Board of Directors
WE WANT YOU!
If you are interested in becoming a member of the Board of Directors please see the job descriptions below and submit an application for the 2024-2025 elections.
Not sure if a Board position is right for you? Start with a position on one of our committees! For more information on our committees please email us at ncrtaboardofdirectors@gmail.com or reach out to one of the current Board members.
Position Descriptions
President-Elect:
The President-Elect of the Association shall assist the President and act in his/her absence.
The specific duties include but are not limited to:
- Assist the President of NCRTA in guiding the association’s management, representation, and policy-making.
- Support and assist the President as needed.
- Attend all Board meetings and Membership meetings.
- Fulfill the duties of the President when the President is absent or not available.
- Serve as a Board liaison to assigned committees and ensure that Fiduciary Statements are signed by all committee members.
- Serve as Chapter Affiliate to ATRA Chapter Affiliate Council and to contact ATRA with updated President-Elect information for their website. Serving as Chapter Affiliate representative entails regular communication with ATRA.
- Represent NCRTA at the ATRA Mid-Year Professional Issues Forum and during the Chapter Affiliate Council meeting. Monetary support will be contingent upon approved NCRTA budget.
- Write and revise policies as needed. Ensure that Board members have current policy and procedure manuals.
- Make initial contact with new BOD officers and provide a packet of information which will include: welcome letter, job description, past year board minutes, expected number of meetings for the upcoming year and flyer of committee descriptions. This should be distributed prior to their orientation meeting for their review.
- During the final BOD meeting of the President-Elect’s term, the President-Elect will hold an orientation meeting with the incoming BOD to set meeting dates, establish committee liaisons and educate Board members about Board procedure.
- In order to fulfill responsibilities of this position, the President-Elect is expected to be a member of ATRA.
- Encouraged to attend SPIF.
- Review Bylaws annually upon taking office and prior to the first scheduled board meeting.
- Assist with the conference planning committee for NCRTA’s annual conference.
Secretary
- Attend all Board Meetings and Membership Meetings.
- Prepare an agenda for each Board Meeting (see Appendix Y agenda format)
- Record, type and distribute the approved minutes for all association meetings. Approved
minutes are distributed to the Past Presidents, Historian and BOD members as soon as possible after the BOD meeting. The secretary has 10 days to get minutes out to BOD members for review. Once the BOD has had an opportunity to review minutes to offer any corrections, the Secretary will notify the President that the minutes are ready to be put to an email vote. At that time, the President shall begin the email voting process.
- Summarize the minutes, financial information including budget of conference, allocations of conference and SPIF, research, marketing and technology information
to be included in the NCRTA February/March newsletter. - Serve as a Board liaison to assigned committees and ensure that Fiduciary Statements (Appendix J) are signed by all committee members.
- Maintain files, such as policies and procedures, fiduciary statements, Board contact information, College/University information, etc.
- Provide copies of Board meeting minutes from the past year for the incoming Board members at the Orientation meeting.
- Encouraged to attend SPIF, although this is not mandatory.
- Designated person to receive scholarship applications (to keep website from having to be
constantly updated with new contact information yearly).
- Report numbers of applications to board
- Forward scholarship and awards applications to scholarship committee chair.
Treasurer
1. Attend all Board Meetings and Membership Meetings.
2. Prepare financial report for each Board Meeting.
3. Serve as chairperson for the Finance/Budget Committee.
4. Provide committee chairs and Board members with a list of their committees’ expenditures during the current fiscal year.
5. Send the yearly budget request form to committee chairs and Board members for completion prior to the finance meeting (Appendix A).
6. Prepare a budget sheet (see Appendix B) that represents the amount approved by the Board for each committee, the amount the committee actually spent, and the amount each committee is requesting for the New Year.
7. Send a budget confirmation letter (Appendix C), Financial Request Form (Appendix D), committee report form (Appendix F), Fiduciary Statement (Appendix J), the Committee chair membership waiver (if applicable Appendix FF), and a copy of Policy 2.2 to each committee chairperson following the annual Finance meeting.
8. Adhere to Treasurer duties listed throughout Section 2 Financial Procedures.
9. Notify the Membership Coordinator after the Finance Meeting of all committee chairs who
qualify for a free membership waiver.
10. The Treasurer will be BOD liaison with Accounts Payable/Receivable Position
and Marketing Committee.
11. To fulfill all Accounts Payable/Receivable duties in the absence of the Accounts payable/Receivable position.
12. Serve as the PreRegistration chairperson for the annual conference.
13. To collaborate with the Accounts Payable / Receivable person to have one representative present at SPIF who will serve as PreRegistration Chair.
14. Contact Richard Hatfield in regards to continuing to fund the Richard Hatfield scholarship
one month prior and 23 weeks after conference to finalize the transaction. His contact is as
follows: Dick Hatfield Deputy Corporate Compliance UNC Health Care 101 Manning Drive
Chapel Hill, NC 27514 Phone: 9199662261 Fax 9199661005.
15. All original receipts will go to the APR position for payment.
16. Project income for the annual conference and SPIF for the budget meeting. Work along side of conference committee to ensure budget approval.
17. Have access and oversee NCRTA account to ensure checks and balance (see Appendix W)
18. Approve or deny reimbursement and charges via email requests from all committees. 19. Update approvals as they come in on budget excel spreadsheet.
Member-at-Large:
The specific duties include but are not limited to:
- Attend all Board Meetings, Membership Meeting and Conferences.
- Serve as the Board liaison to assigned committees and ensure that Fiduciary Statements are signed by all committee members.
- Annually, draft letters to presidents of various associations (NC PT Association, NC OT Association, NC Speech Association, NC Recreation and Parks TR Division, NC Social Work Association, etc.) as well as colleges and Universities to introduce our professional organization and association.
- Take pictures at conferences to post on social media.
- Coordinate silent auction at annual conference.
- Contact agencies and colleges/universities to secure donations for baskets, via website and email.
- Display and monitor baskets for bidding.
- Collect bid sheets, determine basket recipient and announce recipients at conference.
Student Representative
Must be a student enrolled in a college or university RT/TR/RTA program at time of joining board.
The specific duties include but are not limited to:
1. Attend all Board Meetings and Membership Meetings.
2. Assist in planning, implementing, and evaluating the Student/Professional Issues Forum.
3. Serve as an advocate for the student membership. Take initiative to create PPT for schools to market NCRTA.
4. Secure and maintain an updated list of the student ambassadors.
5. Send out information packets, which include a letter of purpose, membership application (Appendix U), member benefits flyer (Appendix V), Richard Hatfield student scholarship application (Appendix W), information about student/professional issue forum, student ambassadors information form (Appendix I), and NCRTA brochure to colleges/universities.
6. Maintain communication with all college/university contacts, ambassadors or educators.
7. Serve as a Board liaison to assigned committees and ensure that Fiduciary Statements (Appendix J) are signed by all committee members.
8. Send announcements to Universities advertising the Provisional / Professional membership level and the student scholarship (through PPT slide).
9. Required to attend and work at SPIF and NCRTA.
10. Collaborate with the President and design a presentation of board accomplishments to be displayed at Annual Conference (For example, PPT)
11. Assist with typing evaluation feedback at Annual Conference.
12. Assist with PPT for the annual conference (with board accomplishments).
13. Serve a one year term.