ADSA President - Duties and Responsibilities
From the ADSA By-laws:
Section 2. President.
- The President shall have general supervision of the Association and shall 1) preside over meetings of the Association and the Board of Directors and shall perform such other duties as pertain to the office of President, 2) appoint all committees and representatives of the Association, not otherwise provided in Article V, Section 3.a) of the Bylaws, subject to approval of the Board of Directors, 3) be an ex-officio member of all committees appointed by the Board except as provided for in Article V, Section 1(d) of the Bylaws, 4) jointly, with the Executive Director, sign all contracts with a value between $5,000 and $10,000 and bring contracts in excess of $10,000 to the Board for approval, 5) report on the general condition of the Association at the Annual Meeting.
- In the event of a vacancy in the elected officers of the Association, the President will submit to the Board of Directors for approval the nomination of members to fill this vacancy.
- The President shall be authorized to sign Association checks for disbursement of authorized funds in the absence of the Executive Director or Assistant Executive Director or as the occasion may dictate.
- President shall call meetings of the Board of Directors, and notices of such meetings shall be sent to each member of the Board of Directors not less than twenty days prior to the meeting.
- President shall call for the committee reports to be acted upon at the business meeting of the Board of Directors.
The President is entitled to vote on all matters before the Board, but, by custom, does not vote, except to break a tie. The President is more a facilitator than a decision maker, with limited authority (see above) to act on his or her own. The President presides over three in-person Board meetings each year (the Mid-year in late January and two Board meeting held in conjunction with the Annual Meeting) a board meeting conference call each month, and the Annual Business Meeting of the association. The President is a member of the Executive Committee, the only decision making authority above the Board that is empowered to act between Board meetings on an emergency basis. The Executive Committee supervises the Executive Director, though the President maintains the closest working relationship with the Executive Director. The Executive Director provides support to the President, utilizing staff and outside resources, as appropriate. The President is an ex-officio member of all ADSA Committees, including the ADSA Foundation. The President acts as a resource to the Vice-President in making committee and other appointments, and assigns work/issues charges as necessary, whether in response to matters brought forth, or at his/her own initiative.
The President works to ensure that the Constitution and Bylaws are followed, as well as the ADSA Handbook, especially with respect to national committees. The President works with the Executive Director to set Board meeting agendas, with the involvement of the Vice-President, and with input from the Board. The President customarily reviews and approves the draft minutes of Board meetings/calls, and ensures that minutes are taken when the Executive Committee and Board are in executive session.
The President acts as spokesperson for the association, from time-to-time.
Prior to entering office:
During the year leading up to the Presidential year, develop ideas/contributions that you would like to make during your Presidency, that are consistent with the ADSA Strategic Plan. Think about how you can leverage your role as ADSA President to benefit ADSA more broadly within and outside of the scientific community. Think about utilizing the executive committee and Executive Director in a strategic way before bringing issues and recommendations to the board.
In the month prior to assuming office (at the conclusion of the ADSA Annual Business Meeting), review the ADSA Constitution and Bylaws the ADSA Handbook. If not coming directly from the Board of Directors, review the Board and Foundation minutes from the prior two years.
Send one or more charges to the chairs of ADSA standing committees to accomplish specific objectives, including the due date for annual reports to the Board. If chairs are to provide input into the program committees or symposia, note that this must occur prior to Aug 15th.
Send a memo to each of the ADSA representatives (currently 15) alerting them to their roles, expense reimbursement procedures and annual report requirements. Determine if any can't fulfill their obligations, so that you may find a replacement.
Discuss with the ADSA Treasurer the timing of a draft budget for the following calendar year (note: only ADSA’s fiscal year is the calendar year; all other aspects of ADSA run on a July-to-July year (from the end of one ADSA Annual Business Meeting to the end of the next). The Board must approve the association budget no later than the December Board call.
As of the conclusion of the second Board meeting at the annual conference, ensure that each board member has been assigned to an ADSA Strategic goal, and is clear about the strategic initiatives they will pursue for the next year.
Initiate conversations with the Executive Director to learn of any developments, improvements that could be made, or issues that need to be addressed, whether to do with ADSA or FASS.
Develop a list of mega issues to be discussed by the Board and schedule for upcoming Board calls.
Prior to the August conference call, review the minutes of all of the annual Board meetings, Executive committee meeting, and Joint Executive Committee meeting, if available. Any action items or unresolved issues need to be considered for an Executive Committee meeting, or for the Board call when setting the agenda.
Begin regular phone conversations with ASAS President to discuss joint activities with ADSA and how to work together more effectively to the benefit of the members.
On the August Board call, remind the Board of the need to create their strategic action teams, and a detailed work plan for each strategic initiative they have agreed to pursue, including identification of resources required, so that budget provisions can be made.
Review the administration and governance aspect of the ADSA Strategic Plan in consultation with the Executive Director to identify potential improvements either within operations that ADSA itself controls, or that FASS controls.
Plan to attend the ASAS/ADSA Midwest meeting in mid-March, the Midwest SAD meeting in Feb. If attendance is not possible, determine who will represent ADSA. The ADSA president participates in the Board meetings held in conjunction with these Branch and Division meetings, as well as the open aspects of these meeting.
Approve Board minutes from August Board call and work with the Executive Director to develop agenda for September Board call.
Write the letter from the President for the ADSA fall newsletter. The ADSA staff will request and set a due date. Review past newsletters on the ADSA website for background.
Confirm with the Treasurer that budget preparation is underway and on target for Board approval not later than December.
Begin planning for the Mid-year Board meeting, including any training to be done in conjunction with the Board meeting, and special guests to be invited.
Approve Board minutes from September Board call and work with Executive Director to develop agenda for October Board call.
Make calls to each Board member to ensure timely delivery of strategic initiative action plans, and importance of delivering results to advance ADSA.
Begin working with Vice President on committee appointments and representatives to other organizations, offering to provide support in identifying candidates from the President’s Division.
Approve Board minutes from October Board call and work with Executive Director to develop agenda for November Board call.
Budget should be ready for Executive Committee review, prior to presentation to the full Board on the December Board call.
Develop Joint Executive Committee topics for the Mid-year JEC meeting.
Approve Board minutes from November Board call and work with Executive Director to develop agenda for December Board call.
Send out request for feedback on Executive Director’s performance (annual review is conducted during the Mid-year Executive Committee meeting). Finalize the Mid-year Board agenda and the Executive Committee agenda in early December.
Approve Board minutes from December Board call and work with Executive Director to develop agenda for January Board call.
Presides over the Mid-year Board meeting, Executive Committee meeting, and, together with the President of ASAS, the Joint Executive Committee meetings. Leads the performance evaluation/review of the Executive Director, including setting of goals for the Executive Director for the succeeding year. Attends the Mid-year Foundation conference call. If Executive Director’s contract is set to expire in spring, conduct preliminary discussion with Executive Committee during executive session of the Executive Committee meeting.
Send a reminder out to standing committees and ADSA reps that a report is needed by June 1.
Approve Board minutes from Mid-year Board meeting and work with Executive Director to develop agenda for February Board call.
Communicate with HR for ADSA at FASS the results of the annual review of the Executive Director and compensation adjustments approved by the Board during the Mid-Year Board Meeting (in executive session).
Take the lead with the Executive Committee on negotiating a new employment agreement with the Executive Director, if contract is expiring. Carefully follow IRS safeharbor rules, spelled out in the ADSA Handbook, in the Executive Committee section.
Participate in the Midwest SAD meeting, attending if possible, to address the students there gathered.
Write the letter from the President for the ADSA spring newsletter. The ADSA staff will request and set a due date. Review past newsletters on the ADSA website for background.
Approve Board minutes from February Board call and work with Executive Director to develop agenda for March Board call.
If applicable, complete negotiations with Executive Director on new employment contract so everyone is in agreement, as the current agreement terminates April 15th.
Participate in the ASAS/ADSA Midwest meeting (Midwest full-day Board meeting, and the conference). The President and Executive Director report on ADSA to the Midwest Board. The ADSA President and Executive Director sit on the dais at the Midwest Business Meeting and Awards Ceremony, where the ADSA President delivers a short report.
Begin preparing for the many activities at the Joint Annual Meeting, including the Opening Session and Global Networking Reception address, running the ADSA Annual Business Meeting & Open Forum, and the many internal/committee meetings (staff prepares a schedule for all internal meetings).
Approve Board minutes from March Board call and work with Executive Director to develop agenda for April Board call.
Approve Board minutes from April Board call and work with the Executive Director to develop agenda for May Board call.
Begin planning/agenda development for the Annual Board meetings, Executive Committee Meeting, Joint Executive Meetings and ADSA Annual Business Meeting. With staff support, create invitation list for Presidential reception.
Approve Board minutes from the May Board call and work with Executive Director to develop agenda for June Board call.
Final preparation for all meetings at the Joint Annual Meeting. Executive Committee meeting includes six month update on Executive Director performance.
Approve Board minutes from June Board call.
Attends Annual Meeting. Presides over the Executive Committee, Annual Board Meeting, and the Annual Business Meeting. Attends the Foundation Board of Trustees meeting.