President-Elect

Officer Duties and Descriptions: PRESIDENT-ELECT

I. Bylaw Duties
The President-Elect shall act as the chief assistant to the President and shall succeed to the presidency at the end of the term of the President. The President-Elect shall be responsible for strengthening the Association's relationship with leadership from state and province associations, the membership and with business partners and exhibitors. The President-Elect works with the Vice President for Membership and Treasurer to foster greater Association membership throughout the Pacific region. The President-Elect identifies individuals to serve in the following roles to run concurrent with his or her presidency: Local Arrangements Committee Chair, Program Committee Chair, Diversity Development Advocate, and Business Partner Liaison.

II. Specific Duties

  1. Prepare for the Presidency
    1. Observe to gain experience and insight into the responsibilities of the President. Be prepared to assume the presidency in the event of an emergency. When in doubt about policy, procedure, protocol, appropriateness, ask questions.
  2. Communicate PACRAO Activities and Business with State, Regional and Provincial Associations Within PACRAO.
    1. Update the list of Presidents and Presidents-elect of state and provincial associations within PACRAO. Update the web page to include name, title, address, telephone number, email address, and the date the person leaves office.
    2. Monitor elections of new officers within these associations and update the list as new persons come into office.
    3. Communicate essential information about PACRAO activities and business by mail, email, or telephone as appropriate.
    4. Work with the Vice President for Membership to develop strategies for maximizing the number of dues-paid PACRAO member institutions. Set an appropriate target goal for membership for the year with the Executive Board.
  3. Guide Audit Committee Review Process
    1. Work with the audit committee to ensure they understand their duties.
    2. Communicate with the audit committee about making arrangements to attend the winter meeting.
    3. Facilitate communication between the Audit Committee and the Executive Board through the year.
    4. Ensure the Audit Committee's final report is prepared for the Annual Business Meeting.
  4. Oversee Advance Conference Planning
    1. Organize and plan the annual meeting that will occur during presidency.
    2. Appoint the Local Arrangements Committee Chair and Program Chair no later than January during President-elect term to allow adequate planning. Review the hotel contract with the chairs and ascertain details such as room and food and beverage costs.
    3. Ensure that the Local Arrangements Committee Chair selects and appoints the following committee chairs at least 18 months prior to the conference: Banquet/reception, Evaluation, Exhibits, Facilities, Hospitality, Publicity, Program, Publications, and Registration.
    4. Prepare a list of committee chairs and members by name, title, school, email address, telephone numbers, and mailing address to forward to the incumbent Local Arrangements Committee Chair so these individuals can be included as working members on the current committee to gain personal experience and training.
    5. Identify and discuss program topics, plenary speakers, and workshop topics at an early date to allow time for proper study and preparation time to ensure quality.
    6. Ensure that the Local Arrangements Committee Chair plans and provides for advance publicity and informational materials to be distributed at the annual conference regarding the future conference site.
  5. Assume Presidency at Annual Business Meeting
    1. Review the conference script and be prepared to assume the presidency after the election of officers.
    2. Review Roberts Rules of Order for appropriate parliamentary procedures.
  6. 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 PACRAO 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 President-Elect position (paid by your institution)
    1. Saturday afternoon-Sunday morning Executive Board Meeting prior to conference
    2. Sunday afternoon First-Time Attendee Session
    3. Sunday evening Opening Session
    4. Wednesday morning Annual Business Meeting
    5. Wednesday afternoon Executive Board Meeting following conference
  2. AACRAO State and Regional Officer's Meeting (paid by PACRAO)
    1. Early December, usually in Washington, DC.
  3. Winter Executive Board Meeting (paid by PACRAO)
    1. Late January/early February at upcoming conference location, usually Friday-Sunday
  4. 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
  5. Summer Executive Board Meeting (paid by PACRAO)
    1. Late June to early August at conference location 18 months out, usually Friday-Sunday
  6. Annual Conference at end of President-Elect year (paid by your institution)
    1. Saturday morning-Sunday morning Executive Board Meeting prior to conference
    2. Sunday afternoon First-Time Attendee Session
    3. Sunday evening Opening Session
    4. Wednesday morning Annual Business Meeting
    5. Wednesday afternoon Executive Board Meeting following conference

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

20 Jan 2015