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Executive Board 2007-2008

Below are listed the general procedures for the Executive board and then linked to each of our current officers are the specific duties of each of our executives.

Kori Zaba, Lori Huepers, Lori Kusnerik and Shirley McGraw

President --- Shirley McGraw Vice-President -- Lori Kusnerik

Secretary --- Kori Zaba Treasurer --- Lori Huepers

Ex-Officio --- Rose Byrdlon-Griggs

HR Representative --- LaDona Landry

EXECUTIVE BOARD PROCEDURES

PURPOSE:

To be responsible for general activities and operations of the UTMB Support Staff Professionals.

MEMBERSHIP:

The Executive Board is comprised of the President, Vice President, Secretary, Treasurer, and Director of Human Resources or designated representative (ex-officio) and past President (ex-officio).

TIMEFRAME:

The term of office for UTMB Support Staff Professional’s officers is September 1 through August 31. The Executive Board activities and responsibilities will be scheduled during this period.

ORGANIZATIONAL MEETING:

The first meeting will be called by the President of the organization in mid-August. Members of the Executive Board and newly elected Executive Board will be asked to attend this meeting to exchange information necessary for continuity during the transition period.

MEETINGS:

Meetings will be determined by the Executive Board and called as necessary. They should be scheduled, however, on a routine basis to provide time for discussions, planning and implementation of club activities as well as to discuss and plan activities for the upcoming luncheon. It has been recommended that the Executive Board meet a minimum of three times during each fiscal year. Quarterly meetings of the Executive Board with Committee Chairpersons also provide enhanced communications and opportunities to discuss club business.

VOTING:

The majority vote (more than half the votes cast) shall be utilized to make decisions.

EXPENSES:

Expenses of the Executive Board will be paid by the organization. Requests and receipts for expenses should be submitted to the Executive Board for approval.

RESPONSIBILITIES:

A.     Make final decision and give approval on matters relating to all major projects as well as financial expenditures of the organization.

B.     Initiate formation of standing and ad hoc committees of the organization annually.

C.     Obtain approval from UTMB Administration for special projects of the organization.

D.     Discuss, plan and implement special projects for the organization.

E.      Coordinate plans for monthly meetings with Committee Chairpersons.

F.      Review and revise procedural guide in order that a final copy may be presented in August.

FINANCIAL PROCEDURES:

The Treasurer will handle the overall financial matters of the organization and report to the Executive Board on a monthly basis. At the first meeting of the Executive Board it will be decided to maintain the interest bearing checking account. The past officers will go with the new officers to change the signature cards at the bank and in the Division of Fiscal Services.

All money collected by the organization (raffles, special projects, seminar registration, etc.) will be turned into the Treasurer weekly. The Treasurer will make monthly deposits unless there is a need for deposits to be made more often.

The Treasurer will handle returned checks. The individual will be contacted upon receiving the returned check and asked to pay the amount of the check plus service charge. If it is not paid by the end of the month, the individual will again be notified. Members with outstanding returned checks or delinquent accounts will not be permitted to attend the monthly meetings until debts are cleared.

MINUTES AND REPORTS:

Informal minutes should be taken and maintained by the Secretary to serve as a record of planned activities and assignments.

EX-OFFICIO:

The immediate past President shall serve in an advisory capacity to the Executive Board to insure continuity in handling matters coming before Support Staff Professionals and in giving direction toward Support Staff Professionals goals. The ex-officio will not be able to cast a vote at Executive Board meetings.

DUTIES AND RESPONSIBILITIES OF OFFICERS:

PRESIDENT:

A.     Preside at monthly meetings of the UTMB Support Staff Professionals.

B.     Serve as Chairperson of the Executive Board and prepare agendas.

C.     Provide a mechanism for routine exchange of information on committee activities, e.g. Executive Board meetings.

D.     Seek advice of Ex-officio Members and keep them informed of organization activities.

E.      Reserve room for the next year’s monthly meeting in June.

F.     Distribute questionnaire on committee participation (volunteers), ideas and suggestions in order to formulate committees, obtain program/educational ideas, etc. No later than September 15.

G.     Organize September meeting to include invitations to special guests, order flowers for officers and Committee chairpersons; recognize individuals for outstanding service, etc.

H.        Plan and conduct transitional meeting of new Executive Board in August.

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VICE PRESIDENT

A.     Preside at monthly meetings of the organization in the event of the President’s absence.

B.     Serve as Ex-officio member of the Publicity/Historical, Program, Educational and Professionalism Committees.

C.     Participate in activities at monthly luncheon meetings and other activities as assigned by the Executive Board.

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SECRETARY

A.     Keep an accurate and current membership database for the organization that includes mailing address, telephone extensions, classification and month of birth.

B.     Maintain the membership database and e-mail group.

C.     Takes, prepares and distributes Executive Board minutes with approval of President before distribution.

D.      Maintain a file of the announcements and programs of each monthly meeting held during term of office.

E.      Serve as Ex-officio member of the Fellowship (Social and Membership) Committees.

F.     Participate in activities at monthly luncheon meetings and other activities as assigned by the Executive Board.

G.     Maintain and revise Procedural Guide and Bylaws.

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TREASURER:

A.     Collect and account for all membership dues, luncheon money, outstanding accounts and any other monies generated by the organization. Handle monthly IDT reservations.

B.     Prepare a monthly written financial report to be reviewed by Executive Board.

C.     Prepare an annual financial report to be distributed at the September luncheon meeting.

D.     Make monthly deposits and issue checks for all expenditures of the organization.

E.      Serve as Ex-officio for the Hospitality, Volunteer, Arts & Crafts and Ways & Means Committees.

F.      Keep list of paid new membership for announcement at the monthly meetings.

G.     Participate in activities at monthly luncheon meetings and other activities as assigned by the Executive Board.

H.     Maintain a listing of delinquent accounts and inform the Membership Committee Chair each month. Inform members of the reservation policy when necessary.

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