Officer Duties and Descriptions: PRESIDENT-ELECT

I. Constitutional Duties
The President-elect shall act as the chief assistant to the President and shall succeed to the presidency at the end of the term of the President. The President-elect shall be responsible for strengthening the Association's relationship with leadership from state and provincial associations, the membership and with vendors. Works with the Vice President for Membership and the Treasurer to foster greater Association membership throughout the Pacific region. When elected as President-elect, immediately appoint a Local Arrangements Chair, Program Chair, and Diversity Development Advocate to serve on the current committees to shadow their predecessors; appointees assume responsibilities for the committees when the President-elect succeeds to the presidency.

II. Specific Duties

1. Preparation for the presidency
   1. Observe to gain experience and insight into the responsibilities of the Presidency. Be prepared to assume the Presidency in the event of an emergency. When in doubt about policy, procedure, protocol, appropriateness, ask questions.
      
      
2. Responsible for communicating PACRAO activities and business with state, regional and provincial associations within PACRAO.
   1. Update the list of Presidents and Presidents-elect of the state and provincial associations within PACRAO. Create a mailing list to include name, title, address, telephone number, email address, and the date the person leaves office.
   2. Monitor elections of new officers within these associations and update the list as new persons come into office.
   3. Communicate by mail, email, or telephone as appropriate essential information about PACRAO activities and business.
   4. Work with the Vice President for Membership to develop strategies for maximizing the number of dues-paid PACRAO member institutions. Set an appropriate target goal for membership for the year with the Executive Board.
      
      
3. Foster and maintain good relationships with vendors
   1. With the past and current conference Exhibits Chairs, assist with maintaining the list of vendors. Work with the conference exhibits chair to create a mailing list that includes the name of the organization and the name, title, address, telephone number, and email address of the primary contact person(s) within the organization.
   2. Communicate by mail, email, or telephone as appropriate essential information about PACRAO activities and business.
   3. Work with the General Conference Chair to develop strategies for maximizing the number of vendors that come to the annual conference.
      
      
4. Advance Conference Planning
   1. Organize and plan the annual meeting that will occur during Presidency.
   2. Appoint the General Conference Chair and the Program Chair no later than January during President-elect term to allow adequate planning. Review the contract with the Chairs and ascertain details such as room and food and beverage costs.
   3. Ensure that the General Conference Chair selects and appoints the following committee chairs at least 18 months prior to the conference: Banquet/reception, Evaluation, Exhibits, Facilities, Hospitality, Newsletter/Publicity, Program, Publications, Registration, and perhaps Finance/Treasurer and Historian.
   4. Prepare a list of committee chairs by name, title, mailing address, telephone numbers, fax numbers and e-mail address to forward to the incumbent General Conference Chair so these individuals can be included as working members on the current committee to gain personal experience and training.
   5. Identify and discuss program topics at an early date to allow time for proper study and preparation time to assure quality presentations supplemented with written informational materials.
   6. Assure that the General Conference Chair plans and provides for advance publicity and informational materials to be distributed at the annual conference regarding the future conference site.
      
      
5. Current Conference Planning
   1. Invite the presidents of the state, regional and provincial associations within PACRAO to the Members’ Recognition Luncheon. Introduce presidents to the membership at the luncheon.
   2. Arrange with the local arrangements committee for AACRAO to have an exhibit at the conference.
      
      
6. Assuming Presidency at Business Meeting
   1. Review the conference script and be prepared to assume the presidency after the election of officers.
   2. Review Roberts Rules of Order for appropriate parliamentary procedures

III. Chronology of Activities

November

• Select conference and program chairs for conference to occur during Presidency.
• Confer with those chairs about formation of their committees.
  
  

December

• Communicate to the PACRAO membership and to the state and regional leaders as appropriate important information and news resulting from the November Executive Board meeting. Solicit their input as appropriate.
  
  

January

• Update the list of Presidents and Presidents-elect of the state and regional associations within PACRAO; create a mailing list to include name, title, address, telephone number, email address, and the date the person leaves office.
• Work with the conference Exhibits Chair to update the list of vendors. Create a mailing list that includes the name of the organization and the name, title, address, telephone number, and email address of the chief contact person(s) within the organization.
• Plan with the Vice President for Membership the year’s strategy for soliciting membership renewals. This typically involves a sequence of mailings to individuals and communications with state and regional leaders that will yield an increase in dues-paid member institutions.
• Attend the Executive Board meeting.
  
  

February

• Communicate to the PACRAO membership and to the state and regional leaders as appropriate important information and news resulting from the January Executive Board meeting. Solicit their input as appropriate.
• Plan with the General Conference Chair the year’s strategy for maximizing the number of vendors that come to the annual conference. This typically involves a coordination of communication efforts on the part of the President-elect and recruitment efforts on the part of the appropriate members of the Local Arrangements Committee.
  
  

March

• Monitor with the Vice President for Membership and with the Treasurer the status of membership renewals. Adjust the year’s strategy as appropriate.
  
  

April

• Attend the annual AACRAO Conference. Attend the PACRAO Executive Board meeting held during the conference.
• Contact AACRAO about AACRAO’s participation in the next PACRAO conference.
• At AACRAO, meet with the Program and General Conference Chairs for the PACRAO conference to occur during Presidency. Review the hotel contract, progress of committees, promotional efforts at the upcoming PACRAO conference, and other business as appropriate to facilitate proper planning.
• Monitor with the Vice President for Membership and with the Treasurer the status of membership renewals. Adjust the year’s strategy as appropriate.
  
  

May

• Communicate to the PACRAO membership and to the state and regional leaders as appropriate important information and news resulting from the April Executive Board meeting and the annual AACRAO conference. Solicit their input as appropriate
• Monitor with the Vice President for Membership and with the Treasurer the status of membership renewals. Adjust the year’s strategy as appropriate.
• Monitor with the General Conference Chair the status of vendor signups for the annual conference. Adjust the year’s strategy as appropriate.
  
  

June

• Monitor membership renewals and vendor signups and prepare reports of progress and actions for the July Executive Board meeting.
  
  

July

• Attend the Executive Board meeting and give a report of activities.
  
  

August

• Communicate to the PACRAO membership and to the state and regional leaders as appropriate important information and news resulting from the July Executive Board meeting. Solicit their input as appropriate.
• Request a room for the PACRAO reception at next April's AACRAO conference.
• Request rooms for any association meetings that might be held at AACRAO, such as PACRAO Board meeting.
  
  

September

• Contact nominees for new Board, contact old Board, contact new conference chairs, regarding Wednesday meeting at PACRAO. Send tentative agenda and job description.
• Ensure that Program and General Conference Chairs have named members to fully staff their committees.
• Confirm meeting room arrangements with LAC. Coordinate Executive Board meeting with other meetings, such as Nominations and Elections, future LAC, etc.
• Invite State Presidents to sit together at a table during the Member Recognition Luncheon.
• Discuss transition with current President.
• Establish new Executive Board meetings at conference to assure transition and notify current and new Board members of that meeting.
  
  

October

• Create a tentative calendar for the coming year.
• Prepare mailing list of new board, name, address, e-mail, phone, fax, and home phone.
• Create a listserv or other means of electronic communication.
• Prepare a short, inaugural address for accepting the presidency during the Business Meeting of the conference.
• Discuss transition with current President.
  
  

November

• Attend Executive Board meetings and board events.
• Manage the transition to the presidency.

Ratified July 2001

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