Officer Duties and Descriptions: PAST PRESIDENT

I. Constitutional Duties
The Past President shall serve as adviser to the President, the Executive Board, and to the membership, and serves as a member of the Nominations and Elections Committee. The immediate Past President is responsible for site selection for a future annual conference; for the Association archives; and for review of the constitution and bylaws.

II. Specific Duties

1. Complete the management of recent conference
   1. Approve payment of all authorized expenses for the conference just completed. Insure that the final accounting for the conference and conference return are forwarded to the treasurer.
   2. Following the conference of which he/she was chair, personal letters of appreciation should be sent to each officer and committee chair who served the Association for the conference.
      
      
2. Orient New President
   1. Advises new President regarding any items requiring immediate attention.
   2. Provides information as needed throughout the year.
      
      
3. Executive Board Meetings
   1. Attends all Executive Board meetings to provide information as needed.
      
      
4. Conference Site Selection
   1. Determine in November after becoming Past President what region the conference is scheduled for five years in advance.
   2. Contact Conferon for properties or sites that may accommodate the annual conference.
   3. Review Conferon specification form.
   4. Determine if there are adequate colleges/universities in the area that will support various local arrangement committee assignments.
   5. Visit potential sites in April and May to become familiar with physical facilities, to meet hotel representative and to resolve various details.
   6. Determine activities and events that are available in the locale.
   7. Contact regional president for site selection process to verify their support of PACRAO coming to their area.
   8. Negotiate for best prices, complimentary items such as rooms/space/food, etc.
   9. Prepare summary and make recommendations of site at the Summer Executive Board Meeting.
   10. When sanctioned by the Executive Board, finalize contract with chosen site via Conferon.
   11. Maintain file of all contract and site details, including the site just selected to be given to the next Past President. This helps each Past President review previous arrangements.
       
       
5. Responsible for constitution and by-laws revisions
   1. Review the written responsibilities of each officer and committee chair and recommend any needed changes to the President.
   2. Responsible for monitoring the constitution and by-laws to determine if revisions are needed. Prepare revisions for inclusion in the newsletter, and prepare material for the conference if a motion is being made.
      
      
6. Archives
   1. Follow-up with each officer to see that historical data from handbook and each officer's files is transmitted to the PACRAO archives.
   2. Evaluate the status of the archives and insure that they are maintained.
      
7. Awards
   1. The Past President is ex officio member of the awards committee with responsibility for liaison between the awards and Executive Board.
      
      
8. Nominating Committee
   1. The Past President is a member of the nominations and elections committee and serves as liaison between the nominations and elections committee and the Executive Board.
   2. Once the nominations and elections committee slate is presented to the membership (by the Past Past President), tally the votes.
   3. Notify all nominees of the vote outcome and schedule time at the annual conference to meet. Encourage all nominees to participate in the nomination process. Design the nomination form for the upcoming slate of officers.
   4. Schedule meeting space at the annual meeting and remind members of expectations and timing in advance of the conference.

III. Chronology of Activity

November

• Attend Nominating and Elections committee meeting.
• Attend Board meeting.
  
  

December

• Resolve final bills from the conference.
  
  

January

• Attend Executive Board meeting and report on nominees
• Discuss site selection options for conference that will occur 5 years out.
  
  

February

• Narrow down site possibilities, plan visits.
  
  

March

• Visit sites.
  
  

April

• Attend AACRAO, if possible.
  
  

May

• Do the by-laws need revision?
  
  

June

• Prepare proposal for conference site
• Prepare any by-laws revision material for Board meeting
  
  

July

• Attend Exec Board meeting.
• Present site proposal to Executive Board for approval
• Submit by-laws article/motion to Newsletter
• Count ballots for N&E Nominations/selection.
• Notify the five N&E finalists receiving the most votes.
• Rank remaining nominees and be prepared to contact then in order of ranking if a finalist is unable to accept position.
  
  

August

• Update nomination form for slate of officers and include it in the fall newsletter if space allows.
• Forward copies of the nomination form to the Executive Board and the
  Nominations and Elections committee members and invite nominations to be brought with them to the conference.
  
  

September

• Remind N & E members of the meeting times.
  
  

October

• Prepare for Conference
• Confirm conference attendance of N&E committee members.
  
  

November

• Attend PACRAO Conference and pass on the site selection materials to the next Past President.

Ratified July 2001

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