Elected Director and Officer Position Descriptions
The Board is comprised of the five Elected Officers, eight Elected Directors and the immediate Past President.
All Board Member Duties:
- Be a member in good standing of ASO.
- Attend at least half of the Board meetings each year.
- Participate as a member of at least one committee.
- Attend General Meetings whenever possible.
- Participate in the activities of ASO, including fundraising as needed.
- Identify potential new Board Members.
The Elected Director position has a two-year term. An Elected Director may serve up to four consecutive years (i.e. two terms). Each Elected Director is responsible for abiding by all Board Member duties listed above.
The Elected Officers of ASO are President, First Vice President, Second Vice President, Secretary and Treasurer. An Elected Officer serves a one-year term and can be reelected for up to two more consecutive, one-year terms to that same office or a different office. Each Elected Officer is responsible for abiding by all Board Member duties listed above as well as the duties listed below relevant to his/her Elected Office.
- Chair the Board and preside over its meetings.
- Set the schedule for Board meetings at the beginning of each fiscal year, including which meetings are to be designated as Leadership Team meetings (i.e. to include all Committee Chairs).
- Develop and publish (in advance) an agenda for each Board meeting with input from the other Board members.
- Lead the Board in developing goals, objectives, annual plans and budgets.
- Recommend appointments of all Committee Chairs and ensure committees are functioning properly.
- Act as a spokesperson in the community.
- Coordinate ASO’s involvement in the programs of NAS.
- Serve as a member of the Finance Committee.
- Prepare (or supervise preparation of) annual recertification materials for NAS.
- Oversee preparation of the annual Federal filings to maintain 501(c)(3) and tax-exempt status.
- Provide status updates regarding preceding Board meetings at each General Meeting. If the President is not able to attend a given General Meeting, s/he designates another Board member (usually the First Vice President or Second Vice President) to provide an update on the preceding Board meeting(s).
- Prepare turnover information for the new incoming President (if applicable).
First Vice President Duties
- Act as Parliamentarian at all Board meetings to ensure Robert’s Rules of Order are followed.
- Preside at all Board meetings in the absence of the President.
- Assist the President as needed and requested in carrying out his/her duties.
- Provide status updates from Board meetings at General Meetings in the absence of the President.
- Act as ASO’s liaison to NAS and Audubon Nebraska.
Second Vice President Duties
- Chair the Nominating Committee.
- Preside at all Board meetings in the absence of the President and First Vice President.
- Provide status updates from Board meetings at General Meetings in the absence of the President and First Vice President.
- Record the minutes at all Board meetings.
- Ensure Board meeting minutes are approved by the Board.
- Maintain the records of all proceedings (including minutes) of the Board.
- Provide a list of any old business requiring action at subsequent meetings.
- Prepare and publish the Consent Agenda (if any) prior to each Board meeting and ensure that it is approved.
- Maintain custody of ASO’s funds.
- Pay invoices, debts and other obligations as budgeted, or as approved by the Board if not budgeted.
- Prepare, distribute and explain (no less frequently than quarterly) periodic financial statements.
- Assist the President in preparing annual reports as required by the Internal Revenue Service (including the organization’s 990), NAS and any other agency having relevant legal requirements.
- Make all financial reports available to the general membership upon written request.
- Serve as the Chairperson of the Finance Committee.
- Ensure that all revenue is deposited in a timely manner.
- Send thank-you letters (using accepted IRS language) to donors and coordinate with Committee Chairs to ensure that donations from fundraising efforts are similarly acknowledged.
- Monitor IRS regulations to ensure that all requirements for ASO’s continuing 501(c)(3) status are met.