Guidelines for NBA Officers & Committee Chairs
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Guidelines
for
NBA Officers & Committee Chairs
April 2007
President
Beginning – Read the bylaws.
Get the email distribution list from the immediate Past President
Arrange to sign the check signature card at the bank where NBA has it’s checking
Account. A co-signature is required on checks for more than $500 (see
Bylaws).
Appoint committee chairs as listed in the Bylaws. Additional chairs, such as Technology,
may also be appointed. Give the list of committee chairs to the webmaster for
inclusion on the NBA webpage.
Serves as NBA’s representative to the Sooner Centurions of the Norman Economic
Development Coalition. If the president is already a Centurion, then a club
representative should be appointed, with the approval of the Board.
As needed – In the event of serious illness of a member, or the death of a close relative of
a member, arranges for the sending of flowers or a plant on behalf of the club. At
present this can be done by calling Betty Mitchell, Betty Lou’s Flowers.
As needed – If the membership of the club votes to endorse a particular issue, writes a
Letter to the Editor of THE NORMAN TRANSCRIPT on behalf of the club. It is
preferred that the Board approve the content of such letter.
As needed – If a member is seriously delinquent in payment of dues, upon approval of
the Board, writes a letter to the member requesting payment and explaining the
consequences of non payment.
Weekly
Prepares the agenda for the upcoming meeting (See bylaws)
On Wednesday emails the agenda to the NBA membership
Prints the agenda for distribution to the membership at the meeting (generally
these are put on the tables in the center)
Presides over the meeting—Arranges for the President Elect to preside if the
President will be absent.
Ask a member to lead the group in prayer at the beginning of the meeting (this
can be done in advance of the meeting or just before the meeting)
Ask a member to lead the group in The Pledge of Allegiance at the beginning of
the meeting (this can be done in advance of the meeting or just before the
meeting)
If a new member has been elected, get a small wood and brass membership
plaque made at Sooner Trophies & Awards, 307 W. Main St. – Plan to
present the plaque to the new member at their first or second meeting after
his/her election.
At the end of the meeting, pick up all of the NBA papers and dispose. Shredding
is recommended for confidential papers.
Page 1 of 5Business meetings (generally on the first Friday of the month, but may be moved because
of holidays or to accommodate VIP speakers)
See above “Weekly” section
On the Wednesday prior to the Board meeting, emails to the Board copies of the
minutes of the previous Board and business meetings.
Print ballots for approval of new members and other items that require ballot
approval
Distribute the ballots at the breakfast tables
Arrange for someone to pick up the ballots, count them, and give the results to
the president for announcement to the membership.
If a non NBA member comes to breakfast, goes to that member and quietly
explains that our Business Meetings are only open to members. Option to
invite that person to stay for breakfast and then leave.
Wednesday prior to the last Friday of the month
Prepares the agenda for the Board meeting
Emails the agenda to the Board members
Board meetings (generally after the regular business meeting on the last Friday of the
month)
Presides over the meeting
January - Asks the Social Chair to organize the annual banquet
February – Reminds the President Elect to organize the Nominating Committee. See the
Bylaws for committee makeup and elections
Mid March – reminds the nominating committee chair that a report is due soon – see
Bylaws for details
May – Give the list of new officers to the webmaster for inclusion on the NBA web page.
Vice President/President Elect
Sign the checking account signature card at the bank where NBA has it’s checking
account. Authorized to co-sign checks over $500 as outlined in the Bylaws.
Chairs meetings of the membership and/or Board of Directors in the absence of the
President. Check the President’s listings to see what needs to be done in the
absence of the President.
February or March – As the traditional chair of the nominating committee, recruits people
to serve on the nominating committee. Please see the bylaws for the makeup of
this committee. Currently the committee is composed of a minimum of four
people with an equal number of members from the board and from the regular
membership.
February or March – Start holding meetings of the nominating committee.
March - Present the nominating slate to the membership at a regular meeting in March.
This can be read aloud without making printed copies.
March or April – arranges for the wood and brass plaque to be made for the outgoing
President. Generally this is done at Sooner Trophies & Awards, 307 W. Main
Street.
April regular meting - Present the nominating slate to the membership. Print copies
for distribution at the tables at the meeting. Ask for nominations from the floor.
Page 2 of 5May regular/annual meeting – Again present the nominating slate to the membership.
Ask for approval of the slate by acclamation (if there have been no additional
Nominations).
May Annual Banquet – Present the plaque to the outgoing President.
Secretary
Sign the checking account signature card at the bank where NBA has it’s checking
account. Authorized to co-sign checks over $500 as outlined in the Bylaws.
Keep minutes of the business meetings. On the Monday prior to the last Friday of the
month email a copy of these minutes to the President for distribution by email to
the Board.
Keep minutes of the Board meetings. On the Monday prior to the last Friday of the month
email a copy of these minutes to the President for distribution by email to the
Board.
Upon receipt of an approved membership application, shall:
Place the new member’s name on the membership role.
Forward appropriate information to the Treasurer for billing purposes.
Treasurer
Sign the checking account signature card at the bank where NBA has it’s checking
account.
Monthly – Reconcile the books and records
Board meeting
Present a written financial report to the Board which includes expenses and
income for the previous month.
Present a written report to the Board outlining the status, by individual member,
of the payment of dues. Make an oral report as to which members are
seriously delinquent in their payment of dues so that the Board can decide
whether to take further action.
As needed – Pay bills on behalf of the club. See Bylaws for cosignatures on checks of
$500 or more.
As needed – Distribute bills for dues to the club membership as they become due. Note:
Dues are paid quarterly, with the option of a $20 discount for payment in
advance for an entire year. Email statements to those persons who have active
email accounts. Use U.S. mail or delivery at the business meeting for the balance
of the statements.
As needed – Check the NBA P.O. Box to retrieve mail.
First Friday in May/annual meeting – Make a written report to the membership which
covers the entire year.
Page 3 of 5Past President
Attend monthly meetings of the Board. Typically meetings are held after the regular
meeting on the last Friday of the month.
In the absence of the President and the President Elect, preside at regular and/or Board
Meetings.
Director
Attend monthly meetings of the Board. Typically meetings are held after the regular
meeting on the last Friday of the month.
Membership/Classification Chair
As needed – When a member brings forth the name of a prospective member, checks
with other members with whom their may be a conflict. Reports back to the
prospective sponsor as whether the prospective member may be brought
forward as a prospective member. Also checks to be sure that the prospective
member meets the qualifications for membership outlined in the Bylaws.
On the second visit of a prospective member to the club – gives a membership
application form to the prospective member.
As needed – Collects completed application forms from prospective members.
Board meetings – Presents the name(s) of prospective members who have come to
a minimum of three meetings and otherwise meet the requirements for
membership.
Business meetings - Presents the name(s) of prospective members who have come to
a minimum of three meetings and otherwise meet the requirements for
membership.
Business meetings – Coordinates with the sponsor of a candidate for membership
concerning the notification of admission/rejection to the prospective member.
When an application for membership has been approved, distributes copies of the
membership application to the following people:
President – so the membership plaque can be made – so the email can be added
to the membership distribution list.
Secretary – for maintenance of the active membership role
Technology Chair – for inclusion on the website
Ed Copelin – so a new member name tag can be made
Maintains a list of the membership and their classifications.
House Chair
Responsible for coordinating the arrangements for the business and regular meetings.
Negotiates fees for meeting places.
Investigates new meeting places if requested by the Board.
Page 4 of 5Nomination Chair
Traditionally this position is held by the Vice President/President Elect. Duties of this
position are spelled out in the Bylaws and in the timeline for the Vice
President/President Elect.
Attendance Chair
See Bylaws re the keeping of Attendance Records.
Leads Chair
See Bylaws.
Program Chair
See Bylaws.
As needed – email the following people with the names of upcoming speakers:
President – for inclusion in the agenda
House Chair – in case special arrangements need to be made
Publicity Chair – in case press coverage is desired for the speaker
Hosts (or arranges for a host) to greet the speaker
Writes a thank you note on behalf of the club to each outside speaker.
Where possible, includes a “member” program at least once a month.
Bylaws Chair
See Bylaws.
Notify appropriate officers/members of pertinent sections of the Bylaws to be sure
we are in compliance.
Social Chair
See Bylaws.
Publicity Chair
See Bylaws.
Technology Chair
Maintains the NBA website.
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