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SHAA Elected Board Position Descriptions

President
TERM OF SERVICE:  Elected by the Full members of SHAA to serve a two-year term which begins after the annual SHAA Convention on odd-numbered years.  The President may serve consecutive terms.

KEY TASKS and TIMELINES:
-Make appointments for the following positions, each to serve a two-year term, to be announced at the conclusion of the annual meeting:

-Vice President for Governmental Issues
-Archives Committee Chair
-By-Laws and Organization Committee Chair
-CELL Committee Chair
-Comprehensive Health and Education Planning Committee Chair/STAR Representative
-StAMP Representative (State Advocates for Medicare Policy)
-Ethical Practices Officer
-Honors Committee Chair
-Public Information Committee Chair
-Technology Officer
-Parliamentarian for Executive Board meetings
-Director of Publications

-Make appointments to fill unexpired terms of other Executive Board members and any elected positions for which no candidates were found prior to the election
-Establish dates and meeting places for at least three annual Executive Board meetings

Summer meeting: Held in June or July
Fall meeting: Held in October
Spring meeting: Held the day before the annual SHAA convention begins

-Send e-mails announcing dates/times/meeting places prior to each Board meeting. Send as an attachment on the e-mail an agenda for the meeting (2 to 4 weeks in advance of meeting dates) and request notification of new business
-C
ompile a report to be presented at each Executive Board meeting. Email a copy to the board and officers prior to the meeting
-Preside over all called meetings, soliciting input from the appropriate officers or board members
-Monitor performance of Committee Chairs/Committees and various task forces
-Work closely with the Vice-President to assist in planning of spring convention, attending all Convention Committee meetings
-Buy a simple gift for each Board member and officer to be presented at the convention meetings
-A
ssist the Executive Director to complete the ASHA Recognition Renewal paperwork every five years, as needed
-Write articles to be included in the Communicative Science and Disorders Review: A Publication of the Speech and Hearing Association of Alabama
-Send a letter of request for financial support for the SHAA annual convention to ABESPA each fall, from a draft supplied by the Executive Director
-Write a letter of thanks to ABESPA immediately following the convention in order to receive funds, from a draft supplied by the Executive Director
-Delegate specific duties to the SHAA Executive Director, Board members and/or committees as appropriate
-Serve as liaison between the Board and the SHAA Executive Director

-Maintain communication with the SHAA Executive Director
-Conduct an annual performance review of the Executive Director each May
-Solicit input from the Executive Board
-Review the director’s contract with the director to make adjustments as needed
-Determine whether the director’s compensation should be adjusted

-Serve as the primary spokesperson of the association
-Sign or countersign checks, correspondence, applications, reports, contracts or other documents on behalf of the association
-Ensure that procedures are in place for the recruitment of committee members
-Create special committees and task forces as necessary to accomplish the purposed and goals of the association
-Call special meetings as needed, with the approval of the Executive Board
-Suggest policies and procedures designed to further the growth of the association to the Executive Board


Vice President for Convention

TERM OF SERVICE:  Elected by the Full members of SHAA to serve a two-year term which begins after the annual SHAA Convention on odd-numbered years.  The Vice President may serve consecutive terms.

KEY TASKS and TIMELINES:   Attend SHAA Executive Board meetings as voting member of the Board and report on convention planning

March
Select  for the convention committee:  AAC track chairAdult track chairAudiology track chairChild track chair, Donation Coordinator for Silent Auction
-Request donations - vendor exhibitors, ASHA (one free registration to ASHA Annual Convention)
-Door prize items:  Write the donor’s name/company on a DOOR PRIZE CARD (already electronically created), and tape on the door prize
-Dinner prizes:  SHAA provides one free hotel night and one free convention registration for the next year's convention (Director prints certificates)
-Place a colored sticker under one plate at each table - that person takes home the centerpiece
-Moderator Coordinator - Evaluate summary of convention feedback provided by director to propose recommendations at convention planning meeting.; schedule a convention planning meeting in April or May.  Request that committee members bring names of proposed speakers to the meeting.  Send them each a copy of the negotiation guidelines for speakers (available from the director)
June/July
-Meet with convention committee chairs and committee members an hour before the Summer Board Meeting for a convention planning meeting.  At this meeting, the VP should have copies of:
-Blank convention grids for each committee member to make notes on
-Negotiation guidelines for  convention speakers
-Convention logo, if possible, theme, and colors
-Present tentative convention schedule at summer board meeting
-Coordinate work of convention committee chairs to help prevent schedule conflicts
-Assist Executive Director in obtaining completed contracts from speakers, as needed
-Assist Executive Director with preparation of a student flyer to be mailed to all university programs
September
-Confirm that all speakers have submitted registrations; if not, remind speakers to comply with the September 30 deadline
-Assist director in contacting vendors to confirm contact information; enlist help of convention committee
October
-Assist Executive Director with pre-convention mail-out in November
-Decide on a gift to be given to all convention registrants.  If something requiring a choice on the part of the registrants (size/color), give information to director to include in registration form
December
-Assist Executive Director in reviewing Program Guide
January - February
-Hire a florist to do arrangements for the SHAA Association Meal. These include a centerpiece for each table plus one large arrangement in front of the podium
-Make a gift bag for each speaker.  These typically contain items with the SHAA logo on them. There are several companies to choose from that can produce customized items. The former VP or the director can tell which company has been used previously. Also, other items that can be included are pens, snacks, refrigerator magnets, mouse pads, or any items that are appropriate. ALL speakers receive a gift of some kind
-Prepare a gift for each convention committee member  (The president handles buying gifts for the board members) 
-Get list of student volunteers from the director and make assignments from list of volunteer stations provided by director
-Make all food selections three weeks prior, using the Food Cost Spreadsheet provided by the director.  Total numbers will be available two weeks prior
-SHAA Board meeting the Wednesday of convention week; ABESPA meeting; Association Meal; Boxed lunch meetings; Morning/afternoon snacks; Breakfast
-Contact Archives Committee Chair and give her the list of student volunteers to help with taking photos.  Make arrangements for photos to be given to the director
-Choose recipients of SHAA Convention Grants or assign task to a committee member.  Contact recipients and send list to director so accounts can be credited
Items to bring with you to Convention:
-Speaker Gifts
-Convention Committee Gifts
At the Convention: Prepare a moderator tray for each session and refresh for each new speaker:  PPT remote; a copy of the moderator guidelines; speaker gift; assist with folder assembly on Wednesday morning of convention week, beginning at 9 am


Membership Secretary

TERM OF SERVICE: Elected by the Full members of SHAA to serve a two-year term which begins after the annual SHAA Convention on odd-numbered years.  The Vice President may serve consecutive terms.

KEY TASKS and TIMELINES:
-Gather membership data (management office pulls information)
-Attend SHAA Executive Board meetings as voting member of the Board and report the following
-At either summer or fall board meeting:  Total membership with breakdowns - full, associate, student, life
-At other board meetings, report only the total membership, along with any efforts to increase membership
-Share detailed membership report with Director of Publications for inclusion in the Review
-Formulate recruitment activities, including promo item giveaways at the universities
-Form a committee, as needed, to implement recruitment activities


Recording Secretary
TERM OF SERVICE:  Elected by the Full members of SHAA to serve a two-year term which begins after the annual SHAA Convention on odd-numbered years.  The Vice President may serve consecutive terms.

KEY TASKS and TIMELINES:
-Attend SHAA Executive Board meetings as voting member of the Board
-Record the minutes of all Board meetings and the annual association meeting
-Submit current minutes to the President and other Board members for approval within two weeks following each meeting
-Correct any errors and omissions from previous minutes
-Submit approved minutes to the director and Archives Chair for inclusion in SHAA’s permanent records


Treasurer
TERM OF SERVICE:  Elected by the Full members of SHAA to serve a two-year term which begins after the annual SHAA Convention on odd-numbered years

KEY TASKS and TIMELINES:
-Write checks as needed EB meetings
-Attend SHAA Executive Board meetings as voting member of the Board and report:
-The current balances of all SHAA accounts
-Compare June 30 balances to previous end-of-year balances (first meeting after June 30 end of fiscal year)
-Any recommendations for changes in financial services
-Tax return status (fall meeting)


Councilor for Audiology
TERM OF SERVICE:  Elected by the Full members of SHAA to serve a two-year term which begins after the annual SHAA Convention on odd-numbered years

KEY TASKS and TIMELINES:
-Serve as a resource for audiologists in the state by answering questions relating to the practice of audiology
-Provide information for the Resources section of the SHAA website to the Chair of the Technology Committee
-Submit information on relevant issues to the Publications Director for inclusion in the Review
-Attend SHAA Executive Board meetings as a voting member of the Board and report as needed


Councilor for Speech-Language Pathology
TERM OF SERVICE:  Elected by the Full members of SHAA to serve a two-year term which begins after the annual SHAA Convention on odd-numbered years

KEY TASKS and TIMELINES:
-Serve as a resource for speech-language pathologists in the state by answering questions relating to their field
-Provide information for the Resources section of the SHAA website to the Chair of the Technology Committee
-Submit information on relevant issues to the Publications Director for inclusion in the Review
-Attend SHAA Executive Board meetings as a voting member of the Board and report as needed


Councilor for School Affairs
TERM OF SERVICE:  Elected by the Full members of SHAA to serve a two-year term which begins after the annual SHAA Convention on odd-numbered years

KEY TASKS and TIMELINES:
-Serve as Chair of the School Affairs Committee; select committee members, with the approval of the SHAA president
-Preside over the School Affairs Committee meeting each year at the convention.
-Prepare an exhibit table at the convention to disseminate information regarding School Affairs
-Serve as a resource for school-based therapists in the state by answering questions relating to the provision of therapy in the schools
-Provide information for the Resources section of the SHAA website to the Chair of the Technology Committee
-Submit information on relevant issues to the Publications Director for inclusion in the Review
-Work with other committees, university officials, and/or state department officials to communicate the needs of school-based therapists
-Serve as the SEAL (State Education Advocacy Leaders) representative to ASHA
-Maintain contact with other SEAL representatives from across the USA regarding issues that face therapists across the country through email with the ASHA office and state SEAL representatives
-Attend the national convention as feasible to meet with other SEAL representatives regarding current issues for school therapists. Note that at the ASHA meetings there are scheduled meetings addressing a variety of current needs, as well as round table discussions
-Attend SHAA Executive Board meetings as a voting member of the Board and report as needed


Phone: (205) 823-6106 · Mailng Address: 3416 Primm Lane, Birmingham, AL 35216
Info@AlabamaSHAA.com

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