Table of Contents
Board of Directors Responsibilities
The North Carolina Augmentative Communication Association (NCACA) is a nonprofit organization dedicated to providing information and support to nonspeaking individuals, their families and the professionals that serve them. NCACA was started over 25 years ago by individuals in North Carolina that felt there was a need for people to come together and support one another in teaching and understanding alternative forms of communication.
The mission of the NCACA is to provide leadership in the promotion of the best possible communication for people in NC with complex communication needs. Achieving this vision involves partnerships among service providers, educators, researchers, manufacturers, state agencies, legislators, persons with complex communication needs and their families to make augmentative and alternative communication (AAC) known, available and successfully used by all who require AAC support to communicate.
The Board of Directors is composed of the President, President-Elect, Past President, Secretary and Treasurer.
The committees listed under the specific Board member are to report to that assigned Board member. The assigned Board members are to be kept informed of what the committees are doing, status of activities/tasks and are to be invited to committee meetings.
All Board members and committee chairs are required to understand the bylaws and complete tasks as noted in the bylaws.
Responsibilities of the Board of Directors
PRESIDENT: The Long Range Planning and Ad Hoc Committees report directly to the President.
Prior to first board meeting, new President needs to obtain from past President any procedural manuals, current status of goals, issues, projects, concerns, etc. The new President with assistance from the Past President is responsible for conducting an orientation session with the new board and committee chairs. This session can either be held at a board meeting in January prior to the conference or at the board meeting in February prior to the start of the conference if that is the first board meeting of the year.
First Board meeting: This meeting may be held the Wednesday night before the annual conference or may be held sooner than the conference. Invite all outgoing and incoming Board members and committee chairs to the board meeting to facilitate a smooth transition (at least 30 days before scheduled meeting).
President schedules all board meetings (date, time, and place) and notifies board members at least 30 days prior to Board meeting. Develop agenda for each Board Meeting and distribute via email to Board members and committee chairs at least two weeks before scheduled Board Meeting. Introduce all members present during each Board meeting or ensure everyone present knows each other.
Serve as a member of the Long Range Planning Committee. (First board meeting): Briefly ask all Board members and committee chairs to summarize what has been done in the last year and any suggestions for the New Year.
(First board meeting): Provide a packet of information to all Board members and committee chairs with the following information: organizational chart, timelines, by laws, operations manual, list of Board members and committee chairs and contact information. Review by-laws and operations manual with Board members and Committee Chairs.
Conduct meeting: Reviews / accept past meeting minutes
Schedule Next Board Meeting
(First Board meeting): Remind all Board members and Committee chairs that they need to be current (paid) members of the NCACA according to the bylaws.
At the Board meeting the night before the conference, need to ensure that the planning for the next years conference is started (theme, possibility of speakers for conference chair to contact, dates, ideas, etc).
30 days prior to each Board meeting, the President will contact the chair of the Long Range Planning and any ad hoc committee chairs to receive any information/report. If they are not present at the board meeting, the President will share their report(s).
Meet with President-elect prior to first board meeting to exchange information including any relevant written documents.
Meet with Treasurer to transfer information on “bank card”.
Review minutes from board meeting and make any changes prior to the secretary sending to all Board members and Committee chairs.
Remind Committee Chairs to submit reports to their respective Board member prior to each Board meeting.
Solicit goals/timelines from all committee chairs.
Prior to annual conference, coordinate details with Conference chair (assistance with introduction of keynote, welcoming everyone, facilitating the honors presentation, etc.)
Conduct at least 3 board meetings during the year as President.
Mentor the President-elect throughout year as President.
Submit the Presidents column to the Newsletter Editor by the requested deadline.
Ensure the Past President conducts elections (per bylaws) and solicits nominations for Honors of the Association (per bylaws).
Periodically checks on the status of all committees and no more than three (3) weeks after a request was made or one week after a task was to be completed.
At the annual conference, welcome everyone to the conference, conduct any business during the luncheon and assist the past Honors recipient along with the Past President in facilitating the Honors presentation including informing the conference chair and conference planner of items needed for the presentation, etc.
Be visible (assist with registration, if possible).
Review budget lines at first board meeting and assign to various committees as appropriate.
Appoint members to ad-hoc committees as needs arise.
Appoint Committee Chairpersons including co-chairs if needed with approval of the Board of Directors.
Be custodian of all records, reports, correspondence, papers, and official documents of the Association, except as otherwise designated in the Bylaws.
Assume leadership in the development of annual goals for the Association and all standing committees.
Ensure that all information on the web site is current and accurate.
Attend AT Consortium meetings or delegate to another NCACA member.
Succeed to the position of Past President upon completion of term as President. Serve as President for a one year term.
PAST PRESIDENT: The Family/Consumer Affairs and Education Committee report directly to the Past President.
The Past President meets with the President prior to first board meeting to exchange and pass on the past years status of goals, committee projects, etc. Also, assists the President with the orientation training/session for the new Board and Committee Chairs.
Assist the President as needed throughout the year.
Serve as chair of the nominations (elections).
Serve as a member of the Long Range Planning Committee.
Pass on all relevant information about budget and fiscal status, goals, actions and planned actions to the newly elected President.
Succeed to the position of Past-President upon completion of term as President.
Serve as Past-President for a one year term.
Facilitate the process for Honors of the Association.
Presents plaque to President at the annual conference (obtain plaque from Trophy Shop in Raleigh and give receipt to the Treasurer).
30 days prior to each Board meeting, the Past President will contact the chairs of the Family/Consumer and Education committee to receive any information/reports. If they are not present at the Board meeting, the Past President will share their report(s).
PRESIDENT-ELECT: The Conference Committee reports directly to the President-Elect.
The President-Elect ensures the year is spent increasing knowledge of the NCACA and the organizational structure.
Main responsibility is to serve as parliamentarian and bylaws expert for the Association. The President-elect is responsible for seeing that any changes in the bylaws that are approved by the membership are incorporated into printed copies of the NCACA Bylaws, disseminated to the Board and Committee Chairs and published on the web site.
Preside over all meetings of the Association and the Board of Directors in the absence of the President.
Perform such executive duties as may be designated by the President.
Succeed to the Presidency in the event of resignation or incapacitation of the President.
Succeed to the presidency upon completion of term as President-Elect.
Serve as a member of the Long Range Planning Committee.
Works with the Conference chairs to keep abreast of the conference and any issues and report to the President.
Assist the President as needed.
Make any approved changes to the bylaws as to keep them up to date.
Contacts the Conference chair 30 days prior to Board meetings to receive any updated information/report. In absence of the Conference chair at the Board meeting, the President-Elect shares this report.
Review the terms of committee chairs in October or November to determine which committee may need new chairs. Solicit possible names of members to chair committees and finalize committee chairs by December 15.
SECRETERY: The Newsletter and Program Committees report directly to the Secretary. The Secretary is responsible for keeping all records from meetings up to date, keeping a list of all Board members, committee chairs and any appointed committees.
Receive any past information/documents from outgoing secretary.
Record the minutes of all official business meetings of the Association and Board of Directors. Minutes should include: date, place, members present/absent, and treasurer’s report, summary of committee reports, old business and any new business.
Upon completion of typed minutes, secretary should send to the President for review prior to sending to Board members and committee chairs. Minutes should be sent to the President within 3 weeks of the meeting. The President will review and make any changes and send back to the Secretary within 10 days of receiving the minutes. The secretary should make any recommended revisions and send final minutes to all Board members and committee chairs within 7 days of receiving the corrections from the President.
Append copies of all reports submitted to the Board of Directors to the minutes of the appropriate meeting.
Assist the webmaster with current information regarding Board members and committee chairs. Develop contact list of Board members and committee chairs within 30 days of the annual conference. Distribute to all Board members and committee chairs.
Keep up-to-date records of all Association officers, representatives, appointees, and committee personnel.
Be elected to and serve as the Secretary for a two year term (beginning in an even numbered year).
30 days prior to each Board meeting, the Secretary needs to contact the chairs of the Newsletter/web site and Program committees to receive their report for the board meeting. In their absence, the secretary represents them at the board meeting.
At end of term, meet with new secretary and exchange all relevant information including hard copies of documents, minutes, etc.
TREASURER: The chair of the Membership/Publicity committee reports directly to the Treasurer.
Serve as the financial officer of the Association.
Transfer name on “card” at bank as soon as term begins.
Meet with out going treasurer to transfer checkbook/account information, status of accounts, etc. • Receive checks from membership chair and deposit within two weeks of receipt. Send receipts of membership dues via email or regular mail within two weeks of receiving check.
All receipts written will be kept for two years then expunged.
Prepare budget reports for board meetings noting the general money available and funds available for family/consumer and student scholarships.
Write checks to scholarship recipients at the annual conference for approved hotel stipend. • Receive any membership checks from the conference planner and deposit.
Coordinate financial responsibilities from the association with the conference planner.
Upon receipt of invoice for AT consortium dues, send check to the designated person.
30 days prior to Board meetings, the Treasurer will contact the chair of the Membership/Publicity committee to receive any information/reports. If they are unable to attend the Board meeting, the Treasurer will share this information.
Receive and account for all monies bestowed upon the Association, including: maintaining and balancing a monthly ledger and reporting this information to the Board at each meeting for review and approval; Ledger must be budget line specific and demonstrate assets and liabilities reflective of key, separate categories to include but not limited to membership dues, convention income and expenditures, newsletter and web site; Balancing liabilities against assets at the end of the calendar year; accounting to any grant agencies receipt of funds;
Disburse funds according to the following guidelines: A written request for reimbursement shall be submitted, along with specific information about disbursement, along with a receipt for past expenditures;
Board approval will be required for expenditures greater than $100.00 over budget;
Upon Board approval of a budget, the Treasurer shall provide each Committee with an accounting on monies appropriated and monies spent upon request during the year. Each Committee request for disbursement must be clearly be designated for the Committee’s use.
Maintain certifiable and current accounts of all receipts and disbursements of the Association.
Disburse monies as approved or directed by the Board of Directors and its representatives. The Association’s monies shall be kept in an account which will require the signature of the treasurer for withdrawal.
Prepare and submit a financial report once a year and such financial reports as are requested by the board of Directors.
File tax returns as required by law. Federal tax ID number: 581514529Transfer all monies and records to the incoming Treasurer and receive a receipted accounting of said transfer.
Develop a budget with input from the Board of Directors and Committee Chairs.
Be elected to and serve as treasurer for a two-year term (beginning in an odd numbered year).
Back to top
Responsibilities for Committee Chairs and Co-Chairs
COMMITTEE ON MEMBERSHIP/PUBLICITY:
Membership Chair: These tasks may be delegated or shared with the Publicity co-chair or members of the committee.
Receive all membership information from previous membership chair.
Ensure new membership forms are available at the conference for new members to complete.
Contact interested members to serve on this committee as noted on their membership forms.
Send out membership renewal invoices in December.
Receive checks for membership and either deposit at bank or mail to Treasurer. If deposits check, then responsible for sending receipt via email or regular mail to new members within two weeks of receiving their membership form and check. All receipts written will be kept for two years and then expunged.
Review information on membership form and provide interest in specific committees to the specific committee chair and the President within 30 days of receiving the membership form.
Assemble and publish annual membership directory by the end of May of each year and email to all members. Update membership list once per month.
Provide an updated membership directory to be published in the 2nd newsletter and mailed to all members.
Develop an email directory of members to use for email blasts/communication among members, etc.
Submit an annual report and such other reports as may be requested by the Board of Directors.
Chair shall serve a two year term.
Chair is responsible for passing on all membership information/documents to new chair.
Appoint an interested member(s) in assisting with Publicity.
Ensure membership form is current on the web site by providing this information to the webmaster.
30 days prior to each Board meeting, provide report to the Treasurer on committee activities.
Publicity Co-Chair: These tasks may be shared or delegated to the membership chair or members of the committee.
Develop brochures as requested.
Prepare public announcements to promote the NCACA and its objectives.
Work with the Conference Chair as necessary for conference publicity.
Coordinate with the Conference chair a display table for recruitment and information regarding NCACA at the annual conference and other applicable meetings.
Serve as custodian of Association picture albums and promotional displays.
Work with NCACA webmaster to update information about the organization.
Serve a two-year term.
Ensure all information is passed on to the next Publicity chair
COMMITTEE ON PROGRAMS:
Contact interested members to serve on the committee once information has been received by the membership chair.
Coordinate at least one program per calendar year.
Provide input and/or suggestions for program topics presented an annual Board/Committee Chair meeting or alternate Board meeting.
Contact prospective speakers and make all necessary arrangements for the programs.
Submit report to the Secretary 30 days prior to each board meeting on committee activities.
Serves a two year term.
COMMITTEE ON THE CONFERENCE:
Conference chair needs to periodically meet with the conference planner and co-chair to ensure all details of the conference are reviewed and understood by all.
Meet with board in February to develop a theme and potential speakers for the following year’s conference. Determine a proposed budget for speakers.
Meet with conference planner to confirm date and location for following year’s conference. Make all necessary arrangements such as conference location, date, food, accommodations, and arrangements for the speakers along with the conference planner.
Contact potential speakers, negotiate speakers honorarium, and confirms as found. This typically occurs in March/April in order to ensure speaker’s schedules are available.
Work in conjunction with the Membership/Publicity Chair, as necessary, to publicize the conference.
Prepare and submit a report on committee activities to the President elect to the Association thirty days prior to each Boar meeting.
If a keynote speaker is confirmed that resides outside of NC, develop contract with speaker including not presenting in the state within a 30 day period of the conference.
In June, update call for papers to include this year’s current information. Distribute to organization. Use personal contacts, request others to pass along, share with web site chair to post online, provide to conference planner to distribute on mass email listing. Set deadline for receiving call for papers for August 1.
Solicit additional sessions as needed. Compile submitted sessions into brochure format. Sessions should include title, presenter (two per session are given speaker discount) name and credentials, abstract (50 words or less), 3 learner outcomes, and audio-visual needs. Contact Education Committee representative to assist with educational outcomes. Sessions can be grouped according to theme and within tracks.
Keep the President Elect informed as to the progress of the conference.
Obtain board approval for registration fees as proposed by conference planner prior to brochure being finalized.
Meet with conference planner by beginning of September to review brochure/program. Update hotel information from planner.
Work with conference planner to post brochure on registration web site, email to distribution list, and share with other professional contacts.
Provide abbreviated brochure with highlights in hard copy format to be distributed at AT EXPO in November/December.
Coordinate process for student scholarships: Student scholarships are now included in the general session call for papers. On the same form used for the conference, there is a student scholarship poster box to be checked and returned to the chair in the exact same format as the general call for papers.
The due date is typically extended to the middle or end of the semester so that students have ample time to meet with advisors, etc.
An email is sent to the University contacts and Perry Flynn to disseminate to other programs.
Applications are received and reviewed.
Applications are accepted/denied (we usually accept all due to the low response level) by the end of the fall semester or beginning of the spring semester.
Scholarships are awarded to ONE student per poster and include membership and student rate to attend conference.
Confirmation letters and statements of responsibility are sent to students in January confirming times to be present at poster (during breaks, before sessions) and general guidelines (see next section).
Confirm sessions with presenters, including time and date of sessions. Conference planner will confirm numbers closer to the conference.
Meet with conference planner in November/December to confirm meals, rooms, scheduling, etc.
Confirm with President and Current Honors recipient in January of day for honors presentation, items needed for presentation and items/room needed for the Board meeting at the conference.
Coordinate plans if needed to pick up speakers at airport and take back to the airport.
Assign duties to conference committee members attending the conference: introducing speakers, collecting money for make and takes, supervising student scholarship recipients, assist at registration desk, etc.
The Wednesday before the conference, help set up vendor hall, assist conference planner at the registration desk, attend board meeting to present final information for conference.
During the conference, troubleshoot as needed, make necessary announcements, introduce keynotes, assist at the registration desk, monitor sessions for needs/concerns.
After the conference, review data with conference planner. Submit final report along with conference planner within 90 days of the last day of the conference.
In coordination with the Treasurer, prepare and submit a report to the President-Elect on the budget of the conference and provide necessary records and information to the co-chair for the next year’s conference thirty days following completion of the conference.
Report to board regarding plans for upcoming year and comments/concerns from conference evaluation forms at the board meeting following the conference.
Chair serves a two year term.
Communicate with chair regarding theme/keynotes in July.
Confirm with Board of Directors the fees for vendors/exhibitors at the conference.
Update vendor call for exhibits/vendors for current information.
In August/September, email vendor requests to your contacts and ask to pass along, including NCACA webmaster.
Solicit additional vendors/new vendors.
Request silent auction and raffle items from each.
Confirm in December/January with vendors.
Collect silent auction items as submitted and those solicited.
Contact all vendors with expectations/times/locations in January.
Attend the board meeting at the conference to share and update board with information.
Setup and assist vendors in the exhibit hall.
Label and assign silent auction items.
At the conference, man the exhibit hall; assist vendors with concerns/needs.
Friday pm at the conference (time posted in brochure), post/announce silent auction winners.
Distribute items and collect money. Give money/checks to Treasurer.
Disassemble and break down vendor hall.
Assist at registration table as needed.
Contact vendors post conference with thank you notes.
Co-chair serves a two year term and then becomes conference chair.
COMMITTEE ON THE NEWSLETTER AND WEBSITE:
Contact interested members to serve on the committee once information has been received by the membership chair.
Prepare and disseminate at least two newsletters per year with distribution dates of: February or March and the 2nd one for September or October. One newsletter shall be provided in hard copy by direct mail to include the membership directory and the other may be provided by direct mail or via the web site and emailed to members.
Assign and solicit articles for the NCACA newsletters.
Work with the Board to select a topic for each newsletter.
Edit and prioritize articles for inclusion in each issue of the Newsletter.
Arrange for publication of each issue of the Newsletter.
Prepare and submit reports on Committee activities to the Secretary to the Association thirty days prior to each Board meeting.
At the conference board meeting, discuss the theme for each newsletter and assign responsibility for various columns.
Work with the webmaster (if different from the Newsletter Chair) to keep information updated on the web site
Send each newsletter to the webmaster to put on the web site
Keep a hard copy of all newsletters developed and pass on to the next newsletter chair.
Newsletter and Web site Chair (webmaster) shall serve a two-year term.
Web Site Chair (Webmaster):
Webmaster will maintain and update the web site, publish newsletters, membership list and other information approved by the President on the web site
Webmaster will share passwords with the President, Secretary and Newsletter chair. At the approval of the President, the passwords may be provided to other committee chairs to assist with the web site
The web site belongs to NCACA and the fees will be paid by the Treasurer.
Web site chair will serve a two-year term.
COMMITTEE ON LONG RANGE PLANNING:
30 days prior to Board meetings, submit report on committee activities to the President.
Review operations manual annually and make any changes or updates. The LRP chair will be responsible for ensuring the current operations manual is available on the web site
Work on tasks/issues as assigned by the President and/or the Board of Directors.
Keep abreast of AAC issues in the state and on the national level as it pertains to service delivery in North Carolina.
Provide information/suggestions to the Board of Directors on current AAC issues.
At end of term, meet with new LRP chair and share any pertinent information/issues that need to be addressed or continue to be relevant to this committee.
Develop short and long term goals for the Association and submit to the board at the conference board meeting.
COMMITTEE ON FAMILY/CONSUMER AFFAIRS:
30 days prior to Board meetings, submit report on committee activities to the Past President.
Disseminate family/consumer scholarship forms by November.
Encourage family/consumers to attend the annual Conference and programs sponsored by the Association.
Provide outreach to family/consumers to promote membership in NCACA and participation in its activities.
Provide updated information/scholarship form to newsletter chair to put in the 2nd newsletter of the calendar year.
Provide updated information to the conference chair by September to ensure accurate information and deadline is noted in the conference brochure.
After deadline has passed, review scholarship forms and inform President of recipients and amount of financial assistance for each.
The President will share information with the Board of Directors and will inform the Family/Consumer Affairs Chair which scholarship applications were approved by the 20th of January.
Notify scholarship recipients and inform them how they will be reimbursed at the conference.
Notify the membership chair of the scholarship recipients as they receive free membership in NCACA for one year. Scholarship recipients will be asked to complete a membership form so their information can be included in the membership directory.
Contact all families/consumers who completed a membership form and conduct a needs assessment in regards to how NCACA can assist them.
Provide family/consumer information/tidbits in the newsletter and/or on the web site
Request assistance from any interested members once this information is received from the membership chair as to how they can help with this committee.
Chair shall serve a two year term.
Chair shall serve a three year term.
COMMITTEE ON EDUCATION:
30 days prior to each Board meeting, submit report on committee activities to the Past President.
Contact interested members in helping on this committee as noted on their membership form (info received from the membership chair within 30 days of receipt of the membership form).
Develop goals at the annual conference Board meeting with input from the Board of Directors and committee chairs.
If requested, maintain a mentor list of interested NCACA members to assist other professionals/members with questions related to AAC, funding, etc.
Appoint at least one committee member to the Conference committee to assist with the CEU process for the annual conference.
Represent the NCACA at awareness events.
Gather and disseminate current AAC-related educational opportunities.
Investigate models of service delivery regarding augmentative communication training.
Evaluate the needs, statewide, for training of professionals, paraprofessionals, etc., in the area of augmentative communication.
Complete tasks as requested by the President and/or Board of Directors
Committee on Nominations:
The Past President serves as chair of this committee.
Nominations for outgoing officers are solicited in August through September via email, web site, or phone calls.
A slate of candidates is prepared by the Past President from among the membership with the consent of the individuals named in October and presented to the President by October 15 for review.
A ballot will be prepared by the Past President and presented to the membership by October 30 in the Newsletter (if hasn’t been distributed yet) and/or sent via email or post office if no email is on file with clear directions on how to complete and return the ballots such that the votes will not be missed or duplicated.
The deadline for the election will be 30 days once the ballot has been disseminated to the membership.
The Past President will receive all ballots and will tally results and present them to the President by December 15.
The Past President will notify the new officers by December 20.
Honors of the Association:
The Past President will place in the 2nd Newsletter or distribute by email by October 1, a nomination form calling for nominees for the Honors of the Association. The nomination form will describe the criteria, justification needed and who to send the completed nomination form to. Nominations without a justification will not be accepted. The nomination form will also be put on the web site All nominations with justification will be due to the current honors recipient by November 1.
The current honors recipient will send an email or a hard copy of the nominees and the justification for each one to all previous honors recipients by November 20. Prior Honors recipients will be asked to note their choice and return this nomination form to the current honors recipient by December 20.
The current honors recipient will be responsible for receiving ballots, tallying the results and coordinating the presentation of the new Honors recipient at the next NCACA annual conference including getting the plaque for the recipient. The plaque can be ordered from the Trophy shop in Raleigh, NC.
Other ad-hoc committees as developed by the President.
Back to top
The Board Calendar (January through December)
President schedules first Board meeting. Meeting can be held in January or at the annual conference (Wednesday night before conference begins).
President notifies the Board of Directors and Committee chairs of the first board meeting. • Treasurer notifies the President if a new bank card needs to be signed.
Family/Consumer affairs chair receives scholarships and presents them to the President for review 3 days after deadline.
The President informs the family/consumer chair by January 20 which scholarships have been approved by the board and for the amount.
The family/consumer chair notifies the scholarship recipients within 3 days of notification by the President.
If the family/consumer chair receives additional applications, the President will be notified and then the board will approve on a case by case basis (determined by availability of scholarship funds).
Conference chair notifies the President of number of student scholarships. President shares information with the Board to ensure sufficient funds are available.
New officers contact previous officers to share information to assist with a smooth transition.
Current Honors recipient coordinates/contacts members for assistance with the Honors luncheon/presentation at the conference and orders plaque for new recipient.
Newsletter chair solicits articles/information for the 1st newsletter.
President provides information to Webmaster regarding Board members and committee chairs to update web site
Conference co-chair confirms with vendors/exhibitors expectations/times/locations, etc.
Treasurer completes tax statement for previous year
President conducts Board meeting the Wednesday night before the conference.
1st newsletter is either distributed at the conference or mailed by the end of February or mid March to NCACA members.
Family/consumer affairs and conference chairs notifies the membership chair of all scholarship recipients. After membership forms are completed by the recipients, these forms are given to the membership chair.
Final preparations for the conference occur.
Membership chair gives any checks received for membership to the Treasurer at the conference. This is an on going task for the Membership chair (checks mailed to Treasurer in a timely manner after receiving them within one week of receipt).
If the first newsletter was not completed in February, then the Newsletter chair will publish and distribute the newsletter to all NCACA members by mid March.
Webmaster updates web site regarding recipient of the Honors of the Association.
Conference Planner provides membership chair with members who joined with their conference registration.
Membership chair compiles information from the membership forms regarding committee interest and submits this information to the President.
Once the President receives the committee interest list from the membership chair, distributes to the appropriate committee chair by the end of March.
Membership chair develops an email directory of all members who provided this information on their membership forms by the end of March.
Secretary develops list of Board members and committee chairs within 30 days of the annual conference and distributes to the respective Board members and committee chairs.
Conference chair contacts potential speakers by the end of this month or April and confirms availability.
Conference co-chair sends out thank you notes to all vendors and exhibitors.
By April 1, all committee chairs shall prepare and submit an annual plan of their goals and proposed activities to their designated Board Member and President.
Committee chairs contact interested committee members received from the President or Membership chair by the end of April.
Membership chair publishes the membership directory and distributes to all members. This can be via email with an updated one sent via mail later.
Conference chair sends out a “Call for Papers” for the next year’s conference, including the student scholarship information. Call for papers is also put on the web site by the webmaster.
President schedules second Board meeting to be held this month or next.
Conference co-chair sends out information to exhibitor/vendors for the 2010 conference.
Conference co-chair continues to contact possible vendors/exhibitors and distributes information as needed.
Newsletter chair sends an email to Board members and committee chairs soliciting articles/information/columns for the 2nd newsletter.
Conference chair receives “call for papers” by August 1. Reviews submissions and solicits assistance for additional sessions as needed.
Conference chairs and conference planner meet and begin developing brochure. Brochure should be finalized by end of this month.
Conference co-chair email information to possible vendors/exhibitors for next years conference.
Conference brochure is finalized and information given to the conference planner by September first.
Second newsletter is completed and distributed by the end of September or middle of October.
Past President includes the nomination form for Honors in the 2nd newsletter. If the 2nd newsletter has not been distributed by September 30, then the Past President will provide an email blast with the honors nomination form attached for the membership chair to send out to all members by October 1.
Past President includes a nomination form for President elect and either secretary or treasurer depending on the year noted in the bylaws in the 2nd newsletter. Nomination form is sent to the Newsletter chair to publish in the newsletter. Nomination form is also sent to the webmaster to put on the web site
Family/consumer affairs committee chair provides a scholarship form to be included in the newsletter and also on the web site
If 2nd newsletter was not published in September, then it should be distributed by the middle of October.
An updated membership directory is included in the 2nd newsletter provided by the membership chair.
Conference chair develops post card type announcement to be distributed at the NC AT Expo and any other upcoming workshops.
President schedules and conducts third Board meeting. This meeting may be held in September if the second Board meeting was in June.
Conference chair provides dates of conference and any information to the webmaster for posting on the web site
Conference chair confirms sessions with speakers.
Family/consumer affairs chair works with the Publicity co-chair and contacts representative for the AT Expo to distribute scholarship forms for the NCACA conference.
The Past President assembles the list of nominations for officers (ballot) from among the membership to the Board for their approval by October 15. Past President also ensures that the nominees are members of the Association. The deadline for the elections will be 30 days once the ballot has been disseminated to the membership. The Past President sends this ballot to the membership chair to send out to all members in an email blast.
President-Elect reviews the terms of committee chairs and as needed, solicits members to chair committees. This can be done in October.
Current honors recipient receives the nominations for Honors of the Association by November 1.
Conference chair meets with conference planner either this month or next to confirm meals, rooms, etc.
Conference chair reviews student scholarship applications and accepts/denies them.
Membership chair sends out next year invoices/renewal reminders for membership to all current members.
Membership chair updates membership form on the web site
Past President receives ballots and will tally results and notifies the President and Board of the elected officers by December 15.
Past President notifies the new officers by December 20.
Past President orders plaque for President.
President-elect finalizes committee chairs by December 15.
Current Honors Recipient develops a ballot of nominations with their justifications received for Honors of the Association and sends either via email or regular mail to all past Honors recipients. A deadline is noted on the ballot.
Current Honors recipient reviews ballots and notifies past honors recipients of the new Honoree and coordinates the Honors presentation at the conference.
Conference chair notifies student scholarship recipients either in December or the beginning of January.
The current honors recipient will send an email or a hard copy of the nominees and the justification for each one to all previous honors recipients by November 20. Prior Honors recipients will be asked to vote and return this nomination form to the current honors recipient by December 20th.