Officer Job Descriptions
Officer Job Descriptions
Subject to updates during the Policy and Procedure Review Process
Term of Office: Three-year term (One year, followed 1 year as President and then followed by 1 year as Immediate Past President)
Major Duties and Responsibilities:
- Serves as a member of the Executive Board, the Executive Committee of the Board, the Human Resources Committee and the Finance Committee.
- Shall become acquainted with all duties of President and other officers, councils and committees.
- Performs functions of office in absence of the President.
- Serves as Chair of the Annual Conference Program Planning Committee.
- Assumes responsibility for Alliances and other committees and task forces as assigned by the President.
- Serves as an ex-officio member of all committees and councils.
- Report to the EB on Leadership Institute proceedings, if held.
- Attends Academy Leadership Training, if hasn’t attended in the past, if held, and attends the ACADEMY President-Elect training, if held.
- Attends Academy Advocacy Summit in Washington, DC and California Academy’s Public Policy Workshop – CA in Sacramento.
- Updates the President-Elect section of the Procedure Manual, as scheduled.
- Submits an annual end-of-the year report of President-Elect’s activities and accomplishments of assigned Goals/Objectives of the CA Academy Operational Plan, as well as future recommendations, by June 15th to the President.
- Actively seeks, develops, and pursues at least two potential CA Academy candidates for this position while serving in this capacity.
Committees Reporting to President-Elect:
Annual Conference Program Planning Committee
Term of Office:
Two years. Assumes office in even-numbered years. Maximum 2 terms.
Major Duties and Responsibilities as Secretary:
- Serves as member of Executive Board.
- Assumes responsibility for minutes of all meetings of the membership and Executive Board.
- Arranges for Executive Board’s review of minutes prior to each meeting.
- Provides for dissemination of the minutes electronically or other to Executive Board and other designated individuals within 3 weeks of the meetings.
- Submits a complete set of minutes with a with summary of Exhibits, Action Items, and relevant attachments to the Executive Director.
- Submits reports of Executive Board meetings, as appropriate, to BULLETIN / E-News Editors in a timely fashion.
- Submits an annual end-of-year report of Council’s activities, accomplishments and recommendations based on the assigned Goals/Objectives of the CA Academy Operational Plan, by June 15th to the President.
- Actively seek, develop, and pursue at least two potential CA Academy candidates for this position while serving in this capacity for succession plan
Major Duties and Responsibilities as Treasurer:
- Serves as a member of Executive Board and the Executive Committee of the Board.
- Approves a full and accurate account of all receipts and disbursements from financial records belonging to California Academy.
- Ascertains that all bills are paid promptly based on the budget allocations.
- Presents current written statements of financial status of Association as necessary for Executive Board meetings according to the Procedures.
- Approves an annual financial report which is published for Members a soon as possible after end of fiscal year.
- Hold authorization to be on bank signature cards with one additional signature – President and to co-sign checks over $5,000 with the Executive Director.
- In collaboration with the Executive Director, prepares a budget to be presented to Executive Board for approval according to Budget Policies.
- Responsible for analyzing budget and making recommendations to Executive Board of any desirable changes therein or the disposition of any surplus funds.
- Advises upon all financial matters affecting California Academy, as requested by its officers, or outside contractors or governmental agencies, boards, or committees.
- Operates the organization under the basic guideline of 6 months operating reserves.
- Assures completion of annual financial reports, audit and filing of taxes for the immediate past year upon completion of each year in office.
- Submits an annual end-of-the-year report of the Treasurer’s activities and accomplishments of assigned Goals/Objectives of the California Academy Operational Plan, as well as future recommendations, as scheduled.
- Acts as teller for Delegate Council and tallies votes for annual Delegate Co-Chair selection.
- Assures an audit and taxes are done annually or as needed.
Committees Reporting to Treasurer:
VICE PRESIDENT, Member Benefits and Services
Term of Office: Two years. Assumes office in odd numbered years and/or when position is vacant. Maximum 2 terms.
Major Duties and Responsibilities:
- Facilitates the advancement and promotion of membership through the Membership Benefits and Services Council.
- Acts as liaison between the Council and Executive Board; attends Executive Board meetings.
- Assumes responsibility for administration and operation of Council.
- Coordinates Council meeting arrangements for Leadership Institute and Annual Conference with the Executive Board and California Academy Executive Director.
- Prepares Council meeting agenda and emails with informative materials to all Council members at least two working days prior to meetings. Presides at all meetings of the Communication Council.
- Appoints ad hoc committees and task forces and designates chairmen, as needed.
- Reviews activities and reports of ad hoc committees and task forces with chairmen prior to Council meetings.
- Reports all actions of meetings to Executive Board.
- Oversees action plans of Council to accomplish the assigned council goals and objectives of the California Academy Strategic Plan.
- Prepares Council budget and submits to California Academy Secretary/Treasurer. Monitors Council adherence to established budget.
- Reviews and approves Council minutes.
- Serves as a member of the Strategic Planning Committee (SPC)
- Serves as a member of the Annual Meeting program planning committee.
- Coordinates development of Action Plans for Council’s assigned goals and objectives of the CA Academy Operational Plan at Interim Meeting.
- Represents Council at other meetings, as necessary.
- Oversees and maintains strong communication with all committee chairs reporting to the VPMBS; monitors and evaluates committee chair activities, approves all committee expenditures, and replaces committee chairs when vacancies occur.
- Develops and executes an annual member survey.
- Works closely with the Communications Council to promote the member survey.
- Submits an annual end-of-the-year report of Council’s activities and accomplishments of assigned Goals/Objectives of the California Academy Operational Plan, as well as future recommendations, by June 15th to the President.
- Recruits volunteers for council positions as needed.
- Actively seeks, develops, and mentors at least two potential candidates for this position while serving in this capacity.
Membership Benefits and Services Council Committees Reporting to the VP:
- Leadership Institute
- Member Benefits Council
Vice President, Public Policy
Policy/Term of Office:
Shall serve for a two (2) year term and will take office June 1 of even numbered years]. Max 2 terms.
- Shall have been an elected officer of the Academy, the CA Academy, a District, a Dietetic Practice Group, or have been an active participant of the Public Policy Council for two (2) years.
- Shall have attended at least one (1) CA Academy Public Policy Workshop in Sacramento and one (1) Academy Advocacy Forum in Washington, DC.
- Shall expect to assume some non-reimbursable expenses.
- Shall have demonstrated a broad understanding of state and federal Public Policy issues and of California and Federal government structure and function.
- Will have time to travel. Requires approx. 10-12 days travel and meetings.
- Will appoint qualified members to serve on the Public Policy Council and will mentor members to perform their duties.
- Will build and maintain a strong Council to include members from all districts.
- Will maintain regular communication with the Executive Board and other CA Academy Councils regarding important state and federal public policy issues.
- Will mentor members to become candidates for VP Public Policy.
- Will hold regular meetings of the Public Policy Council.
Major Duties and Responsibilities:
- Actively serves as a member of the Executive Board: attends all Meetings.
- Serves as a member of the Strategic Planning Committee (SPC)attends all OPC meetings.
- Submits budget for anticipated expenses for Public Policy Council
- Communicates and clarifies issues and actions of the Academy pertinent to Executive Board.
- Encourages and accepts resolutions and issues of concern from Executive Board.
- Coordinates all activities of Public Policy’ Council.
- Orients Council members
- Approves council member expense reports.
Procedures that Relate to Other Organized Units:
Election Procedures for Chair of Delegates
Support of organization’s candidates on the Academy Ballot
Election Procedures for Officers, Delegates & Nominating Committee
Nomination for the Academy Awards
Term of Office: Three-year term.
Purpose:The Academy of Nutrition and Dietetics’ House of Delegates governs the profession by providing a forum for membership and professional issues and to establish and maintain professional standards of the membership. Issues affecting each member are discussed and acted upon. The House identifies and prioritizes trends and recommends policy and strategic direction for the Academy. Members of the Delegates Council represent membership to the Academy’s House of Delegates; they seek opinions on strategic and professional issues scheduled for deliberation. Delegates provide a two-way communication channel between members and the Academy. The Executive Director will serve as an ex-officio Delegate Council member.
Composition, Terms of Office: The Delegates Council is composed of delegates elected by the membership. The number of delegates is determined by the Academy-derived formula every three years. Delegates are nominated from geographic areas and are elected by the entire membership on a rotating basis. The Academy currently has allocated five delegates from California to participate in House functions on behalf of the total membership. The term of office is three years; new delegates take office June 1. Individuals may serve as a delegate no more than two consecutive terms and may be re-elected after a break in service. In the case when a 2-term past delegate is appointed to complete a vacated term due to withdrawal or removal, that delegate may run and be elected to serve two consecutive terms of office.
Reports to: Chair of Delegates
Meetings: Delegates meet as a council to discuss issues, plan testimony, develop surveys for members input, review input from members, etc. Delegates meet face-to-face as agreed during other regularly scheduled meetings FNCE or the California Academy Annual Conference. Conference calls and other communications are used, as needed.
Duties and Responsibilities: Delegates are active in the national association and the state association, so they are governed by the by-laws of both.
At the State Level: Each District is assigned a specific delegate to represent their interests.
- Communicate and clarify issues and actions of the Academy to members through district communications, council meetings, state meetings and through other means of communication.
- Attend at least two meetings for each district they represent per year to inform the district board and members in person about delegate issues, the Academy and the California Academy updates. (Reimbursement is provided for mileage to each district twice per year for each delegate if submitted to chair of delegates in a timely manner).
- Write at least two delegate articles each year with the latest HOD updates obtained from the HOD communications and website, including current strategic and professional issues and meeting outcomes, as well as any other Academy news.
- These articles will be emailed during your assigned months to all California delegates on our electronic mailing list and used by each delegate to personalize and distribute to their districts, ensuring regular communication by delegates to their district. This will provide a HOD update to each districts 10 months out of the year that can be inserted into newsletter, handouts and/or emailed to members.
- These articles will also be used to insert into the CA Academy e-news updates in months that articles are requested.
- If a delegate cannot write their assigned article it is their responsibility to switch with another delegate prior to the month due and ensure it is still completed that month prior to any communication deadlines.
- Attend the California Academy Annual Conference each year (California Academy reimburses most travel, hotel accommodations and some per diem if within budget limits and submitted to the Chair of Delegates in a timely manner for this meeting.
- The delegates registration will be comped to the CA Academy Annual Conference and registration will be completed via staff. Attend California Academy meetings as per approval in annual budget. Participate in quarterly delegate conference calls set up by Chair of Delegates.
- Submit annual report of activities accomplished for the year to Chair of Delegates each year.
- Encourage local interest in the Academy issues and active feedback on Academy issues.
- Assure review and alignment of state and district bylaws with Academy governance guidelines.
- Accept resolutions and/or input re: major issues from district/state members.
- Actively participate innational meetings of the House of Delegates and/or tele-conference to present state concerns and issues. Vote as an informed, responsible individual using new and/or clarifying information presented at House meetings as well as California Academy membership opinion.
- Attend the fall HOD meetings (fall travel to HOD meetings is paid for directly by the Academy by booking through the Academy). Fall HOD meeting hotel accommodations and a per diem is reimbursed by California Academy within budget limits and when submitted to Chair of Delegates in a timely manner.
- The delegate is responsible for their own FNCE® registration and most other meeting expenses.
- Participate in virtual HOD meetings during the year (requires no expense).
- If a delegate cannot attend a HOD meeting they must get a proxy that needs to be approved by the Chair of Delegates and then submitted to HOD prior to the meeting).
- Accept additional leadership responsibilities designated by the organization:
- Delegate representatives are assigned to each California Academy Council.
- Delegate representative to Public Policy Council must attend Public Policy Day in Sacramento (California Academy will reimburse registration if submitted to Chair of Delegates for prior approval).
- Delegate representative assigned to other councils must attend their council meeting at the California Academy Leadership Institute and conference calls throughout the year.
- Serves on the Strategic Planning and ad hoc task forces as assigned
- Works with the Membership council to identify district California Academy nominations for the Academy awards – announce the Academy awards and deadlines to districts and assist in nominations.
- Assists in identifying potential national Academy ballot candidates and moving a nomination forward (as applicable).
- Delegate representatives are assigned to each California Academy Council.
At the National Level:
- Attend and actively participates in the House of Delegates meetings by:
- Making motions, discussing, and voting on issues and resolutions brought before the group
- Maintaining awareness of fiscal ramifications of House actions
- Identifying topics for future deliberations at House of Delegates meetings
- Accepting appointments to committees and completing assigned tasks
- Maintaining communication with HOD leadership and responding to requests from House committees.
- Promoting communication between the national and the California Academy. Informs House leadership of ideas or concerns related to functions of House or membership council.
- Reports back to state officers and members using state communication mechanisms.
Policy: The Nominating Committee and Executive Director are all responsible for nomination and election process and work closely together to ensure that elections are held in an efficient, fair and timely manner. Identify and encourage qualified members to be nominated
Affirmative Action California Academy should seek leaders from underrepresented groups
Composition and Term of Office: The Nominating Committee is composed of five elected members. Three members are elected in odd years to serve a two-year term and two members are elected in even years to serve a two-year term. The person receiving the most votes serves as chair in the following year. Immediate Past President serves as an ex-officio member of the Nominating Committee
Duties and Responsibilities:
- Nominating Committee:
- The Nominating Committee shall compile and finalize the slate of nominees to be voted on by the members.
- Post-election, the Committee notifies all candidates of results.
- Executive Board
- Develop ways to encourage Leadership (Candidate) development in a systematic way.
- Identify and personally contact at least 3 members who have the potential characteristics and basic qualification to serve in an elected office
- Executive Director The ED provides support to the nominating committee, including:
- Providing support to the Nominating Committee, and prepares the candidate information summary
- Manages the set up and monitoring of online voting.
- Relays voting results to the Nominating Committee.
2022 Nominations will open in Summer 2021
Election Results – Voting February 1-15, 2022
Nominations & Election Updates
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