Officer Position Descriptions

President

Term of Office: 1 year
Qualifications: RN with current active membership in MAOHN. Served one year as President-Elect.

Position Purpose:

• Serve as chief executive office and official representative of MAOHN
• Be an ex-officio member of all committees (except the Nominating Committee)
• Oversee Awards Committee

Responsibilities:

• Prepare President's annual budget
• Present goals and objectives at first meeting of the year
• Plan Leadership Training Retreat for Board, Officers and Committee Chairs
• Facilitate implementation of Strategic Plan and Needs Assessment
• Approve bills for payment subject to the limits prescribed by the MAOHN budget
• Report actions of the Board of Directors at the next meeting of MAOHN
• Submit written reports to AAOHN as requested
• Appoint Board Members as liaison to all standing committees and provide input to committee formation as needed
• Provide leadership for annual evaluation of effectiveness of the committees' goals, strategies, and outcomes
• Provide ongoing communication to membership through written articles on website and messages at meetings
• Coordinate/direct interaction of MAOHN with AAOHN staff and officers
• Appoint Tellers, Parliamentarian and Timekeeper for Board elections for Annual Business Meeting

Meeting Responsibilities:

• Coordinate and preside over MAOHN Board Meetings and Annual Business Meeting
• Report actions of Board of Directions at following MAOHN meeting
• Attend American Association of Occupational Health Nurses Conference (AAOHN) (recommended)
• Coordinate and publish agenda for all Board meetings
• Coordinate and preside at program/business meetings (including, but not limited to, introductions, announcements, recognitions, financial reports)

Estimated Time Involvement per Month: 20 hours

President-Elect

Term of Office: 1 year (followed by one year as MAOHN President)
Qualifications: RN with current active membership in MAOHN. A minimum of one term as an officer or on the Board of Directors

Position Purpose:

• Assumes duties of President when absent
• Liaison between the Board and the Bylaws and Nominating Committee
• Liaison on the Team Approach Committee

Responsibilities:

• Present Goals and Objectives at first Board meeting of the year
• Prepare President-Elect annual budget
• Actively participates in Board decision-making processes
• Communicate reports/requests from Bylaws and Nominating Committees
• Receives assignments from President
• Recruits By-Laws Committees' Chairperson and assists with selection and formation of committee
• Write article for website and present AAOHN summary at Annual Business Meeting
• Keep Board of Directors Manual current and orient replacement at the end of term
• Coordinates preparation and presentation of Bylaws and Nominating Committees' accomplishments
• Liaison to Team Approach

Meeting Responsibilities:

• Attend all MAOHN meetings and conferences
• Attend all MAOHN Board Meetings
• Attend AAOHN Conference
• Meet with President to help plan the next year
• Attend Team Approach program planning meetings

Estimated Time Involvement per Month: 12 hours

Secretary

Term of Office: Two years
Qualifications: RN with current active membership in MAOHN

Position Purpose:

• Responsible for business correspondence as directed by President
• Record, distribute and archive minutes from Board Meetings

Responsibilities:

• Prepare secretarial annual budget
• Distribute Board Meeting minutes within 2 weeks of scheduled Board meetings
• Actively participate in Board decision-making processes
• At the discretion of the President serve as liaison between the Board and all Committees
• Prepare and distribute employer letter of notification of election to MAOHN office
• Notify AAOHN of any change of Officers immediately following their appointment
• Maintain Secretary's Manual with current information and provide orientation to manual and secretary's position
• Facilitate collection of historic records from Board and bring to MN Historical Society in St. Paul, MN. at end of term
• Prepare copies of previous Annual Meeting minutes for membership and present for approval
• Review, de-identify and forward Awards Applications to the President

Meeting Responsibilities:

• Attend MAOHN Board Meetings and Business Meetings

Estimated Time Involvement per Month: 5 hours

Treasurer

Term of Office: Two years
Qualifications: RN with current active membership in MAOHN

Position Purpose:

• Maintain accurate records of all MAOHN financial transactions
• Chair Finance Committee

Requirements:

• Present Goals and Objectives at first Board meeting of the year
• Prepare Treasurer's and Finance Committee annual budget
• Actively participates in Board decision-making processes
• Communicate reports, requests and recommendations to the Board monthly
• Instruct all Committee Chairs on budgeting process and procedures
• Communicate Board decisions and requests to Finance Committee
• Pay or arrange for payment of all expenses in a timely manner
• Deposit all checks into MAOHN bank account in a timely manner
• Keep records of all membership dues and deposit checks from AAOHN into MAOHN accounts
• Record members check numbers on attendees log for audit purposes
• Pay reimbursements only after check requests when receipts are received
• File tax forms per State/Federal Law
• Collect the following for yearly audit (auditor determined by Board)
  • Bank Statements
  • Monthly meeting attendees documentation
  • Any income received required documentation
  • Itemized report for fiscal year
• Prepare annual MAOHN budget based on each committee's budget
• Collect dues and provide membership status to Membership Committee Chair
• Manage MAOHN checking account
• Manage investment(s)
• Keep Board of Directors Manual current & orient replacement
• Prepare annual Financial Report for Annual Business Meeting
• Coordinates preparation and presentation of Financial Committee report on accomplishments
• Correspond with AAOHN names of new Honorary/Life members who are waived chapter dues following assignment of membership status
• Notify MAOHN Board and AAOHN of recommendation for dues increase for the next year

Meeting Responsibilities:

• Attend all MAOHN Board Meetings and Business Meetings
• Attend Finance Committee meetings

Estimated Time Involvement per Month: 10 hours

Board of Directors

Term of Office: Two years
Qualifications: RN with current active membership in MAOHN

Position Purpose:

• To serve as a liaison to an appointed MAOHN committee
• Serve as a Board Member and official representative of MAOHN
• Provide Leadership and Strategic planning for MAOHN

Requirements:

• Actively participates in Board decision-making processes
• Serve as liaison between Board and assigned committee
• Communicate committee reports and recommendations to the Board
• By summer retreat, recruit Chairperson for assigned committee
• Assist chairperson with selection and formation of assigned committee
• By first Board Meeting obtain assigned committee goals/objectives and programs for the up- coming year
• Assist with development of committee budget by first Board meeting
• Communicate Board decisions and requests to assigned committee
• Assist with special committee functions as assigned by MAOHN President
• Keep Board of Directors Manual current and orient replacement by the end of term
• Assure chairperson receives committee book(s) by summer retreat
• Coordinate preparation and presentation of assigned committee accomplishments at Annual Business Meeting

Meeting Responsibilities:

• Attend all MAOHN Board Meetings and Business Meetings
• Attend committee meetings as needed

Estimated Time Involvement per Month: Varies according to committee assignment (approx. 4-12 hours)

Nominating Committee

Term of Office:
Chairperson: One year One year (Served during second year of two year term if elected in odd numbered year or received highest number of votes if elected in even numbered year)
Member: Two years
Qualifications: RN with current active membership in MAOHN for minimum of one year

Position Purpose:

• Facilitate the annual recruitment, nomination and election of MAOHN Officers and Board of Directors.

Responsibilities:

• Chairperson and Nominating Committee Members meet to review nominating process and make any necessary changes to nominating materials
• Present any suggested Bylaws changes regarding nomination process to Bylaws Committee
• Facilitate validation of candidates and preparation/mailing of ballot
• Prepare and submit budget to President-Elect by first Board meeting
• Prepare and report Committee activities at Annual Business meeting
• Obtain active membership list for nominee recruitment, mailing(s) and Teller's validation of voters
• Receive three qualified members from President to act as Tellers at least 90 days prior to April meeting
• Keep committee manual current and orient replacement by end of term

Meeting Responsibilities:

• Attend all MAOHN meetings and Business Meetings
• Attend all Committee meetings

Estimated Time Involvement: 10 hours total

Election Teller

Term of Office: Minimum 90 days prior to the April meeting
Qualifications: RN with current active membership in MAOHN

Position Purpose:

• Assure valid election process of MAOHN officers and Board of Directors

Responsibilities:

• Obtain current roster of MAOHN members from Nominating Committee
• Receive completed ballots two weeks prior to April meeting
• Verify validity of ballots
• Tally votes for each nominee
• Maintain confidentiality of election results and totals for each nominee
• Present written tally of votes to President with totals for each nominee prior to April meeting, by Chair of Tellers, with names of other Tellers who counted ballots

Meeting Requirements:

• Attend all MAOHN meetings and Business Meetings
• Attend all assigned meetings

Estimated Time Involvement: 4 hours total