Board of
Directors Position Descriptions
Title:
Board Member
Reports To:
Membership via the President
Description:
Consists of executive
committee and eight members at large. Each is elected in alternating years for a term of three years. The
president- elect serves a one year term, followed by a two-year term as president. The treasurer-elect serves a one year term
followed by a two year term as treasurer. All terms begin on the first day of the calendar year following election.
Purpose:
Acts on behalf of the membership according to the mission
statement, goals and objectives, and strategic plan within parameters of the bylaws. Determines the policies and activities
of the Association, approves the budget and all expenditures and authorizes all disbursements and establishes ad
hoc committees.
Revised:
Responsibilities:
1. Meetings
a. Attends all scheduled board meetings: one in conjunction with the APM, one at the BPD Annual Conference, and another
in the summer with select committee chairs as needed. Attendance is expected for the entire meeting;
b. Attends or is available by phone/ conference call or email for other board meetings;
c. Reviews board meeting materials and is prepared to present for action items from
liaison committees, is prepared to discuss business and make business decisions;
d. Maintains “to-do” list of individual responsibilities culminating
from board and committee meetings;
e. Submits expense form at end of meetings for reimbursement;
f. Attends general membership meeting at APM and BPD Annual Conference.
2. Reports
a. Uses board report form and submits reports of activities and proposed actions to BPD office according to prescribed
time frames;
b.
Requests reports from committee chairs as
the designated board member committee liaison and submits that report to the BPD office according to prescribed time frames;
c. Submits to secretary a written report of activities for inclusion in the general
membership meeting minutes;
3. Liaison to Committee Chairs
a. Remains abreast of assigned committee activities, acts as committee liaison reporting to the board
of directors;
b.
Corresponds with committee chair in advance
of board meeting to assure timely submission of committee reports;
c. After each board meeting:
i. Reviews board decisions effecting committee and provides liaison committee with
written follow up report;
ii. Reviews liaison committee assignments and projects with the committee chair and
follows up to assist and ensure specified action;
d. Confirms committee members and co-chairs. Provides information to Association Manager for database updates;
e. Attends assigned committee meetings at annual conference and APM, and acts as
ex-officio member of committee;
f. Discusses committee budgets including budget requests and appropriations;
g. The liaison is not authorized to act independently for board of directors or BPD.
4. Other
a. Participates in formulating annual goals and objectives for committees;
b. Reviews strategic plan as it impacts committees;
c. Votes on policies affecting membership;
d. Approves committee chairs selected by president;
e. Approves annual budget. Monitors budget and period statements;
f.
Reviews audit annually;
g. Submits budget items per policy on budget requests;
h. Maintains notebook of committee liaison information, update at each meeting, and
presents to new committee liaison at end of term;
i. Arranges travel to meetings according to the board travel policy;
j. Sends copies of all correspondence to president and BPD office;
k.
Assists in orientation of new board members (see orientation);
l.
Proactively identifies possible sources of financial
support for the organization and provides contact information to appropriate Board members or staff for action;
m. Supports staff initiatives and opportunities for growth of the association.
5. Monitors and participates on BPD listserv.
Title:
President
Reports To:
Membership
Description:
Elected by the membership as chief executive officer; chair of the board of directors and executive committee.
Purpose:
Manages the organization and acts as official representative. Supervises
association staff.
Term
of Service: One year as President-elect; Two years as President
Revised:
Responsibilities:
1. Appoints committee chairs and project team leaders when assuming office and periodically
as needed, with approval by board of directors;
2. Appoints committee members upon recommendation from the committee chair;
3. Assigns board members to serve as liaisons to committees/teams when assuming office
and periodically as needed;
4.
Appoints editor-in-chief for JBSW;
5. Assigns board liaison to editor of JBSW;
6. Assures that BPD office distributes policy and procedure manual to board and chairs;
7. Assigns liaisons to represent BPD with other organizations;
8. Represents BPD at meetings of other organizations or designates an alternative;
9. Writes welcoming message for the national conference program book;
10. Appoints BPD representative to various outside commissions, tasks forces, and/or
committees;
11. Responds to correspondence on behalf of BPD or delegates that correspondence to
the most appropriate individual;
12. Determines board and membership
meeting agendas;
13. Signs contracts on behalf of BPD with approval of executive committee or entire
board;
14. Regularly reviews all committee and board activities and presents new ideas/information
to appropriate persons;
15. Reports to board and membership
on meetings attended on behalf of BPD.
16. Writes “President’s
Column” for each newsletter as per copy deadline established by Update editor;
17. Mentors and facilitates transition of president-elect to president;
18. Coordinates with the Association Manager to prepare the annual report for the general membership meeting
at the BPD Annual Conference;
19. Consults with past-president
as needed;
20. Presents certificates of appreciation to individuals who have completed projects,
etc. for BPD;
21. At end of term, presents certificates of appreciation to board members, committee
leaders, etc;
22. Maintains, and uses with discretion, a BPD American Express credit card;
23. Submits receipts and required reports on a monthly basis for BPD issued credit
card;
24. Provides supervision for CSWE contracted association manager;
25. Facilitates performance evaluation of association staff in collaboration with
management company (CSWE).
President’s Initiative and Benefits
1. A fund of $5,000 is available to the president during each year of their term. This fund may be used in any way the
president sees necessary. The treasurer will budget $5,000 per year for this purpose;
2. The president will receive complimentary registration and a suite for the BPD
Annual Conference;
3.
The president will receive an upgraded suite for the
CSWE APM.
Title:
President-Elect
Reports To:
President
Description:
Elected by membership; member of executive committee for one year immediately prior to term as president.
Purpose:
Transitions to position of president. Assists the president
by overseeing special projects and being a committee member liaison as determined by the president. In the event of disability
of the president or other emergency, the president-elect serves in the role of president.
Term of Service:
One year, to be followed by a two-year term as President.
Revised:
Responsibilities:
1. Participates in program development of BPD.
Title:
Vice President
Reports To:
President
Description:
Elected by membership; member of executive committee.
Purpose:
Assists the President by overseeing committees and special
projects as determined by the president. In the event of disability of the president or other emergency, the vice president
serves in the role of the president.
Term of Service: Three years, beginning the first day of the new calendar year following election.
Revised:
Responsibilities:
1. Participates in program development of BPD
2. Oversees the work of the committees including correspondence regarding Board mandates
and assignment of liaisons and committee chairs;
3. Recommends committee chairs for appointment by President;
4. Ensures receipt of committee liaison reports to the Board and provides content for Board materials,
association annual report, and BPD publications;
5. Ensures that committee reports, rosters and goals/objectives are given to the Association Manager for inclusion in
Association records;
6.
Hosts committee chair’s meeting at BPD Annual
Conference and CSWE’s APM;
7. Chairs
the Bylaws Review sub-committee of the Board;
8. Presents proposed committee budgets to Finance Committee and Association Manager for development of annual budget;
9. Assists committee chairs with developing goals and objectives;
10. Facilitates leadership development sessions at annual conference;
11. Facilitates new attendee orientation at annual conference.
Title:
Secretary
Reports To:
President
Description:
Elected by membership; member of executive committee.
Purpose:
Records minutes of board meetings and general membership meeting.
Term of Service:
Three years, beginning on the first day of the new calendar year
following election.
Revised:
Responsibilities:
1. Facilitates the taking of board meeting minutes;
2. Reviews and distributes minutes according to policy (See policy on minutes, Section IV);
3. Facilitates the taking of general membership meeting minutes;
4. Maintains updated notebook of information. Notebook should include Bylaws, Policy
and Procedure Manual, correspondence, and minutes of the general membership and board meetings;
5. Serves as the official record keeper on behalf of the Association for financial
and legal matters;
6.
Serves as board liaison to committees as appointed
by President.
Title:
Treasurer
Reports To:
President
Description:
Elected by membership as the fiduciary officer of BPD; member of the executive committee.
Purpose:
Coordinates financial management of BPD with the association
staff to assure financial stability and budget development and oversees custody of organization funds.
Term of Service:
Three years, beginning on the first day of the new calendar year
following election.
Revised:
Responsibilities:
1. Financial Management
a. Serves
as chair of the finance committee;
b. Facilitates
all meetings of the finance committee;
c. Ensures
placement of funds in an interest-bearing account;
d. Oversees payment of budgeted operational expenses;
e. Reviews and confirms approval of all expenses prior to issuing payment;
f. Acts as financial advisor to BPD regarding investments and financial capabilities;
g.
Ensures that the BPD office maintains an accounting
system;
h.
Reviews the monthly financial statement of income and
expenditures, bank statements, and checks written;
i. Works with accountant and staff to develop monthly financial reports;
j. Sends expense log and invoices to bookkeeper at the end of each month for reconciliation
of accounts;
k.
Works with the association manager and bookkeeper to
ensure accurate accounting of income and expenses;
l. Assures that financial policies are adhered to;
m. Responds to member inquiries regarding financial status;
n. Reviews strategic plan annually for budgetary needs.
2. Budget
a. Follows
outlined procedures in Section VI for budget preparation and requests;
b. Assists committee chairs in developing budgets, including income and expenditures;
c.
Assists association staff with development of budget
draft;
d.
Submits draft of prepared budget to board of directors
for review;
e.
Submits final budget to board of directors for approval;
f.
Prepares year end financial information for annual
report to the membership;
g.
Processes requests from committee chairs for additional
funding during fiscal year (See Section V- requests for extended funding)
h. Assures that budget and period statements are sent monthly to board members.
3. General Financial Administration
a. Maintains bank account(s) in the name of the organization;
b. Works with the association manager to provide fiscal oversight for the association;
c.
Ensures that BPD office secures an annual audit or
review by an independent accounting firm at the close of the fiscal year;
d. Assists with audit preparations;
e. Attends meetings at audit site at the request of the auditor;
f. Files form 990 annually with the Internal Revenue Service;
g. Ensures that all insurance policies are maintained;
h. Ensures that bonding for all signatures on bank account is maintained.
Title:
Treasurer-Elect
Reports To:
President
Description:
Elected by membership; member of executive committee and finance committee for one year immediately prior to term as
treasurer.
Purpose:
Transitions to position of treasurer. In the event of disability
of the treasurer or other emergency, the treasurer-elect serves in the role of treasurer.
Revised:
Responsibilities:
- Serves on the executive committee one year prior to assuming role as Treasurer;
- Serves
on the finance committee;
- Attends meetings of the Board of Directors and assists treasurer with preparation
of financial materials for meetings;
- Attends general membership meetings;
- Assists with the development of the annual
budget;
- Attends fiscal training with the book keeper and association manager prior to start of term as Treasurer;
- Adheres to approved fiscal policies and procedures for the association.
