Greetings, everyone! After a wonderful professional development conference last Friday (September 14), the Minnesota affiliate of NEAFCS held their annual business meeting. We elected Sara Croymans to the position of Secretary. The position of Secretary is a two year term. Thank you for your service, Sara. You will do a wonderful job.
As of the annual meeting, no one had come forward to run for President-Elect. I’ve included a description of duties below. If you would consider running, please send a picture and bio to me, Sharon Powell, at email@example.com. Thanks and have a good afternoon!
President-Elect Position Description:
The NEAFCS-MN President-elect is elected every year, serving a one-year term moving to the office of President. The President-elect is a member of the Executive Board.
- Coordinate all state committees. Communicate the importance the committees have in the work of NEAFCS-MN.
- Serve as liaison for Executive Board and committee discussions on goal setting and yearly work. (Committee goals should be submitted to the president-elect before the December meeting.)
- Preside and/or serve as a representative at meetings in the absence of the state President.
- Work closely with the state President to meet membership needs.
- Attend JCEP Conference. ($750 allotted in budget to be divided between JCEP and PILD attendees)
- Coordinate and prepare NEAFCS-MN Annual Report.
- Provide information on achievements of state members who serve in national positions.
- After the NEAFCS-MN Annual Meeting, review each committee sign-up and solicit unfilled/vacant committee positions from membership.
- Email or call members not signing up for a committee. Invite them to join a committee.
- Ensure there is a chair(s) for each standing and ad hoc committee.
- Once committee chair(s) are named and committee members secured, work with Secretary and President to complete the NEAFCS-MN Executive Board and Committee List. Secretary will distribute to board and committee members and post to blog.
- Welcome and thank each committee chair and members for their involvement. Communicate purpose of each committee and responsibilities as outlined in the by-laws and manual. See sample message at the end of this section.
- Communicate with committee chairs regarding National initiatives and State goals related to each committee. See NEAFCS website.
- Serve as the liaison between the exec board and each committee, communicating yearly goals, and regular updates at each board meeting.
- Relay pertinent board discussions to appropriate committee chairs.
- Work with committee chair(s) to update responsibilities and timelines for the Manual for Officers and Committees. Updates to be submitted to President-elect by the summer face-to-face meeting or as decided by Executive Board, allowing time for Manual to be updated by state annual meeting.
- Request and collect written reports from committee chairs for state annual report.
- Discuss with the President and prepare the needed standing and ad hoc committee sign-up sheets for state annual meeting.
Annual Session (National)
The President-elect (PE), if attending Annual Session, serves as state coordinator. If PE isn’t attending, another member is designated as state coordinator. Responsibilities of the state coordinator include: planning State’s Night Out (select restaurant, receive RSVPs); arranging for members to attend national committee meetings; creating a reference sheet of who is attending with travel details; ordering (usually from Tennessee Affiliate), paying for and picking up corsages for individuals attending Annual Session, receiving the Distinguished Service Award and Continued Excellence Award winners, first place national award winners and national Board and committee chairs from Minnesota; and securing a silent auction item (either donated or purchased).
Annual Meeting (State)
- Request and collect written reports from committee chairs and President.
- Compile annual report for distribution to membership. President will send the report out with the annual meeting notice.
- Bring a few copies of annual report to annual meeting. Members should print and bring their own copies to meeting.
- Facilitate committee report at annual meeting. Alert committee chairs about their role at the annual meeting i.e. give a brief summary with 1-2 highlights. Committee chairs or PE can ask for acceptance of the committee report. President will ask for motion to approve the committee reports.
- Post annual report on NEAFCS-MN blog.
President’s Recognition – gift presented at close of annual state meeting:
- Purchase gift for outgoing President. There is $25 allotted in the budget for the president’s recognition. Give the bill to the Treasurer after you’ve taken over as President.
- It is the President-elect (PE) who recognizes the President with a gift. At the end of the meeting, after the gavel is turned over to PE, PE recognizes the outgoing President. (It could be somewhere else too.)
- Closing annual meeting – close and adjourn the annual meeting