Duties of Officers and Board Members

 

DUTIES OF THE PRESIDENT


1.Have succeeded from the office of Vice President.  The term of office shall be one (1) year, and each will serve only one (1) term.


2.Preside at all meetings of the Executive Board and Association.


3.Prepare agenda for Executive Board meetings and Annual Conference and send to all Board members.


4.Appoint all committee chairs.


5.In the event of a vacancy on the Executive Board, make recommendations for an emergency appointment with the approval of the Executive Board when necessary.


6.Serve as ex officio member of all committees.


7.Officially represent the Association as required, or through invitation.


8.Make arrangements for Executive Board meetings, including reserving the meeting room in Pierre for fall and winter meetings.


9.Prepare “telephone and/or email chain” in the event of cancellation of an Executive Board meeting or any other emergency, as necessary.


10.Correspondence:  Answer personal correspondence, or direct Secretary to answer on behalf of Association where appropriate.


11.Approve and sign vouchers for payment.


12.Shall represent SDAEOP at the annual NAEOP conference (July). Conference registration, travel, lodging and all official function meal/tickets will be reimbursed, not to exceed the amount approved in the budget for that year.


13.In the event that an Executive Board member is not fulfilling the responsibilities set forth by the Duties Manual, the President can reassign those duties as necessary with the approval of the Executive Board.


14.Shall be a member of the National Association of Educational Office Professionals and serve as a liaison between NAEOP and the SDAEOP membership.


15.Serve as the NAEOP Liaison as follows:


¥Promote membership in NAEOP by distributing membership brochures and forms, urging membership renewals, including those who are PSP Certificate holders.


¥Urge NAEOP membership renewals, including those who are PSP Certificate holders.


¥If possible and practical (when/if membership listings are  available regularly), contact “non-renewals” to determine  the reason and inform the NAEOP membership chairman if: member has changed name or address, reason is unusual, member has left school employ, member is deceased.


¥Be prompt in answering all requests for information and services.


¥Upon request, the NAEOP Office will forward stationery, envelopes, brochures, etc.  Membership rosters are forwarded by the NAEOP membership chairman.


16.Proclaim Educational Bosses’ Week in May and Educational Office Professional Week in October. (These are proclamations sent in to the Governor for signature.)


17.When vacating this position, all records shall be turned over to successor at the Annual Conference.



DUTIES OF THE VICE PRESIDENT



1.Be elected by vote of the general membership each year for a one (1) year term and shall succeed to the office of President.


2.Assume the duties and responsibilities of the President in the absence of the President. Spend the term of office preparing for the Presidency, so you are ready to take over the following year. Serve on the Board of Directors; taking notes of all the President does at each meeting.


3.Serve as Chairman of at least one (1) committee and Budget committee.


4.Be urged to become a member of the National Association of Educational Office Professionals (NAEOP).


5.Prepare an article for the fall and winter editions of the OPtimist.


6.Be responsible for updating the director’s handbook to be used in the coming year.  Keep detailed notebook of conference planning to pass on to the next Vice President.


7.Perform all other duties as may be assigned by the President, Board of Directors and as are prescribed in the Constitution, Bylaws and Standing Rules of the Association.


8. When vacating this position, all records shall be turned over to successor at the Annual Conference.



DUTIES OF SECRETARY



1.Be elected by vote of the general membership on odd numbered years and shall serve a two (2) year term.


2.Keep an accurate record of minutes of all meetings.


3.Prepare copies of the minutes to be distributed electronically to all Board members no later than two (2) weeks after the conclusion of the meeting.


**The June board meeting minutes (after conference) are approved at the September board meeting; the September board meeting minutes are approved at the February board meeting; and the February board meeting minutes are approved at the next annual conference board meeting (before conference).


4.Keep an attendance check at each Board meeting and record in the minutes of the meeting.


5.Submit necessary vouchers for incidental expenses.


6.Maintain the complete file of meeting minutes in your three-ring binder and jump drive backup.


7.Send to the editor of the OPtimist pertinent information about Association activities, when necessary.


8.Conduct all correspondence of the Association as directed by the President or the Executive Board.


9.Perform all other duties as may be assigned by the President, Board of Directors and as are prescribed in the Constitution, Bylaws and Standing Rules of the Association.


10.When vacating this position, all records shall be turned over to successor at the Annual Conference.



DUTIES OF THE TREASURER



1.Be elected by vote of the general membership on even numbered years and shall serve a two (2) year term.


2.Upon taking office, establish checking and savings account in the name of the Association, if not utilizing the accounts already in place for this purpose. The current President will be added as optional signer for a two (2) year term.


3.Deposit all funds (within a reasonable amount of time) as the Executive Board directs, including, but not limited to, proceeds from raffles or basket sales, donations and memberships.


4.Serve as a member of the Budget Committee.


5.Disburse funds upon written direction from the President. Vouchers are to be prepared and given to the President for approval.  No voucher is to be paid without the approval of the President.  All vouchers submitted for payment must be accompanied by a receipt for the goods/services purchased.


6.Receive and deposit all membership dues and forward membership forms to Membership Chairperson.


7.Prepare report for each Executive Board meeting, listing receipts, disbursements and current status of budget.  Reports shall cover the period from the report presented at the last meeting to the most recent reconciled bank statement.


¥Review expenditures made and recommend appropriate revisions to the Executive Board.


¥Forward copy of the final budget to the President for inclusion in the Annual Conference booklet and to the Newsletter Editor for inclusion in the OPtimist prior to the Annual Conference.


8.Perform all other duties as may be assigned by the President, Board of Directors and as are prescribed in the Constitution, Bylaws and Standing Rules of the Association.


9.When vacating this position, all records shall be turned over to successor at the annual board meeting (after conference).



DUTIES AND RESPONSIBILITIES OF EACH AREA DIRECTORS



1.Be elected by vote of the general membership on odd numbered years and shall serve a two  (2) year term.


2.Keep an up-to-date list of all members in your area from information sent to you by the Membership Chairperson. List should include name, address, school, county, email, and other pertinent contact information. Optional - school address, local affiliate association, telephone numbers, and renewal date.


3.Welcome each new member from your specific area.


4.Contact each member in your area, by email or mail, who does not renew. Current members are carried until April 1 of the membership year.


5.Be responsible for notifying the Awards Committee of any prospective candidates in each Area for the Marion T. Wood Scholarship Program, the Educational Administrator of the Year Award, or the Educational Office Employee of the Year Award.


6.Be urged to become a member of the National Association of Educational Office Professionals (NAEOP).


7.Attend Executive Board meetings and keep abreast of State Association business.


8.Forward questions and problems to proper State Association officers, if you are unable to answer them.


9.Send calendar dates and other items of interest happening in your area to the OPtimist editor.


10.Endeavor to interest all educational office professionals in your area to attend conferences and workshops.


11.Attend state level workshops and conferences, when possible.  Assist in administration of registration, preparation of folders, etc.  Be a “Public Relations” person for the State Association; be visible.  Attend as many area activities as possible.


12.Shall serve as chairperson on at least one (1) committee.


13.Perform all other duties as may be assigned by the President, Board of Directors and as are prescribed in the Constitution, Bylaws and Standing Rules of the Association.


14.When vacating this position, all records shall be turned over to successor at the Annual Conference.


Area I: Represent the membership in the counties of:  Grant, Codington, Clark, Hamlin, Deuel, Kingsbury, Brookings, Miner, Lake and Moody, McCook, Minnehaha, Turner, Lincoln, Union & Clay, Jerauld, Sanborn, Brule, Aurora, Davison, Hanson, Douglas, Hutchinson, Charles, Mix, Bon Homme, Yankton & Gregory, McPherson, Edmunds, Faulk, Hand, Brown, Spink, Beadle, Marshall, Day & Roberts.


Area II: Represent the membership in the counties of:  Corson, Campbell, Walworth, Dewey, Ziebach, Potter, Sully, Stanley, Haakon, Jackson, Bennett, Jones, Hughes, Lyman, Mellette, Tripp, Hyde, Buffalo & Todd


Area III: Represent the membership in the counties of:  Harding, Butte, Meade, Lawrence, Pennington, Custer, Shannon, Fall River, Perkins



DUTIES OF THE BUDGET COMMITTEE



The Budget Committee shall:


1.Consist of Vice President as Chairman, the Treasurer, and one member.


2.Be responsible for preparing a proposed budget for the upcoming year for approval by the Board of Directors prior to the closes of the present fiscal year.


3.See that budget reports are presented as requested by the Board of Directors.


4.Be responsible for preparing report for newsletter, if considering changes.



DUTIES OF THE NOMINATIONS AND ELECTIONS COMMITTEE



The Nominations and Elections Committee shall:


1.Consists of Past President, and two (2) other members from the general membership.


2.Be responsible for compiling rules and a schedule for nominations and elections.


3.Be responsible for ballots distributed to members at the state conference.


4.Be responsible for sending current committee information to the newsletter editor for publication to the membership.



DUTIES OF AUDIT COMMITTEE



1.Consist of three (3) volunteers from the general membership.


2.Audit Treasurer’s books at end of year (after December 31).


3.Audit Annual Conference records.


4.In the event the Audit Committee Chairperson serves as chair of any other committee responsible for financial records, those records shall be audited by an Audit Committee member.


5.All records should be submitted for audit no later than six (6) months after the completion of the end of the event. Audit reports will be completed within six (6) months from the end of function being audited, whenever possible.


6.Submit reports of completed audits to Executive Board.


7Submit Annual Report to membership at Annual Conference.


8.Audited records should only be kept for seven (7) years; prior records should be destroyed.


9.When vacating this position, all records shall be turned over to successor at the Annual Conference.


10.See attached Audit Report Form. (Appendix G)



DUTIES OF CONSTITUTION AND BY-LAWS COMMITTEE



1.Consist of the Vice President as Chairperson and two (2) other members.


2.Submit proposed amendment(s)/revision(s) to Executive Board for approval by the February board meeting, so that final ballot can be emailed or mailed to the general membership, no later than thirty (30) days prior to the Annual Conference.


**In the event this is not accomplished before the 30 days, prepare proposed amendments before the Annual Conference and submit during the business meeting for voting by membership.


**Reminder: Membership must be current to vote.


3.Constitution and By-Laws are online at http://sdaeop.com.


4.Whenever necessary, advise Board and Members of updated Constitution and Bylaws.


5.Be responsible for sending current committee information to the newsletter editor and webmaster for publication to the membership.


6.When vacating this position, all records shall be turned over to successor at the Annual Conference.



DUTIES OF MEMBERSHIP CHAIRPERSON



1.Consist of a chairperson and two (2) other members.


2.Maintain an active and up-to-date file on every member.  This should be accessible by Area and membership status (e.g., active, retired, renewal, Honorary, Associate, etc.)


¥Maintain an up-to-date list of all members and report the membership by area to the Board members and Newsletter Editor.


¥In mid-December, mail or email reminder letters to all members to renew membership for upcoming year.


¥Generate and produce letters for membership drive when designated.


3.Keep an up-to-date list of all members and send them periodically to all Area Directors. List should include name, address, school, county, email, and other pertinent contact information. Optional - school address, local affiliate association, telephone numbers, and renewal date.


4.Upon receipt of new application from treasurer:


Prepare and mail Membership Packets containing:  Welcome Letter from President, links to NAEOP website (www.naeop.org) and SDAEOP website (www.sdaeop.com), and dated membership card.


5.Update membership year and member data on database as needed.


6.As soon as conference forms are in the newsletter or online, send Conference Chairperson a copy of the current membership list so that she can verify membership as registrations are received. Update list as needed.


7.Serve as Chairperson of the Membership Committee.


8.At the Annual Conference, prepare program and awards for the membership luncheon and be prepared to sit at the registration table to assist members with renewals and to verify memberships, if necessary.


9.Keep inventory of longevity pins and order new ones, as necessary.


10.When vacating this position, all records shall be turned over to successor at the Annual Conference.



DUTIES OF OPTIMIST NEWSLETTER EDITOR/WEBMASTER



1.Prepare three issues of the OPtimist newsletter annually for publication and distribution. (September - after board meeting, March, and April.)


2.Collect news and any pictures you receive throughout the year. 


3.The Executive Board shall designate a schedule of dates for publication of the OPtimist. The Editor sets the deadline for receiving news/articles.


4.Collect news/events from Area Directors and members who wish to send in articles. Notify members of deadline when newsletter is scheduled for publication.


5.Prepare an email to notify members that the newsletter is online.


6.Shall send electronic copies of the newsletter to the President and Public Relations Chair for proofreading. Once proofed, upload to website.


7.Be responsible for entering newsletter in the NAEOP Past Presidents Newsletter Contest. (For newsletter and website contests, the President will receive the packets from NAEOP.)


8.Check with conference chairperson for tentative conference schedule and information.


9.When vacating this position, all records shall be turned over to successor at the Annual Conference.



DUTIES OF IMMEDIATE PAST PRESIDENT/PARLIAMENTARIAN


1.Serve a one (1) year term immediately following the term as President.


2.Serve as member of the Executive Board for the period that person is the Immediate Past President.


3.Mentors current President and Vice President in charge of duties as directed.


4.As directed by the President, serve as official hostess, meet VIP guests and speakers at Annual Conference, and serve as Nominations Chairperson.


5.Serve as representative of SDAEOP at meetings of other organizations on invitation or as requested by the Executive Board.


6.Seek input from volunteer members at-large regarding proposed nominees.


7.Present proposed slate of officers at Annual Conference as outlined in the Constitution.


8.Serve as Parliamentarian at all business meetings of Executive Board and at Annual Conference.


9.Parliamentarian will state procedures to be followed at Annual Conference in accordance with accepted parliamentary procedures.


10.Become knowledgeable on parliamentary procedure as set forth in Robert’s Rules of Order Newly Revised.


11. Perform all other duties as may be assigned by the President, Board of Directors and as are prescribed in the Constitution, Bylaws and Standing Rules of the Association.


12.When vacating this position, all records shall be turned over to successor at the Annual Conference.



DUTIES OF NAEOP PSP LIAISON (PROFESSIONAL GROWTH COMMITTEE)


1.Consist of a chairperson and at least two (2) other members.


2.Serve as coordinator between all SDAEOP members and the National Association of Educational Office Professionals (NAEOP) for all business pertaining to the Professional Standards Program (PSP). 


3.The appointment of NAEOP PSP Liaison is a service offered by NAEOP and sponsored by SDAEOP; that it is a liaison responsibility, particularly in the areas of membership and that it is our common goal to advance together in the pathways of professional growth and progress by united effort.


4.Promote the Professional Standards Program at all SDAEOP functions, present PSP workshops at SDAEOP conferences/events whenever possible and be available to accept invitations to present at local associations as time and distance permit.


5.Promote the Professional Standards Program through the OPtimist and other SDAEOP resources.


6.Promote membership in NAEOP by distributing membership brochures and forms.  Urge membership renewals, including those who are PSP Certificate holders.


7.Publish in the OPtimist throughout the year SDAEOP members who have recently received a PSP Certificate, their CEOE distinction and/or have re-certified their PSP Certificate.



DUTIES OF PUBLIC RELATIONS CHAIRPERSON


1.Consist of a chairperson and at least one (1) other member.


2.Contact newspapers and educational publications in an effort to promote our association and the annual conference.


3.Be responsible for promoting Educational Office Professional Week, beginning the second Sunday in October; and Educational Bosses’ Week beginning the third Sunday in May.


4.All expenses vouchers connected with public relations should be given to the President for approval of payment.


5.Prepare articles for submission to NAEOP for publication in its newsletter whenever possible.


6.Send article to Area Directors for their hometown newspapers of the Office Professional, Administrator of the Year, and Student Scholarship recipient.


7.Be in charge of sending get-well, sympathy and congratulatory cards to the membership.


8.When vacating this position, all records shall be turned over to successor at the Annual Conference.



DUTIES OF SCHOLARSHIP AND AWARDS COMMITTEE


1.Consist of a chairperson to be appointed by the President, and two (2) other members from the general membership.


2.Update scholarship applications, as necessary.


3.Receive and organize all scholarship applications.


4.Coordinate with committee members the judging procedures and timeline for awards. Submit all materials to committee members for their review and judging.


5.Notify recipient of scholarship in writing, inviting them to the annual conference to accept the award.


6.Coordinate with Conference Chair for preparation of banquet to be held at the Annual Conference; how many will be in attendance, etc.


7.Coordinate with SDAEOP student scholarship recipient the submission of their NAEOP scholarship application, if appropriate.


8.Receive confirmation of enrollment from recipient’s college/university, if appropriate.


9.Notify Treasurer of receipt of confirmation of enrollment so appropriate funds can be sent to the recipient.


10.Send article naming scholarship recipient to OPtimist editor for publication.


11.Annual report of the Student Scholarship Chair should include information about the recipients and the number of nominees for the scholarship/award, if appropriate.


12.When vacating this position, all records shall be turned over to successor at the Annual Conference.