Board of Directors’ Position Descriptions
President
The President is responsible for the efficient and effective operation of the Affiliate. Upon completion of a one year term, the President will assume the position of Immediate Past-President. Duties include but are not limited to the following:
Attend, open and call to order all general and Board of Director meetings
Establish agenda and announce the business before the assembly
Establish and oversee committees deemed necessary for the efficient operation of the association
Serve as official liaison to AHEAD and other organizations or appoint a designee
Ensure adherence of the Affiliate to the Affiliate Bylaws as set forth by the membership
Complete a year-end report for the Board and general membership
Ensure continuation of insurance in all categories of coverage
Attend annual Fall and Spring conferences in their entirety
Past President
In the absence of the President and President-Elect, the Immediate Past President assumes the duties of President. The Immediate Past President provides support and guidance to the President and the Board of Directors. Duties include but are not limited to the following:
Organize and oversee the annual election of officers according to the Affiliate Bylaws
Act as Parliamentarian of the Affiliate
Act as Affiliate Historian
Attend a majority of regularly scheduled Board of Directors meetings
President Elect
In the absence of the President, the President-Elect takes the chair and follows the same list of duties as the President. The following year, the President-Elect assumes the duties of President. Duties include but are not limited to the following:
The President- Elect shall solicit nominations for the slate of officers and Board members to be elected at the Fall business meeting
In the absence of the President, assume the duties of that office
Attend a majority of regularly scheduled Board of Directors meetings
Secretary
The Secretary is the recording officer of the Affiliate. Duties include but are not limited to the following:
Take written minutes of Board/membership meetings and Board working retreats.
Prepare meeting minutes for review and revision no later than 3 weeks following the meeting
Submit revised minutes to Board at next monthly tele-meeting for approval
Attend a majority of regularly scheduled Board of Directors meetings
Attend annual Fall and Spring conferences in their entirety
Submit approved minutes for posting to the Affiliate website
Confirm timely posting of minutes to website one week after submission
Prepare and communicate Affiliate documents for any required state or federal filings
The Treasurer is the chief financial officer of the Affiliate and has a modified end of term – January 1. Duties include but are not limited to the following:
Establish ORAHEAD banking accounts and pay liabilities
Transfer funds between ORAHEAD accounts to meet obligations, at the direction of the Board of Directors
Utilize accounting methodologies agreed upon by the Board of Directors
Provide updates on the approved budget to the Board of Directors twice per year, in conjunction with conference planning and facilitation
Prepare end-of-year budget summary of assets, income and expenditures no later than the February following the close of the previous fiscal year
Prepare or assist in the preparation of regulatory filings
Provide reports to auditors
Ensure documentation of speakers to include name, SSN, and address for completion of 1099 forms; mail forms by January 31.
Maintain all receipts and payment records (travel requests, reimbursement forms, etc).
Attend a majority of regularly scheduled Board of Directors meetings
The Treasurer is the chief financial officer of the Affiliate and has a modified end of term – January 1. Duties include but are not limited to the following:
Establish ORAHEAD banking accounts and pay liabilities
Transfer funds between ORAHEAD accounts to meet obligations, at the direction of the Board of Directors
Utilize accounting methodologies agreed upon by the Board of Directors
Provide updates on the approved budget to the Board of Directors twice per year, in conjunction with conference planning and facilitation
Prepare end-of-year budget summary of assets, income and expenditures no later than the February following the close of the previous fiscal year
Prepare or assist in the preparation of regulatory filings
Provide reports to auditors
Ensure documentation of speakers to include name, SSN, and address for completion of 1099 forms; mail forms by January 31.
Maintain all receipts and payment records (travel requests, reimbursement forms, etc).
Attend a majority of regularly scheduled Board of Directors meetings
Membership Coordinator
The Membership Coordinator provides the board with general membership information. Duties include but are not limited to the following:
Maintain membership Google group, listserve for Members and Board Members.
Receive and respond/assign response to member/prospective member/outside inquiries through the membership@orahead.org
Attend a majority of regularly scheduled Board of Directors meetings
Web Communications Officer
The Web Communications Officer provides design and maintenance support for the ORAHEAD website, including all registration and payment forms. Duties include but are not limited to the following:
Maintain and update already existing ORAHEAD web content:
Upload accessible minutes for all Board of Directors meetings.
Update membership and conference forms to reflect changes in costs, logistics, etc.
Rebuild conference schedules, presentation web pages, etc. according to event and speaker logistics for upcoming events.
Troubleshoot web content issues as they arrive and act as liaison between the website host and Board of Directors.
Design and publish new ORAHEAD web content as directed by the President, Board of Directors, or membership-at-large.
Coordinate information sharing with the Treasurer, Conference Liaison, Membership Coordinator, and relevant Members-at-Large:
Facilitate collection and dissemination of all information related to conference and membership registrations.
Facilitate collection and dissemination of all information related to requests for access to the Disability History Exhibit.
Attend a majority of regularly scheduled Board of Directors meetings.
Email Communications Officer
The Email Communications Officer maintains the ORAHEAD listserv and manages the primary ORAHEAD email service account. Duties include but are not limited to the following:
Coordinate with the Membership Coordinator to maintain confidential access to the ORAHEAD listserv for ORAHEAD members.
Monitor the ORAHEAD email service account and either 1) respond to any inquiries from the membership-at-large or 2) forward inquiries to the appropriate party on the Board of Directors.
Draft and send all scheduled communications related to upcoming conferences. These include but are not limited to:
Requests for Presentation Proposals
General Conference Announcements
Communications with Presenters
Communications with Vendors
Attend a majority of regularly scheduled Board of Directors meetings.
Conference Liaison
The Conference Liaison leads the Board of Directors through the process of planning and facilitating the annual Fall and Spring conferences. Duties include but are not limited to the following:
Serve as primary point of contact with conference location hosts
Coordinate logistics for event hosting, catering, and other conference related services
Ensure conference registration, evaluation, and other related information is being fully considered within the conference planning process
Engage the ORAHEAD Board of Directors in the process of conference planning
Attend a majority of regularly scheduled Board of Directors meetings
Continuing Education Liaison
The Continuing Education Liaison facilitates the opportunity to provide membership with continuing education credit opportunities. Duties include but are not limited to the following:
Annual renewal applications and fees required and paid by the Affiliate as needed
Maintain providerships including the filing of documents for possible audits by representative agencies for a five year period
The Affiliate provides Continuing Education Credits as determined by the board with input from membership
Attend a majority of regularly scheduled Board of Directors meetings
Member-at-large
Members-at-Large act as valuable members of the Board of Directors and may take on a variety of duties as assigned by the Board of Directors that utilize their unique skills. They attend a majority of regularly scheduled Board of Directors meetings.