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Board Job Descriptions
written Oct 2009 or as indicated

We encourage you to indicate your interest in serving on one or more committees. When we are looking for new committee members, we check our database and contact those that have indicated an interest. However, since there are not openings on every committee every year, you may indicate an interest and not be called. Please don't interpret this as lack of interest on our part. If you have special skills that you think might be useful to the Association, we would appreciate a separate note, e-mail or call. Most committee work requires attending one to three meetings, but may require some additional work in preparation for the meetings. Committee chairs, who are members of the Board, are usually selected from the committee members.

President

The president presides over the Board meetings and appoints – with the approval of the Board – individuals to fill vacant positions, both on the Board and on committees.

Besides conducting Board meetings, the president’s time is spent mainly in answering questions, mostly by email, from Board members, Association members, members new to the area, and others. In addition, the president writes a “President’s Letter” for every issue of the newsletter and composes a “President’s Letter” to be sent to those whose dues are currently in arrears, usually in March. The president also does proofreading for the newsletter, the annual dinner programs, and the meeting minutes.

The president can also serve on committees, e.g., scholarship, and often is called upon for advice concerning programs and other matters by the Board members. Finally, the president is usually one of the co-signers for Association checks above $300 and acts as the primary contact with National.

The President is a member of the Executive Committee (Bylaws. Article VI, Section 1) which shall meet at the call of the President to take actions between regularly scheduled meetings of the Association Board that can not be deferred until the next Board meeting.

1st Vice President, Programs

Overview: The 1st Vice President, Programs is responsible for attending PBK Board Meetings, Organizing Events for the Membership during the calendar year, excluding the Asilomar conference, Setting up the Annual Meeting and Handling the Monies related to these Events.

Term of Office The term of office of the 1st Vice President, Programs begins the second Saturday of July. However, the officer is expected to have begun program planning for the Summer and Fall prior the actual start of the term of office so that the information related to these events is completed for the June and September newsletters.

Responsibilities
1. Board Meetings For each Board meeting, The 1st Vice President, Programs will prepare and present a report that includes events planned or in the process of being planned, a summary of events that have occurred, including the number of attendees and funds raised.

2. Events Through the various educational and social events that are planned and carried out, the 1st Vice President, Programs has a direct impact in stimulating PBKNCA members' interest in PBKNCA and in member retention. Surcharges on event tickets also help to raise funds for both scholarships and teaching excellence awards as well as subsidizing the Annual Meeting and Awards dinner. If an event is free to members, it may be appropriate to make a small donation to the venue. Board input is advised in such instances.

The 1st Vice President, Programs (or a designated replacement) should arrive at least 30 minutes before members are expected to arrive for an event. If nametags are prepared prior to the actual event, these can then be handed out as members arrive. Members who have signed up for an event but who fail to appear will not be reimbursed.

3. Suggestions for event development Ideas will come from many sources, including previous Programs officers, members, Board members, guidebooks from AAA and other sources, area newspapers, the San Francisco City Guide.

4. Publicizing Events, Newsletter Deadlines Once the actual cost for an event has been established by the 1st Vice President, Programs and an additional amount added for the "scholarship" fund, the write-up for the event will be drafted using the PBK Newsletter format and when completed, submitted to the Editor for publication in both the Newsletter and the PBKNCA Web site.

The deadline for the September newsletter is generally August 10 unless otherwise changed for reasons such as the Editor's vacations. Events for the months of September through December will be publicized in this newsletter.

The deadline for the December newsletter is generally November 10. Events to be included through March of the following year.

The deadline for the March newsletter is generally after Asilomar (Presidents' Weekend) to allow time for the Nominating Committee to seek nominees at that event. This newsletter will include information on the Annual Meeting and Awards dinner in addition to write-ups on events planned through June. The date and location of the Annual Meeting/Awards dinner will have been established previously (Berkeley Faculty Club or other location).

The deadline for the June newsletter is generally May 10. Events to be included through September.

Newsletters generally reach member's mailboxes mid-month, so sometimes it is necessary to put an event in an earlier newsletter.

5. Handling Funds, Coordinating with Treasurer Forms have been designed to facilitate the handling of funds, whether it is to document the transfer of payments received for various events from the The 1st Vice President, Programs to the Treasurer or to request reimbursement for money spent on Program activity. The payments received for events should be kept separate for each event as should any expenses. The form designed to document payments received for events when members sign up will facilitate this process.

First Vice-President is a member of the Executive Committee (Bylaws. Article VI, Section 1) which shall meet at the call of the President to take actions between regularly scheduled meetings of the Association Board that can not be deferred until the next Board meeting.

2nd Vice President, Scholarships

The second vice president is in charge of the PBKNCA scholarship awards. The job duties begin at the end of October but are intense during the period mid-March to mid-April.

At the end of October the VP sends announcements (via e-mail) to the chapter liaisons at the nine campuses in our area, calling for applications and announcing our deadline (usually mid-March).

Applications are made on the form found on the PBKNCA Web site, but applications are made to the chapters, not to the association. The chapters are responsible for reading applications for their chapter and forwarding the appropriate number to the VP. The VP photocopies the applications and sends a set to each member of the scholarship committee. Each committee member evaluates each application. The members then meet to discuss their evaluations and decide on the recipients. Presumably, this *could* be done by e-mail (or conference call), but so far committee members have preferred a face-to-face meeting.

The VP is responsible for contacting the recipients and encouraging them to attend the annual meeting, where he or she introduces the recipients with brief biographical information and presents the awards.

In addition, the Scholarship VP writes up an article about the recipients for the Association newsletter and for the website.

The number of scholarships awarded and the amount of the award change from year to year, depending on how much money the association has available. This is decided at the board meeting in March and is subject to Association by-laws restrictions.

The number of applications varies from year to year but is usually about thirty.

Second Vice-President is a member of the Executive Committee (Bylaws. Article VI, Section 1) which shall meet at the call of the President to take actions between regularly scheduled meetings of the Association Board that can not be deferred until the next Board meeting.

3rd Vice President, Membership

The main responsibility of the Vice-President of Membership is to maintain an accurate and current database of present and past members of the Gamma chapter of Phi Beta Kappa. He/she should also be able to query the data when certain information is needed by the President or the Board members. As the database should be maintained in a format able to be easily passed on to subsequent chairs, it has been decided to keep it in the ACCESS program on a PC using the Microsoft Windows system (or on a Mac with PC emulation). The database was written by the Communications Officer, Ray Hendess, and he will be available to assist with the operation of the database, including modifications desired. He will also do the yearly rollover and update of the membership from national.

I. Membership drive data entry procedures:

1) Membership data and payments are received in several ways:
a) Dues envelopes containing checks (from November newsletter and other mailings)
b) Printout of a PDF form along with a check (from email solicitations or web inquiries)
      Contact the National Society if you have not received their PBK ID number either on the form or in advance from Ray
c) PayPal data (notification only, payment goes directly to the Treasurer)

2) Take checks from the envelopes, and enter payment data into the database.

3) Enter data from the Paypal responses.

4) Make any necessary changes to members’ individual records based on information submitted with envelope, on the form, or in the supplemental Paypal email.

5 At least once a month, or after 22-23 members have been entered (whichever comes first), have the database create a "batch report" from the database to send along with the checks received to the Treasurer. Paypal donations will be identifyable as those without check numbers.

6) File envelopes with copy of batch report for future reference.

II. Notify the National organization of any deaths of members or address changes.

III. Update addresses in database based upon returns from the post office as a result of “RETURN SERVICE REQUESTED” on mailings. IV. When desired, the database can create and send mailing lists for newsletters, dues reminders, thank you notices, a monthly backup copy of the entire database, and the triennial directory data to the appropriate officers.

Va The IRS requires that written acknowledgement of donations of $250.00 or more be received by January 31. A list of these donors shall be forwarded to the Corresponding Secretary by January 15. The database is programmed to create the appropriate list, as well as a list of members who can be thanked by email, which list is sent to the Communication Officer. This list should be generated between January 7 and 15 to allow time for all Dec 31 postmarked donations to arrive. Do not enter any January contributions until after this list is generated.

Vb Thereafter, the membership vice president will provide the Corresponding Secretary with a quarterly list of contributors: March 31, June 30 and September 30

VI In Mid-February, the database can be used to create and send to the Communication Officer the list of members who haven't rejoined so we can send the Presiden'ts email.

VII The database can create and send to the Communications officer a list of all this year’s contributions listed in descending order of amount for publication in June Newsletter.

VIII In advance of November membership solicitation Newsletter, the Communication Officer will obtain from National a mailing list of all people in Northern California eligible for membership. He will update the database and rollover to the next year.

IX Generally in spring, enter into database new records for new initiates (free one-year membership). Contact the National Society to get their ID number.

X Attend Board meetings and report on status of membership.

The current Membership Chair describes the job as follows:

Time commitment varies during the course of the year. During "fundraising" months--Oct, Nov, Dec, Jan, Feb and March expect 10-20 hours per month handling envelopes and generating reports; During the rest of the year, expect 5-10 hours per month in supporting member inquiries, generating reports, cleaning up data as needed.

Third Vice-President is a member of the Executive Committee (Bylaws. Article VI, Section 1) which shall meet at the call of the President to take actions between regularly scheduled meetings of the Association Board that can not be deferred until the next Board meeting.

Updated 02/08/2013 by RH

Asilomar Chair

The job of the Asilomar Chair has six components: (1) Working with Asilomar; (2) Scheduling Speakers; (3) Advertising the Event: (4) Taking Reservations; (5) Conducting the Conference; and (6) Submitting a Final Report.

(1) Working with Asilomar. Each year during the conference, the chair and the treasurer meet with the sales coordinator of Asilomar, Raquel Pacleb, to sign the conference agreement and place a booking deposit for the ensuring year’s conference and to reserve a date for the conference two years hence.

Subsequently, the chair works with two other staff at Asilomar. Pat Kauffman, the housing coordinator, is very important. She maintains a block of rooms for the conference. In June the chair contacts her for a copy of the housing form. It contains the accommodation fee for the ensuing year, which goes into the August newsletter. Further, the chair sends copies of the housing form to all members who pay the $100 registration fee.

In early October, the chair contacts Pat to see how many rooms have been requested by our members and guests. Also, if a speaker needs accommodations, the chair should reserve the room. Later in the month Pat will need to know whether the conference requires additional rooms or whether she should release some of the rooms she has reserved. The idea is for us to have sufficient accommodations for all our folks, but not have to pay for any unused rooms.

The chair completes a 60-day and a 90-day estimate of room needs and faxes them to Pat in the middle of November and the middle of December.

Other Asilomar personnel may contact the chair from time to time with special requests.

(2) Scheduling Speakers. The conference has room for eight speakers–one Friday night, three on Saturday, three on Sunday, and one on Monday. The members make good suggestions for speakers on their evaluation forms. Since we try to keep expenses below 20 percent of the registration fee, we do not ordinarily pay speakers an honorarium. In rare cases we may offer travel expenses at the government mileage rate. And since we like to have the speakers mix with the members, we offer them meals, and rarely overnight accommodations. The sooner the schedule is complete, the sooner it can be announced in the newsletter and help attract attendance.

(3) Advertising the Event. The chair contributes articles to PBKNCA newsletters throughout the year advertising the coming event and reporting on the event just concluded. The Communications Officer will also send email notices as requested.

(4) Taking Reservations. The chair takes reservations and registration fees at the conclusion of the conference for the ensuing year and throughout the year, especially, as articles in the newsletter elicit interest. The chair accumulates the checks and mails them to the treasurer once a month.

When members send in their registration and fee, the chair acknowledges the transaction and sends them a copy of the Asilomar housing form that Pat Kauffman has available in mid-June. Members send the housing form with their payment directly to Asilomar.

(5) Conducting the Conference. Thirty days prior to the conference the chair needs to order the microphone for the auditorium. We encourage speakers to bring their own audio visual equipment.

By the first of January the chair needs to photocopy a list of all conference attendees and the conference program and assemble them into packets along with an evaluation form for distribution from 3 to 5 p.m. on Friday. Further, the chair is responsible for making name badges for all members and guests.

If possible the chair should arrive at Asilomar early on Friday and meet with Raquel Pacleb for keys to the auditorium.

It is a good idea to ask two or more other members for assistance in passing out packets.

The conference coordinator gives the chair two keys to the auditorium. The chair should keep one and give one to a member who will be responsible for opening and closing the premises for the event. Also, it is a good idea to have someone in charge of the lights in the auditorium.

Each morning of the conference the chair needs to check with the front desk and examine the conference bill to make sure there are no extraneous charges.

On Sunday night and Monday morning the chair circulates a reservation sheet and an envelope for registration fee checks for the ensuing year’s conference. At least half those in attendance may register and pay at this time.

Also, members are asked to return their conference evaluation forms in a box provided by the chair Sunday night and Monday morning. They often contain valuable suggestions for the next year’s program.

(6) Submitting a Final Report. After the event, the chair submits a financial report to the treasurer and a descriptive report to the Newsletter. Both should indicate the net proceeds for the Conference, the amount that will go to graduate student scholarships. Finally, the chair may submit an expense statement for postage and photocopying to the treasurer for reimbursement.

See also the hardcopy of Guidelines for Asilomar Expenses

Chapter Liaison

Concept: Be the link between our Association and the eight collegiate chapters in our region. Arrange for a board member or another NCA member to attend and speak (if possible) at each collegian chapter initiation (between April and June) and attend at least one yourself. Prepare and continuously update a Chapter Liaison Matrix listing contact for each chapter, NCA representative(s), date/place of initiation, number of initiates and any comments. Provide each chapter a packet of printed information for each new initiate on how to nominate for our Teaching Excellence Award and how to obtain free first year membership in our Association. Follow-up to make sure the information is distributed. At some schools provide the information again with the representative. Update the written information annually and obtain NCA board input on the content. Support the NCA President by attending monthly board meetings, providing an updated Matrix, reporting on Chapter Liaison activities, and participating in discussions and decisions at the board level. Submit NCA Newsletter reports and photographs of initiations as needed, attend Asilomar Retreat and Annual Meeting of NCA. At the request of the NCA President, speak with National PBK on chapter liaison matters as appropriate.

Specific Duties: January-February: Contact each chapter by e-mailing last year’s representative (usually a professor or his/her assistant) and ask if that person is the correct contact for this year. Ask if date, time and place have been set for the initiation. Continue to follow-up until you nail it down. Contact the NCA representative from last year to determine interest in doing it this year. Ask board members for their interest at January Board meeting. Submit Newsletter articles as appropriate, asking NCA members for interest in attending an initiation. Contact NCA members who expressed interest last year, but could not attend. Prepare first draft of Matrix.

The Communications Officer will obtain a list of all current new initate emails from national and will send emails to all informing them of the free year membership, and then the following year asking them to join. He will also put all initiated on the newsletter emailing list.

March-April-May-June: Send the packet out to the schools. Send one to each NCA representative as a “go by” for his/her talk at the ceremony. Most “mailings” can be done electronically, asking the chapter to print them and distribute. Prepare and mail (about two weeks before the event) each NCA representative about five Teaching Excellence Award nomination forms with stamped envelopes addressed to NCA Chair of the Award. Encourage each representative to “button hole” some new initiates at the ceremony to promise to submit a form. After each ceremony, send a critique form to each representative to allow for suggestions and comments back to you. After each ceremony, send a thank you to the school.

July-August: Prepare a final report (final Matrix) for the Board, listing the total number of initiates at each chapter. Summarize the critique forms for each school for the board.

Sept-October: Present to the Board the relative success of new initiate participation by school in the Teaching Excellence nominations and joining NCA. Prepare a table showing each school, total number of initiates available to participate in the two programs, actual number who did, and percent of those available to participate by school. Make recommendations for improvement.

Updated 2014-10-13 RH, December 11, 2008

Corresponding Secretary

At the request of other Board members, the Corresponding Secretary corresponds with present and prospective members regarding miscellaneous subjects. Most especially, after receiving from the Membership Chair the names and addresses of members who have contributed to the Association in excess of the regular dues, the Corresponding Secretary sends thank you’s to those members according to the Board-drafted schedule and using the appropriate Association stationery.

The Corresponding Secretary will be provided with a mail-merge Word doc that, when combined with the Excel list of contributors provided by the Membership VP (see above), will print the appropriate thank-you notes. When printed Association envelopes are needed, the Corresponding Secretary contacts the Communications Officer to order the necessary materials.

On the occasions that the Recording Secretary is unable to attend Board meetings, the Corresponding Secretary takes notes and prepares the meeting’s minutes.

The Corresponding Secretary completes the Association’s Annual Report and, after review of the document by the Association’s Board President, submits the report to National.

Policy for Written Acknowledgement of Contributions to the Northern California Association of Phi Beta Kappa (Drafted Nov. 8, 2008)

By January 15, the membership vice president will provide the Corresponding Secretary with a list of all paid members as of Dec. 31, of the preceeding year who have not already been listed as in need of thank-you notes. The Corresponding Secretary will then send out these notes by January 31, so that the members can use the thank-you's for tax purposes. The IRS requires that written acknowledgement of donations of $250.00 or more be received by January 31. A list of these donors shall be forwarded to the Corresponding Secretary by January 15.

Thereafter, the membership vice president will provide the Corresponding Secretary with a quarterly list of contributors: March 31, June 30, September 30, and December 31. The Corresponding Secretary will write the thank-you notes before the end of the month following each quarterly report, i.e., April 30, July 31, October 31, and January 31 (of the next year).

updated 01/15/10

Communications Officer (Newsletter, Bulk Emailing)

The Communications Officer is a board member and is expected to attend bi-monthly board meetings held at various board members’ homes, usually on the 2nd Saturday of the month.

Responsible for assembling, editing, printing and mailing four newsletters, and a “President’s Letter”. Creates a directory once every three years from the database output (Last done 2011). Has envelopes printed as necessary (#10 with President’s return address, #6 ½ remit with Membership VP or Corresponding Secretary address). Also sends the final newsletter, as a PDF, to the Webmaster. Currently, the Communications Officer and webmaster are one in the same person. The Membership VP will provide an Excel table of the appropriate mailing list, as well as the contribution list for June. Other board members provide their respective reports, so you should remind them about ten days - two weeks in advance about their opportunity (read - obligation) to contribute. Deadlines should be absolute “drop-dead” deadlines - no submissions accepted late. This is very important with the first few newsletters to establish the rules. Newsletters should reach the membership close to the first of the stated month, except the November, which is timed to mail after the elections and arrive before Thanksgiving.

The timing currently is as follows:

Newsletter

Email Board

Deadline

Send for proofing

To Printer

Mail to

September 1

Aug 1

Aug 10

ASAP

Aug 20

All Paid

November ~10

Oct 10

Oct 20

ASAP

Oct 30

All

January 15 Get list of unpaid members from Membership. Send President's letter by email.

March 1

Feb 1

Feb 10 or after Asilomar

ASAP

ASAP

All Paid

Pres. Letter 3/5

Email Pres

Feb 15

ASAP

After Mar NL

Not Paid

June 1

May 1

May 10

ASAP

May 20

All Paid



n addition, the Communications Officer maintains and uses an emailing program on the web (currently Vertical Response which allows 10,000 emails per month free) to mail membership solicitations to all National members and NCA members, to announce events, to recruite new board members, and send other emails as needed by the board. The database is setup to create many of the mailing lists needed, but one-time queries can be used to generate special mailings.

Newsletter Contents:

All except President’s letter contain program descriptions in addition to the following

September -Teaching Excellence form, Asilomar

November - Membership renewal, Teaching Excellence list, Scholarship details, Asilomar. Contains a remit envelope for dues.

March - Nominations for the Board and Nominating Committee. Nomination committee would like a March newsletter so they can get nominees from Asilomar.

March - President’s Letter (actual date to be determined by number of envelopes received) Shortly after the March Newsletter. Mailed to all non-paid members

June - Contribution list, plus Scholarship and Teaching Excellence lists (details in November). Contribution list should be by donor category, within category, by last name. This is easily generated by the database program.

Directory

The directory listing is easily generated by the database. It is a good idea to send a merged email containing the member's data for correction before publishing the newsletter. This data should then be corrected in the database, and the directory re-run from the database.

Details here

updated 01/15/10, 02/20/12, 2013-02-09
Recording Secretary

The Recording Secretary’s primary job is to take minutes at each meeting, transcribe them, and email them at least two weeks prior to the next meeting to all Board members. In addition to the minutes, directions to the home of the Board member hosting that meeting, an admonition to please notify both the President and the host if unable to attend and/or stay for lunch, and an agenda must be emailed. The Recording Secretary should consult with the President and the other Board members about this timing and the possible need to forward time sensitive materials, such as the annual calendar, immediately following the Board meeting.

The Recording Secretary is also responsible for retaining as a permanent record the written reports distributed by the officers and committee chairs and each meeting’s minutes. The Recording Secretary should also retain a copy of the current Directory, job descriptions, by-laws, the Annual Meeting and Awards Banquet program, etc. Minutes of the previous year’s Annual Meeting are made available for perusal and approval at the next year’s meeting.

It is very helpful to submit preliminary email minutes to the President for input and corrections prior to emailing the final copy to the Board. Clarification is frequently necessary, and the Recording Secretary should feel free to contact individual Board members about specific names, dates, amounts, etc. if there are any questions.

At each meeting the Recording Secretary should have available a copy of the previous meeting’s minutes to note any corrections, and an extra copy of the current minutes for Board members to consult. In the event the Recording Secretary is unable to attend a Board meeting, the Corresponding Secretary is designated to take, transcribe, and email the minutes to the Board.

Itemized bills for mailing or other related costs should be submitted to the Treasurer.

The Recording Secretary is a member of the Executive Committee (Bylaws. Article VI, Section 1) which shall meet at the call of the President to take actions between regularly scheduled meetings of the Association Board that can not be deferred until the next Board meeting.

Teaching Excellence Chair

Publicizes the Teaching Excellence Award. This includes: editing and revising the Teaching Excellence Nomination form as necessary; providing an announcement of the Award for the newsletter together with a nomination form; seeing that the Chapter Liaison gets nomination forms for the new initiates’ packets; and providing nomination forms to scholarship winners at the annual meeting.

Receives the Nominations from PBK-NCA members. Asks the Nominees for supporting material which includes a resume, description of courses recently taught, and a short essay describing the Nominees' definition of teaching excellence. Makes copies of the material obtained and distributes it to the Teaching Excellence Committee. (This is the part of the job which takes the most time.) After a sufficient time for the members of the committee to review the material submitted, the Teaching Excellence Chair calls a meeting of the committee for ranking the Nominees. (This meeting can be an email meeting.)

The Teaching Excellence Chair presents the results of this meeting to the March PBK Board. The Teaching Excellence Chair informs the Nominees and their Nominators of the decision of the Board.

The Teaching Excellence Chair oversees the preparation of the certificates given to the Teaching Excellence Awardees. The Teaching Excellence Chair gives a brief introduction of each Awardee, while presenting the Awards at the annual dinner. The Teaching Excellence Chair writes up the Teaching Excellence Awards given at the annual dinner for publication in the November Newsletter.

The Teaching Excellence Chair is responsible for replacing committee members a needed.

Treasurer

General Description of Duties:
This position requires basic bookkeeping skills and a good head for figures. I use “Quicken” to keep financial records, but any computer program allowing multiple investment and checking account listings would work.

The majority of the time required for processing funds received is during the winter months, from November (when the annual membership payment appeal is sent) into April (after the annual President’s Letter to delinquent former members goes out). Check writing is an ongoing activity, with the Scholarship and Teaching Excellence checks in late April (usually nine or ten of the former and four of the latter) constituting the largest number to be written at any one time.

Annual Calendar of Treasurer’s Work:

July: Beginning of new FY. Make new file folders. Ask President to arrange for Audit after books close. Take bank signature cards to July Board meeting, if any changes. Form s/o 100 is due biennially (odd years) to Secretary of State.

August: Apply for tax filing extension to IRS.

September: Audit this month if possible, otherwise early October. Financials MUST be published before 30 September.

October: Audit, unless it was held in September.

November: Taxes due 15th, unless extension has been filed. Dues checks will begin coming from VP Membership in large quantities.

December: Lots more membership checks to process.

January: More checks!

February: Taxes due 15th (with extension) or file for additional 3 months with IRS. Send Registry of Charitable Trusts form and fee when mailing tax forms. Take checkbook to Asilomar conference; pay deposit for following year.

March: Calculate amounts for scholarships and teaching excellence awards (see Bylaws for requirements).

April: Write checks for scholarships and teaching excellence awards before Board meeting; get second signature from President or VP Membership.

May: Annual Dinner – take checkbook for paying member whose UCB Faculty Club membership we use for discount.

June: Notify Board members of end-of-fiscal-year (30 June) so they may submit bills for payment in the correct FY.

At every Board Meeting: provide financial report and Fund Accounting report.

Compiled November 2008

Nominating Committee Chair

As chair, you will be contacted sometime in Jan. by the president who will tell you what board members are leaving. At Asilomar, you (or if you don't attend, you ask members you know who are attending) to look for and - it is to be hoped - obtain willing candidates, both for board and nominating committee positions. Failing that, you ask the membership chair for names and contact information for members who have indicated on their membership forms willingness to volunteer for the Association. Then you mobilize your committee, divide the list, and have them call, email, etc. until you find members to fill the positions. There are usually no physical meetings, in case that is a concern. Finally, the committee chair, or the chair's designee, presents the new slate of board and nominating committee members for the annual meeting attendees to approve. Added February 2014