Position Summary
The President-Elect serves as “President in training.” The priorities of this office include planning for the next year’s events and meetings (including, but not limited to the Annual Conference and monthly Board meetings), connecting with member that would be engaging leaders for the next Board year as officer or as chairpersons, coordinating fundraising efforts and responding to NEOA/COE issues. The President-Elect also chairs the Development Committee. The President-Elect serves with the same powers as the President in the event that the President becomes incapacitated or resigns.
The President-Elect serves as the chair of this ad-hoc committee. The Development committee shall be responsible for developing and implementing strategies aimed at enhancing the fiscal resources available to the Association and to educational opportunity programs. The main responsibility of this committee is to identify, build relationships, and implement fundraising for the Association.
Principal Responsibilities
- Attend Board orientation in November and additional meeting scheduled by the Board.
- Serve on Finance Committee
- Work with Vice President to select site for following year’s conference, getting 3 contracts for viable options for the Board to consider for best location, cost, and engagement
- Represent the President and membership as needed at statewide events
- Shadow President/meet with President throughout Board year to prepare for President role
- Attend meetings of the various committees to learn about the activities they are planning or conducting and assist committee members in achieving their goals
- Actively contribute to and participate in all Board activities and discussions
- Contribute information from committee to newsletter/website/social media as appropriate.
- Work with the Professional Development committee and Past President to host an annual directors’ retreat; maintain directory of contact information for TRIO, GEAR UP and EOP directors
- Hold Educational Opportunity Program 101 session at annual MEOA conference and an online session during the academic year. Include TRIO/GEAR UP/EOP history and advocacy (twice annually). Use NEOA/COE resources to develop webinar version to post
- Work with the President, Treasurer, and Finance Committee to develop and maintain the fiscal infrastructure needed to strengthen and sustain MEOA. [Revise using the Treasurer’s job description once finalized
Development Committee Responsibilities
- Establish a Development committee consisting of diverse members, with representation of pre-college and college-focused programs and project levels (i.e., administrators and direct student support professionals)
- Serve on the Finance committee
- Submit a budget request to President and Finance committee for Board approval during the second Board meeting
- Maintain and foster relationships with existing funders and supporters
- Prepare letters and other communication for underwriting sources to support major MEOA activities and events
- Solicit new sources of financial support for MEOA initiatives
Position Summary
The primary duty of the Vice President is to serve as organizer and chairperson of the annual MEOA conference. The Vice President serves with the same powers as the President-Elect, as outlined, in the event that the President-Elect becomes incapacitated or resigns.
Principal Responsibilities
- Attend board orientation in November and additional meetings scheduled by the board
- Work with president-elect to investigate and choose conference site, and to negotiate contract, if necessary, for the current board year or next board year
- Establish a conference committee consisting of diverse members, with representation of pre-college and college-focused programs and project levels (i.e., administrators and direct student support)
- Delegate responsibilities to committee members, including timelines
- Serve as liaison between the conference committee and the Board; provide written reports in timely fashion to the board
- Consult with Board members in relation to specific conference activities (e.g., EOP 101 workshop, Scholarship Luncheon, etc.)
- Prepare a conference report outlining feedback from the conference and a proposed budget for the next year’s conference within one week of the end of the MEOA Conference
- Develop the theme and format for the conference within the constraints of the budget and present to the Board for approval and/or feedback
- Elicit workshop proposals and speaker suggestions from the MEOA membership and outside organizations, including the development of a Call for Proposals
- In consultation with the President, invite and confirm dignitaries from COE, NEOA, Dept. of Education officials, and political officials
- In partnership with Membership chair, Technology chair, and Communication chair, develop and distribute conference registration materials to current MEOA membership, past members, NEOA Board members, and other interested parties (e.g., Massachusetts School Counselors Association [MASCA] members)
- Maintain accurate records, timelines, and budget for conference
- Actively contribute to and participate in all board activities/discussions
- Contribute information from committee to newsletter/website as appropriate
- Consult with Professional Development Committee to ensure unique development opportunities and alignment with on-going themes
Position Summary
The Treasurer is responsible for the receipt and expenditure of funds in accordance with the fiscal policies established by the Board of Directors. The Treasurer maintains appropriate and adequate financial records and is prepared, at any time, at the direction of the Board, to surrender such records and monies to the Board or succeeding Treasurer. The Treasurer will submit quarterly reports to the association, submit an audited report at the annual meeting, and shall be under such bond as may be determined by the Board of Directors.
Principal Responsibilities
- Attend Board orientation in November and additional meetings scheduled by the Board
- Provide records to auditor for annual financial review and tax preparation by January 15th
- Evaluate job performance of the Board’s accountant and bring to the attention of the Board if changes need to be made
- Represent the president and membership as needed at statewide events
- Carry out the fiscal activities of the Association according to the MEOA bylaws. The Treasurer shall assure compliance with all federal and State non-profit organization regulations
- Pay bills and process reimbursements of the organization in a timely manner
- Deposit income and coordinate deposits of the organization in a timely manner
- Account for all fiscal transactions
- Serve on finance committee
- Assist president and event chairs with contract negotiations
- Maintain accurate and detailed financial records
- Actively contribute to and participate in all board activities/discussions
- Contribute information from committee to newsletter/website/social media as appropriate
- In collaboration with the President, President-Elect, and Finance Committee develop and maintain the fiscal infrastructure needed to strengthen, sustain MEOA
- Establish secure platform for financial records by setting up electronic fund transfers (e.g., PayPal) invoice and upload receipts
- Annually work with incoming Treasurer, President, and President-Elect for transferring of names on the account
- Develop and maintain the fiscal infrastructure needed to strengthen, sustain MEOA
- Establish secure platform for financial records
- Communicate membership payments to the Membership Chair on an ongoing basis
Position Summary
The Secretary has the official recording responsibility for the Board of Directors. lt is also the responsibility of this position to incorporate the Treasurer’s reports into the official reports of the association following association meetings.
Principal Responsibilities
- Attend Board orientation in November and additional meetings scheduled by the Board
- Represent the President and membership as needed at statewide events
- Take roll call at all Board meetings and actively contribute to and participate in all Board activities/discussions
- Record accurate and detailed minutes of Board meetings and collect and store all Board and committee member reports
- Record accurate and detailed minutes of annual business meetings in April and October
- Type and disseminate minutes of all Board meetings to Board members following the meetings
- At each Board meeting, present the minutes from previous Board meeting and seek the Board’s approval for them
- Contribute information from committee to newsletter/website/social media, as appropriate
- Serve on committees as assigned