Board of Directors

Officers and Representatives

Duties of each Board member
Service Council Committee Chairs and Priorities

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2008-2009 WESTOP
Board of Directors

President-Elect

Bylaws Section 7.4. President Elect-Powers and Duties.
The powers and duties of the President Elect are:

(a) To work closely with the President to acquire the skills, competencies, and knowledge of WESTOP objectives, activities, procedures, and services,

(b) In case of the absence or disability of the President, to temporarily exercise all the powers and perform all the duties of the President,

(c) In case of vacancy of the Presidency, to succeed to the office of the President for the remainder of that term of office as well as for his/her subsequent term of office as President,

(d) To preside over the Service Council.

(e) Generally to exercise such other powers and duties as may be prescribed by the Board.

(f) To perform other duties as assigned by the President as needed.

Past-President

Section 7.5. Past President-Powers and Duties. The powers and duties of the Past President are:

(a) To act as chief adviser to the Board,

(b) To develop and maintain communication among WESTOP, TRIO-based associations, other professional organizations and appropriate federal and state agencies,

(c) To recommend to the Board at each Board of Directors meeting actions, policies and procedures for consideration with respect to interregional and national affairs,

(d)  To serve as chairperson of the Strategic Planning and Bylaws Committees,

(e) To perform other duties as assigned by the President as needed.

Secretary

Section 7.6. Secretary-Powers and Duties. The powers and duties of the Secretary are:

(a) To keep a book of minutes at the principal office of the corporation, or at such other place as the Board may direct, of all meetings of the Board, Service Council, and of Members, with the time and place of holding, whether annual, regular, special, or adjourned, and, if special, how authorized, the notice thereof given, the names of those present at Board meetings, and number of Voting Members present in person or by proxy at Members' meetings, and the proceedings of such meetings,

(b) To keep the seal of the corporation, if the corporation has a seal, and to affix the seal to all instruments which may require it,

(c) To keep or cause to be kept at the principal office of the corporation a current list of Voting Members containing the name, address and voting rights of each Voting Member and any other information which the Board may direct to be kept in such list,

(d) To give, serve or publish notices of all Board meetings and Members' meetings and all other notices that may be necessary or proper, and without command or direction from anyone. In case of the absence, disability, refusal, or neglect of the Secretary to serve or publish any notices, then such notices may be served and/or published by the President or the President Elect, or by any person authorized to do so by either of them or by the Board,

(e) To perform the duties assigned to the Secretary in Article X of these bylaws, and

(f) Generally to perform all such duties as pertain to the office of Secretary and as may be required  by the Board.

(g) In case of the vacancy of the Secretary, a member shall be appointed by the President  with the consent of a majority of the directors.

(h) To perform other duties as assigned by the President as needed. 

Chief Financial Officer

Section 7.7. Chief Financial Officer-Powers and Duties. The powers and duties of the Chief Financial Officer are:

(a) To supervise and control the keeping of adequate and correct accounts of the corporation's properties and transactions, including accounts of its assets, liabilities, receipts, disbursements, gains, losses, and  capital. Such account books shall be maintained at the corporation's principal office and/or at such  other place or places as the Board may direct,

(b) To have custody of all funds, securities, evidences of indebtedness and other valuable documents of the corporation and, at the Chief Financial Officer's discretion, to cause any or all thereof to be  deposited for the account of the corporation with such depository as may be designated from time to time by the Board, and have oversight of all Chapter accounts and investments,

(c) To receive or cause to be received, and to give or cause to be given, receipts for monies paid in for the account of the corporation,

(d) To disburse, or cause to be disbursed, all funds of the corporation as may be directed by the Board, taking proper vouchers for such disbursements,

(e) To render to the President and to the Board, whenever they may require, accounts of all transactions and of the financial condition of the corporation,

(f) To perform the duties described in Sections 10.1 and 10.2 relating, respectively, to the corporation's  annual report and the annual statement of certain transactions and indemnifications, and

(g) Generally to do and perform all such duties as pertain to the office of Chief Financial Officer and as may be required by the Board.

(h) In case of the vacancy of the Chief Financial Officer, a member shall be appointed by the President with the consent of a majority of the directors.

(i) To certify to the corporation the Membership list according to Membership category; to determine eligibility for purposes of participation in WESTOP activities; and to prepare and issue to Members such cards, certificates, or other evidence of Membership, if any, as the Board may direct. To certify to the Board the names of eligible voters. 

(j) To perform other duties as assigned by the President as needed.

2008-2009 WESTOP Service Council
Duties and Responsibilities

Legislation and Education
This committee shall specifically address itself to the concerns mentioned in Sections 2.2 (e), (f), (g), (h) and (i). Additionally, this committee shall make every effort to educate the Membership on pertinent legislative issues and the legislative process.

1. Present (or designate a presenter) at every Chapter Professional Development Seminar,
2. Submit an article to the Public Relations Chair updating members on legislative/education issues for publication in quarterly newsletter.
3. Maintain communication with Chapter representatives on issues affecting their respective Chapters.

Membership and Elections
This committee shall be responsible for actively promoting, recruiting and retaining Membership in WESTOP. This committee shall also be responsible for developing the procedures to be used in the election of directors, developing lists of individuals eligible to be nominated and vote, and overseeing the counting of votes.  If the committee chair is a candidate for the WESTOP Board, the President-Elect will Chair the Elections.

1. Develop new member questionnaire on what members need,
2. Input information into C-Vent,
3. Responsible for Membership Directory,
4. Develop, along with Public Relations Chair, a “Welcome Kit”,
5. Revise “New Member “ agenda and presentation for all Chapters.

Professional Development. This committee shall specifically address itself to the concerns mentioned in Sections 2.2 (a) This committee shall be responsible for organizing and coordinating activities that enhance the professional development of WESTOP Members. This committee will also be responsible for organizing and coordinating the Annual Conference.

1. Develop an Emerging Leaders pilot program,
2. Serve as liaison to Conference Committee Chair,
3. Develop and implement leadership training opportunities for members to take place at both chapter and regional levels,
4. Create a workshop topic that can be presented at each chapter PDS by the committee.

Public Relations
 This committee shall specifically address itself to the concerns mentioned in Sections 2.2 (b) (e), and (i). This committee will be responsible for all aspects of public relations regarding the WESTOP Association.

1. Provide information to membership,
2. Develop, along with the Resource Development Chair,  a marketing plan for the association,
3. Develop an Alumni database,
4. Work with other committees on developing public relations materials they may need,
5. Create quarterly newsletter for members and community partners,
6. Work with Chapters on developing needed materials to promote the association.

Research
This committee shall specifically address itself to the concerns mentioned in Sections 2.2 (c), and (d). The responsibilities of the Research Committee shall include, but not be limited to, the promotion of research and advancements as it benefits WESTOP’s purpose and those of programs represented by our Membership.

1. Continue to identify research on TRiO and other college access programs,
2. Create a literature review of educational opportunity programs research/studies,
3. Work with McNair students on possible research opportunities within the TRiO community.

Resource Development. This committee shall specifically address itself to the concerns mentioned in Sections 2.2 (e). This committee shall be responsible for organizing and coordinating resource development activities for the Association.

1. Identify possible community, corporate partners,
2. Research possible funding opportunities for the association,
3. Work with Public Relations Chair on the development of a marketing plan,
4. Work with Conference Chair on the planning of an Educational Summit to take place during the Annual Conference.

Technology Committee. This committee shall specifically address itself to the concerns mentioned in Sections 2.2 (c). This committee shall be responsible for the promotion of the Association’s use of technology and training.

• Post weekly “Technology Tips” on WESTOP listserv,
• Research the possible use of “wikis” for the association,
• Provide tutorials and podcasts on technology issues.

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