before the conference

PRIMARY FUNCTIONS:

• Prepares the annual budget
• Prepares regular expenditure reports for all committees
• Conducts cash disbursements
• Maintains all banking accounts
• Provides financial projections and models major projects such as the annual meeting
• To perform special assignments as requested by the President and Executive Board
• To serve as liaison to one or more committees as assigned by the President

REPORTS REQUIRED:

• Annual Financial Report
• Financial Reports, appropriate to assignments, to the President, Executive Board, and membership
• Conference Financial Report

APPOINTMENTS / RECOMMENDATIONS MADE BY THIS POSITION:

• Recommendations to President for committees, chairpersons and liaison assignments

MEETINGS TO ATTEND:

• Executive Board meetings (voting member)
• [3 meetings per year: a Fall meeting during the first two weeks of November, a Winter meeting in conjunction with ALA, a final meeting before the NASIG Annual Conference]
• Annual Business Meeting (held during Annual Conference)
• Annual Conference (usually held in June)
• Standing Committee meetings where liaisonship has been assigned
• NASIG workshops (optional)

RECORDS TO PASS:

• Copies of all financial reports, interim reports, and annual reports
• Copies of all checks, banking statements and all accounts payable back up material
• Copies of the database
• Copies of all related correspondence
• Original tax forms and all related material

SPECIFIC ACTIVITIES:

I. Annual Budget Process

A. Prepare list of prior year expenditures for each committee chair

B. Solicit for new year's budget data from each chair

C. Collect and analyze budget data from all committees

D. Prepare draft budget for President

E. Send copy of budget to newsletter after approval obtained from President and Executive Board

F. Manage Membership Renewal Cycle

1. Collect renewal notices and checks

2. Process renewal checks and send to Database & Directory Committee

G. Annual Conference Financial Support

1. Consult with the Conference Planning and Program Planning Committees in supplying financial analysis

2. Assist in registration and collecting conference fees

3. Prepare annual conference financial report

i. Prepare detailed analysis and financial review of all functions

ii. Prepare profit / loss accounts for annual meeting

4. Pay all approved invoices and categories following database structure

H. Maintain financial database

1. Collect and input all financial transactions

2. Prepare standard business reports such as p / 1, consolidated financial reports 

3. Back-up and maintain archive records of group financial data

Member at Large

APPOINTED / ELECTED: (Bylaws, Art.V: Sect. 1)

• Elected: Six serve, terms are staggered; three positions are filled each year to ensure continuity

QUALIFICATIONS: (Bylaws, Art .V: Sect. 2)

• Member of NASIG

TERM OF OFFICE: (Bylaws, Art.V: Sect. 4)

• For terms beginning in 2019: one member-at-large will serve a term of three years and two members-at-large will serve terms of two years
• May be reelected for one consecutive term
• Begins at adjournment of Annual Conference; however, some transitional activities may occur before the conference

PRIMARY FUNCTIONS:

• To represent general membership on the Executive Board
• To perform special assignments as requested by the President and Executive Board
• To serve as liaison to one or more committees as assigned by the President

REPORTS REQUIRED:

• Reports, appropriate to assignments, to President, Executive Board, and Membership
• Copies of significant correspondence to President or Executive Board

APPOINTMENTS / RECOMMENDATIONS MADE BY THIS POSITION:

• Recommendations to President for committees, chairpersons and liaison assignments

MEETINGS TO ATTEND:

• Executive Board meetings (voting member)
• [3 meetings per year: a Fall meeting during the first two weeks of November, a Winter meeting in conjunction with ALA, a final meeting before the NASIG Annual Conference]
• Annual Business Meeting (held during Annual Conference)
• Annual Conference (usually held in June)
• Standing Committee meetings where liaisonship has been assigned
• NASIG workshops (optional)

RECORDS TO PASS:

• Material likely to be of use to successor (should be updated and passed as soon as possible after Annual Conference)
• Material no longer in use, but of historical value, to Archives

SPECIFIC ACTIVITIES:

I. To participate in discussions, contribute to deliberations, propose motions, and vote at Executive Board meetings
II. To perform special assignments, e.g. to gather information and data relevant to assignment, to make contacts with appropriate persons, to report to President and Executive Board the progress and/or results of assignment
III. To serve as liaison between the Executive Board and at least one standing committee

A. Serve as resource person and assist the committee with planning tasks and projects

B. Review reports, committee proposals and other documents prepared by the committee

C. Attend committee meeting scheduled during Annual Conference

D. Consult on a regular basis with chair(s) to ensure necessary schedule is maintained. to answer questions, to provide support

E. Consult with President and committee chair regarding appointment of incoming chair

F. Communicate with the President on a regular basis regarding committee concerns, questions and progress

G. Report on committee activities at Executive Board