North Carolina Federation of Cooperative Extension Associations

Duties and Responsibilities of Federation Board of Directors

Revised November 6, 2008
Adopted March 2, 2006

President

Familiarize yourself with the Purpose, Mission, Vision and Bylaws of North Carolina Federation of Cooperative Extension Associations (NCFCEA). This information is found on the web site at http://www.ces.ncsu.edu/assn/federation/bylaws/

Attend the spring and fall Board of Directors meeting.
Attend Federation Forum.
Attend other called meetings of the Federation.
Preside at all meetings.
Immediately following installation arrange a meeting with Extension Administration to discuss any issues or concerns relating to Federation. This meeting should take place prior to the spring Board of Directors meeting and reported on at the meeting.
Set the agendas for each of the Board of Directors meeting and annual Forum.
Represent Federation with groups at designated functions.
Present common concerns and issues to Administration.
Inform members of upcoming Federation events and deadlines.
Maintains and presents the Federation gavel to the President-Elect at the annual business meeting.
Recognize the Board of Directors at the annual meeting with a Certificate of Appreciation.
Represent Federation at your Association Meetings.

President-Elect

Attend the spring and fall Board of Directors meeting.
Attend Federation Forum.
Attend other meetings of the Federation that are called.
Presides in the absence of the President.
Work with the President to coordinate the annual meeting (Forum).
Send out registration information for the Forum to Associations President.
Send out 'Leadership and Service Recognition Award' nomination information to Associations Vice-Presidents/Presidents-Elect
Receive Federation Forum registration and coordinate with the host site the attendance in order to assure meal county.
Serve as Chair of the Recognition and Awards Committee.
Work with the Treasurer to develop an operating budget.
Represent Federation at your Association Meetings.

Secretary

Attend the spring and fall Board of Directors Meeting.
Attend the Federation Forum.
Attend other meetings of the Federation that are called.
Take the minutes of official meetings of the Federation.
Within 2 weeks following the meeting sends a draft of the minutes to the President and one other Board member for review. Encourage the return or the minutes within 2 weeks.
Once minutes are approved, forward on to the Web Master for posting.
Maintain the minutes and reports submitted during the meetings in a notebook to be passed on to the next year's secretary.
Maintain any responses to issues/concerns/questions presented by Federation to Extension administration.
Pass on to the next year's secretary the historical notebook and digital recorder in a timely manner following the installation of new officers.
Provide each association vice-president an 'initiation package' of Federation information; i.e. purpose, mission statement, meeting dates, etc.
Represent Federation at your Association Meetings.

Treasurer

Attend the spring and fall Board of Directors Meeting.
Attend the Federation Forum.
Attend other meetings of the Federation that are called.
Work with President Elect to develop and present for adoption in December the proposed budget for the following year.
Present at each Board of Directors and Forum meeting a financial report. Note: Financial reports are not posted to the web.
Maintain the financial records of the Federation in a notebook to be passed on to the next year's treasurer.
Prepare a letter for the bank to turn over the account to the newly elected treasurer. Letter should be signed by the President.
Have account transfer paper work completed prior to the end of the calendar year.
Pass on the treasurer's historical notebook immediately following the installation of new officers.
Send invoices to each Association for dues payment in December.
Receive funds and disburse them as requested and approved by the President.
Prior to the end of the calendar year arrange to have the accounts audited by the Past President and President.
Represent Federation at your Association Meetings.

Web Master

Attend the spring and fall Board of Directors Meeting.
Attend the Federation Forum.
Attend other meeting of the Federation that are called.
Post approved minutes to the web site within four weeks of the meeting.
Immediately following the installation of officers post the new officers to the web site.
Update and maintain the Federation web site in an easy and concise format.
Post additional information such as to the web site as requested and by the President.
Arrange with Cooperative Extension's Information Technology department to allow access to the web pages for the following year's Web Master.
Represent Federation at your Association Meetings.

Past President

Attend the spring and fall Board of Directors meeting.
Attend Federation Forum.
Attend other meetings of the Federation that are called.
Serve as Advisor to Federation in all matters.
Prepares for adoption at the Board of Directors meeting any Bylaw changes.
Submit Bylaws changes to the Web Master immediate following their adoption.
Install new officers at the annual meeting.
Chair the Audit Committee and meet with the treasurer and President prior to the end of the calendar year to audit the financial records of the Federation.
Represent Federation at your Association Meetings.

Association Presidents and Vice-Presidents (President-Elects)

Attend the spring and fall Board of Directors meeting.
Attend Federation Forum.
Attend other meetings of Federation that are called.
Solicit concerns of your Association membership and present them at the Federation Board of Directors meetings.
Relay information obtained and decisions made at Federation meetings to members of your association.
Recognize Federation Board of Directors at your Association meetings.
Appoint then register up to ten additional members from your Association to attend the Federation Forum.
Assure Federation dues are paid in December.
Identify and appoint representative to serve in a specified office on the Federation Board as identified by the rotation schedule, Appendix B of the bylaws.

Revised by Board of Directors, November 6, 2008

Approved by Executive Board, March 2, 2006

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