Job Descriptions for AHAA Board Members

Duties:

Co-chair  (1st year):

Annual review of bylaws (August)

Edit and revise “Chairs Remarks” for Spring and Fall e-newsletter (February and August)

Solicit volunteers as needed, candidates for elected positions as vacancies arise

Supervise and work in close consultation with the officers

Write and send statement supporting AHAA scholarly session at CAA (May)

Chair (2nd year):

Arrange and lead Board conference calls 4-6 times / per year (January, April, July and October)

Custodian of AHAA records (ongoing)

Draft agenda and lead AHAA business meeting and annual board breakfast meeting at CAA conference (January, February)

Solicit volunteers as needed, candidates for co-chair annually (September)

Write “Chairs Remarks” for Spring and Fall e-newsletter (February and August)

Write “Thank-you” notes for donations as they arrive

Supervise and work in close consultation with the officers

Chair Emerita/us (3rd year):

Participate in conference calls

Be available to Chair in an advisory capacity as needed

Work on special projects as mutually agreed upon

Bylaws: Treasurer is an elected position and shall serve for a term of three years. The treasurer shall collect membership dues and gifts throughout the year. The treasurer may serve simultaneously in the capacity of co-chair.

Duties:

Prepare the annual budget for coming year (November) and distribute to the

Board (January)

Prepare quarterly finance reports and distribute to the Board (January, April, July, October)

Prepare/present the Treasurer’s Report and Budget at the annual business meeting at CAA (February). Send approved budget and finance report to website coordinator for posting to website

Reconcile checking account (monthly)

Receive, process, record: dues payments, donations/other forms of income (ongoing)

Deposit receipts in checking account (weekly)

Pay all expenses of the organization in a timely manner via the checking account (as needed)

Prepare and submit a Report of the Treasurer for the e-newsletter (March, August)

Maintain a record of various membership dues levels (lifetime member, benefactor, patron, friend) and miscellaneous donations, and submit a current list of names for the spring e-newsletter (March) and for posting on the website.

Inform the AHAA Chair to send a thank you note of members who renew at lifetime, benefactor, patron, and friend dues level, and of miscellaneous donations (ongoing)

Provide Membership Coordinator with membership applications and renewal information received from AHAA members (ongoing)

Send Membership Coordinator master membership list for cross-referencing (January, April, July, October)

Respond to all tax-related correspondence and maintain our 401(c)3 status by filing FORM 990 by May 15th of each year  [Note: For annual earnings/assets of less than $25,000, FORM 990-N electronic notice (e-postcard) should be filed at www.irs.gov/eo] (annually March-April)

Handle renewal of AHAA web domain (Next renewal: 2013)

Bylaws: A membership coordinator for the association shall serve for a term of three years. The membership coordinator will work in close consultation with the elected treasurer to coordinate active membership lists. (The membership coordinator cannot simultaneously serve as treasurer so that there are checks and balances on membership funds being collected.) Members will update their information on the website, supervised by the membership coordinator.

Duties:

Actively pursue new members

Maintain member database

Facilitate the renewal of past memberships

Check database against Treasurer’s master membership list (January, April, July, October)

Write report for newsletter (February and August)

Year-end gift solicitation (November)

Bylaws: The AHAA secretary shall serve for a term of three years. The secretary will work in close consultation with the elected co-chairs to record and distribute minutes to annual business meeting. The secretary may simultaneously serve in the capacity of treasurer.

Duties:

Maintain Board list and distribute annually (March)

Take minutes of the annual business meeting at CAA (February)

Take minutes of conference calls (January, April, July, October)

Plan Annual Business Meeting, make arrangements with caterer (January)

Schedule business meeting through CAA (May). This is done through the CAA Content Management System (CMS). The Secretary of AHAA receives a username, password and link to the CMS sign-in page. The Secretary must submit three possible dates and times for the business meeting by early June. The Secretary also lists the name of the chair of the AHAA Professional Session with CAA.

Submit 150-word AHAA affiliate news to CAA’s newsletter.

Deadline dates are as follows: 

January 10 for March issue

March 10 for May issue

May 10 for July issue

July 10 for September issue

September 10 for November issue

November 10 for January 2010 issue

Publicize Conference Travel Grant (October, November)

Supervise Conference Travel Grant applications (deadline February 1)

Announce Conference Grant at AHAA Board meeting at CAA; notify all applicants (early February)

Bylaws: The sessions coordinator for the association shall serve for a term of three years. The sessions coordinator will work in close consultation with the elected co-chairs to determine and to facilitate the association’s annual conference sessions at the College Art Association conference.

Duties:

Coordinate a 1 ½ hour professional session, which must be planned one year in advance, and a 2 ½ hour scholarly session, which must be planned two years in advance.

Post call for proposals to members and to AmArt listserv (early January)

Post second call for proposals to members and AmArt listserv (early February)

Assure that CAA has correct contact information for Chair and Sessions Coordinator (February)

At CAA conference: assist session chairs as needed, introduce sessions (February).

Proposals due for professional session (March 1)

Work with session chairs for previous month’s CAA conference to secure abstracts for AHAA website (late February)

Proposals due for scholarly session (April 1)

Select topic for professional session with input from Board and in consultation with co-chairs. Notify all who submitted proposals. Send info to AHAA website coordinator. Notify CAA Manager of Programs of topic for professional session (April).

Assure that chair of professional session issues call for proposals and secures speakers by June. Send speaker information to AHAA website coordinator. Ask chair to secure abstracts by August 3 for following February (April)

Select topic for scholarly session with input from Board and in consultation with co-chairs. Confirm with AHAA board. Notify all who submitted proposals. Send info to AHAA website coordinator (May).

Submit topic for scholarly session on CAA online http://conference. collegeart.org/2011 (or the year of that session) (between June 15 and September 1)

Send letter of support from Co-Chair to scholarly session chair (June)

Contact scholarly session chair for next year (not the one just chosen for two years from now, but the one chosen a year ago who will present next year) for information on their speakers. Contact professional session chair for information on their speakers. Send to AHAA website coordinator (June)

Assure that scholarly session chair gets user account and posts session on CAA online. He/she must contact the CAA administrator for a new user account, then signs in on:

<https://conference. collegeart.org/cms/accounts/signin>

after sending Session Coordinator’s signin name and password (June)

Assure that chair of scholarly session submits electronic copies of session proposal, two-page CV, and letter of support from AHAA Co-Chair, together with online submission form, to CAA Manager of Programs by September 1. Subject heading should read: Sessions 2012 (or the appropriate year), and documents should be in PDF or Word format.

Confirm that upcoming session chairs and participants are current AHAA members (November)

Bylaws: A Web Coordinator or co-web coordinators for the association shall serve for a term of three years. The web coordinator will work in close consultation with the elected co-chairs to coordinate the management of the association’s website.

Duties:

Oversee Budget (work with Treasurer); Hosting Fee (work with Treasurer); Maintenance (work with Web Designer, Ryan McCarthy)

Development and Expansion

Weekly updates and maintenance

Edit submitted texts

Publish new listings and post any new materials

Check and answer emails sent to info@ahaaonline.org (work with Membership Coordinator and Web Designer on issues regarding passwords, hyperlinks, and automatically-generated messages)

Work with Web Co-Coordinator in fall and spring to upload Book Reviews, New Publications, Exhibition listings, and other submissions        

Every 6 months, identify images of works of art to highlight on AHAA site collect and post the images along with their information and a brief description of the collection

After CAA conference each year, update and post: AHAA Business Meeting Minutes and Budget/Finance Reports; Update AHAA at CAA (remove session descriptions); Update Past CAA Sessions under Abstracts; Update Past Officers with name of Chair; Update AHAA at CAA Past; Update Travel Grant Deadline and Add Name of Winner; Update Contact Information for Board Members

Each spring (May), update Calls for Session Proposals and Guidelines for Submitting Proposals

Each summer, update and revise Dissertation Listings (based on CAA list): in progress and completed listings added each year

Each fall, update AHAA at CAA (add session descriptions and business meeting information)

Update Member Surveys as needed

Update Web Resources (work with Jeffrey Weidman at the Nelson-Atkins); Update the urls and test the links on a bi-annual basis: January and July. Jeffrey has agreed to send the material by mid-December and mid-June, so we will have time to input it and check the existing urls before the end of the month.

Compile and Post Course Syllabi and Exhibitions-in-Progress listings

Every two years, update Doctoral Programs

Bylaws: A Web Co-Coordinator for the association shall serve for a term of three years. The web coordinator will work in close consultation with the elected co-chairs to coordinate the management of the association’s website.

Duties:

Newsletter emailed three times per year (spring, fall, and winter before CAA) with previous one archived

Maintains Archives of Past Newsletters

Maintains a schedule of deadlines for each publication cycle

Winter deadline: Jan. 15

Spring deadline for submissions: March 1

Spring publication deadline: March 30

Fall deadline for submissions: Sept. 1

Fall publication deadline: Sept. 30

Solicits contributions for newsletter from membership (via email) and through AmArt-L listserv (send emails on Feb. 15 and Aug. 15 and reminder emails before March 1 and Sept. 1)

Receives contributions from members/institutions, and sends out acknowledgements of receipt

Works with Web Coordinator to update website and add new submissions

Solicits reports and statements for publication from other board members

Coordinates/volunteer compilers of exhibition listings, new publications, and book reviews

Checks that information is complete, and rewrites as needed to ensure consistency in style and format

Organizes the information according to the categories in the newsletter using the template

Copy-edits and proofreads

Distributes email draft to other board members for final proofreading and changes as necessary

Does final formatting of document and emails it to members

Works with board and members to change and develop new features

Works with Web Coordinator to develop relationship between the newsletter and the website

Bylaws: The book review editors will each serve staggered terms of three years each. They will work in close consultation with the co-chairs and website coordinators.

Duties:

Determine books to be reviewed and inform AHAA Board

Identify reviewers & provide them with editorial guidelines

Contact publishers and arrange to have books sent to reviewers

Edit reviews and forward to website coordinator for posting on website

Handle review-related correspondence, including letters to editor and any responses to reviews, and keep co-chairs in the loop (as needed)