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 OFWIM > Officer Position Descriptions

Position Descriptions for Executive Committee Officers

President

The OFWIM Bylaws State in Section 8: "The President shall preside at all meetings of the Organization and chair the Executive Committee. He or she shall have general charge and supervision over all affairs of the Organization and make appointments to committees as hereinafter authorized. The President acts as spokesperson for the Organization and serves as Vice-Chair of the Elections, Nominations, and Awards Committee."

This position is a one year term.

  1. Leadership and inspiration. Develop and communication a vision of the organization to the members and especially to the Executive Committee (ExComm) and working committees.

  2. Oversee operation of the organization. Ensure that the organization is abiding by laws and regulations, is following its bylaws, and is pursuing its goals for the year. Monitor the activities of the committees and recognize achievements. Track progress toward goals. Track progress toward organizing the annual meeting. Take corrective action (i.e., replacing committee members who leave or who decline to fulfill the obligations of their positions) when necessary to achieve organizational goals. Recruit members to serve on committees. May request that the Member-At-Large work on special project(s).

  3. OFWIM Bylaws. Every five years, or as needed, convene an ad-hoc Bylaws Committee to complete a thorough review of the bylaws to ensure that the document reflects current technology and practices of the organization, and make recommendations for changes to be voted on by the membership. A Bylaws Committee was convened in 2009; the next thorough review should be conducted in 2014 at the latest.

  4. Lead Executive Committee meetings/conference calls. Develop the agendas and post or email; facilitate calls for most effective discussions; value and encourage the input of all committee members; and invite working committee members as appropriate.

  5. Accept invitations to speak or present on behalf of OFWIM. If invited, discuss with ExComm before accepting and report back after the event. Write an article if appropriate for OFWIM newsletter.

  6. Be an ambassador for OFWIM wherever you go. With advice from the ExComm, advance coordination with related professional organizations. These collaborations help to increase OFWIM’s visibility as well as the networking and educational opportunities available to our members.

  7. Serve as Vice-Chair of the Membership & Outreach Committee. Assist the chair in pursuing the committee’s goals for the year. Develop brochures and other marketing materials. Seek out places to advertise OFWIM. Call new members and ask them to participate in a committee or help with the annual meeting. Coordinate with the regional representatives to keep them informed and involved.

  8. Meeting planning. As part of the ExComm, review and approve the hotel and any other contracts associated with the annual meeting/conference. Make final decisions on meeting theme and other issues if they cannot be resolved by consensus of the ExComm.

  9. Business meeting. With input from the ExComm, develop the agenda for the annual Business Meeting. Conduct the meeting up to the ‘New Business’ section, at which point the meeting is turned over to the President-Elect.

President-Elect

The OFWIM Bylaws State in Section 9: "The President-Elect shall be nominated and elected by majority vote from the members in good standing (i.e. the annual membership fee is paid in full). The primary duty of the President-Elect will be to assist the President as necessary in carrying out the business of the Organization. The President-Elect shall succeed the President during the year following his or her term as President-Elect and coordinate all aspects of the annual meeting (including logistics, arrangements, and program) as Chair of the annual Meeting Planning Committee."

This position is a one year term.

Past President

The OFWIM Bylaws State in Section 10: "The President shall serve as the Past President during the year following his or her term as President. The Past President shall act as an advisor to the Executive Committee and assist the President as requested. The Past President serves as a nonvoting member of the Executive Committee. The Past President will also serve as liaison between the Executive Committee and all other committee chairs, hosting committee chair meetings as necessary."

This position is a one year term.

  1. Advisory. Participate on the Executive Committee as a non-voting member by providing guidance from past experience. The Past President often serves as a sounding board to the Executive Committee and tends to have institutional history and knowledge that helps guide decisions.

  2. Assist President. When asked by the President, serve in different capacities, including assisting with and serving on committees, making contacts on behalf of OFWIM, or other duties as assigned.

  3. Lead Committee Chair meetings/conference calls. Develop the agendas and post or email; facilitate calls for most effective discussions; value and encourage the input of all committee members; invite working committee members as appropriate. Assist with individual committee meetings as needed.

  4. Liaison between Committee Chairs and Executive Committee. Remind committee chairs of deadlines for quarterly reports to the executive committee and newsletters. Assist committee chairs as appropriate with quarterly and annual reports. Provide annual reports to the President Elect for inclusion in the annual business meeting materials.

  5. OFWIM Bylaws Committee Chair. Every five years, or as needed, the President will convene an ad-hoc Bylaws Committee to complete a thorough review of the bylaws to ensure that the document reflects current technology and practices of the organization, and make recommendations for changes to be voted on by the membership. The Past President will serve as chair of this committee. A Bylaws Committee was convened in 2009; the next thorough review should be conducted in 2014 at the latest.

Treasurer

The OFWIM Bylaws State in Section 11: "The treasurer shall monitor and report on the finances of the Organization, its bank account and collection of annual dues. The treasurer will also provide the president with a list of paid up members at the beginning of the annual business meeting. The treasurer also serves as the Vice-Chair of the Membership and Outreach Committee."

This position is a two year term.

Upon election to the position:

  1. Retrieve all treasury documents from previous treasurer.

  2. File IRS Form 8822 Part II to change the OFWIM tax address to your work location. Reason: to ensure all tax related documents are mailed to the current treasurer.

  3. If the previous treasurer had a different home state, transfer the OFWIM bank accounts to your home state. Add the current President-Elect as a secondary signer on the account. Transferring the accounts will cause the account numbers to change. Order new business checks, an endorsement stamp for bank deposits, and a debit card for the new account. Reasons: (1) to facilitate interactions with the bank in the Treasure's home city, (2) to establish FDIC backing of the accounts in the treasurer's home state, (3) to establish a backup signer on the account who is authorized to step in and deal with the accounts, should the need arise.

Other guidance:

  1. Maintain a spreadsheet of all revenue and expenditures, including the date, check or invoice number, vendor or recipient, and purpose.

  2. Maintain an accurate balance of our accounts at all times so that this may be provided to the Executive Committee immediately upon request.

  3. Pay all invoices within 30 days and/or within the timeframe stipulated in the contract or invoices.

  4. Deposit all funds received within 30 days. Provide receipts containing the organization name and tax ID number for membership dues (serves tax deductable documentation for members) and conference registration payments.

  5. Report membership renewals to the Secretary for the membership database and new or re-activated (2+ years of previous inactivity) memberships to the current President who will send out welcome (or welcome back) letters.

  6. Submit tax returns each year. The tax year is January 1 through December 31. Returns are due by May, 15th each year. An e-postcard (Annual Electronic Notice Form 990-N) is to be filed for years that our gross income is less than $25,000. If the organizations gross income exceeds $25,000 year, Form 990 (or 990EZ) is to be filed. See the IRS website for copies of the necessary forms and information on how to file.

  7. Provide a report of members in good standing to the Executive, Membership, and Communications committees upon request and during the annual business meeting.

  8. Serve as the vice-chair of the Membership & Outreach Committee.

Secretary

The OFWIM Bylaws State in Section 12: "The Secretary prepares the minutes of the annual business meeting and Executive Committee meetings of the Organization. The Secretary shall also maintain the Organization’s mailing list and on-line Membership Registry and provide updated lists to the newsletter editor prior to each newsletter mailing; to Committee Chairs for special announcements and membership drives; and to the Executive Committee and Meeting Planning Committee for correspondence related to the annual business meeting. The Secretary serves as the Vice-Chair of the Communications Committee."

This position is a two year term.

  1. ExComm Minutes. Prepares and distributes the minutes of the Executive Committee meetings. Documents and tracks Action items assigned to members of the Executive Committee.

  2. Final minutes of the Annual Business Meeting of the Organization. Attends and takes minutes from the Annual Business Meeting. Prepares the official copy for the OFWIM Secretary's Notebook and enters the official copy, signed by the President and Secretary.

  3. Maintains the online OFWIM Membership Registry. Enters new member information into the on-line OFWIM Membership Registry. Updates and maintains member information. During the 2 months prior to the Annual Business Meeting, the Secretary keeps in close contact with the OFWIM Treasurer on meeting/conference registrations, new memberships, and membership renewals. The Treasurer will fax copies of all registration forms with new and renewed memberships to the OFWIM Secretary. New member information (email address, organization name, address, telephone, fax, and membership fee) is entered into the OFWIM Registry. Renewal information is cross-checked against the current member's record in the Registry and updated if needed.

  4. Email notification lists. Provides list of member email addresses to the Newsletter Editor prior to each news release and for the Annual Business Meeting announcements. Provides lists of current and past member email addresses to Committee Chairpersons as needed, primarily the Communications and Membership & Outreach Committees.

  5. Serves as the Vice-Chair of the Communications Committee. Participates in conference calls scheduled by the Committee Chair. As a Committee member, reviews newsletters prior to release, helps with publicity and special broadcasts regarding the Annual Business Meeting.

  6. Liaison between all OFWIM Committees and the OFWIM public Web site Webmaster. Serves as a conduit between the Executive Committee and/or Committee Chairs and the OFWIM Webmaster to keep the OFWIM public Web site updated with new content, including: annual conference logistics and information; balloting for new officers and/or proposed bylaws changes; new editions of the newsletter; committee announcements; links of interest; job opportunities; minutes from the Annual Business Meeting; and presentations from the Annual Meeting.

Member-at-Large

The OFWIM Bylaws State in Section 13: "The Member-At-Large serves as advisor to the Executive Committee and coordinates special projects at the direction of the President or Executive Committee. The Member-At-Large also serves as Vice-Chair of the Data Standards Committee. The Member-at-Large also serves as Vice-Chair of the Data Standards and Technology Trends Committee. The Member-at-Large is responsible for coordinating the Hacker's Ball at the annual meeting in coordination with the President-Elect (including logistics, arrangements, and program)."

This position is a one year term.

  1. Advise ExComm. The Member-At-Large serves as advisor to the Executive Committee and coordinates special projects at the direction of the President or Executive Committee.

  2. Participate in ExComm Meetings. The OFWIM Member-at-Large participates in conference calls of the OFWIM Executive Committee, as scheduled by the OFWIM President.

  3. Serve as Vice-Chair of the Data Standards Committee.As Vice Chair of the Data Standards Committee, the OFWIM Member-at-Large participates in conference calls scheduled by the Committee Chairperson. As a Committee member, assists with and participates in activities that work toward the goals and objectives established for the Data Standards committee.