Board of Directors Positions Job Descriptions
DIRECTOR
Elected by: General Membership
Term of Office: Three (3) Years not to exceed two (2) consecutive terms
Reports To: General Membership and the President
Statement #: JD: 1
Effective Date: July 2000
Revised Date: April 2009
RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: It is imperative that all directors have sufficient exposure to NAPM-OC prior to accepting a Board position. It is recommended that said individual chair a committee before serving as a Director. They should at least have actively participated on a committee. It is further recommended that a Director have sufficient management experience prior to serving on the Board, in keeping with the image of a professional organization, it would be beneficial if Directors were CPSM’s and/or C.P.M.'s
GENERAL DISCUSSION: The Board of Directors is the policy-making arm of the Association, responsible for decisions affecting the long-term viability of the NAPM-OC. Therefore, Directors should already be familiar with the Association's Bylaws and Policies and Procedures. Continuity is critical to the Association; as such, all candidates for the position of Director should carefully weigh their decision and be fully prepared to serve a three (3) year term.
BREADTH OF RESPONSIBILITY: Though the most visible function of the Director is to attend the monthly Board meetings and act on business issues, it is the behind-the-scene activities that will ensure the organization's ultimate success or failure. Special projects (ad hoc committees, Board sponsorship, research, etc.) are all a part of the Director's role. Directors should anticipate a time allotment of not less than 10 to 15 hours per month to effectively manage the function.
SPECIFIC DUTIES: Many of the specific duties will be subject to the needs of the incoming President. However, the "generic" tasks include:
1. Attend all regular meetings of the Board of Directors, voting on all questions of business relating to the conduct of the Association and to the disbursement of funds, as provided in the Bylaws.
2. Attend dinner meetings.
3. Directors may be assigned the role of Board Sponsor by the President, and should thus become familiar with the specific committee assigned, taking an active role as outlined in Policy Statement #4.
4. Review and judge the eligibility of non-paying applicants for membership, and carefully review the status of members of questionable eligibility.
5. Be prepared to assume responsibilities/tasks as required by the President.
6. Attend local Leadership and Regional Workshops as required.
PAST PRESIDENT
Elected by: Board of Directors/or Appointed
Term of Office: Two (2) consecutive years
Reports To: President
Statement #: JD: 6
Effective Date: July 2001
Revised: January 2002
RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: It is recommended that the prior year's President function as Past President. If said individual is unable to perform the task, it would be appropriate to call on previous Presidents who have remained involved in Association activities. To be eligible to serve, candidate should have sound management skills and must have been a member of NAPM-OC for not less than five (5) years.
GENERAL DISCUSSION: The Past President represents the voice of the general membership, and should make every effort to adequately research the needs and wants of the group. This should include actively participating not only at the Board level, but sitting in on various committee meetings from time to time, and participating in workshops and seminars.
BREADTH OF RESPONSIBILITY: If requested, the Past President may serve as advisor to the President in order to provide continuity in the management of the Association business.
SPECIFIC DUTIES: In his/her duties, the President Elect will act as the liaison between this Association and the Affiliate Support Council for Region 2, in the absence of the President or President Elect.
1. As a functioning member of the local Board of Directors, the Past President:
1. Is a member of the Finance Committee
2. Should make himself/herself available (on an as-needed basis) to all
other committees, providing guidance and leadership.
3. Act as liaison between the Board of Directors and the Administrative
Support Committee.
4. Guide the Association by making recommendations when National
issues arise.
2. Review the Board minutes of the previous year to assure that all Action items that may affect the Bylaws have been forwarded to the Administrative Support Committee.
3. The Past President is one of the four signatures authorized to sign checks on behalf of NAPM-OC. The other three authorized signatures will be the President, President Elect and the Treasurer.
4. Summarize end of year committee reports into a final abstract for the Board of Directors and the membership.
5. Attend local Leadership Workshop as required
PRESIDENT
Elected by: Board of Directors
Term of Office: One (1) Year not to exceed two (2) consecutive years
Reports To: Membership
Statement #: JD: 2
Effective Date: January 1999
Revised Date: April 2009
RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: The President should have served in a variety of functions, groups, committees, and task forces, and have a proven track record of outstanding performance in these endeavors. It is imperative that said individual have sound management skills and the ability to motivate others. In the interest of maintaining/supporting the image of a professional organization, this individual would be well served to hold the designation of CPSM and or C.P.M. Further, formal education as evidenced by a degree would be an asset.
GENERAL DISCUSSION: The office of the President of NAPM-OC is the highest level of responsibility the Association can bestow upon an individual. Though many people are involved, the success of the fiscal year depends upon the efforts of the President. For this task, there is no such thing as too much preparation, organization, or assistance. The President should choose his/her help early. This individual should be prepared to allocate as much as 30 to 40 hours per month to this task.
BREADTH OF RESPONSIBILITIES: The President is the Chief Executive Officer of NAPM-OC and Chairman of the Board. As such, he/she exercises general supervision over the interest and welfare of the Association, and is an ex-officio member of all committees. He/she appoints and/or discharges committee chairpersons (with appropriate interaction of the Board and Board Sponsor), and performs all other duties ordinarily incidental to the office of President of an association.
SPECIFIC DUTIES:
1. The President carries exacting responsibility for organizational performance reflected in:
1. The advancement of the education for the Purchasing/Supply Management
profession.
2. Sound growth of NAPM-OC as measured in terms of services
offered/performed; size, prestige, and sound fiscal condition.
2. The President is responsible for planning and effecting a sound organization, accomplished by:
1. Appropriately distributing the work load, ensuring sufficient opportunities
exist to develop experienced leadership for the future.
2. Effectively utilizing the experience of existing personnel to maintain
continuity of thought and direction.
3. In conjunction with the Board sponsors, review goals and objectives of
existing committees, assisting as necessary, modifying if appropriate.
4. Assign duties and/or responsibilities to each regular or special committee
in addition to those contained in this manual, as necessary; ie, Executive
of the Year, and Supplier of the Year.
3. The President shall supervise the activities of the Business Manager.
4. The President is to exercise general administration over the Association in accordance with the Bylaws, including presiding over meetings of the Board of Directors as well as regular meetings of NAPM-OC.
5. The President will formulate and present goals for the NAPM-OC's coming year, along with plans of implementation, by the September Board of Directors meeting. Further, in the October issue of "Purchasing Spotlight", said goals will be presented to the general membership, as well as by the October dinner meeting.
6. The President will exercise general supervision over finance, consulting with the Business Manager, Treasurer and Chair of the Finance Committee in the preparation, submission and administration of the budget, as well as periodically reviewing budgetary performance.
7. Within thirty (30) days of his/her election, the President will appoint chairpersons of all committees, as well as Board sponsors.
8. The President will review all written goals and objectives from the committee chairs by the August Board of Directors meeting.
9. The President will approve an auditor by mid-June and instruct him/her to meet by mid-July with the Business Manager and Chair of the Finance Committee to audit the books and effect the transfer of all monies and records to the new Treasurer, and to submit the audit report to the new President by mid-August. The President will submit either through publication in "Purchasing Spotlight" or in person by the September Board meeting, a summary of the auditor's report.
10. The President is one of the four signatures authorized to sign checks on behalf of NAPM-OC. The other three authorized signatures will be the President Elect, Past President and the Treasurer.
11. Attend local Leadership Workshop and Regional Workshop as required.
