STANDARD OPERATING PROCEDURES

 

BOARD OF DIRECTORS DUTIES

DATE: 1/1/2016

I. PURPOSE

This standard operating procedure (SOP) describes the duties of the Southeastern Biological Safety Association’s (SEBSA) Board of Directors (BOD).  These duties are necessary for establishing and implementing an effective method to handle the issues that impact the Association’s membership or biological safety.

II. SCOPE

This SOP shall apply to the SEBSA BOD and is subject to approval and change by that body as per the SEBSA By-Laws.

III.       DUTIES OF THE BOARD OF DIRECTORS

1. President:

a. Acts as Chair of all business and BOD meetings;

b. Participates in the BOD meetings;

c. Participates in voting motions offered during the BOD meetings;

d. Designates and empowers special sub-committees of the Board of Directors to focus on special issues, as deemed necessary;

e. Coordinates the activities of the BOD by establishing an agenda for each BOD meeting;

f. Reviews all reports prior to distribution to the Membership;

g. Serves as a liaison between SEBSA and the American Biological Safety Association International (ABSA), providing status/activity reports when appropriate to each party;

h. Communicates with outside agencies regarding SEBSA activities;

i. Has final approval over any SEBSA related activity;

j. Acts on behalf of the BOD for SEBSA related activities, until the BOD can be polled for their votes.

2. President-Elect:

a. Assumes responsibilities of the President if for some reason the President cannot fulfill his/her obligations;

b. Acts in the stead of the President if the President cannot attend business or BOD meetings;

c. Participates in all business and BOD Meetings;

d. Acts as the Program Chair for the annual Symposium.  This consists of coordinating efforts to assure the following:

1. Reviews and updates Symposium procedures and checklists as needed;

2. Assists the Symposium Committee in obtaining speakers and coordinating the Symposium with the BOD;

3. Delivers brief updates to the BOD about the progress of the Symposium and coordinating the program with the BOD;

4. Works with the Symposium Local Arrangements Chair in coordination with the speakers to develop handout materials for Symposium registrants;

5. Assures that Symposium presenters receive a token of recognition for their contribution to the Symposium program.

e. Participates in any special sub-committees set up by the President (e.g., By-Laws Committee);

f. Obtains and presents Past-President with memento on behalf of the Membership at the Symposium.

3. Past-President:

a. Acts in the stead of the President if the President and President-Elect cannot attend business or BOD meetings;

b. Participates in all business and BOD meetings;

c. Participates in voting motions offered during the BOD meetings;

d. Participates in and chairs special sub-committees of the BOD to focus on special issues, as deemed necessary;

e. Acts as special advisor to the President on SEBSA related issues;

f. Provides guidance to the newly elected Executive Committee on procedural matters, especially during the transition period.

g. Coordinates and administers the annual election process per established SEBSA procedures.

4. Secretary:

a. Participates in all business and BOD meetings;

b. Participates in voting motions offered during the BOD meetings;

c. Coordinates updates to, and distribution of, the annual SEBSA Membership Directory;

d. In November, being the request for membership dues.

e. Maintains an up-to-date mailing list of all new members;

f. Serves as a liaison between the BOD and Membership Committee, providing status/activity reports when appropriate to each party;

g. Consults with the President prior to initiating Membership-wide communications regarding content;

h. Takes minutes of business and BOD meetings;

i. Prepares and distributes the business and BOD meeting minutes;

j. Sends correspondence to the Membership as required;

k. Supports the Past-President in coordination and administration of the annual election per established SEBSA procedures;

l. Mentors the incoming Secretary for six (6) months post-term.

5. Treasurer:

a. Participates in all business and BOD meetings;

b. Participates in voting motions offered during the Board of Directors meetings;

c. Manages all financial transactions generated by the Association (e.g., ensures prompt payment of materials and/or services procured by the Association, deposits checks into bank account, etc.);

d. Collects and maintains records of all financial transactions (e.g., bills, invoices, receipts, and quotes for materials and services procured by the Association);

e. Maintains SEBSA’s checking account, and reconciles bank statements with the SEBSA financial ledger;

f. Assists the Secretary with updates of the Membership Directory by conveying changes (names, titles, addresses) to the Secretary;

g. In conjunction with the Secretary, serves as a liaison between the BOD and Membership Committee, providing status/activity reports when appropriate to each party;

h. Maintains financial ledger for SEBSA, hard copy and computer files;

i. Participates in an audit of the SEBSA financial ledger as required by the SEBSA By-Laws;

j. Issues invoices and receipts to give to members for dues and Symposium fees;

k. Works with the Secretary in the preparation of a list of attendees prior to the Symposium stating food preferences and payment status;

l. Maintains and updates a manual of specific tasks executed by the Treasurer;

m. Mentors the incoming Treasurer for six (6) months post-term;

n. Other financial responsibilities as designated by the President.

6. Councilors-at-Large (2 positions):

a. Participates in the Board of Directors meetings;

b. Participates in voting motions offered during the Board of Directors Meetings;

c. Participates as a member of select sub-committees established by the President such as an Education Committee or Membership Committee;

d. One Councilor will be appointed by the President to participate in an audit of the SEBSA financial records, as required by the SEBSA By-Laws.