Past president

Officer Duties and Descriptions: PAST PRESIDENT

I. Constitutional Duties
The Past President shall serve as adviser to the President, the Executive Board, and to the membership. The Past President is responsible for site selection for a future annual conference; for the Association archives; for review of the constitution and bylaws; and for coordinating awards, certificates, and honorary membership nominations. The Past President chairs the Nominations and Elections Committee.

II. Specific Duties

  1. Complete the Management of Recent Conference
    1. Approve payment of all authorized expenses for the conference just completed. Ensure that the final accounting for the conference and conference return are forwarded to the Treasurer.
    2. Send personal letters of appreciation to each officer, committee chair, and others who served the association for the conference.
    3. Finalize conference history information for the association archives.
  2. Advise the President
    1. Advise the President regarding any items requiring attention.
    2. Provide information as needed throughout the year.
  3. Select the Conference Site for Next Cycle
    1. Determine what region the conference is scheduled for the next contract in the cycle.
    2. Contact conference sourcing and negotiating firm (currently Experient) for properties or sites that may accommodate the annual conference in the selected region.
    3. Determine if there are adequate colleges/universities in the area that will support various Local Arrangement Committee assignments.
    4. Visit potential sites to become familiar with physical facilities, meet hotel representatives and resolve concerns.
    5. Determine activities and events that are available in the locale.
    6. Contact the state president, if any, to verify their support of PACRAO coming to their area.
    7. Negotiate for best prices, complimentary items such as rooms/space/food, etc.
    8. Prepare summary and make recommendations of site at the Winter Executive Board Meeting.
    9. When sanctioned by the Executive Board, finalize contract with chosen site via conference sourcing and negotiating firm.
    10. Post signed contract and other details to the Official Documents site.
  4. Review Constitution and Bylaws and Propose Revisions if Needed
    1. Monitor the constitution and bylaws to determine if revisions are needed.
    2. Prepare revisions for Executive Board approval, inclusion in the newsletter, for required posting to the membership, and prepare material for the conference and Annual Business Meeting if a motion is being made.
    3. Post approved changes to the PACRAO web site.
  5. Oversee Archives
    1. Follow-up with each officer to see that historical data and important officer documents are transmitted to the PACRAO archives.
    2. Evaluate the status of the archives and ensure they are maintained.
  6. Solicit and Determine Recognition Awards
    1. Solicit nominees for Retirees, Honorary Member, and Exemplary New Member. Present candidates to the Executive Board for vote. Arrange for printing of certificates and covers or frames.
    2. Collect citations to be read during the annual conference.
    3. Following the conference, forward the names of all recipients to the Vice President for Membership (to update membership database entries) and Vice President for Publications and Information Technology (to update postings on the PACRAO web site).
  7. Chair the Nominations and Elections Committee
    1. Serve as the Chair of the Nominations and Elections Committee and serve as liaison between the Nominations and Elections Committee and the Executive Board.
    2. Contact and confirm all nominees selected for board positions, Audit Committee and standing for election to the Nominations and Elections Committee as selected by the Nominations and Elections Committee at the end of the previous conference. Present slate to the Executive Board in December or January. Notify those not selected. Make announcements to the membership through the newsletter or list serves.
    3. Collect vita and photos, and manage the election process in the spring via the PACRAO web site; notify winners and alternates of their obligations.
    4. Update the nomination form and activity report for the upcoming slate of officers.
    5. Work with the Nominations and Elections Committee throughout the summer and fall to invite nominees to stand for nomination. Collect and organize nominations for use at the committee meetings.
    6. Meet with the Nominations and Elections Committee pre-conference at the annual conference. Review responsibilities and procedures. Encourage all committee members to meet with nominees during conference and to continue to solicit nominees for the following year's positions.
    7. Meet with the Nominations and Elections Committee post-conference to review the nominees and prepare a slate of nominees and alternates to present to the Executive Board.
  8. Conference Responsibilities
    1. Prepare and present member recognitions for opening session.
      • Retirees
      • Honorary Members
      • Exemplary New Members
    2. Prepare and present items to the Membership for vote at the Annual Business Meeting:
      • Constitutional or Bylaw changes.
      • Slate of nominess for the Executive Board.
  9. Executive Board Responsibilities
    1. Serve as a voting member of the Executive Board.
    2. Participate in all Executive Board meetings, in person and via telephone.
    3. Contribute newsletter articles to the President for quarterly newsletters.
    4. Write and submit three reports (one for Winter Executive Board Meeting, one for Summer Executive Board Meeting, one year-end report for the Executive Board Meeting prior to the Annual Conference).

III. Required and Optional Meetings:

  1. Annual Conference while assuming Past President position (paid by your institution)
    1. Saturday-Sunday Executive Board Meeting prior to conference
    2. Sunday afternoon Nominations and Elections Committee prior to conference
    3. Sunday afternoon First-Time Attendee Session
    4. Sunday evening Opening Session
    5. Wednesday morning Annual Business Meeting
    6. Wednesday afternoon Nominations and Elections Committee following conference
    7. Wednesday afternoon Executive Board Meeting following conference
  2. Winter Executive Board Meeting (paid by PACRAO)
    1. Late January/early February at upcoming conference location, usually Friday-Sunday
  3. AACRAO Annual Meeting (optional, paid by your institution)
    1. State and Regional Officers' Meeting (free pre-conference workshop)
    2. PACRAO Executive Board Meeting for those attending AACRAO if arranged by PACRAO President
  4. Summer Executive Board Meeting (paid by PACRAO)
    1. Late June to early August at conference location 18 months out, usually Friday-Sunday
  5. Annual Conference at end of Past President year (paid by your institution)
    1. Saturday-Sunday Executive Board Meeting prior to conference
    2. Sunday afternoon Nominations and Elections Committee prior to conference
    3. Sunday afternoon First-Time Attendee Session
    4. Sunday evening Opening Session
    5. Wednesday morning Annual Business Meeting
    6. Wednesday afternoon Nominations and Elections Committee following conference with report to Executive Board

* Refer to Executive Board Calendar for specific tasks each month.

19 Jan 2015