The board meets at least once a month from August to April each year. Additional meetings may be scheduled by the president on an as-needed basis. The bulk of the work of the board should be done by the committees.

Board members are expected to attend all board meetings, including the annual fall and spring board meetings, and to actively serve on at least one board committee. Excessive absence may lead to a vote for removal. Any board member can be removed from office by an affirmative vote of two-thirds of the board.

Executive Board

Office of President*: The President presides at all meetings and leads the board in programming content for the Summit and approving all sponsorships. The president ensures all orders and resolutions approved by the Board are carried into effect and submits a report to the members at the annual meeting,

Office of the Vice President*:  The Vice President performs functions of the office of the President in their absence; performs duties as assigned by the President and/or the Board; supervises the elections committee; provides primary leadership in the selection of and negotiations with the Summit hotel.

Office of Secretary*:  The Secretary is expected to take attendance and minutes at board meetings and general meetings at the annual summit. The Secretary is expected to deliver minutes to members of the board in a timely manner. To a certain extent, the Secretary will assist with communications, particularly if the Communications Director needs assistance or is unable to perform their duties. Other roles and duties are subject to change based on the needs of the Board or in the absence of other executive officers.

Office of the Treasurer*: The Treasurer maintains an accurate account of receipts and disbursements, supervises the deposit and investment of all funds as directed by the Board; prepares and submits financial reports monthly, at the annual meeting and as requested by the Board, and assures the preparation and submission of all regulatory documents and taxes. The Treasurer collaborates closely with the Director of Membership to properly maintain membership records, especially in terms of payment of dues and registration fees. The Treasurer works closely with the president to collect sponsorship and advertising payments.

Directors 

Directors are nominated by the president and appointed as deemed necessary by a majority vote of the Board, for task-oriented responsibilities. There must be a clearly defined purpose for the appointment. The term of appointment shall be for one year or until the task is completed. If the task is ongoing or takes more than one year, that Director may be reappointed by the board for an additional year or until completion of the task.

Director of Membership: Responsibilities include supervising on-site registration logistics for the annual Summit; Managing the membership database; processing applications for membership according to the organization’s criteria; maintaining membership records, including fee payments received from members; responding to membership-related questions; and managing membership growth and retention. The Director of Membership also assists the Vice President with development of session, workshop, and activity topics. The Director of Membership is appointed by the board. 

Director of Communications: TheDirector of Communications leads development and implementation of the organization’s communication strategy across all platforms, including development and enforcement of MEIEA branding. The Director of Communications oversees public relations, media outreach, and community engagement efforts of the organization; works with the board to create marketing materials, coordinate the creation of promotional materials, including the sponsorship deck, press releases, and other public facing content; manages creation and distribution of the newsletter, coordinating with other officers and directors on topics and issues for inclusion and works with the Director of Membership to update the mailing list with new members. The Director of Communications oversees MEIEA social media and websites accounts and their content;  coordinates with administrators of institutional member institutions and paying customers to secure job posting information and updates Job Posts on the Faculty Vacancies webpage. The Director of Communications ensures that all communications align with the organization’s mission and brand and responds to inquiries from the public and media, working with other board members to promote organizational events and initiatives. The Director of Communications is appointed by the board.

Liaisons  

Liaisons may be appointed by a majority vote of the board to represent an ongoing interest of the organization. (These are not described anywhere on the website. I would like to incorporate the descriptions suggested below in sections 8 and 9)

 

General Board Members

The President will appoint General Board Members to serve on committees as needed, including, but not limited to:

Policies and Bylaws

Elections

Grants (faculty and student enrichment)

Journal

Communications, Marketing and Social Media

Website

Diversity and Equity

Summit Planning

Onboarding (forthcoming)

Scholarships (forthcoming)

 

SUMMIT SPECIFIC TASKS  

General board members will be expected to complete assigned Summit specific tasks professionally and on a timely basis: Tasks include, but are not limited to:

• Food Selection

• Registration SWAG

• Secure and/or serve as session moderator

• Creation of a program, printed and/or electronic, of the Summit schedule

• Recruitment of guest speakers, panelists, and keynote speakers

• Coordination of academic paper sessions

Works with other board members to communicate deadlines, payments, and applications to the membership

Immediate Past President:

Upon completion of their term as President, the now former president serves an additional year on the board in an advisory capacity as Immediate Past President. The IPP has all the rights and privileges of other board members except the right to vote.

 NOTES:

 *Per the bylaws, the President, Vice President, Treasurer and Secretary are the executive officers of the institution and make up the executive board.

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The entries highlighted in red may be to added to the bylaw descriptions above or appended to those descriptions as a supplemental document. Comments or questions should be sent to vicepresident@meiea.org

 

1. President

• Lead and oversee the organization, ensuring it remains focused on its mission and goals.

• Chair board meetings, ensuring efficient decision-making and governance.

• Represent the organization at public events and to key stakeholders.

• Serve as the primary spokesperson for the organization.

• Work closely with board members and committees to set strategic direction and monitor progress.

• Oversee organizational management, ensuring policies and procedures are followed.

• Approve annual budgets in collaboration with the Treasurer and Board.

• Foster relationships with donors, partners, and community members.

• Mentor and guide the Vice President to prepare for leadership succession.

2. Vice President

• Support the President in fulfilling their duties and step in during the President's absence.

• Help develop and implement the organization’s strategic initiatives.

• Function as a liaison between the President and other board members or committees.

• Lead or participate in specific projects or committees as assigned.

• Prepare to assume the role of President in the future.

• Oversee special projects or organizational initiatives at the request of the President.

3. Treasurer

• Manage the organization's finances, including budgeting, accounting, and financial reporting.

• Present financial statements and updates to the board at regular meetings.

• Ensure timely payment of bills, collection of dues or donations, and management of accounts.

• Prepare the annual budget in collaboration with the President and Board.

• Ensure compliance with financial regulations and tax filings.

• Monitor cash flow and manage the organization’s financial assets.

• Coordinate with external auditors, if required, for financial reviews or audits.

4. Secretary

• Record minutes at board and other organizational meetings, ensuring accuracy and clarity.

• Distribute meeting agendas, minutes, and supporting documents to board members.

• Maintain and update the organization's records, bylaws, and official documents.

• Ensure compliance with legal requirements for meetings and organizational governance.

• Facilitate effective communication between board members and with stakeholders.

• Manage correspondence and official communications of the organization.

• Assist in organizing board meetings and other organizational events.

5. Director of Membership

• Oversee membership recruitment, retention, and engagement strategies.

• Manage the membership database, ensuring accurate records of current and potential members.

• Develop and implement plans to increase member involvement in the organization’s activities.

• Manage communication with members regarding renewals, benefits, and events.

• Organize membership drives, onboarding, and networking opportunities.

• Ensure members' needs and concerns are addressed effectively.

• Report membership statistics and trends to the board.

6. Director of Communications

• Develop and implement the organization’s communication strategy across all platforms.

• Oversee public relations, media outreach, and community engagement efforts.

• Manage social media, website updates, and newsletters to keep members and the public informed.

• Ensure that all communications align with the organization’s mission and brand.

• Coordinate the creation of promotional materials, press releases, and other content.

• Respond to inquiries from the public and media.

• Work with other board members to promote organizational events and initiatives.

7. Organizational Engagement Liaison

• Ensure that the organization a welcoming atmosphere in its policies, activities, and membership.

• Advise the board on best practices for maintaining respect and monitor progress on those efforts.

• Develop programs, training, or initiatives to foster a positive and respectful environment within the organization.

• Serve as a resource for members and board members on issues related to fairness and mutual respect.

• Partner with community groups and other organizations to strengthen efforts that maintain a welcoming atmosphere.

• Help the organization cultivate a welcoming and supportive space for all members.

8. European Liaison

• Represent the interests of European members and stakeholders within the organization.

• Serve as a point of contact for European members, addressing their specific needs or concerns.

• Help coordinate events, outreach, and partnerships in Europe.

• Promote membership growth and engagement within the European region.

• Provide updates to the board on European trends, opportunities, and challenges.

9. Australasian Liaison

• Represent the interests of Australasian members and stakeholders within the organization.

• Serve as a point of contact for Australasian members, addressing their specific needs or concerns.

• Help coordinate events, outreach, and partnerships in the Australasian region.

• Promote membership growth and engagement within the Australasian region.

• Provide updates to the board on regional trends, opportunities, and challenges.

10. Immediate Past President

• Provide continuity and institutional knowledge to the current board.

• Offer guidance and mentorship to the President and Vice President.

• Serve as an advisor on past practices, historical context, and long-term strategy.

• Assist with special projects or initiatives, as requested by the President or board.

• Support succession planning and leadership transition efforts.

• Continue to represent the organization externally, as needed.