CNBAM

Ever wonder what the various positions on the Executive Board actually do? Here’s a list of the duties of each board position. If you’re interested in serving on the board, email Kami Hammerschmith, President, at kami.hammerschmith@oregonstate.edu.

PRESIDENT

• two year position; elected in spring of odd years
• guides the board towards the completion of the organization’s goals and objectives
• prepares and schedules all meetings, including conference calls; establishes agendas
• conducts annual membership/business meeting
• recruits candidates and oversees election of new executive board members; this includes providing membership with information about positions to be filled
• coordinates approval of budgets and expenditures,with assistance from the secretary/treasurer; signs checks
• recommends the creation of new committees to the executive board, as needed; works with executive board members to appoint committee members
• maintains the policies and procedures, including board position descriptions; recommends changes to the executive board
• appoints audit committee (comprised of two CNBAM members) and meets with audit committee and secretary/treasurer via conference call at end of fiscal year
• provides report at annual business meeting
• writes column for the CNBAM newsletter
• maintains articles of incorporation (to be filed every 10 years; due for renewal in 2010)
• ensures completion of all executive board duties

SECRETARY/TREASURER

• two year position; elected in even years
• prepares and signs checks for payments and reimbursements
• deposits checks
• invoices member newspapers for dues
• collects convention registration fees
• develops annual budget, with input from the executive board, by September 1 annually
• works with the president, executive board and membership to manage expenditures in accordance with the policies and procedures approved annually by the executive board on the advice of the audit committee
• maintains appropriate record keeping for expenditure requests, approvals, purchases and reimbursements
• advises the executive board on investment of funds
• files tax returns/forms
• maintains official records of membership and convention attendees
• records minutes at all executive board meetings and business meetings
• provides minutes and financial reports for business meetings
• conducts membership roll call at annual business meetings
• provides the vice president/public relations with mailing labels for newsletters (six times annually)
• provides the vice president/awards with list of paid members by required date for award entry qualification
• provides quarterly reports to the executive board on financial and membership status
• responds to the audit committee, executive board and membership on results of annual audit of financial records (at close of fiscal year by audit committee)

STUDENT REPRESENTATIVE

• one year position
• organizes and promotes student involvement throughout the year, including posting questions and ideas on the listserve and hosting forums on the website
• organizes and promotes student activities for the convention, including the opening reception
• assists the vice president/awards with the awards presentation at the annual awards banquet
• works with the vice president/awards to provide a “convention in review” presentation at the annual awards banquet
• greets and introduces speakers during the convention
• presents the “Issues Facing Student Managers” session at the annual convention
• writes a column for the CNBAM newsletter
• assists the vice president/membership with recruitment
• submits a proposed budget to the treasurer by August 1
• proposes expenditures to the president

VICE PRESIDENT/AWARDS

• one year position
• organizes the annual CNBAM advertising contest
• recommends changes in the contest rules to the executive board
• works with the vice president/public relations to distribute contest entry information to the membership
• solicits and appoints judges; coordinates judging of all contest entries
• receives contest entries; determines qualification of entries
• orders/creates award plaques, certificates and other items for recognition
• plans and coordinates the annual awards presentation
• works with the student representative to provide a “convention in review” presentation at the annual awards banquet
• coordinates dissemination of entry and winner information to schools, through the newsletter, listserve, website and other means; this includes but is not limited to list of winning entries, comments and critiques from judges, etc.
• sends thank you notes to judges
• submits a proposed budget to the treasurer by August 1
• proposes expenditures to the president

VICE PRESIDENT/CONVENTION PLANNING

• serves one year as convention planner-elect and one year as convention planner;
• during the planner year:
• plans and coordinates the annual convention
• submits a proposed budget to the treasurer by August 1
• proposes expenditures to the president
• provides convention information to the vice president/public relations for dissemination to the membership through the newsletter, listserve and website
• prepares the convention registration form; posts form to website
• arranges for convention speakers, with the assistance of the vice president/convention planning-elect
• plans the convention agenda, with the assistance of the convention planner-elect
• works with the vice president/public relations to produce the convention booklet and other convention materials
• oversees all arrangements with the hotel for meeting space, individual room reservations, meals, etc.
• coordinates convention registration
• makes announcements during the convention
• sends thank you notes to speakers

VICE PRESIDENT/CONVENTION PLANNING-ELECT

• two year commitment; elected annually
• assists the vice president/convention planning for the first year of term; becomes vice president/convention planning for second year of term
• during the planner-elect year:
• submits a proposed budget to the treasurer by August 1
• proposes expenditures to the president
• assists the vice president/convention planning with planning the agenda and arranging for speakers
• coordinates roundtable sessions for convention
• sends thank you notes to convention vendors
• recruits professional members and convention vendors
• works with the vice president/membership and vice president/convention planning to coordinate vendor presence during the convention
• coordinates convention site arrangements for the following year; this includes working with hotels to obtain bids, visiting the convention city and hotels under consideration, and establishing contacts with local media and convention/visitor organizations
• provides vice president/public relations with information on convention for the following year, for distribution to the membership
• chairs site selection committee; this includes recruiting persons to research potential cities and hotels for convention, and reporting findings to the executive board and the membership

VICE PRESIDENT/MEMBERSHIP

• two year position; elected in even years
• chairs the recruitment committee for development of new members; this includes identifying committee members to mail membership information, e-mail and call prospective members, and related activities
• coordinates the annual CNBAM resume book and/or online resume registration project
• organizes contact information on prospective school members
• contacts all members from prior year who have not renewed by November 1 annually
• works with other board members to develop and distribute training material to members
• provides one article annually for the CNBAM newsletter related to training
• works with the past president to coordinate the new member mentor program
• coordinates survey of membership in second year of term to advise board on membership demographics, interests of membership, areas for growth, recommendations for new member services, etc.
• organizes special convention services for members, such as “dinners for eight,” special tours, etc.
• coordinates the annual ADEAS contest and presentation at the convention
• maintains a calendar of CNBAM and related events; this includes regional conventions, professional conferences, training opportunities and CNBAM deadlines
• submits a proposed budget to the treasurer by August 1 annually
• proposes expenditures to the president

VICE PRESIDENT/PUBLIC RELATIONS

• one year position
• serves as editor of AdLinage, the CNBAM newsletter, this includes planning issues, coordinating deadlines, writing and solicitation of articles, design and production, printing arrangements and mailing
• posts newsletter and other information to the CNBAM website
• works with the vice president/member services to produce recruitment and other membership materials
• assists the vice president/convention planning with listserve and website updates to the membership
• works with the vice president/convention planning to produce the convention agenda/booklet, registration packet, nametags and other convention materials
• oversees the activities of the CNBAM webmaster; the webmaster is to make arrangements for site updates by board members, and oversee hosting of the site;
• promotes the CNBAM listserve; this includes insuring that there is a host for the listserve, soliciting members to join the listserve, updating members on policies, etc.
• submits a proposed budget to the treasurer by August 1
• proposes expenditures to the president

PAST PRESIDENT

• two year position
• serves as adviser to the president and executive board
• maintains the bylaws; recommends changes to the executive board for approval by the membership
• advises the executive board of candidates for the CNBAM Distinguished Service Award
• maintains the history of the organization