Officer Descriptions

I. Constitutional Duties
The President is responsible for assuring that all Association activities and business is conducted in accordance with the PACRAO Constitution and By-Laws. The President chairs the upcoming conference, assures that a budget is produced and approved, presides at regular Board meetings, and has responsibility for EEO/Diversity actions.

II. Specific Duties

Assuming Office at Business Meeting
1. Acknowledge outgoing Executive Board and Conference Committees.
2. Welcome the new officers
3. Issue personal invitation to next Annual Meeting.
4. Introduce the Chairs of the Program and Local Arrangements Committees for the next annual conference.
5. Invite members to contact the various chairs of those committees if they are interested in working on specific committees.
6. Encourage members to attend the AACRAO meeting.
7. Announce meeting date for the new Executive Board.
8. Call for new business from the membership.
9. Other announcements.
10. Adjourn Conference.
Executive Board
1. Provide leadership and coordinate the Executive Board members to accomplish the goals of the Association.
  1. An Executive Board meeting of all new officers should be held immediately after taking office to:
    - Orient new officers about their responsibilities.
    - Establish a registration fee for the next conference.
    - Assure that adequate stationery is ordered immediately.
    - Obtain approval for expenses to AACRAO meeting to include an allowance for Association hospitality. This enables the President to schedule a room and catering at the AACRAO conference
  2. The immediate Past President approves all bills for the recent conference expenses for payment by the Treasurer.
    1. Executive Board meetings are normally held at least four times annually: Following the Conference Business Session, at the next conference site, during the AACRAO Conference if all members can attend, during the summer, and preceding the opening session of the next conference.
General Conference Committee
1. Assure that the General Conference Committee meets at an early date (normally at the site of the next conference) to discuss planning for providing a quality program in accordance with professional association standards.
2. Work with General Conference Chair and Program Chair to reach such goals as inclusive representation of members on the committees, inclusive representation of conference topics, budgeting parameters, and conference quality.
3. President is responsible for sending a special personalized invitation to attend the conference and President's reception to Past Presidents. It may be well to consider doing the same for honorary members, state presidents, retirees, etc. to retired members (both honorary and others). This invitation is to encourage them to feel welcome to join the members for the conference. It is particularly important that retired members in the immediate vicinity of the conference site be invited.
4. Responsible for archiving the conference file.
Committee-Ad Hoc. These committees are chaired by the Past-Past President and report to the President.
1. Awards: Honorary Membership, Distinguished Service Award, and Retirement
2. Nominations and Elections.
Expenses for Meetings
1. The Association pays the President's expenses to attend the:
  1. AACRAO Conference--to include an allowance (amount to be approved in advance by the PACRAO Executive Board) for PACRAO hospitality for the members in attendance.
  2. PACRAO Conference--to include only hospitality for the officers, chairs of the Conference committees and special Association guests. The President's suite is provided without charge by the hotel.
2. All expenses for official Executive Board meetings are paid by the Association. Meetings should be arranged in such a way as to keep costs low.
Budget Development and Approval
1. Work with Past President and Treasurer in November to discuss possible cash carry forward, outstanding bills, deadlines for finishing the current year's budget, budget trends.
2. Work with Treasurer to develop process for approval of payment of bills.
3. Work with Treasurer to assure deadlines and procedures for payment of taxes, financial review, insurance payments.
4. If this is a transition year with a new Treasurer, meet with old and new Treasurers to assure transition.
5. Develop budget and work with Executive Board to approve a budget in January.
National Association–AACRAO
1. Work with AACRAO to select AACRAO's representative at the November annual conference. AACRAO normally initiates this process.
2. Submit items of interest to AACRAO publications when appropriate.
3. Attend the state and regional association officers’ meeting at the AACRAO meeting.
4. Regional Presidents are normally issued a personal invitation to represent their association by being seated at a second head table at the AACRAO President's Luncheon or to be recognized at the opening session at AACRAO.
5. Direct the Vice President to forward a copy of each PACRAO Newsletter to the AACRAO Newsletter Editor and the AACRAO Vice President for Association and Institutional Issues for information.
6. Host PACRAO hospitality or similar gathering.
  1. Issue invitations to members in attendance giving time and place.
  2. Utilize PACRAO officers to aid as hosts.
7. Submit nominees to AACRAO for upcoming officers and the committee on Nominations and Elections.
8. Inform by letter to the AACRAO VP for Association and Institutional Issues the new PACRAO officers.
New Membership
The President insures that the VP for Membership approves new membership applications that meet the requirements set forth in the by-laws. The President acts with the Executive Board to review membership applications regarding the ability to meet membership criteria if not clear.
Newsletter
1. President insures that the Vice President for Publications and Information Technology develops and distributes the Newsletter.
2. Published three or four times a year following the annual conference to disseminate information to the membership.
3. First issue normally contains a resume of the recent conference, the officers of the Executive Board, General Conference and Program Committee Chairs, etc., and should be distributed by January 15. Second issue normally contains ballot for N & E Committee for the next year. Third issue normally profiles the nominees for elected offices.
4. The last issue preceding the conference should be distributed in late September or early October and complement the conference registration process.
5. President contributes a column for each Newsletter.
Conference Program Sessions
1. Opening General Session: The President is the presiding officer. The program normally includes:
  1. Calling the annual conference to order.
  2. Issuing welcome to membership
  3. Introduction of officers and the members of the program and local arrangements committees.
  4. Introduction of speaker
  5. Recognition of new members in attendance
  6. Encouraging members to visit exhibits
  7. A report from the Nominating Committee
  8. Conference Announcements
  9. Adjournment
2. Conference Recognition Luncheon: President presides over program and presents or assists in the presentation of any special awards.
3. Business Meeting: The President is the presiding officer for the following agenda:
  1. Conference Registration Report - Secretary
  2. Treasurer's Report - Treasurer.
  3. Membership Report - Vice President
  4. Constitution & By-laws – Past President
  5. Executive Board Report- President
  6. AACRAO Committee on Intra-association Relations - President
  7. Ad Hoc Committee Reports- Chair of Committee
  8. Announcement of Future Conference Site- Past President
  9. Nominating Committee Report - Chair of Committee
  10. Election of Officers - President
  11. Presentation of Certificates of Service- President
  12. Turn Business Meeting over to new President
Recognition of Members
1. Certificates of Service (suitable for framing) are presented at the Conference Business Meeting to retiring members of the Executive Board to include the General Conference and Program Chair. Exception: retiring President who is awarded the President 's Plaque instead of a certificate.
2. Certificates of Honorary Membership (suitable for framing) are presented only to those individuals who have given outstanding service to PACRAO over the years. Recipients are normally leaving the profession through retirement or reentering a different field of work.
  1. Procedurally, the VP for Membership should request during the billing process the names of those who are RETIRING for consideration by the Awards Committee and approval by the Executive Board. Those approved for Honorary Membership and those retiring without Honorary Membership are normally recognized by the President at the President's Luncheon.
3. President's Plaque is presented to the retiring Past President annually.
4. Distinguished Service Award certificates are presented only to members who perform meritorious service to the profession and to the Association as recommended by the Awards Committee and approved by the Executive Board.
5. Posthumous recognition of members will be made when considered appropriate by the President and the Executive Board.
6. The President works with the Past-Past President, who chairs the Awards Committee, on a timely decision process regarding the list of retirees, and awards.
Site Selection
1. PACRAO Conference Sites are selected approximately five years in advance on a rotated geographic basis from Central to North to Central to South. Some deviation may occur based on congruence of national conferences or other unusual circumstances.
2. The date is normally the first Sunday to Wednesday in November--except when national elections occur, the dates may be shifted one week earlier or later depending upon the general climate of the geographic location of the site.
3. A list of specific information necessary for proper site selection should be completed for each facility considered.
4. The Past-President normally makes a site visit to any that appear acceptable on the specification form so that appropriate recommendations can be made to the Executive Board for consideration and final approval.
Proceedings
1. Assure that the Secretary receives the following in writing:
  1. A Summary of the Executive Board actions.
  2. A written announcement on the newly selected conference site with the scheduled dates
  3. A name listing of those retiring from the profession.
  4. A biography for each Distinguished Service Award recipient.
  5. A biography for each newly approved Honorary Member.
2. The information should be prepared and submitted prior to the Conference.
Association Handbook - a compendium of Position Descriptions, etc.
1. Each officer should review the written responsibilities, to include those of the committee chair, and make recommendations for needed changes.
2. The president should serve as the central editor for the Handbook to assure that responsibilities are properly and clearly assigned and that duplication of efforts are avoided.
3. Update the charts of the Nominating Committee and PACRAO officers.
Organizational Plan for PACRAO Records
1. So that PACRAO materials may follow an organizational plan that makes for records continuity and in particular for easy transfer to Archives at appropriate intervals, the regular working files of each President should be the following:
  1. Executive Board Correspondence (File 1 year as President-Elect)
  2. Executive Board Correspondence (File 2 years as President)
  3. Executive Board Correspondence (File 3 years as Past President)
  4. PACRAO President-Miscellaneous Correspondence
  5. PACRAO-Items Pending
  6. PACRAO/AACRAO Committee on Intra-Association Relations
  7. PACRAO Arrangements-AACRAO Meeting
  8. PACRAO-Future Sites-Correspondence and Log
  9. PACRAO-Future Sites-Hotel Brochures
  10. PACRAO-Conference Planning Work out program for retiring files to incoming President and to Archives
Develop strategy to address needs and interests of a diverse membership, particularly underrepresented groups.
1. Assure inclusion in special programs, workshops, funding, and committees.
2. Consider appointing an ad hoc committee to focus on diversity.

III. Chronology

November
December
January
February
March
April
May
June
July
September
October
November

Addendum to President's Job Description

“Comped” Room Distribution

DRAFT

Protocol for PACRAO-Hosted Meals
PACRAO-hosted meals are those entertainment expenses that are paid for with PACRAO funds and/or hosted by either PACRAO officials or PACRAO committees. For such occasions, the following guidelines are established in the interest of fiscal responsibility and to ensure the professional tenor of PACRAO business meal functions.

PACRAO pays only for the meals of committee members and authorized guests invited because of their relationship to a particular PACRAO event—such a presenter or keynote speaker.
Event participants who are the invited guests of committee members must either reimburse PACRAO direct for meals charged to a PACRAO bill or request individual checks from the host restaurant or facility.
PACRAO assumes the cost of only the first round of drinks for committee members and authorized guests. Additional drink orders are the personal responsibility of the requesting individual.
When wine is deemed appropriate to be served with a meal, bottles of wine adequate to provide a single serving for each event participant may be ordered according to the prudent judgment of the meal host.

Ratified July 2001
Updated calendar November 2002

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