MAOHN Officer Position Descriptions

MAOHN Officer Position Descriptions

President

Term of Office: 1 year
Qualifications: RN with current active membership in MAOHN. Served one year as President-Elect.

Position Purpose:

  • Serve as chief executive office and official representative of MAOHN
  • Be an ex-officio member of all committees (except the Nominating Committee)
  • Oversee Awards Committee

Responsibilities:

  • Prepare President's annual budget
  • Present goals and objectives at first meeting of the year
  • Plan Leadership Training Retreat for Board, Officers and Committee Chairs
  • Facilitate implementation of Strategic Plan and Needs Assessment
  • Approve bills for payment subject to the limits prescribed by the MAOHN budget
  • Report actions of the Board of Directors at the next meeting of MAOHN
  • Submit written reports to AAOHN as requested
  • Appoint Board Members as liaison to all standing committees and provide input to committee formation as needed
  • Provide leadership for annual evaluation of effectiveness of the committees' goals, strategies, and outcomes
  • Provide ongoing communication to membership through written articles on website and messages at meetings
  • Coordinate/direct interaction of MAOHN with AAOHN staff and officers
  • Appoint Tellers, Parliamentarian and Timekeeper for Board elections for Annual Business Meeting

Meeting Responsibilities:

  • Coordinate and preside over MAOHN Board Meetings and Annual Business Meeting
  • Report actions of Board of Directions at following MAOHN meeting
  • Attend American Association of Occupational Health Nurses Conference (AAOHN) (recommended)
  • Coordinate and publish agenda for all Board meetings
  • Coordinate and preside at program/business meetings (including, but not limited to, introductions, announcements, recognitions, financial reports)

Estimated Time Involvement per Month: 20 hours

President-Elect

Term of Office: 1 year, followed by one year as MAOHN President
Qualifications: Current active membership in MAOHN. A minimum as one term as an officer or on the Board of Directors.

Position Purpose:

  • Succeed to the office of President for one year after serving one year as President Elect
  • In the absence of the President, assume the duties of the President
  • Succeed to the office of the President for the unexpired term in the event of a vacancy in that office
  • Liaison between the Board and the By-Laws and Nominating Committees
  • Liaison on the Team Approach Committee

Responsibilities:

  • Assist President in planning the MAOHN Summer Leadership Conference following the Annual Business Meeting
  • Prepare President-Elect annual budget by the first meeting of the year and submit for approval by the Board of Directors
  • Present goals and objectives at first Board meeting of the year
  • Actively participates in Board decision-making processes
  • Communicate reports/requests from By-Laws and Nominating Committees
  • Receives assignments from the President
  • Present summary of AAOHN Conference business meeting at MAOHN Annual Business Meeting
  • Keep board of Directors Manual current and orient replacement at end of term
  • Coordinates preparation and presentation of By-Laws and Nominating committees' accomplishments
  • Liaison to Team Approach
  • Requests information of members attending the AAOHN conference to organize a social event for Minnesota members at the conference
  • Assume other duties assigned by the bylaws or standing rules of Board of Directors

Committee Recruitment:

  • Request committee volunteers through the February Program announcement and on the MAOHN website requesting members to indicate their preference for committee involvement.
  • Compile recruitment response and forward to next years' Board members after Annual Business Meeting to assist with recruitment of committee chairpersons and members.

By-Laws-related Responsibilities:

  • Recruits By-Laws Committee Chairperson or fulfills the role and assists with selection and formation of the committee
  • Draft By-Laws revisions and submit to the MAOHN Board of Directors for approval, then, they must be submitted to AAOHN for approval
  • Present By-Laws revisions approved by AAOHN, to MAOHN membership along with the annual ballot for electronic voting, 40 days before the annual business meeting
  • If By-Laws changes are approved by membership vote, submit the revised By-Laws to MAOHN Officers and Board, posted on MAOHN website and submitted to AAOHN
  • Contact AAOHN for staff assistance at any time in this process.

Meeting Responsibilities:

  • Attend all MAOHN meetings and conferences
  • Attend all MAOHN Board of Directors meetings
  • Attend American Association of Occupational Health Nurses (AAOHN) Conference (recommended), and provide update at annual MAOHN Business Meeting.
  • Meet with President to help plan the next year
  • Attend Team Approach program planning meetings
  • Presents outgoing President with recognition gift at the Annual Business Meeting.

Estimated Time Involvement per Month: 12 hours

Secretary

Term of Office: Two years
Qualifications: RN with current active membership in MAOHN.

Position Purpose:

  • Responsible for business correspondence as directed by President
  • Record, distribute and archive minutes from Board Meetings

Responsibilities:

  • Prepare secretarial annual budget
  • Distribute Board Meeting minutes within 2 weeks of scheduled Board meetings
  • Actively participate in Board decision-making processes
  • At the discretion of the President serve as liaison between the Board and all Committees
  • Prepare and distribute employer letter of notification of election to MAOHN office
  • Notify AAOHN of any change of Officers immediately following their appointment
  • Maintain Secretary's Manual with current information and provide orientation to manual and secretary's position
  • Facilitate collection of historic records from Board and bring to MN Historical Society in St. Paul, MN. at end of term
  • Prepare copies of previous Annual Meeting minutes for membership and present for approval
  • Review, de-identify and forward Awards Applications to the President

Meeting Responsibilities:

  • Attend MAOHN Board Meetings and Business Meetings

Estimated Time Involvement per Month: 5 hours

Treasurer

Term of Office: 2 years
Qualifications: Current active membership in MAOHN

Position Purpose:

  • Maintain accurate records of all MAOHN financial transactions
  • Chair the Committee of Finance

Responsibilities:

  • Prepare Treasurer's and Finance Committee annual budget by the first meeting of the year and submit for approval by the Board of Directors
  • Present goals and objectives at first Board meeting of the year
  • Actively participates in Board decision-making processes
  • Communicate Board decisions and requests to Finance Committee
  • Utilize Quicken software to manage MAOHN funds
  • Ensure annual crime policy insurance is current and accurate; renew or secure new policy, as needed
  • Manage MAOHN checking account
  • Manage investment(s)
  • Set up and maintain MAOHN account information and verify correct mailing address of Treasurer and/or MAOHN with:
    • Bremer Bank
    • Pay Pal account
    • State of MN - Secretary of State
    • Internal Revenue Service
  • Instruct all Committee Chairs on budgeting process and procedures
  • Prepare annual MAOHN budget based on each committee's budget
  • Collect dues and provide membership status to Membership Committee chair
  • Deposit all monies belonging to MAOHN into financial institution(s) approved by the Board of Directors
  • Pay all bills approved by the President and Board of Directors
  • Keep itemized records of receipts and disbursements and book of accounts
  • File tax forms per State/Federal Law
  • Collect the following for yearly audit (auditor determined by Board)
    • Bank Statements
    • Monthly meeting attendees documentation
    • Any income received required documentation
    • Itemized report for fiscal year
  • Submit the books and records for an annual independent review by an external party appointed by the Board of Directors
  • Assist the Chairman of Tellers to obtain an accurate list of the voting members at least thirty (30) days before the election of officers
  • Keep Board of Directors Manual current and orient replacement
  • Prepare annual Financial Report and submit the audited report to the membership at the Annual Business Meeting
  • Coordinates preparation and presentation of Financial Committee report of accomplishments
  • Correspond with AAOHN and provide the names of new Honorary members who are waived chapter dues following assignment of membership status
  • Notify MAOHN Board and AAOHN of recommendation for dues increase for the next year

Meeting Responsibilities:

  • Attend all MAOHN Board Meetings and Business Meetings
  • Submit written reports and communicates requests and recommendation at each meeting of the Board of Directors
  • Attend committee meetings as needed

Estimated Time Involvement per Month: Varies according to committee assignment - Approximately 4 - 12 hours

Details of Treasurer Responsibilities

Budget Preparation

  • Goal: Balanced Budget
  • Complete income/expense comparison report for past four (4) years
  • Obtain budget requests from each committee
  • Complete the proposed budget spreadsheet
  • Provide budget spreadsheet to Finance Committee for review and recommendations
  • Submit Finance Committee recommendations to Board of Directors
  • Complete the approved budget

Deposits

  • Record source of income and categorize in Quicken accordingly
  • Deposit all checks into MAOHN bank account in a timely manner
  • Keep records of all membership dues and deposit checks from AAOHN into MAOHN accounts
  • Record members check numbers on attendees log for audit purposes
  • Transfer funds from Pay Pal to checking account
  • Monthly Reconciliation Reports
  • Reconcile accounts monthly
  • Print reconciliation reports and submit to President for review and written approval at each Board Meeting (this is required to meet the terms of the bond)

Payment Processing

  • All payments are to be supported by check request or approved by the Board liaison
  • Each Board member or officer has the authority to approve a check request for the budget area in which they are responsible
  • The President and Treasurer are the only Board members with signature authority to dispense MAOHN funds
  • Arrange for payment of all expenses in a timely manner
  • Pay reimbursements only after check requests when receipts are received
  • Record expense payments and categorize in Quicken accordingly
  • Check request forms may be obtained from the MAOHN website: www.maohn.org

Outstanding Checks

  • Maintain for twelve (12) months
  • For any check that is not cashed within three (3) years, the Treasurer needs to try to contact the payee and if the payee fails to respond, the Treasurer will include that amount in the "unclaimed property report" that if filed with the Minnesota Department of Commerce (annually or as needed)

Membership Dues

  • Deposit checks received from AAOHN and/or retiree members
  • Forward copy of membership dues report to Membership Board liaison
  • Request Membership to reconcile the membership dues roster to AAOHN membership roster
  • Assist Membership in reconciling any discrepancies of the membership dues and roster

Program Income

  • Accept Program income via Pay Pal
  • Receive and deposit Program income via checks and/or cash that is received directly by member of Program Committee or Board liaison
  • Treasurer will provide a report of registrants received via Pay Pal and check to Program Board liaison no less than one week prior to event

Monthly Reporting

  • Create account balance report and submit to Board at each Board of Directors and Membership meetings
  • Prepare summary reports to maintain current income/expense reporting to approved budget items.
  • Submit this report to each committee on a bi-monthly basis

Year End Reporting

  • Request and require all deposits and expenses be completed by MAOHN fiscal year end
  • Create annual itemized reports by category
  • Create account balance report
  • Send income/expense reports to CPA for review
  • Prepare and submit Finance Committee report

State Filings

  • Complete annual reporting to the Secretary of State

Federal Filings

  • CPA will determine if Form 990, Return of Organization Exempt From Income Tax, is required to be filed
  • Maintain "tax exempt" status with Internal Revenue Service

Record Retention

  • Check requests and deposit records are to be maintained for three (3) years
  • Check register will be maintained on Quicken with regular backups to another media or location
  • Income Tax forms: Maintained for ten (10) years
  • Articles of Incorporation are permanent records

Audit Committee

  • Appoint audit committee annually, comprised of MAOHN members
  • Provide the following documents
    • Check register
    • Quicken reports-itemized accounts
    • Copies of check requests and receipts
    • Copies of deposit records
  • Committee will:
    • Review and report if the proper accounting is completed as per MAOHN policies and procedures
    • Make recommendations if an outside audit is needed
    • Report audit committee findings at annual meeting

Board of Directors

Term of Office: Two years
Qualifications: Current active membership in MAOHN.

Position Purpose:

  • To serve as a liaison to an appointed MAOHN committee
  • Serve as a Board Member and official representative of MAOHN
  • Provide Leadership and Strategic planning for MAOHN

Responsibilities:

  • Actively participates in Board decision-making processes
  • Serve as liaison between Board and assigned committee
  • Communicate committee reports and recommendations to the Board
  • By summer retreat, recruit Chairperson for assigned committee
  • Assist chairperson with selection and formation of assigned committee
  • By first Board Meeting obtain assigned committee goals/objectives and programs for the up-coming year
  • Assist with development of committee budget by first Board meeting
  • Communicate Board decisions and requests to assigned committee
  • Assist with special committee functions as assigned by MAOHN President or MAOHN Board
  • Keep Board of Directors Manual current and orient Board replacement by the end of term or during Summer Retreat
  • Assure chairperson receives committee book(s) by summer retreat
  • Coordinate preparation and presentation of assigned committee accomplishments at Annual Business Meeting

Meeting Responsibilities:

  • Attend all MAOHN Board Meetings and Business Meetings
  • Attend committee meetings as needed

Estimated Time Involvement per Month: Varies according to committee assignment (approx. 4-12 hours)

Nominating Committee

Term of Office:

  • Member: 2 years
    • Chairperson:
    • The candidate receiving the highest number of votes on the even year shall be chairman the following year.
    • The candidate elected on the odd year shall be chairman the following even year.

Qualifications: Current active membership in MAOHN.

Responsibilities:

  • Chairperson and Nominating Committee Members meet to review the nominating process (found in the MAOHN By Laws) and make any necessary changes to nominating materials.
  • Prepare and submit, if required, a budget to the President-Elect by the first MAOHN Board meeting, using guidelines provided by the MAOHN Treasurer.
  • 90 days prior to the annual MAOHN business meeting:
    • Notify each member of the list of Officers and Nominating Committee members then serving, and whose terms of office expire at the end of the next annual business meeting.
    • Request nominations for elective positions from active members.
  • Facilitate validation of candidates and preparation of ballot, obtaining consent from all persons whose names appear on the ballot.
  • 40 days before the annual business meeting, notify MAOHN members/post the ballot on the MAOHN website (notify Membership/Communications/Webmaster).
  • Prepare and report Committee activities, if required, at the MAOHN annual business meeting, using the MAOHN Committee Report form.
  • Obtain active membership list from Membership/Communications for nominee recruitment, notification(s) and Teller's validation of voting.
  • Receive three qualified MAOHN members from the President to act as Tellers at least 90 days prior to the annual business meeting.
  • Provide any needed orientation to replacement committee members.

Meeting Responsibilities:

  • Attend MAOHN meetings and annual Business Meeting (recommended)
  • Attend all Nominating Committee meetings (required)

Estimated Time Involvement: 10-12 hours

Election Teller

Term of Office: Minimum 90 days prior to the April meeting
Qualifications: RN with current active membership in MAOHN.

Position Purpose:

  • Assure valid election process of MAOHN officers and Board of Directors

Responsibilities:

  • Obtain current roster of MAOHN members from Nominating Committee
  • Receive completed ballots two weeks prior to April meeting
  • Verify validity of ballots
  • Tally votes for each nominee
  • Maintain confidentiality of election results and totals for each nominee
  • Present written tally of votes to President with totals for each nominee prior to April meeting, by Chair of Tellers, with names of other Tellers who counted ballots

Meeting Responsibilities:

  • Attend all MAOHN meetings and Business Meetings
  • Attend all assigned meetings

Estimated Time Involvement per Month: 4 hours total

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