NASIG Officers and Executive Board Job Descriptions

VICE PRESIDENT / PRESIDENT-ELECT

APPOINTED / ELECTED: (Bylaws, Art.V: Sect. 1)

Elected

QUALIFICATIONS: (Bylaws, Art.IV: Sect. 2)

Member of NASIG

TERM OF OFFICE: (Bylaws, Art.IV: Sect. 4)

First year as Vice President / President Elect, second year as President, and third year as Past President
Not eligible for re-election to a second term in the same office without an intervening period of two years
Transition at adjournment of Annual Conference; however, some transitional activities will occur before the conference

PRIMARY FUNCTIONS:

Vice President

Make committee appointments, decision-making and coordination of committees and activities
To chair Executive Board meetings in absence of President
To serve, if needed, as representative of NASIG
To serve on the Site Selection Committee
To serve on the Editorial Board of UKSG Publications Committee and "Serials"
To perform special assignments as requested by the President and Executive Board

To serve as liaison to one or more committees as assigned by the President

President

To coordinate the activities of the organization
To serve on the Site Selection Committee
To prepare an agenda and chair Executive Board meetings
To convene annual conference and chair annual business meeting
To coordinate Board communication, mediate differences of opinion, build consensus and initiate action as needed
To appoint with assistance from the Vice President, Board liaisons, chairs and members of committees, task forces and working groups
To review the annual budget prepared by the Treasurer prior to the Executive Board Meeting
To communicate with members on a regular basis via newsletter, email blasts, discussion forms, blogs and other methods available
To constitute and charge ad hoc committees, task forces and working groups
To determine special assignments for Vice President and Past President based on experience and interest
To monitor the progress of the Program Planning Committee and the Conference Planning Committee by consulting regularly with committee chairs and Board liaisons
To serve as primary representative of NASIG including attendance at UKSG

Past President

To serve as liaison to the Nominations Committee
To chair the Organizational Sponsorship drive for the annual conference
To perform special assignments as requested by the President and Executive Board
To advise the President and Vice President on organizational matters in an effort to provide continuity with Board issues, committee affairs and long-term projects

SPECIAL ASSIGNMENTS:

Vice President / Past President

(Based on experience/interest at the request of the President)

To serve as liaison to one or more standing committees such as the Program Planning Committee, Conference Planning Committee, Bylaws Committee, etc. excluding the Nominations Committee

President

To serve as liaison to Newsletter Editorial Board or another standing committees such as Bylaws Committee, etc.

REPORTS REQUIRED:

Vice President / President / Past President

Reports, appropriate to assignments, to President, Executive Board, and Membership
Copies of significant correspondence to the President or Executive Board

MEETINGS TO ATTEND:

Vice President / President / Past President

Executive Board meetings (voting member)
[3 meetings per year: a Fall meeting during the first two weeks of November, a winter meeting in conjunction with ALA, a final meeting before the NASIG Annual conference]
Annual Business Meeting (held during the Annual Conference)
Annual Conference (usually held in June)
Standing Committee meetings where liaisonship has been assigned

RECORDS TO PASS:

Vice President / President / Past President

Material likely to be of use to successor such as sample letters, forms, checklists, committee charges, etc. (should be updated and passed as soon as possible after Annual Conference)
Material no longer in use, but of historical value, to Archives

President

NASIG Calendar, revised to reflect latest practice

SPECIFIC ACTIVITIES FOR SPECIAL ASSIGNMENTS:

Liaison to Program Planning Committee
1. Consult with chair(s), committee members throughout the summer to begin the planning process
2. Review proposals and offer advice on topics and speakers
3. Consult on and review call for papers, speakers budget, conference schedule and preliminary program
4. Assist with proofing of the conference brochure
5. Consult on a regular basis with chair(s) to ensure planning schedule is maintained and to provide support
6. Communicate with the President on a regular basis regarding committee concerns, questions and progress
7. Send official letters of appreciation to chairs and members
Liaison to Conference Planning Committee
1. Meet with chair(s), committee members and conference director in August or early Fall to begin the planning process
2. Assist with preparation of the conference budget
3. Proof registration brochure
4. Consult on a regular basis with chair(s) to ensure planning schedule is maintained and to answer questions
5. If necessary, visit site and meet with the committee in late Spring
6. During conference be available to assist committee and consult on last-minute decisions and emergencies
7. Work with the Treasurer to assist committee with final financial and conference reports
8. Communicate with the President on a regular basis regarding committee concerns, questions and progress
9. Send official letters of appreciation to chairs and members
Liaison to other committees, task forces or working groups
1. 1. Serve as resource person and assist with planning tasks and projects
  2. Review reports, proposals and other documents prepared by the group
  3. Attend committee, task force or working group meetings scheduled during Annual Conference
  4. Consult on a regular basis with chair(s) to ensure necessary schedule is maintained, to answer questions, to provide support
  5. If Vice President or Past President, consult with President and current committee chair regarding appointment of incoming chair
  6. If Vice President or Past President, communicate with the President on a regular basis regarding committee concerns, questions and progress
  7. Report on activities at Executive Board meetings
2. Coordinate Site Selection for Annual Conference
  1. Appoint members of Site Selection Committee(s), if Vice President or Past President consult with President on committee appointments
  2. Monitor activities in accordance with site selection guidelines
  3. Participate in site visits for final sites
  4. Assist with decision-making and preparation of final report
SECRETARY
APPOINTED / ELECTED: (Bylaws, Art.V: Sect. 1)
- Elected
QUALIFICATIONS: (Bylaws, Art.IV: Sect. 2)
- Member of NASIG
TERM OF OFFICE: (Bylaws, Art.IV: Sect. 4)
- Three years
- Not eligible for re-election to a second term in the same office without an intervening period of two years
- Begins at adjournment of Annual Conference; however, some transitional activities may occur before the conference
PRIMARY FUNCTIONS:
- To prepare official minutes of Executive Board meetings and Annual Business Meeting and distribute same to Executive Board and to the membership via Newsletter
- To serve as primary contact for membership information
- To coordinate and assist the Program Committee with general correspondence as needed
- To serve as liaison to one or more committees as assigned by the President
- To perform special assignments as requested by the President and Executive Board
REPORTS REQUIRED:
- Minutes (see Primary Functions)
- Reports, appropriate to assignments, to President, Executive Board, and Membership
- Copies of significant correspondence to the President or Executive Board
APPOINTMENTS / RECOMMENDATIONS FOR APPOINTMENT:
- Recommendations to President for committees, chair persons and liaison assignments
MEETINGS TO ATTEND:
- Executive Board meetings (voting member) [3 meetings per year; a Fall meeting during the first two weeks of November, a Winter meeting in conjunction with ALA, a final meeting before the NASIG Annual Conference]
- Annual Business Meeting (held during the Annual Conference)
- Annual Conference (usually held in June)
- Standing Committee meetings where liaisonship has been assigned
RECORDS TO PASS:
- Copies of minutes and attachments for term of office in addition to any appropriate items from previous term
- Rosters, position descriptions, and Executive Board orientation manual
- Sample letters, forms, stationery supplies, and any other material likely to be of use to successor (should be updated and passed as soon as possible after Annual Conference)
- Material no longer in use, but of historical value, to Archives
SPECIFIC ACTIVITIES:
1. Official minutes of Executive Board Meetings and Annual Business Meeting
  1. Prepare minutes from notes taken during the meeting and distribute draft of the minutes to the President and Vice President for review 1. Reports of discussions should be full enough to provide record of pros and cons considered, significant points of view, rationale for policy 2. Include: date; place; Executive Board members (with titles) present and those absent; guests attending; motions and votes
  2. Distribute minutes to Executive Board prior to Newsletter publication, including copies of attachments when necessary for those absent from meeting
  3. Send minutes to the editor of the Newsletter in time for publication of the next issue
  4. Provide copy of all minutes plus attachments for Archives
2. Liaison responsibilities
  1. Serve as resource person and assist the committee with planning tasks and projects
  2. Review reports, committee proposals and other documents prepared by the committee
  3. Attend committee meeting scheduled during Annual Conference
  4. Consult on a regular basis with chair(s) to ensure necessary schedule is maintained, to answer questions, to provide support
  5. Consult with President and current committee chair regarding appointment of incoming chair
  6. Communicate with the President on a regular basis regarding committee concerns, questions and progress
  7. Report on committee activities at Executive Board meetings
3. Membership information
  1. Serve as the primary contact person for membership requests
  2. In response to requests, prepare and send membership packets that include an introductory letter, a brochure, and application form
4. Stationery
  1. Provide supply of official NASIG stationery; distribute as needed to officers and committee chairs for NASIG business
  2. Maintain mechanical of NASIG logo
5. Software license agreements
  1. Maintain file of software license agreements
MEMBER-AT-LARGE

APPOINTED / ELECTED: (Bylaws, Art.V: Sect. 1)

Elected: Six serve, terms are staggered; three positions are filled each year to ensure continuity

QUALIFICATIONS: (Bylaws, Art .V: Sect. 2)

Member of NASIG

TERM OF OFFICE: (Bylaws, Art.V: Sect. 4)

Two years
May be reelected for one consecutive term
Begins at adjournment of Annual Conference; however, some transitional activities may occur before the conference

PRIMARY FUNCTIONS:

To represent general membership on the Executive Board
To perform special assignments as requested by the President and Executive Board
To serve as liaison to one or more committees as assigned by the President

REPORTS REQUIRED:

Reports, appropriate to assignments, to President, Executive Board, and Membership
Copies of significant correspondence to President or Executive Board

APPOINTMENTS / RECOMMENDATIONS MADE BY THIS POSITION:

Recommendations to President for committees, chairpersons and liaison assignments

MEETINGS TO ATTEND:

Executive Board meetings (voting member) [3 meetings per year: a Fall meeting during the first two weeks of November, a Winter meeting in conjunction with ALA, a final meeting before the NASIG Annual Conference]
Annual Business Meeting (held during Annual Conference)
Annual Conference (usually held in June)
Standing Committee meetings where liaisonship has been assigned
NASIG workshops (optional)

RECORDS TO PASS:

Material likely to be of use to successor (should be updated and passed as soon as possible after Annual Conference)
Material no longer in use, but of historical value, to Archives

SPECIFIC ACTIVITIES:

To participate in discussions, contribute to deliberations, propose motions, and vote at Executive Board meetings
To perform special assignments, e.g. to gather information and data relevant to assignment, to make contacts with appropriate persons, to report to President and Executive Board the progress and/or results of assignment
To serve as liaison between the Executive Board and at least one standing committee
1. Serve as resource person and assist the committee with planning tasks and projects
2. Review reports, committee proposals and other documents prepared by the committee
3. Attend committee meeting scheduled during Annual Conference
4. Consult on a regular basis with chair(s) to ensure necessary schedule is maintained. to answer questions, to provide support
5. Consult with President and committee chair regarding appointment of incoming chair
6. Communicate with the President on a regular basis regarding committee concerns, questions and progress
7. Report on committee activities at Executive Board

Elected during the second year of the sitting treasurer's term

Member of NASIG

One year as ex-officio "treasurer in training," then three years as treasurer
Not eligible for re-election to a second term in the same office without an intervening period of two years
Begins at adjournment of Annual Conference: however, some transitional activities may occur after the term to assist new treasurer

To prepare financial reports and statements for Executive Board meetings and Annual Business Meeting and distribute same to Executive Board and to the membership via Newsletter
To prepare annual conference financial report for the President and Executive Board
To prepare the annual budget for the President and Executive Board
To coordinate all banking and investment activities
To coordinate the annual tax return
To serve as primary contact for financial information
To coordinate and assist the Program Planning Committee and Conference Planning Committee with cost analysis of annual meeting activities
To serve as a liaison to one or more committees as assigned by the President
To perform special assignments as requested by the President and Executive Board
To work with the Finance Committee in organizing an effective financial strategy

Annual Financial Report
Financial Reports, appropriate to assignments, to the President, Executive Board, and membership
Conference Financial Report

Recommendations to President for committees, chairpersons and liaison assignments

Executive Board meetings (voting member) [3 meetings per year: a Fall meeting during the first two weeks of November, a Winter meeting in conjunction with ALA, a final meeting before the NASIG Annual Conference]
Annual Business Meeting (held during the Annual Conference)
Annual Conference (usually held in June)
Standing Committee meetings where liaisonship has been assigned

Copies of all financial reports, interim reports, and annual reports
Copies of all checks, banking statements and all accounts payable back up material
Copies of the database
Copies of all related correspondence
Original tax forms and all related material

TREASURER

APPOINTED / ELECTED: (Bylaws, Art.V: Sect. 1)

QUALIFICATIONS: (Bylaws, Art.IV: Sect. 2)

TERM OF OFFICE: (Bylaws, Art.IV: Sect.4)

PRIMARY FUNCTIONS:

REPORTS REQUIREMENTS:

APPOINTMENTS / RECOMMENDATIONS FOR APPOINTMENT:

MEETINGS TO ATTEND:

RECORDS TO PASS:

SPECIFIC ACTIVITIES:

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