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Duties and Responsibilities of Federation Board
of Directors
Revised March 25, 2011
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
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 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
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 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
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 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 by January 31 for dues
payable by March 31.
- 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
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 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
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 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)
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 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 by March 31.
- 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, March 25, 2011.
Approved by Executive Board, March 2, 2006
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Page Last Updated: November 17, 2011.