Community
Committee & Board responsibilities
If you wish to be involved on a committees or on the Board of Directors, please contact Abby Tammen, (434-245-8425, x238). Click here to view the nomination form.
Click on the committee or board positions listed in the grid below to view a detailed job description.
National Board of Directors
Position: President
Responsibilities: It shall be the duty of the President to preside at all meetings and enforce all rules and regulations relating to the administration of the National Association.
The President shall appoint all Chairs to the Standing Committees and to the Special Committees and also those members as required and specified in the Constitution and By-Laws, subject to the approval of the Board of Directors.
The President shall set the date and place of necessary Board of Directors meetings, which are limited to not more than five per fiscal year, one of which shall be held at the site of the National Association Annual Conference.
Length of term: One year term upon election and installation at the Annual Conference.
Position: President-Elect
Responsibilities: The President-Elect shall serve on the Board of Directors and shall assume such duties as may be assigned by the President. The President-Elect shall prepare to assume the office of President upon election to that office.
He/she selects Chairs of the Standing Committees for his/her term of office as President, prior to the Annual Conference when the office is assumed.
The President-Elect assumes the office of President upon the death, resignation, removal from office, or inability to act, of the President.
Length of term: One year term upon election and installation at the Annual Conference.
Position: Vice President
Responsibilities: The Vice President is deemed to be the President-Elect for the following year. The Vice President is a member of the Annual Conference Program Committee. He/she assumes other duties as the President or the Board may assign.
Length of term: One year term upon election and installation at the Annual Conference. The position shall be from the Region of the Association identified through the Regional Rotation Schedule: East, Central, West, South and insuring equal representation by all Regions of the Association every four years.
Position: At-Large Board Members (2)
Responsibilities: At-Large Board Members shall serve on the NACAS Board of Directors as general representatives of the Association membership. At-Large Members will be elected by the general membership.
At-Large positions on the Board of Directors may focus on specific identified priorities or critical issues of the Association as determined by the Board of Directors.
Length of term: Three year alternating term upon election and installation at the Annual Conference.
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Position: Treasurer
Responsibilities: The Treasurer shall, when necessary, attest to the official acts of any officer and the Board of Directors of the Association and to such other acts as may be directed by resolution of the Board of Directors.
The Treasurer shall be responsible for reviewing the fiscal policies of the Association and shall submit, with the assistance of the Executive Director, a report, verified by the Audit Committee, showing in appropriate detail the receipts and expenditures of the Association, together with such additional information as may be required by the Board of Directors from time to time for the purpose of demonstrating the fiscal condition of the Association, and to be used for such legislative and other purposes as may be necessary. The Treasurer shall, with the assistance of the Finance Committee and Executive Director, prepare and submit a proposed budget for the ensuing fiscal year to be reviewed, amended and acted upon by the Board of Directors for presentation to the membership at the Annual Conference.
The Treasurer shall perform such other duties as may be assigned by the President or Board.
Length of term: Three year term upon election and installation at the Annual Conference.
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Position: Immediate Past President
Responsibilities: The Immediate Past President shall serve on the Board of Directors.
He/she shall chair the Nominating Committee, coordinate communications with past presidents, and shall assume duties as assigned by the President or the Board.
Length of term: One year term upon installation at the Annual Conference.
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Position: Regional Directors (4)
Each region will be represented on the Board of Directors by one (1) Regional Director elected by
the region at its regional Annual Conference.
He/she will sit on the Regional Board of Directors which he/she represents.
Length of term: Three year term upon installation at the Annual Conference.
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Position: Chief Executive Officer (Ex-Officio)
Responsibilities: The Chief Executive Officer (Ex-Officio) acts as Secretary of the Board and performs other duties as assigned by the President and the Board.
Board of Directors Committees
Position: Constitution & By-Laws Committee
Responsibilities: The Committee shall, upon a directive from the Board, review the Constitution and By-Laws of the Association for their relevancy and constitutional correctness in accordance with Robert’s Rules of Order.
The Committee shall review and act upon recommended changes, additions, or complaints filed by the membership of the Association and report same to the Board.
The Committee shall submit to the Board of Directors recommended changes to the Constitution and By-Laws. Any such changes must be submitted in a timely manner that ensures Board approval and circulation of Board approved changes to the membership at least 30 days before the Annual Conference, at which time the amendments are to be considered and acted upon.
The Constitution and By-Laws of the Association may only be amended through action as provided for in Article V of the NACAS Constitution.
The Committee shall conduct its business by telephone or mail.
Length of term: Three years
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Position: Executive Committee
Position: The Executive Committee shall be composed of the President, President-Elect, Treasurer, Vice President and Past President. The Chair of the Committee shall be the President.
Responsibilities: To work with the Executive Director between Board meetings for the purpose of providing assistance with analyzing and evaluating operations.
To advise the Executive Director of all aspects of the Association’s operations including but not limited to staffing levels, costs, upgrades and expansion of systems.
To review with the Executive Director the status of Board assignments and determine any necessary action to ensure that they are completed in an efficient and timely manner.
To act upon special requests from Committee Chairs that relate to special meetings and budget requests not previously authorized or budgeted.
The Committee shall evaluate the performance of the Executive Director and develop recommendations for compensation. Such recommendations should address both salary and fringe benefit adjustments.
The Committee will meet in person if necessary or by telephone or mail.
Length of term: One year term
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Position: Finance Committee
Position: The Finance Committee shall be composed of the President-Elect, Vice President, Treasurer, and Executive Director. The Treasurer shall serve as Chair.
Responsibilities: The Committee shall meet in the summer to develop an annual budget for recommendation to the Board at its fall Board Meeting.
The Committee shall recommend to the Board appropriate dues adjustments.
The Committee shall review the status of Association reserves and make recommendations to the Board with respect to appropriate levels, manners of investment, transfers and the need for major disbursements.
The Committee shall review the Annual Financial Statement.
The Committee shall review the Annual Audit Report and work with the Executive Director to bring the Association into compliance with recommendations to achieve sound business practices and accounting principles.
The Committee shall be assigned by the President to study and make recommendations on any Association financial matters as deemed necessary by the Board.
All Committee Budgets are to be presented to the Finance Committee by June 1st for the upcoming year’s budget considerations.
The Finance Committee is charged with the responsibility to provide funds in the Association’s budget for the replacement of office equipment upon recommendation from the Executive Director. Replacements not previously funded in the budget can be approved by the Committee with a report made at the next Board Meeting.
The Committee will meet as necessary.
Length of term: One year
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Position: Nominating Committee
Responsibilities: The Nominating Committee shall be responsible for submittal of an official recommended Slate of Association Officers to the NACAS Board of Directors. The recommended slate of officers shall include nominations for the positions of Vice President of the Association, an At-Large Board Member as necessary, Regional Representatives, and the position of Treasurer every other year. The official slate of officers submitted by the Committee shall be accepted by the Board of Directors and presented to the membership at the Annual Business Meeting for approval.
The Nominating Committee shall also submit for approval by the Board of Directors, a recommendation for the position of Annual Conference Program Chair for the conference scheduled two years from the date of appointment.
The Chair shall provide each committee member with a complete list of all nominees by July 20th. A committee teleconference must be held one week prior to the summer Board of Director's meeting to review the nominations.
The committee shall review each nominee’s qualifications and experience with emphasis on previous commitment to NACAS and Regional activities, committee involvement, recognized achievements, Regional support, personal accomplishments, and leadership potential. Because the Board of Directors represents the entire organization, an appropriate "balance" should be considered when considering candidates for open positions. Balance may include small, medium, and large campuses, private, public, geographic regions, minorities, and women.
The Chair shall prepare a list of nominees (one for each open position) and announce the results at the summer Board of Directors meeting. Upon receiving the report of the Nominating Committee, the Board of Directors must vote to accept or reject it.
The Nominating Committee shall submit to the Chief Executive Officer a slate of candidates 60 days prior to the Annual Conference. The Chief Executive Officer shall circulate to the membership for their consideration, the slate of candidates 30 days in advance of the Annual Conference.
At the Annual Business Meeting, the Chair of the Nominating Committee shall provide an opportunity for nominations from the floor for Vice President and other open Board positions. The Chair of the Nominating Committee shall conduct the election at the Annual Business Meeting, and be responsible for certifying the election results and announcing the winners.
Length of term: One year
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Position: Strategic Planning Committee
Responsibilities: The Strategic Planning Committee shall be responsible for the ongoing assessment of the Association goals and priorities, insuring consistency with the identified priorities and direction set forth for the Association in the published Association Strategic Planning document, Strategic Planning Initiative: A Vision and Strategies for the Year 2000-5 (February, 2002).
The committee shall also be responsible for the comprehensive assessment of the membership once every two years, and shall make recommendations to the NACAS Board of Directors for modification or adjustment of the Strategic Plan.
The Strategic Planning Committee shall each year, review the progress of the Association component units as related to objectives set forth in the strategic plan, and shall report ongoing progress to the NACAS Board of Directors.
As directed by the NACAS President, the Strategic Planning Committee may be assigned specific responsibilities related to the final report and recommendations submitted by the NACAS Self Study Committee and accepted by the NACAS Board.
The Strategic Planning Committee will meet at least two times each year, normally at the Association Annual Leadership Team Meeting and during the Annual Conference. Based upon responsibilities assigned, the committee may convene at other times during the year at the National Office.
Length of term: Three years
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Annual Conference
Position: Annual Conference Program Committee Chair
Responsibilities: The Committee Chair shall work closely with the Association President, Board of Directors, Executive Director and Associate Executive Director keeping them informed of progress and plans, and obtaining approval for the recommended conference program.
The Chair shall oversee responsibility for planning and conducting the Association Annual Conference overall format and theme including:
marketing strategies, keynote speakers, workshops, receptions, first timer activities, entertainment, transportation, other planned activities.
The Committee shall convene at the conference site at least one year prior to the conference. Other communication shall be by telephone or mail.
Length of term: Two years
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Position: Annual Conference Program Committee
Membership shall consist of the Chair, Host Chair, Business Partner Committee representative, Vice President, and two at-large members.
Responsibilities: The Committee shall have overall responsibility for planning and conducting the Association Annual Conference, including schedule, educational programs, speakers, workshops, general sessions, receptions, entertainment, transportation, and any other planned activities.
When the program is approved by the Board of Directors, the Committee shall be responsible for its implementation prior to and at the Annual Conference.
The Committee shall work through the Associate Executive Director in financial matters relative to the Annual Conference in correspondence with hotels and in official commitments or communications.
The Committee shall convene at the conference site at least one year prior to the conference. Other communication shall be by telephone, e-mail or mail.
Length of term: Two years
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Position: Annual Conference Host Committee Chair
The Chair shall be responsible for the leadership and direction of the Annual Conference Host Committee. The Chair shall receive recommendations from the Host Committee members regarding programs and activities as it relates to member networking events and guest programs. The Host Chair will work closely with the Annual Conference Program Committee Chair and the National Office staff in all aspects to ensure that programs and activities remain within the Board of Directors approved budget.
Responsibilities include: planning and organizing regular Host Committee meetings either at the conference hotel or via conference call; serving on the Annual Conference Program Committee; working with the Host Committee members to oversee pre-conference promotion, conference entertainment, on-site hospitality, campus tours, local tours and related local activities.
Length of term: Two years
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Position: Annual Conference Host Committee
Responsibilities: The Committee shall plan and execute networking, recreational, cultural, and entertainment activities that substantially contribute to the overall dynamics and success of the conference.
The Committee shall investigate and recommend sponsors to underwrite certain Annual Conference expenses such as: receptions, refreshment breaks, spouse/guest hospitality and other items appropriate to the theme of the meeting and the conference site.
The Committee shall be responsible for planning and conducting a Welcoming Program during the registration period and act as official hosts throughout the conference. Special consideration shall be given to maintaining a hospitality headquarters location.
The Committee is also responsible for planning and executing special programs for spouses/guests.
The Committee shall meet at the Annual Conference site as often as is deemed necessary by the Chair. No travel expenses will be paid.
Length of term: Two years
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National Standing Committees
National Standing and Advisory Committee Chair Responsibilities
Planning: Consult with the NACAS staff and committee members in planning the committee’s activities to achieve established objectives. The entire program of work should be thoroughly reviewed to establish committee assignments.
Conducting Meetings: Directs the committee in reviewing and achieving the committee objectives. Chairs stimulate group thinking, encourage and channel discussion, weigh the value of expressed ideals and suggestions, summarize constructive suggestions, and seek decisions.
Maintaining Records and Information: Ensures that accurate minutes are kept, motions recorded, necessary reports prepared, and a record of committee work maintained. In addition, chair must remain constantly informed of the progress of individual committee members’ assignments.
Getting Action: Motivates members toward active participation and involvement in committee activities. Within broad objectives, chairs must channel the interests and talents of individual committee members into productive efforts and ensure necessary follow-up.
Evaluating Results: Continually reviews and evaluates procedures, the committee’s activities and progress, and the individual members’ assignments and responsibilities.
Board Liaison: In order to insure continuity and a strong understanding of community issues, a Board member will be appointed as a liaison to each standing committee annually.
Committee Chair Council: Participates in scheduled interactions with other committee chairs in order to enhance intra-committee communication. The Vice President will act as facilitator.
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Position: Business Partner Committee
Responsibilities: Committee Chair or designee is a member of the Annual Conference Program Committee.
The Committee shall assist in the recruitment of Business Partners by recommending names of prospective companies to the National Office. It shall visit the exhibits at the Annual Conference to express appreciation of their participation by NACAS and to obtain suggestions for improvement of the exhibit function.
The Committee is responsible for prize drawings in the exhibit hall each year during the Annual Conference. This is the only prize drawing that the Committee is responsible for at the Annual Conference; all other gift/prize drawings shall be handled by the Annual Conference Program and Host Committees.
The Committee will convene at the Annual Conference. Other business will be conducted by telephone or by e-mail.
Committee members shall be a representation from each region with a working knowledge of contracted relationships with business partners on a college campus.
Length of term: Three years
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Position: Membership Committee
Responsibilities: The Committee shall assist the National Office in the development and implementation of programs designed for membership retention and the provision of services.
The Committee shall forward to the Board its recommendations for membership requirements, promotional programs that require budgetary expenditures above current budget allocations, or suggest operational/staffing modifications in the National Office.
The Chair shall provide current demographic reports to the Board on new membership, lost membership, and promotional efforts currently in force to ensure Association growth and stability. He/she shall routinely communicate with the National Board to solicit their support of Committee programs and goals.
Duties of Committee Members:
Members are encouraged to attend their Regional Conferences.
Members will be provided with a list of members who have not renewed their dues through the summer up to November, to be contacted, and determine why they canceled their membership, and try to persuade them to pay their dues.
Members, and anyone requested to assist the committee, will utilize the Membership Retention Form to determine patterns, problems, and areas in which the Association is accomplishing its goals.
Members are provided with materials to familiarize themselves with the Association and the services which the National Office provides, in order to articulate the value of NACAS to potential members of reinstatements.
Members will attend the First Timers Reception at the Annual Conference.
The Committee shall meet at the Annual Conference. Other business will be conducted by telephone or e-mail.
Length of term: Three years
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Position: Professional Development Committee
Responsibilities: The Committee will plan and recommend to the Board, for approval, a select and diversified number of self-supporting, topical workshops relevant to the professional development of the Association’s membership. Recommendations shall include but not be limited to, topics and content, date(s), location(s), budgets, fees, faculty and method of delivery.
The Committee shall set workshop registration fees at varying rates, based on estimated cost factors and established minimum numbers of attendees for each workshop. It shall set registration deadline dates and cancellation of workshop dates. If a pre-determined minimum number are not registered by the deadline, the workshops shall be canceled. A minimum of 10 days notice shall be given. If a workshop is canceled, only the registration fee can be refunded.
The Committee shall determine the number of sessions, delivery method (web conference, face to face, etc), and locations for the offering of a particular workshop (topic.) It shall select the accommodations and locations that will attract the maximum number of attendees to each workshop.
The Professional Development Committee has the prerogative of changing the location of workshops based on attendance.
NACAS Board of Directors will review the schedule.
The Committee will convene at the Annual Conference. Other business shall be conducted by telephone or e-mail.
Length of term: Three years
Position: Inclusive Excellence Committee
Responsibilities: The NACAS Inclusive Excellence Committee will strive to infuse inclusivity into all aspects of the NACAS organization, including increasing the skills and abilities of NACAS members so they, in turn, can increase inclusivity on their campuses and within their auxiliary departments.
The committee will meet regularly (as needed) via teleconference and
once annually at the annual conference. Committee cohesiveness
will be built via e-mail updates, on-line surveys, readings, and
personal communications.
Each committee member must be an active liaison to their regions in
communicating and furthering the goals of the committee. Outgoing
members are strongly encouraged to mentor those most likely to
transition onto the committee.
Length of term: Three years
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National Advisory Committees
Position: Awards Committee
Responsibilities: The Awards Committee shall select in accordance with the criteria established by the Board of Directors, a qualified nominee(s) for the Robert F. Newton Award, the Silver Torch Award, the Golden Award, the Innovative Achievement Award, Emeritus Award, Emerging Professional Scholarship and Cultural Diversity Scholarship. If requested, the Committee will assist other committees with awards they sponsor.
Committee members will work with their regional presidents to solicit nominations for awards.
The Committee Chair shall place an announcement in the February NACAS News calling for nominations. The announcement will include the criteria for the awards. The deadline for submitting nominations is mid-July each year.
The Committee Chair shall, by August 15, send the list of nominees for the Newton, Silver Torch and Golden awards to the Executive Director, who will research each candidate’s contribution to Auxiliary Services and to the Association. The chair will circulate copies of Innovative Achievement submissions to Committee members by August 15.
A consensus is reached for each award category by a simple majority of the Committee membership’s vote.
The Committee Chair will notify each committee member of the results of the balloting and will report in writing the Committee’s recommendations to the Board of Directors for their summer Board meeting.
Upon approval by the Board, the National Office will prepare the appropriate award(s) for presentation at the next Annual Conference.
Committee members will be reminded in writing that the recommendation(s) and final selection of Newton, Silver Torch, and Golden winners should be considered confidential information. Board members will be reminded upon approval.
In accordance with directives from the Board of Directors, the Committee shall design criteria and make recommendations for recipients of any future Association awards. The National Office will promote the outcome of the awards within the Association and in other venues as appropriate.
The Committee will conduct its business by telephone and email. If the need for an additional meeting arises, it must be reviewed and approved by the Executive Committee.
Length of term: Three years
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Position: Communication Services Committee
Responsibilities: The Committee shall serve as an advisory group and will be responsible with the appropriate staff liaisons for compliance with procedures, policies, and directives established by the Board of Directors.
The Committee shall advise the Editor on all aspects of College Services to include but not limited to format, philosophy, composition, production and advertising costs, quality and variety of articles to ensure the development of a first class professional publication.
The Committee shall also serve as an advisory committee on all aspects of the NACAS website, e-communications and Public Relations which would also include but not be limited to format, philosophy, composition, production, advertising, quality and variety of the communications to ensure the development of nationally recognized communications for the college auxiliary professionals. It is recommended that the committee be expanded to include sub committee members with expertise in websites, e-communications and Public Relations. A member of the Communication Services Committee will lead each sub-committee. Four (4) additional committee members would be 1 year appointments with no regional ties and selected based on their skill set that would enhance the committee.
The Committee shall serve as the Selection Committee for any communication awards categories, which the Board may establish.
Expectations: The Committee shall meet at the Annual Conference. The Committee will conduct business by telephone or mail. Committee members will be expected to report about ongoing activities of the Communication Services Committee to their respective regions at the annual regional meetings.
The committee member should have working knowledge and/or experience in marketing, communications, public relations, web technology and/or any other similar type areas. The committee member should also:
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Promptly acknowledge all communications.
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Inform Chair and/or Staff Liaison of availability for committee meetings as soon as possible.
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Make sure individuals superiors are fully aware of NACAS responsibilities and commitments.
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Get acquainted with the Chair and other members.
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Thoroughly reviewing pertinent background materials and agenda before coming to meetings.
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Taking an active part in all discussions.
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Sharing information with the group, especially if experience directly relates to a subject or problem under discussion.
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Understanding and respecting other ideas or conflicting viewpoints.
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Attacking problems objectively and impersonally.
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Staying on subject under discussion.
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Asking for clarification on any point or problem not fully understood.
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Accepting and following through on assignments.
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Be willing to give the necessary time to attendance
Length of term: Three years