New England Chapter
American Society for Indexing

Description of Officer Positions

.

Duties of the officers are described in ARTICLE XI. Duties of Officers in the chapter bylaws. Below are more narrative descriptions of the officer positions.

The President oversees the general operation of the chapter. Responsibilities include:

• Ensuring the chapter meets its objectives in serving the professional interests of its members.
• Ensuring the chapter complies with all of its bylaws, including holding meetings, forming a nomination committee, and soliciting timely nominations for new officers.
• Running the election for the next year's officers.
• Presiding at chapter business meetings (Chairing public meetings/conferences may be done by either the President or Vice-President).
• Functioning as the official liaison of the chapter with the American Society for Indexing and keeping ASI informed of the names of its officers.
• Performing outreach for the chapter and/or designating other members to carry out this function. May involve speaking about indexing in general at other professional organization meetings or arranging joint meetings of mutual interest with local chapters of other professional organizations (e.g., STC-Boston, STC Northern New England, NEASIS&T, SLA-Boston, EFA - Boston, EFA - Central Massachusetts, Bookbuilders of Boston). May also involve educational outreach to schools, colleges, and teachers' organizations.
• Planning and organizing the chapter’s annual spring meeting/conference. A description of the tasks involved can be found here. Any of these tasks may be delegated to other chapter members.
• Assisting the Vice President in organizing other conferences, workshops, and public meetings or events as needed, such as by proposing topics and suggesting and/or contacting potential speakers.
• Arranging gatherings of members for the purpose of sharing information and experiences such as dinner out with members who have attended a recent ASI national conference so that they can update members who were not able to attend.
• Informally mentoring the Vice President/President-elect into the future role of President.

The Vice President's primary responsibility is planning and organizing the chapter's fall meeting/conference and assisting the President with the spring meeting/conference.

• Additional workshops, meetings, or other public events can be planned by the Vice President, the President, or both jointly. (Arranging peer review sessions is generally the responsibility of the Chair of Continuing Studies). Coming up with ideas for programs and speakers is not the sole responsibility of the Vice President. He/she may solicit suggestions from other members of the Executive Board.  A description of the tasks involved in planning and organizing meetings, conferences, workshops and other public events can be found here. Any of these tasks may be delegated to other chapter members.
• The Vice President presides at business meetings in the President's absence.
• The Vice President is the President-Elect for the following term and assumes the office of President at the end of the current President’s term.
• If the President were to resign or for some other reason were unable to fulfill his/her duties before the end of his/her term, the Vice President would assume the office of President for the remainder of that term and continue as President into the following term.

The Treasurer is responsible for the chapter's checking account, and keeps track of the income and expenditures. The Treasurer deposits the checks of conference registrants and writes checks to pay for conference facility fees and other chapter expenditures, such as reimbursing the secretary for mailing costs.

The Treasurer gives an annual financial report to the chapter executive board at the annual business meeting immediately following the end of the fiscal year (coinciding with the calendar year).

The Treasurer completes the application for the American Society for Indexing annual member allotment of funds for the chapter, which is required by the time of the ASI national meeting typically in May.

The Secretary takes notes/minutes of all business meetings, which tend to be a concluding session of a conference and an annual business meeting/pot luck in December or January.

The Secretary is not required to take notes on conference presentations, but typically is one of the people who summarizes a conference presentation. (Whomever is handling conference preregistrations, which might be the vice President, puts out a request for conference sessions summarizers.)

The Secretary keeps in a permanent file all records and letters of value to the Chapter and its officers.

The Secretary maintains the chapter membership list as well as contact information for non-members. As such the secretary is also responsible for mailings (postal) to all members, whether conference flyers, election ballots, etc.

The Secretary moderates the NEASITalk listserv, ensuring that new members are subscribed and that former members are unsubscribed.

Back to Officers page.