Duties and Responsibilities
of the Board of Directors

May, 2008

President

• Conducts the business of SHRA in accordance with these Bylaws and Constitution, and serves as chairperson of the Board of Directors.
• Facilitates the development and implementation of short- and long-term strategic planning for SHRA.
• Presides over the activities of all board members and standing committees to ensure the accomplishment of SHRA’s goals and objectives.
• Monitors the use, accounting and handling of SHRA’s funds.
• Chairs all meetings of the Board of Directors and General Meetings and is responsible for the agendas of these meetings.
• Issues notice of board meetings to each board member, specifying date, time and location of meeting.
• Distributes to the district director, state director and SHRM headquarters all required SHRA-relevant election results, announcements, newsletters and/or other information.Maintains historical data on the activities of the SHRA during the current term as President and prepares the SHRM Chapter Activity Plan.
• Transmits all necessary election information to membership; notifies SHRM headquarters of the results.
• Creates such committees as necessary to conduct the business and pursue the objectives of SHRA.
• Promotes and presents SHRA in whatever way and through whatever means possible.
• Maintains a current active SHRM membership.  Dues shall be paid by SHRA.
• Serves as a member of the HR Florida State Council and attends meetings as required.  Represents the State Council to the SHRA Board and to general membership.
• Communicates state, area and/or local goals, policies and programs to SHRA members.
• Attends all monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

  President Elect

• Serves as President-Elect and shall be placed on the ballot by the Nomination Committee as President for the following year.
• Assists the President in overseeing all activities of SHRA.
• Performs all special projects as assigned by the President.
• Upon request or upon assignment by the President, assists all officers in performing their responsibilities.
• Makes necessary arrangements and reservations for General Meetings; negotiates and contracts with meeting facilities; plans and selects menus; plans special events as required.
• Arranges for year-end board appreciation.
• Prepares and distributes the SHRA Annual Report.
• Assists in promoting and representing SHRA as directed by the President.
• Attends conferences, job fairs and seminars as directed by the President.
• Functions in the temporary absence of the President in respect to all duties and responsibilities of the President.
• Shall automatically accede to the Presidency in the event the President is permanently unable to fulfill the elected term of office.
• Participates in the development and implementation of short-term and long-term strategy planning for SHRA.
• Completes other assignments as requested by the President or the Board of Directors.
• Attends all monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

 Vice President

• Serves as successor to the President-Elect and shall be placed on the ballot by the Nomination Committee as First Vice President for the following year. 
• Upon request or upon assignment by the President, assists all officers in performing their responsibilities.
• Coordinates the selection and issuance of the annual LeRoss Parker HR Scholarship award.
• Coordinates the selection and issuance of the SHRA HR Professional of the Year and the Volunteer of the Year awards.
• Coordinates the issuance of the Volunteer Recognition certificates.
• Coordinates certification study group activities.
• Assists in promoting and representing SHRA as directed by the President.
• Performs all special projects as assigned by the President.
• Functions in the temporary absence of the President in respect to all duties and responsibilities of the President if the First Vice President is unavailable.
• Shall automatically accede to the First Vice Presidency in the event the First Vice President is permanently unable to fulfill the elected term of office.
• Participates in the development and implementation of short-term and long-term strategy planning for SHRA.
• Completes other assignments as requested by the President or the Board of Directors.
• Attends all monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

• In accordance with these Bylaws and Constitution, keeps and maintains the records of all board and general membership meetings.
• Transcribes and distributes copies of minutes of board and general meetings (if taken) to each board member.
• Updates webmite with approved copies of board meeting minutes.
• Files and maintains the following in SHRA’s permanent records:  original Bylaws and Constitution and dated copies of each amendment to the Bylaws and Constitution; list of current officers, committee members and general membership; copies of all SHRA publications; approved and signed minutes of all Board of Directors meetings and any taken at general membership meetings.
• Maintains and updates the SHRA library (books, references, presentation materials, policies, etc.) to complete an organizational history.
• Maintains supply of SHRA stationery and envelopes; places order when necessary and distributes to board members as requested.
• Chairs a telephone committee, organizing members to call other members to inform them about meetings, speakers, events, etc., if one is needed.
• Ensures that all official SHRA records are properly packaged, identified and stored; coordinates with storage facility as necessary.
• Participates in the development and implementation of short-term and long-term strategy planning for SHRA.
• Completes other assignments as requested by the President or the Board of Directors.
• Attends all monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

• Maintains such financial records as necessary to accurately record the financial status of SHRA.
• Prepares annual operating budget for SHRA.
• Receives, holds and safeguards in the capacity of trustee and financial agent, all funds for SHRA in accordance with SHRA financial policies and procedures.
• Disburses funds for normal and usual uses in accordance with SHRA financial policies and procedures, unless directed otherwise by the Board of Directors.
• Prepares monthly financial statements and presents monthly financial reports to the Board of Directors; makes financial reports available to the general membership as requested.
• Makes recommendations on SHRA investment policy to the Board of Directors.
• Establishes and maintains all necessary bank and investment accounts.
• Arranges for audit of SHRA’s financial records by an independent auditing firm as directed by the Board.
• Prepares or provides necessary information for completion of all tax returns.
• Serves as custodian of SHRA’s post office box; receives all mail and distributes to appropriate board members.
• Participates in the development and implementation of short-term and long-term strategy planning for SHRA.
• Completes other assignments as requested by the President or the Board of Directors.
• Attends all monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

• Coordinates reservations for General and Special Membership meetings.
• Receives e-mail reservations for SHRA meetings and sends electronic replies to members verifying their reservation.
• Creates and maintains monthly reservations in an Excel spreadsheet.
• Sends via e-mail, the reservation spreadsheet to the President, Treasurer and Ambassador Committee Chair, on the Tuesday before the General or Special Meeting date.
• Contacts via e-mail, the meeting location manager with a final headcount.
• Prepares, brings and collects member name badges to and from each meeting.
• Manages SHRA's audiovisual equipment:  LCD projector, lavaliere microphone and speakers and chart easels.
• Brings two (2) copies of reservation spreadsheet and payment receipts to meeting location, on meeting day; collects fees from attendees, entering method and amount of payment on spreadsheet.
• Ensures that Treasurer receives all payments collected and provides copies of spreadsheet for review and approval.
• Contacts Treasurer following meeting to determine if any collection letters will be required; sends collection letters to all members and nonmembers that made a reservation and did not attend the meeting;’ follows up with Treasurer regarding uncollected funds.
• Assists the Treasurer with other duties, as required.
• Participates in the development and implementation of short-term and long-term strategy planning for SHRA.
• Completes other assignments as requested by the President or the Board of Directors.
• Attends all monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

• Prepares newsletter; collects news items from board members and other sources; writes articles.
• Mails or e-mails newsletters to membership.
• Maintains web events calendar, upcoming events and other announcements.
• Distributes to the membership all SHRA meeting announcements and other information via website or emails, as needed.
• Transmits all necessary election information to membership.
• Participates in the development and implementation of short-term and long-term strategy planning for SHRA.
• Completes other assignments as requested by the President or the Board of Directors.
• Attends monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

• Promotes the mailtenance and growth of SHRA's general membership, as directed by the Board.
• Responds to requests for information about membership through telephone calls, personal contacts and correspondence.
• Presents new applications to the Board for consideration and makes recommendations on membership status.
• Notifies each applicant in writing of membership status; contacts applicants for whom more information is needed.
• Announces new members at General Membership meetings.
• Makes recommendations for member recruitment strategies; implements as directed.
• Maintains supply of membership materials including SHRA applications, informational brochures, SHRM applications and information, etc.
• Makes recommendations for update of membership materials as needed.
• Participates in the development and implementation of short-term and long-term strategy planning for SHRA.
• Completes other assignments as requested by the President or the Board of Directors.
• Attends all monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

• Coordinates scheduling of SHRA monthly (April through March) and special membership meeting presentations on subject matter intended to improve the professional knowledge of members and their guests.
• Promotes and obtains monthly and special membership meeting financial sponsors in accordance with SHRA financial policy.
• Informs Communications Director of scheduled programs for media release and general meeting notices; writes articles for newsletter describing programs.
• Assists program presenters in whatever way possible; reviews final preparations for meetings to assure that presenters have all equipment and materials needed.
• Makes travel arrangements and accommodation reservations for visiting presenters as necessary in accordance with SHRA financial policy.
• Presents certificate of recognition and/or SHRA memento to program presenters.
• Develops effective program evaluation forms and reviews for feedback to be used in planning future events.
• Participates in the development and implementation of short-term and long-term strategy planning for SHRA.
• Completes other assignments as requested by the President or the Board of Directors.
• Attends all monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

• Develops and mailtains up-to-date database and roster of all members.
• Obtains monthly lists of new members from the Membership Chair and enters new members into SHRA member database and website.
• Provides membership roster updates to Board as needed.
• Develops and maintains the SHRA “Annual Report,” consisting of data on goals, membership, membership retention, meeting attendance, PHR/SPHR/GPHR certification, financials, and SHRA activities.
• Participates in the development and implementation of short-term and long-term strategy planning for SHRA.
• Completes other assignments as requested by the President or the Board of Directors.
• Attends all monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

• Oversees and manages all sponsorship, advertising, marketing and public relations activities for SHRA
• Communicates with local media sources to ensure community awareness of SHRA activities and events and to help maintain a positive image.
• Prepares and distributes press releases to the local media on SHRA meetings, functions, projects and accomplishments.
• Obtains sponsors for SHRA meetings and other planned events.
• Manages sponsor advertising.
• Participates in the development and implementation of short-term and long-term strategy planning for SHRA.
• Completes other assignments as requested by the President or the Board of Directors.
• Attends all monthly membership and Board of Directors meetings.
• Represents SHRA in the HR community.

   

Marketing Director

Data Administration Director

Programs Director

Membership Director

Communications Director

Assistant Treasurer

Treasurer

Board Secretary

SHRA, P.O. Box 49374, Sarasota, FL 34230
©2007-2008 SHRA  webmaster@myshra.org

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