Diane Haney
NYS Nominating Team Chair

Below are the job descriptions for NYS Board positions as outlined in the NYS Board Guidelines. The open positions for 2008-2010 are:

President | Program Vice President | Educational Foundation Vice President

IV. JOB DESCRIPTIONS: ELECTED OFFICERS

A. General Duties and Responsibilities

1. Attend Fall/Winter, Summer, and pre-Convention Board meetings.
2. Attend State Convention and carry out responsibilities assigned by the President and Program committee.
3. Participate in the Leader on Loan program and submit to the Administrative Director a request to speak and travel.
4. Send copies of ALL official correspondence both inside and outside the organization to the State President.
5. Contribute articles to AALJW-NYS publications and the state website on area topics, produce counterpart mailings four times per year.
6. Prepare an annual report to be sent to the State President.
7. Maintain a complete file of materials and correspondence to be passed to your successor.
8. Carry out additional duties as requested by the President and/or Board of Directors.
9. Send historical materials (according to the guidelines) to the State President.

B . State President

1. Responsibilities to Association
   1. Serve as State delegate to Association Conventions.
   2. Attend the Association’s Leadership Conference
   3. Work with the Regional Director in planning regional meetings.
2. Responsibilities to State
   1. Serve as Chair of the Executive Committee.
   2. Plan and distribute agendas for all State Board meetings to Board members.
   3. Appoint all non-elected members of the State Board.
   4. Represent the State in activities outside AAUW.
   5. Appoint chair of ad hoc committees/task forces.
   6. Approve all requests for Leader on Loan visits.
   7. Approve expenditures over the budgeted amounts.
   8. Appoint an audit committee consisting of an experienced treasurer, current president, and one Board/branch member appointed by the President.
   9. Appoint an individual to compile the State Directory and mail copies to everyone listed in the directory, Association representatives, and past NYS presidents.
   10. Identify those materials suitable to be sent to the official AAUW-NYS Archives, housed at the Dept. of Rare Books, University of Rochester Library , Rochester , NY 14267 .
   11. Serve on the State Board for one year immediately following term of office and perform such duties as are delegated by the President.
3. Responsibilities to branches
   1. Communicate at least four times a year with all branch presidents to explain and promote Association and State projects, actions, and plans through branch visits, correspondence, FOCUS, and State and district meetings.
   2. Assist branches in the solution of problems through all appropriate means.
   3. Promote the Leader on Loan program.
   4. Encourage branches to keep State Board members informed about successful programs and projects.

C . Program Vice President

1. Responsibilities to Association
   1. Integrate Association program information, activities, and resources into the State program
   2. Keep the Association informed about outstanding branch programs and projects.
   3. Arrange for Association Travel Program visitors, including completion of evaluation form.
2. Responsibilities to State
   1. Call and chair at least one meeting of the Program Development Committee of the Board. Additional meetings may be called with the approval of the President.
   2. Serve on the Executive Committee.
   3. Implement the Annual Convention program in conjunction with the Program Development Committee and the Convention Director.
   4. Act for the President in her absence and at her request.
   5. Prepare an annual report to be presented at the Convention business meeting.
3. Responsibilities to branches
   1. Communicate at least four times each year with branch counterparts, including:
      1. Information about State program and projects
      2. Offers to help or visit for branch program planning
   2. Act as consultant for branch Program VPs/Chairs.

D. Membership Vice President

1. Serve on the Executive and Program Development Committees as requested by the President.
2. Mentor existing branches and assist in the formation of new branches.
3. Communicate at least four times each year with branch counterparts.
4. Make available names of members-at-large so that branches may invite them to affiliate.
5. Plan and conduct membership workshops as requested.
6. Prior to the Convention, consult with the Treasurer to reconcile membership figures.
7. Prepare an annual report of membership records to be presented at the Convention business meeting.
8. Submit other Association and State reports, as required.

E . Educational Foundation Vice President

1. Handle all financial matters of the State Educational Foundation Fund:
   1. Set up (a) bank account(s) for deposit of funds and maintain a ledger of all contributions and withdrawals in this (these) account(s).
   2. Forward all branch and individual EF contribution checks to Washington as received.
   3. Keep accurate records and copies of all checks sent to Washington .
   4. Send EF State Report form and moneys to the Association before the deadline set.
   5. Prepare EF financial records for audit at the Summer Board meeting
2. Recommend to the Board at the Fall/Winter Board meeting the allocation of AAUW-NYS EF moneys sent as undesignated funds.
3. Inform branches of Fellows in New York State and of other recipients of EF grants.
4. Act as liaison with EF Fellows in the state
   1. Write letters of welcome to newly arrived Fellows and letters of congratulations to branches and individuals receiving grants.
   2. Arrange for a State Convention visitor as requested.
5. Communicate at least four times each year with branch counterparts:
   1. Explain the fellowships, grants, and special programs
   2. Set deadlines for contributions
6. Develop training sessions for Educational Foundation branch chairs to be presented as requested.
7. Serve on the Program Development Committee of the Board.
8. Serve on the Executive Committee.
9. Prepare an annual report and present it at Convention business meeting.

F. Legal Advocacy Fund Vice President

1. Disseminate news and information about the LAF programs, policies and procedures to branches.
2. Encourage branches to appoint a LAF Chair.
3. Advise branches on fundraising ideas and receive contributions to LAF from branches or individuals and forward them to the LAF office.
4. Keep accurate records of all contributions sent to Washington, including copies of checks, to be able to reconcile the Washington statement of contributions with your records.
5. Plan and implement LAF programming at the state convention.
6. Clarify the connection between the Educational Foundation and the Legal Advocacy Fund.
7. Participate in partnerships with the Association and Educational Foundation at the state and national levels.
8. Cooperate with the Educational Foundation Vice President and the College/University Director concerning equity issues in higher education.
9. Serve on the Executive Committee.

G. Treasurer

1. Call and preside at meetings of the Finance Committee.
2. Supervise the preparation of the annual budget.
3. Present the budget to the Board for approval at the Summer Board meeting, and distribute copies to all Board members.
4. Collect state dues and all other moneys and disburse these funds upon the order of the Board and/or the President.
5. Establish and maintain all moneys in savings and/or checking accounts in a financial institution.
6. Submit to the Board for approval any investment options.
7. Prepare the State income tax return according to federal regulations; prepare the form for the successor for the first year since the report will be based on the previous fiscal year.
8. Present a detailed financial report at each Board meeting with copies for each member.
9. Prior to the Convention, consult with the membership VP to reconcile membership figures.
10. Prepare and present an interim financial report at the Convention business meeting, with copies for all attending.
11. Close the state's financial records and prepare for the annual audit of business by June 30 of each year.
12. Send final membership statistics as of February 1 to Membership Vice President.
13. Send final membership statistics as of November 30 to the Educational Foundation and Legal Advocacy Fund Vice Presidents.
14. Secure liability insurance for state functions.

H. Secretary/Bylaws

1. Keep all minutes of Executive Committee meetings, Board meetings, and Convention business sessions.
   1. Send a draft copy of the minutes to the Board President within two weeks of the meeting for review.
   2. Send copies of the minutes to the Board within one month of the meeting.
   3. When the Directors' reports are (e-) mailed to the Secretary by a date predetermined by the President, you will forward all the reports to the whole Board
   4. Keep a file of all NYS records and have available for reference at all meetings copies of the Association Bylaws, the State Bylaws and AALJW-NYS Board Guidelines and the minutes of the current and two previous years.
2. Serve as the Bylaws Chair for the State.
   1. Call for proposed changes in the State Bylaws from the branches.
   2. Present all proposed changes to the Board for approval at the Fall/Winter Board meeting for submission to the Convention.
   3. Prepare the exact text of the proposed changes with explanatory notes (if necessary) to the Convention Director for inclusion in the Convention mailing.
   4. Present proposed changes at Convention.
   5. Notify branches of changes in Association Bylaws that affect branch bylaws after each Association Convention.
      (1) Follow Association procedures for certifying branch bylaws.
      (2) Keep records of compliance and encourage delinquent branches to comply.
3. Serve on the Executive Committee.
4. Observe the Secretarial Procedures listed in the Addendum.

Addendum - Secretarial Procedures

1. If possible, take the minutes during any scheduled Board or Convention Business meeting on a lap-top computer. If not possible, a tape recorder is provided and should be used to record all material that is pertinent to actions. Do not rely on the tape recorder as your ONLY source of notes. Take written notes on decisions and actions and any information you can. (The tape recording is sometimes unclear or fails.)
2. Feel free to interrupt business for clarification or remind that action is incomplete. Stop proceedings if you need to change or turn tapes.
3. All dates, times, deadlines, amounts of money and persons responsible, are crucial pieces of information to be noted.
4. It is NOT necessary to note the names of motion makers/seconders. You may simply use M/S/P or F (moved/seconded/passed/failed).
5. Limit the amount of information you give about discussions. Include only items crucial to the decision. Sometimes "A discussion was held on", a motion "that…" is appropriate.
6. Insist that motions made on the floor be given to you in writing before the end of the meeting with proper wording.
7. A written set of minutes should be provided to the President within two weeks of the meeting f6r her approval.
8. After revision or approval, a copy of the minutes should be provided to the Directors by email within one month or mailed to Directors without email.
9. The Directors' reports will be mailed (emailed) to you by a date predetermined by the President. It is your responsibility to copy reports and mail them to the Board two weeks before the meeting.
10. You are not responsible for late reports. Simply notify the Director that she must copy/mail her own report to the Board members as soon as possible.