MAOHN Officer Position Descriptions

MAOHN Officer Position Descriptions

President

Term of Office: Two years
Qualifications: A licensed nurse with current active, retired or student membership in MAOHN. Served at least one term as an officer or on the Board of Directors for MAOHN.

Position Purpose:

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

Responsibilities:

  • Prepare President's annual budget
  • Present goals and objectives at first meeting of the year
  • Plan MAOHN Summer 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
  • Sign all checks in absence of the treasurer
  • Report actions of the Board of Directors at the Annual Business Meeting
  • Submit written reports to AAOHN as requested
  • Notify AAOHN of any change of Officers/Board of Directors immediately following their appointment
  • 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
  • Coordinate and preside over MAOHN Board Meetings and Annual Business Meeting
  • Attend American Association of Occupational Health Nurses Conference (AAOHN) (recommended)
  • Coordinate and publish agenda for all Board meetings
  • Organize a social event for Minnesota members at the AAOHN national conference

Estimated Time Involvement per Month: Fifteen – Twenty hours per month

Secretary

Term of Office: Two years
Qualifications: A licensed nurse with current active, retired or student membership in MAOHN.

Position Purpose:

  • Responsible for business correspondence as directed by President
  • Record, distribute and archive minutes from Board Meetings and the Annual Business Meeting
  • Oversee Awards Committee
  • In the absence of the President, assume the duties of the President
  • Succeed to the office of the President for the unexpired term in the event of a vacancy in that office

Responsibilities:

  • Assist President in planning the MAOHN Summer Retreat following the Annual Business Meeting
  • 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
  • Maintain Secretary's Manual with current information and provide orientation to manual and secretary's position
  • Facilitate collection of historic records from Board/ MAOHN 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 award committee chair.
  • Notify the President of the Award recipients to be announced at the Annual Business Meeting.

Meeting Responsibilities:

  • Attend MAOHN Board Meetings and Business Meetings

Estimated Time Involvement per Month: Five hours per month

Treasurer

Term of Office: Two years
Qualifications: A licensed nurse with current active, retired or student membership in MAOHN.

Position Purpose:

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

Responsibilities:

  • Prepare Treasurer's and Finance Committee annual budget by the first meeting of the year and submit for approval by the Board of Directors
  • Present goals and objectives at first Board meeting of the year
  • Actively participates in Board decision-making processes
  • Communicate Board decisions and requests to Finance Committee
  • Utilize Quicken software to manage MAOHN funds
  • Ensure annual crime policy insurance is current and accurate; renew or secure new policy, as needed
  • Manage MAOHN checking account
  • Manage investment(s)
  • Set up and maintain MAOHN account information and verify correct mailing address of Treasurer and/or MAOHN with:
    • Bremer Bank
    • Pay Pal account
    • State of MN - Secretary of State
    • Internal Revenue Service
    • Carver County Fund
  • Instruct all Committee Chairs on budgeting process and procedures
  • Prepare annual MAOHN budget based on each committee's budget
  • Collect dues and provide membership status to Membership Committee chair
  • Deposit all monies belonging to MAOHN into financial institution(s) approved by the Board of Directors
  • Pay all bills approved by the President and Board of Directors
  • Keep itemized records of receipts and disbursements and book of accounts
  • 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
  • Submit the books and records for an annual independent review by an external party appointed by the Board of Directors
  • Assist the Chairman of Tellers to obtain an accurate list of the voting members at least thirty (30) days before the election of officers
  • Keep Board of Directors Manual current and orient replacement
  • Prepare annual Financial Report and submit the audited report to the membership at the Annual Business Meeting
  • Coordinates preparation and presentation of Financial Committee report of accomplishments
  • Correspond with AAOHN and provide the names of new Honorary 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
  • Submit written reports and communicates requests and recommendation at each meeting of the Board of Directors
  • Attend committee meetings as needed

Estimated Time Involvement per Month: Varies according to committee assignment - Approximately 4 - 12 hours

Details of Treasurer Responsibilities

Budget Preparation

  • Goal: Balanced Budget
  • Complete income/expense comparison report for past four (4) years
  • Obtain budget requests from each committee
  • Complete the proposed budget spreadsheet
  • Provide budget spreadsheet to Finance Committee for review and recommendations
  • Submit Finance Committee recommendations to Board of Directors
  • Complete the approved budget

Deposits

  • Record source of income and categorize in Quicken accordingly
  • 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
  • Transfer funds from Pay Pal to checking account
  • Monthly Reconciliation Reports
  • Reconcile accounts monthly
  • Print reconciliation reports and submit to President for review and written approval at each Board Meeting (this is required to meet the terms of the bond)

Payment Processing

  • All payments are to be supported by check request or approved by the Board liaison
  • Each Board member or officer has the authority to approve a check request for the budget area in which they are responsible
  • The President and Treasurer are the only Board members with signature authority to dispense MAOHN funds
  • Arrange for payment of all expenses in a timely manner
  • Pay reimbursements only after check requests when receipts are received
  • Record expense payments and categorize in Quicken accordingly
  • Check request forms may be obtained from the MAOHN website: www.maohn.org

Outstanding Checks

  • Maintain for twelve (12) months
  • For any check that is not cashed within three (3) years, the Treasurer needs to try to contact the payee and if the payee fails to respond, the Treasurer will include that amount in the "unclaimed property report" that if filed with the Minnesota Department of Commerce (annually or as needed)

Membership Dues

  • Deposit checks received from AAOHN.
  • Forward copy of membership dues report to Membership Board liaison
  • Request Membership to reconcile the membership dues roster to AAOHN membership roster
  • Assist Membership in reconciling any discrepancies of the membership dues and roster

Program Income

  • Accept Program income via Pay Pal
  • Receive and deposit Program income via checks and/or cash that is received directly by member of Professional Development Committee or Board liaison
  • Treasurer will provide a report of registrants received via Pay Pal and check to Professional Development Board liaison no less than one week prior to event

Monthly Reporting

  • Create account balance report and submit to Board at each Board of Directors and Membership meetings
  • Prepare summary reports to maintain current income/expense reporting to approved budget items.
  • Submit this report to each committee on a bi-monthly basis

Year End Reporting

  • Request and require all deposits and expenses be completed by MAOHN fiscal year end
  • Create annual itemized reports by category
  • Create account balance report
  • Send income/expense reports to CPA for review
  • Prepare and submit Finance Committee report

State Filings

  • Complete annual reporting to the Secretary of State

Federal Filings

  • CPA will determine if Form 990, Return of Organization Exempt From Income Tax, is required to be filed
  • Maintain "tax exempt" status with Internal Revenue Service

Record Retention

  • Check requests and deposit records are to be maintained for three (3) years
  • Check register will be maintained on Quicken with regular backups to another media or location
  • Income Tax forms: Maintained for ten (10) years
  • Articles of Incorporation are permanent records

Audit Committee

  • Appoint audit committee annually, comprised of MAOHN members
  • Provide the following documents
    • Check register
    • Quicken reports-itemized accounts
    • Copies of check requests and receipts
    • Copies of deposit records
  • Committee will:
    • Review and report if the proper accounting is completed as per MAOHN policies and procedures
    • Make recommendations if an outside audit is needed
    • Report audit committee findings at annual meeting

Board of Directors

Term of Office: Two years
Qualifications: A licensed nurse with current active, retired or student 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

Responsibilities:

  • Liaison between the Board and one of the assigned committees:
    • By-Laws /Nominating Committees and annual recruitment of committee members.
    • Professional Development (including Team Approach Planning group)
    • Governmental Affairs / Special Projects
    • Membership/PR/Communications
  • Actively participates in Board decision-making processes
  • Communicate committee reports and recommendations to the Board
  • By summer retreat, recruit Chairperson or assume leadership for assigned committee
  • Assist 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 or MAOHN Board
  • Keep Board of Directors Manual current and orient Board replacement by the end of term or during Summer Retreat
  • 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

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

Nominating Committee

Term of Office:

  • Member: Two years
    • Chairperson:
    • The candidate receiving the highest number of votes on the even year shall be chairman the following year.
    • The candidate elected on the odd year shall be chairman the following even year.

Qualifications: A member shall have organization experience and have been an “ Active” member of MAOHN for no less they one year.

Responsibilities:

  • Board liaison/Chairperson and Nominating Committee Members meet to review the nominating process (found in the MAOHN By Laws) and make any necessary changes to nominating materials.
  • Prepare and submit, if required, a budget to the President by the first MAOHN Board meeting, using guidelines provided by the MAOHN Treasurer.
  • Provide any needed orientation to replacement committee members.

Meeting Responsibilities:

  • Attend MAOHN meetings and annual Business Meeting (recommended)
  • Attend all Nominating Committee meetings (required)

Estimated Time Involvement: Ten-Twelve hours per year

Election Teller

Term of Office: Minimum 60 days prior to the April meeting
Qualifications: A licensed nurse with current active, retired or student membership in MAOHN.

Position Purpose:

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

Responsibilities:

  • Follow the process and implement according to Bylaws and as outlined in the Policy and Procedure Manual

Meeting Responsibilities:

  • The Chair of Tellers will coordinate a meeting of the appointed tellers and provide a written summary of election results for the annual business meeting

Estimated Time Involvement per Month: Four hours per year for the Chair of Tellers; one meeting for other appointed Tellers

Parliamentarian

Term of Office: Presence at the Annual Business Meeting
Qualifications: A licensed nurse with current active, retired or student membership in MAOHN and knowledge in parliamentary procedure and debate.

Position Purpose:

  • Assure Roberts Rules of Order Newly Revised are followed at the Annual Business Meeting

Responsibilities:

  • Attend the Annual Business Meeting to assure that Roberts Rules of Order Newly Revised are followed

Estimated Time Involvement per Month: 1-2 hours

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