DIRECTOR
Elected by: General Membership
Term of Office: Three (3) Years
Reports To: General Membership and the President
Statement #: JD: 1
Effective Date: July 2000
Revised Date: June 2011
RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: It is strongly recommended that all directors have sufficient exposure to the Affiliate prior to accepting a Board position. It is recommended that said individual has either chaired and/or actively participated on a committee before serving as a Director. 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, CPSM and/or C.P.M. designation is desirable.
GENERAL DISCUSSION: The Board of Directors is the policy-making arm of the Affiliate, responsible for decisions affecting the long-term viability of the Affiliate. Therefore, Directors should be familiar with the affiliate’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.
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 Affiliate 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, Board Sponsorship.
4. Be prepared to assume responsibilities/tasks as required by the President.
5. In the event that there are not enough volunteers for committee chairs be able to actively chair a committee as appointed by the President.
6. Nominate and elect candidates for Herb Canon and Sara J. Arhlen awards in April.
7. Attend local Leadership and Regional Workshops as required.
Past President
Appointed by: President
Term of Office: One (1) Year
Reports To: President
Statement #: JD: 6
Effective Date: July 2001
Revised Date: June 2011
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 tasks, it would be appropriate to call on the previous Presidents who have remained involved in the Affiliate. To be eligible to serve, the individual should have management skills.
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 Affiliate. 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 an advisor to the President in order to provide continuity in the management of the Affiliate business.
SPECIFIC DUTIES:
1. As a functioning member of the Board of Directors, the Past President
- Is a member of the Finance Committee
- Should make themselves available (on an as-needed basis) to all other committees, providing guidance and leadership.
- Serve as Board sponsor for the Administrative Support Committee.
- Reviews the Strategic Plan and ensures that goals and objectives are being communicated, monitored and measured. This should include scheduling quarterly review meetings.
- The Past President is one of the four signatures authorized to sign checks on behalf of the Affiliate. The other three authorized signatures will the President, President Elect and the Treasurer.
- Attend local Leadership Workshops conference as required.
President
Elected by: Board of Directors
Term of Office: One (1) Year
Reports To: AffiliateStakeholders
Statement #: JD: 2
Effective Date: January 1999
Revised Date: June 2011
RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: 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 the Affiliate is the highest level of responsibility the affiliate 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 their 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 the Affiliate and Chairman of the Board. As such, he should exercise general supervision over the interest and welfare of the Association, and is an ex-officio member of all committees. 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 Supply Management
profession.
2. Sound growth of the Affiliate 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. Prepare agenda for monthly Board and Dinner meetings.
2. Appropriately distribute the work load, ensuring sufficient opportunities
exist to develop experienced leadership for the future.
3. Effectively utilizing the experience of existing personnel to maintain
continuity of thought and direction.
4. In conjunction with the Board sponsors, review goals and objectives of
existing committees, assisting as necessary, modifying if appropriate.
5. Assign duties and/or responsibilities to each regular or special committee
in addition to those contained in this manual, as necessary; i.e., 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 the Affiliate.
5. The President will formulate and present goals for the Affiliate coming year, along with plans of implementation, by the September Board of Directors 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 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 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 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 the Affiliate. The other three authorized signatures will be the President Elect, Past President and the Treasurer.
11. Present awards to recipients at the June dinner meeting
13. Organize Local Leadership Workshop and attend Regional Workshop as required.
President Elect
Appointed by: Elected by the Board or the President can appoint someone to fill an unfinished term
Term of Office: One (1) Year
Reports To: Board Sponsor and/or President
Statement #: JD: 3
Effective Date: December 2010
Revised Date: June 2011
RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION:The President Elect should be a member in good standing and, at a minimum, have served one full term as a Board Member. If they are not a current member of the Board of Directors their name will be submitted to the Affiliate for election to the Board as per the Bylaws .As second in command, the President Elect should have a background in association matters equivalent to the President. Sound managerial skills, a CPSM and/or C.P.M. are desirable.
GENERAL DISCUSSION: As the number two person behind the President, the President Elect should be prepared to assume the leadership reins at any given time, substituting when necessary, supporting and promoting the current administration, and preparing themselves for assuming the role of President.
BREADTH OF RESPONSIBILITY: The President Elect is Chairperson of the Finance Committee which is responsible for the budget of the affiliate. In conjunction with the Business Manager a preliminary budget should be presented at the August board meeting of the new fiscal year.
SPECIFIC DUTIES: In addition to assisting the President and Board of Directors, the President Elect.
1. Acts on behalf of the President when the person is unavailable.
2. Is Chairperson of the Finance Committee
3. Identifies candidates for Executive Board positions, Committee Chairs sixty (60) days prior to assuming office of President.
4. Works with Administration Committee to assure that all necessary changes have been made to the By Laws and Policies and Procedures.
5. Attend local Leadership Workshops as required.
Treasurer
Elected by: Board of Directors
Term of Office: One (1) Year
Reports to: President and Board of Directors
Statement #: JD: 5
Effective Date: July 2000
Revised Date: June 2011
RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: A strong financial background would be most beneficial for this position, evidenced by college-level courses, and possibly work related experience. A CPSM and/or C.P.M. would be preferable, and this individual should be well versed in Association matters, ideally having served on the Board.
GENERAL DISCUSSION: The Treasurer is an officer of NAPM-OC and is responsible to the Board of Directors, through the President, for maintaining accurate financial and accounting records.
BREADTH OF RESPONSIBILITY: The Treasurer oversees the collection, maintenance, and disbursement of funds of the Association.
SPECIFIC DUTIES: Working closely with the President, and following Board guidelines, the Treasurer:
- In conjunction with the Business Manager is responsible for ensuring that all money from activities of the Association is received, and that sufficient detail exists to substantiate
- In conjunction with the Business Manager, will review deposits in the Association bank account.
- When possible, the signature of the Treasurer should appear on checks as one of the two required signatures.
- Provide regular and special reports to the Board of Directors as required.
- Expenses exceeding the budgeted amount for a special account, but within 5% of said account, may be approved by the Treasurer. The Treasurer will then report this at the next board meeting. If funds to be spent are outside of the scope of the budget, a special report will be presented to the Board for approval, prior to funding.
- Must be willing to be bonded for the proper performance of his/her duties, at the expense of the Association.
- Will coordinate fiscal matters with the Finance Committee, assisting in the budget process and administration thereof, as well as acting as a member of said committee.
- Will present a summarized, concise recap of the Association's fiscal condition to the general membership at the regular June meeting.
- In the absence of the President, President Elect, and Secretary, the Treasurer performs the duties of President.
- Deliver to his/her successor all books, records, documents, and other property of this Association that may have come into his/her possession or that may have been created during his/her term of office.
- As with all Board and committee positions, the Treasurer should be prepared to accept other duties in connection with the Association's financial matters that the President may assign.
- Billing of "No Shows" for dinner meetings shall be at the discretion of the Treasurer if cancellation is not received twenty-four (24) hours in advance of the meeting.
- Attend local Leadership Workshop and Regional Workshop as required.
Secretary
Appointed by: ISM-OC President
Term of Office: One (1) Year
Reports To: President
Statement #: JD: 4
Effective Date: January 1999
Revised Date: June 2011
RECOMMENDED SKILLS, BACKGROUND AND/OR EDUCATION: A general understanding of the basic Board duties and procedures. Accurately record and maintain records of all proceedings of the Board of Directors, Leadership Workshop and any other additional meetings that require minutes. Send out correspondence to the Board members and Committee Chairpersons. Since this position is third in line in terms of leadership, it is highly desirable that this individual be a CPSM and/or C.P.M.
GENERAL DISCUSSION: The Secretary records, types and distributes the minutes of the Board of Directors regular and special meetings.
SPECIFIC DUTIES:
- Retain all minutes from each Board of Directors meeting, as well as "special" meetings called by the President.
- Responsible for specific, official correspondence as directed by the President and/or the Board of Directors.
- In the absence of the President and President Elect, perform the duties of President.
- Deliver to successor any books, documents, and other property of the Association in his/her possession
- Review with the incoming secretary the minutes format, distribution and timeline for issuing the meeting minutes.
- Attend Local Leadership Workshop as required
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