Officer Duties

RESPONSIBILITIES OF OFFICERS, BOARD OF DIRECTORS, AND EXECUTIVE DIRECTOR

President
  • Develop Board meeting agendas
  • Develop Business meeting agendas
  • Preside over Board and Association business meetings
  • Convene and oversee activities of Executive Committee
  • Appoint committees including elections/nominations committee
  • Provide directions and responsibilities to all committees
  • Serve as ex officio member on all committees
  • Serve as official representative of the Association
  • Prepare and present annual budget to the Board for administrative operations of the Association
  • Appoint an audit committee at the end of the Treasurer’s term of office
  • Serve on TCCIL and appoint one additional representative of the Association to serve (in addition to the Vice-President)
  • Negotiate and approve Memorandum of Agreement with TCCIA and TACE (if appropriate)
  • Assure that procedures are followed in amending or revising Constitution and By-Laws
  • Facilitate communications among Board members.
  • Work with President’s Council and assign responsibilities to members of this group
Vice President
  • Preside at the meetings in the absence of the President
  • Perform the duties of the President when that position is vacant
  • Perform duties assigned by the President
  • Oversee conference planning committee by:
    • Recruiting and recommending conference chairs from the Board of Directors
    • Assist conference chair in recruiting assistant chair
    • Participating in planning meetings as needed
    • Reviewing completion of timeline activities
    • Advising conference chairs as needed
Secretary
  • Record minutes at all TACTE Board meetings and Business meetings
  • Distribute Board minutes electronically to all Board members within one month following the Board meeting.
  • Re-distribute minutes the week prior to the Board meeting for final review before approval.
  • Copy business minutes for distribution at the general membership business meeting.
  • Supervise maintenance of TACTE website and all conference web registrations.
  • Serve as custodian of archived TACTE minutes.
Treasurer
  • Manage all financial matters for the Association including:
    • Maintaining checking and savings accounts
    • Issuing invoices for all receivables
    • Making payments for approved payables
    • Reporting to the Board and membership the financial status of the Association
    • Managing the annual Association Budget approved by the Board and submitting regular budget reports to the Board
    • Invoicing Board members for meal functions
  • Manage membership records
  • Work with the Conference committee in implementing Conference registration procedures
Directors
  • Attend all meetings of the Board. Board members hould notify the President of anticipated absences. Absences will be reviewed by the Board, and two absences from regular meetings during a year may result in a request for resignation. Board members are expected to be present at the beginning of each meeting and remain until the scheduled ending times of Board meetings
  • Attend all conferences
  • Fulfill assigned tasks as agreed. If a Board member cannot fulfill an assignment, he or she is expected to notify the President immediately
Director Liaison (elected by Board of Directors at summer board meeting)
  • Serve as a member of the Executive Committee and communicates Board of Directors concerns to Executive Committee.
Executive Director
  • Negotiate contracts for conferences and board meetings
  • Coordinate hotel arrangements for conferences and board meetings
  • Secure Board liability insurance
  • Maintain organization address of record
  • Maintain IRS records
  • Maintain Constitution and Bylaws
  • Maintain record of Board members and terms