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Board Duties

The board is composed of officers and committee chairs.

An officer may hold only one officer position at any time. In addition to holding office, an officer may serve as a committee chair.

Officers

Committee Chairs

Per bylaws:
At the time of Bylaws creation, the Standing Committees are: Annual Conference, Awards, Membership, Newsletter, Publicity, Speakers Bureau and Website. The Executive Committee may create additional Standing Committees as necessary. Chairs of Standing Committees are elected in accordance with Article V, serve on the Board of Directors and may serve concurrently as Officers.

President

  • Conduct member meetings and board meetings
  • Serve as primary contact for questions about NCPA
  • Respond to e-mail and phone enquiries
  • Make outreach to other organizations
  • Serve as PMA-Affiliate liaison
  • Appoint members to fill vacant Board positions
  • Write and send thank-you letters to guest speakers
  • Announce upcoming meetings on public e-mail announcement list
  • Announce PMA-University scholarship and forward entries to PMA
Per bylaws:
The President shall be the chief officer and shall preside at the annual and special meetings of NCPA and at meetings of the Board of Directors. The President shall perform all duties usually pertaining to the office. The President shall submit an annual report to the members of NCPA at the annual meeting, which shall include an accurate description of the current “state of NCPA” including the group’s financial status, membership status, and the status of its activities. The President may assign duties to other Officers.

Vice-President

The Vice-President position is a training position for president.

  • Attend Board meetings
  • Conduct meetings when the President is absent
  • Run for President at next election
Per bylaws:
The Vice-President shall assist the President in the exercise of the President’s duties and shall perform the duties of the President when the President is temporarily absent or otherwise unable. If the President is already serving out his or her second term or declines to run for a second term, then the Vice-President shall be a nominee for President in the next election.

Secretary

  • Attend board meetings
  • Prepare written minutes
  • Distribute minutes to board members

Not currently required but should be considered:

  • Schedule meeting room for board meetings
  • Act as NCPA historian and maintain copies of minutes, award winners, etc.
Per bylaws:
The Secretary shall keep records of Board meetings and actions, report these to the membership and the Board as requested by the President, and perform the duties pertaining to that office. The Secretary shall also keep a copy of the membership list.

Treasurer

  • Manage NCPA bank account
  • Manage NCPA PayPal account
  • Deposit checks
  • Pay bills
  • Produce written financial report at each board meeting
  • Coordinate with Membership Chair, Speakers Bureau Chair, Newsletter Editor, and Website Manager about paid/unpaid member status
  • Coordinate with event planners about available funds
Per bylaws:
The Treasurer shall receive, deposit, and disburse all funds of NCPA, and render a full and accurate account of all NCPA monies received and paid out and ensure that sound internal fiscal controls are in operation. The Treasurer shall render a report at each meeting of the Board, including a profit and loss statement and balance sheet. The Board of Directors must approve all contracts prior to execution.

Immediate Past President

  • Attend meetings

Suggested duties:

  • Chair the nominating committee
Per bylaws:
The Executive Committee shall be composed of the Officers (President, Vice-President, Secretary and Treasurer) plus the Immediate Past President. […] The Executive Committee shall have general supervision of the association between meetings of the Board of Directors.

Annual Conference Chair

  • Chair a committee to plan and implement the annual spring conference and book awards gala
  • Coordinate with Awards Chief Judge regarding date and time needed to announce winners
  • Handle all aspects of arranging annual conference
    • Select hotel or other facility
    • Arrange catering
    • Select and coordinate with speakers
  • Bring all contracts to board for approval before signing

Awards Chair (Chief Judge)

  • Update entry form with deadlines and judging categories
  • Announce entry deadlines by e-mail and in newsletter
  • Receive entries
  • Solicit volunteers to judge entries
  • Distribute entries to judges
  • Organize judging meeting
  • Oversee committee formed to design and order awards
  • Prepare list of winning entries and distribute to Publicity Chair and Website Manager
  • Ensure the integrity of the judging process

Membership Chair

  • Receive membership applications
  • Submit member information to Website Manager for online directory, members-only area, and e-mail list
  • Send list of new members to
    1. President for welcoming on the e-mail discussion list, and
    2. Newsletter Editor for welcoming in the newsletter
  • Maintain membership database
  • Update membership directory quarterly and forward to Website Manager for posting on the website
  • E-mail the discussion list with annual dues renewal reminders periodically before and after renewal date

Newsletter Editor

  • Set a monthly or quarterly schedule for article submission and newsletter distribution
  • Call for news items and articles by members
  • Edit articles as needed for length and style
  • Lay out newsletter and format as a PDF
  • Distribute PDF to Website Manager for posting online

Publicity Chair

  • Maintain press contact list
  • Prepare and distribute media announcements about NCPA activities, notably annual awards and annual conference
  • Distribute copies of announcements to Website Manager for posting on website

Speakers Bureau Chair

  • Receive names of new members interested in being added to Speakers Bureau
  • Contact each to obtain appropriate information for addition to website
  • Serve as contact person for groups seeking speakers
  • Coordinate with Publicity Chair as appropriate
  • Review Speakers Bureau information on website
  • Inform Website Manager of needed changes (speakers no longer members, change in contact information, etc.)

Website Manager

The incumbent deals with all aspects of NCPA’s electronic presence, including two e-mail lists and our website.

  • Update website with changes provided by members
  • Update online calendar
  • Ensure domain names are renewed
  • Build new pages as needed
    • Conference registration forms
    • Payment forms
    • Award winner lists
  • Manage private discussion e-mail list
    • Add new members
    • Update member e-mail addresses
    • Assist members to use list
    • Remove lapsed members from list
  • Manage public announcement e-mail list
    • Add new subscribers (nonmembers)

Updated March 27, 2008