Primary Function:
To present a slate of candidates for office to the general membership.
Functional Tasks:
- Meet with committee members to discuss potential candidates for current vacancies of officers.
- Contact candidates (best to call versus email), explain job description and confirm their acceptance of office.
- Emphasize to prospective candidates that the persons previously holding the positions will work with the new board members to help with the transition process. Prospective candidates often need encouraging so that they don’t feel the position will be overwhelming.
- Focus on filling the positions with the most responsibilities first (eg. President) and work your way down to the positions with fewer responsibilities. The President position is the most challenging to fill and often requires asking several people before someone accepts the position.
Universal Tasks Expected of All Executive Board Members:
- Meet with the member who previously held your role to better understand the responsibilities of the job, tasks required to fulfil those responsibilities, and a timeline for those tasks. The member previously holding the role should also share insights she has gained from her experience and any suggestions that she has for improving the job done in the future.
- Obtain records and materials related to your position from your predecessor. Review these and store them for future use.
- Make sure that any information which needs to be included in the annual Yearbook is finalized and given to the Yearbook Chairman in accordance with her schedule.
- Critically review current practices to identify opportunities to improve efficiency, clarify communications, and reduce costs.
- If you would like to make changes to current practices, contact the Club President to determine if Board approval is necessary.
- Keep receipts for your expenses and stay within the approved budget for your function.
- Ask the Corresponding Secretary to include any special information needed for the next meeting in her meeting reminder to all members.
- Prepare a report documenting your tasks and accomplishments for the year. These reports are due in April of each year.
- Attend Board Meetings arranged by the President.
- Respond in a timely fashion on all votes required.
Timeline:
January: Meet with committee members to discuss positions needed to be filled, candidates for those offices and choose candidates. Call candidates and confirm their acceptance.
February: Report to the membership at the February meeting the slate of candidates.
March: Present nominations at the March meeting and call for a vote on the candidates.
Spring 2020