Natural Resource Outreach & Service Alliance (The Alliance)--Policies and Procedures

From AgriLife WIki

Contents 1 Officers: 1.1 President: 1.2 Vice-President: 1.3 Secretary: 1.4 Treasurer: 1.5 Officer-at-large: 1.6 Advisors to the Board: 2 Standing Committees: 2.1 I. Executive Committee: 2.2 II. Elections Committee: 2.3 III. Conference Committee: 2.4 IV. Finance Committee: 2.5 V. Development Committee: 2.6 VI. Strategic Planning Committee: 2.7 VII. Communications & Marketing: 2.8 VIII. Membership Committee: 2.9 IX. Program Resources Committee:

Officers:

President:

The President of the ANROSP Board of Directors shall have the following responsibilities:

1. Direct, manage, and supervise the affairs of the Alliance. 2. Preside at Business and Executive Committee meetings. 3. Act as ex officio member of all committees, excluding the Elections Committee. 4. Appoint chairperson of standing and ad hoc committees, excluding the Elections Committee, with the advice of the Executive Committee. 5. Call regular business meetings on a quarterly basis or additionally as needed and preside as Chair. 6. Call Executive Committee meetings when necessary and preside as Chair. 7. Supervise, direct, and evaluate the program coordinator or executive director. 8. Present a written annual report to the membership at the annual meeting when convened. 9. Represent the Alliance or appoint alternate representatives to other Alliance committees or meetings. 10. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals. 11. Serve a two-year term, and not be eligible for re-election to the same office until after an interval of one term.

Vice-President:

The Vice-President of the ANROSP Board of Directors shall have the following responsibilities:

1. Assist the President in directing, managing, and supervising the affairs of the organization. 2. Carry out the duties of the President in her/his absence. 3. Attend all Business and Executive Committee meetings. 4. Serve as the Chair of the Elections Committee and Conference Committee. 5. Learn bylaws, history, and committee charges of the Alliance. 6. Oversee revisions and updates of the Alliance operations manual. 7. Submit a budget to the President and Treasurer. (Annual budget shall be presented to the membership at the Annual Meeting. A revised annual budget may be presented by the newly elected officers to the membership for a vote at the first meeting in the fiscal year.) 8. Work with Conference Committee to solicit bids and select a city to host the annual conference of the Alliance. 9. Present a written annual report to the membership at the annual meeting when convened. 10. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals. 11. Serve a two-year term, and not be eligible for re-election to the same office until after an interval of one term.

Secretary:

The secretary of ANROSP shall have the following responsibilities:

1. Attend and record the minutes of all Business and Executive Committee meetings. 2. Preside at regularly scheduled Board meetings in the absence of both the President and Vice-President. 3. Certify and keep at the designated business office of the Alliance the original or copy of the ANROSP bylaws, as amended to date, and provide copies to members upon request. 4. Certify and keep at the designated business office of the Alliance a book of the minutes of all meetings of the Board, the Executive Committee, and standing or ad hoc committees including the time and place of meeting, whether regular or special, how authorized, notice given, and names of those present at the meetings. 5. See that all meeting notices are duly given two weeks in advance in accordance with the provisions of the bylaws. 6. Be custodian of the records and of the seal of the Alliance and see that it is engraved, lithographed, printed, stamped, impressed upon, or affixed to all documents, the executive of which on behalf of the organization under is seal is duly authorized in accordance with the provisions of the bylaws. 7. Provide notice of proposed revision of the bylaws via electronic or regular mail to all Board members at least thirty (30) days in advance of the next regular or special meeting of the organization. 8. Exhibit at all reasonable times to any Executive Committee member, upon application, the bylaws and minutes of proceedings of the Executive Committee and committees thereof of the Alliance. 9. Submit a budget to the President and Treasurer. (Annual budget shall be presented to the membership at the Annual Meeting. A revised annual budget may be presented by the newly elected officers to the membership for a vote at the first meeting in the fiscal year.) 10. Present a written annual report to the membership at the annual meeting when convened. 11. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals. 12. Serve a two-year term, and not be eligible for re-election to the same office until after an interval of one term.

Treasurer:

The secretary of ANROSP shall have the following responsibilities:

1. Be responsible for all funds, securities, taxes and fees for the Alliance. 2. Attend all Business and Executive Committee meetings. 3. Act as Chair of the Finance Committee. 4. Preside at regularly scheduled Board meetings in the absence of the President, Vice-President, and Secretary. 5. Keep and maintain adequate and correct accounts of the Alliance’ properties, transactions, and records at the designated business office of the Alliance. (The Executive Committee shall have the power to appoint a member to verify the financial records of the organization.) 6. Present and distribute the Treasurer’s Report at every meeting of the Alliance. 7. Submit a budget to the President. (Annual budget shall be presented to the membership at the Annual Meeting. A revised annual budget may be presented by the newly elected officers to the membership for a vote at the first meeting in the fiscal year.) 8. Present a written annual report to the membership at the annual meeting when convened. 9. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals. 10. Serve a two-year term, and not be eligible for re-election to the same office until after an interval of one term.

Officer-at-large:

1. Attend all Business and Executive Committee meetings. 2. Preside at regularly scheduled Board meetings in the absence of the President, Vice-President, Secretary, and Treasurer. 3. Act as a liaison between the Board of Directors and Advisors to the Board. 4. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals. 5. Serve a two-year term, and shall not be eligible for re-election to the same office until after an interval of one term.

Advisors to the Board:

1. Advise the BOD on strategic needs and actions. 2. Provide specialized legal, communications, volunteer, financial, education, administrative,

    and/or academic resources and skills.

Standing Committees:

I. Executive Committee:

The Executive Committee of ANROSP shall be composed of the five officers of the Board, and shall have the following responsibilities:

1. Have all the powers and authority of the Board of Directors in intervals between meetings of the Board, subject to the direction and control of the Board of Directors, except for the power to amend the Articles of Incorporation and Bylaws, and to fill vacancies on the Board. 2. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals.

II. Elections Committee:

The Elections Committee of ANROSP shall have the following responsibilities:

1. Select the annual ballot of Board members for all positions coming vacant. 2. Prepare and submit a slate of candidates for the Board of Directors to the voting membership at least 30 days prior to mailing the official ballot, with prior approval from said candidates. 3. Present a slate of candidates at the annual meeting when convened. 4. Enforce a geographic diversity of candidates as well as balance of representation of member programs. 5. Prepare a slate of candidates for each of the officer positions, namely: President, Vice- President, Secretary, Treasurer, and Officer-at-Large from within the elected Board of Directors, with prior approval from said candidates. Officers will be elected by the current Board of Directors. 6. Prepare, distribute, collect, and count official ballots of the voting membership. For ballot counting purposes, the President shall appoint a replacement for any member of the Elections Committee who has been nominated for the Board of Directors. 7. Present a written annual report to the Board at the annual meeting when convened. 8. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals.

III. Conference Committee:

The Conference Committee of ANROSP shall have the following responsibilities:

1. Ensure a cost-effective and efficient annual meeting of the Alliance. 2. Assist in and/or coordinate the logistics of the annual meeting of the Alliance. 3. Solicit bids and select a city to host the annual conference in a timely fashion. 4. Identify and coordinate a Local Arrangements Committee. 5. Establish realistic deadlines for all relevant conference arrangements. 6. Work with the Communications & Marketing Committee to publicize and market the conference. 7. Work with the program coordinator or executive director to coordinate all aspects of the annual conference, including negotiations with hotel representatives, catering, audio-visual needs, soliciting and selecting presentations and keynote speakers, developing and receiving all registration materials, maintaining accurate and complete financial records, organizing printing of name tags, developing the meeting program and schedule, coordinating conference sessions, preparing information packages to be given out at registration, and coordinating local volunteers. 8. Submit a written annual report to the Board at the annual meeting when convened. 9. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals.

IV. Finance Committee:

The Finance Committee of ANROSP shall have the following responsibilities:

1. Develop and review Alliance fiscal procedures, fundraising plan, and annual budget with staff and other Board members. 2. Present a written annual report to the Board at the annual meeting when convened. 3. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals.

V. Development Committee:

The Development Committee of ANROSP shall have the following responsibilities:

1. Work with the program coordinator or executive director to identify funding opportunities for the Alliance. 2. Work with the program coordinator or executive director and the Finance Committee to develop a fundraising plan. 3. Present a written annual report to the membership at the annual meeting when convened. 4. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals.

VI. Strategic Planning Committee:

Strategic Planning of ANROSP shall be a function of the Board of Directors, who shall have the following responsibilities:

1. Identify critical issues facing the Alliance in both the short-term and long-term horizon. 2. Develop a strategic vision, and the goals and strategies needed to carry out that vision. 3. Periodic review of the Alliance mission and revision as needed. 4. Gather and analyze information regarding the needs and demographics of members and stakeholders. 5. Present a written annual report to the membership at the annual meeting when convened. 6. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals.

VII. Communications & Marketing:

The Communications & Marketing Committee of ANROSP shall have the following responsibilities:

1. Identify, create and launch public relations, marketing and information efforts to targeted groups and members. 2. Work with the Development Committee and program coordinator or executive director to develop and maintain community relationships to increase membership in ANROSP. 3. General branding of the Alliance, including logo design and products. 4. Develop marketing and communication strategies, plans, and advertising campaigns. 5. Manage promotion and distribution of information through newsletters and web page development. 6. Work with the Program Resources Committee to explore new resources and services to deliver to members. 7. Work with the program coordinator or executive director and other committee chairs to develop protocols and design layouts for correspondence with members and potential members, information packets, flyers, etc. as required. 8. Be in charge of the design, content, accessibility, and updating of the ANROSP website, including member databases, electronic list serve, on-line surveys, and related on-line program information. 9. Assist the program coordinator or executive director with state program listings and ensure timely and accurate posting of all member program listings and information on the website. 10. Coordinate the public presence of Alliance representatives at public events and at meetings and conferences of Alliance partner and affiliate organizations. 11. Present a written annual report to the Board at the annual meeting when convened. 12. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals.

VIII. Membership Committee:

The Membership Committee of ANROSP shall have the following responsibilities:

1. Recruit and maintain strong membership within ANROSP. 2. Develop policies regarding membership levels, criteria, and fees. 3. Review applications for membership from programs and individuals. 4. Work with the Communications & Marketing Committee and the Program Resources Committee to define, communicate, and promote the benefits of membership to current and potential members. 5. Work with the Communications & Marketing Committee to collect and maintain data from member programs via an annual survey to gather information on program goals, mission, and accomplishments. 6. Process membership information, review new membership applications, orient new members, and provide up-to-date information to the membership, including a membership roster. 7. Develop and distribute renewal notices and dues requests to membership 8. Submit a budget to the President and Treasurer. (Annual budget shall be presented to the membership at the Annual Meeting. A revised annual budget may be presented by the newly elected officers to the membership for a vote at the first meeting in the fiscal year.) 9. Present a written annual report to the membership at the annual meeting when convened. 10. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals.

IX. Program Resources Committee:

The Program Resources Committee of ANROSP shall have the following responsibilities:

1. Identify, create, and deliver program resources for program members of ANROSP. 2. Work with the Membership Committee and the Communication & Marketing Committee to provide ANROSP member benefits and resources. 3. Work with the project coordinator or executive director to develop and create access to programmatic resources, adaptable curriculum modules, start-up packages and trained mentoring teams for developing programs, Best Management Practices, and resources for the ANROSP newsletter 4. Work with the Conference Committee to provide programmatic resources to conference participants, such as the conference proceedings and best management practices. 5. Coordinate special session at annual conference for reports from developing programs and mentoring teams. 6. Develop, plan, organize, and implement mentor training programs annually, and help connect developing programs to an appropriate mentoring team. 7. Present a written annual report to the membership at the annual meeting when convened. 8. Promote a positive image of the Alliance, and promote and carry out the Alliance mission and goals.