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Eastern District Association's
Council for Conventions and Council for Services
RIAHPERD shall have a representative on the eastern District Association's Council for Conventions and Council for Services.
Serves as a member of the President's committee on the RIAHPERD Board.
The RIAHPERD representatives to the Council for Conventions and Council for Services shall each be appointed for a term of 2 years by the president with confirmation from the RIAHPERD Executive Board.
The representatives shall participate in the yearly Representative Assembly, which is held during the Eastern District's Annual convention. RIAHPERD will budget money to defray the expenses incurred at the EDA Convention.
Representatives will also participate in the fall and spring EDA meetings which will be funded by the Eastern District Association.
Responsibilities
Council for Conventions
Act as a liaison between RIAHPERD and the EDA council, whose primary function is to plan, organize, and conduct the district convention.
Council for Services
Act as a liaison between RIAHPERD and the EDA council, whose primary purpose is to promote health, physical education, recreation and dance in an integrated, unified approach and to upgrade professional services available to the membership within the district.
Purpose: The purpose of this committee shall be to provide guidance and recommendations to the Executive Board on the financial structure and operation for the Association.
Organization: The committee will be composed of 5 members: President-Elect, President, Past-President, Treasurer, the Executive Director.
Responsibilities: Submit a budget proposal to the Executive Board for approval. The budget should include: income and expenses for the operation for the Association during the coming year, all line items for all divisions, sections, committees and administrative services, and other line items according to the needs of the Association.
Consider requests for budget revisions during the fiscal year and make recommendations to the Executive Board. Expenditures that exceed the approved line item amount must be submitted to the Finance committee so that action may be taken before the expense is incurred.
Recommend to the Executive Board the level of dues to be paid by professional, student, associate and retired members of the association.
Approves (in collaboration with ED) contracts with individuals and companies that are associated with any aspect of the Association business.
Notify board members that all receipts be submitted to the Treasurer for reimbursement.
Monitor, report and make recommendations to the Executive Board in regards to the Association's investment account based on recommendations from the Investment Committee.
The Treasurer will record and distribute the minutes of the Finance Committee meetings to the Executive Board members.
Purpose: the purpose of the investment committee shall be to advise the finance committee how to vest invest monies in the RIAHPERD investment portfolio.
The Investment committee shall consist of the Treasurer, Past President and a member-at-large appointed by the President.
The member-at-large must be a member of RIAHPERD.
The investment committee shall meet as needed to review the RIAHPERD portfolio and make recommendations to the finance committee as to the best ways to invest the monies.
The term of the Investment Committee shall be for one year.
Purpose: The purpose of the Membership Chairperson is to maintain, update and keep current membership information in the RIAHPERD database. This would include memberships, renewals, convention registration, conference registration and any pertinent membership information.
The Data Information Manager is appointed by the President and will serve a term of 3 years as a member of the RIAHPERD Presidential committee.
Create and provide a mailing list for RIAHPERD mailings, newsletters, membership information, notices, and renewals.
Print registration badges for convention, fall conference and any other RIAHPERD workshops.
Work with/as convention Registration Manager in setting up convention pre registration and on-site registration. Supply member ship list, pre-registration list, vendors list, guest list, and convention badge and membership cards. Set up on-site computers with membership program and data.
Supply information for convention registration certificate with printing service.
Provide membership information to the Executive Board upon request.
Notify Executive Director with any registration or membership problems.
Print out membership cards for members not attending the Annual Convention.
Acquire a working knowledge of the Assoc.'s functions by conferring with the President and Past President.
Read and be conversant with the RIAHPERD Constitution, By-Laws and Operating Codes.
Attend all RIAHPERD Board meetings.
Serves on the Executive Committee of the RIAHPERD Board.
Attend and report on the Annual AAHPERD and EDA, LDC Conferences.
Assume the duties of the President in his or her absence.
Assist the Vice-Presidents-Elects, Section Chairs and Committee Chairs with the coordination of any special events planned. Including Vice-President's workshops.
Serve as a member of the finance Committee.
Serve as a member of the Conference Committee.
Organize and chair the Teacher of the Year Award Program selection committee and report results to the Executive Board for approval. This will also include special recognition awards.
Submit names to EDA for the teacher of the year recognition.
Distribute EDA applications to prior years TOY
Preside over RIAHPERD Awards Banquet.
Submit bi-annual reports for newsletter publications.
Develop strategic plan for their presidency.
Transfer appropriate files to incoming President-Elect.
Assume the office of President at the annual Fall Conference.
The president's term of office shall begin and end at the annual Fall Conference.
The president is the chief executive officer of the organization.
Serves on the Executive Committee on the RIAHPERD Board.
Schedules, selects location and sets the agenda for the monthly board meetings.
Presides over the monthly Executive Board meetings.
Attend the EDA and National Convention and act as liaison between RIAHPERD and AAHPERD.
Appoints delegates to the representative assemblies for the EDA & AAHPERD Conventions.
Appoints, with board approval, vacated or unfilled Executive Board positions.
Submits President's Message article for RIAHPERD newsletters.
Spokesperson for RIAHPERD in matters of policy and position on issues of interest and concern to the organization.
Serve as a member of the Conference Committee.
Serve as a member of the Finance committee.
Appoint a member at large to the Investment Committee.
Review preliminary budget with the president elect, past president and executive director.
Confer with and update the President regarding any unfinished business and other related matters of the previous year.
Relinquish the Association's files to the President at the annual Fall conference, (By the first executive Board meeting of the new term.)
Serve as a member of the Executive Committee on the RIAHPERD Board.
Attend all RIAHPERD board meetings
Organize the Annual Fall Conference, which includes selection of featured speakers, theme, and site, which is initiated during term of presidency.
Serve on Finance Committee.
Serve on Investment Committee.
Attend all Executive committee meetings.
Conduct annual convention evaluation and report results to Executive Board.
Submit a Past President's message for the newsletter.
Read and be conversant with the RIAHPERD constitution, By-Laws, and Operating Codes.
Attend all RIAHPERD board meetings.
Serves on the Executive Board of RIAHPERD.
Secure and complete a roster of the Executive, State and Presidential Committees and all other individuals who should receive a copy of the meeting minutes.
Record and distribute, to the appropriate persons, the minutes of the RIAHPERD board meetings.
Complete all necessary Association correspondence, as directed by the President.
Arrange for the transfer of the Secretary's files to the incoming Secretary.
Purpose: To increase the student awareness and participation in RIAHPERD.
To enhance the development of student professional attitudes.
To stimulate the growth of student professional leadership.
To provide professional experiences designed to prepare students for both immediate and future active participation in their state, district and national associations.
Serves on the State Committee of the RIAHPERD Board.
This is an appointed position with full voting rights as a board member. the treasurer is also a member of the finance committee, investment committee and executive committee.
Record all deposits received from the RIAHPERD office and file receipts.
Pay all bills sent from the Executive Director/Officers.
Coordinate with the Executive Director to pay bills in a timely manner, verify balances, review figures of quarterly report.
Reimburse all board members according to the budgeted files.
Keep the account up to date and accurate.
File NEW signature and resolution forms with the bank at the beginning of every fiscal year as appropriate.
Preparing the annual AAHPERD report. Present it to the Finance committee for acceptance and mail it to the AAHPERD Treasurer by August.
Follow up on any returned checks. collect any bank fees due from the member and notify the person in charge of membership if the member doesn't replace the bounced check.
Develop and present a quarterly report of all RIAHPERD finances. Review the report with the Executive Director in case there are errors. Present it to the Finance Committee prior to the board meeting. Provide copies for each board member at the next meeting.
Keep files for disbursements, deposits, reimbursements, correspondence, and bank statements.
Provide the Finance committee with an account of end of the year's spending so that they can estimate the next year's budget (This should be done by May.). This is a computer generated report.
Make on-time salary payments to the Executive Director.
Pay postal expenses as directed by the Executive Director.
Make sure any automatic debits are recorded monthly and list them inside the checkbook.
Report and review investments to the Finance Committee.
Attend the RIAHPERD State Convention and collect and deposit monies daily.
A new treasurer will have to work with the Finance Chair to change the names on the fidelity account.
Helpful Hints:
Make sure all board members have reimbursement forms so that when you receive them in the mail you can easily record the line items and mail the check.
If not attending a board meeting make sure to make arrangements for the meeting site payment
Correspond with the Executive Director and other officers by email so that everyone is always on the same page and aware of any issues that come up.
Verify all deposit receipts with executive director and at the end of the fiscal year you should have the same figures.
Review and revise line items with the Finance Committee at the end of each fiscal year.
Keep a copy of line items taped inside the checkbook.
Always carry copies of the Tax Exempt Certificate.
Notify officers immediately if there are any financial discrepancies or problems.
Keep deposit slips on hand for the time that checks are sent to you directly.
Keep all of your receipts for stamps so you can reimburse yourself.
Staple all deposit slips to the line item breakdown sent by the Executive director.
Staple all invoices together that were paid for by 1 check.
The AAHPERD report is a big task. The line items are organized in the software program to total up in the same categories as the AAHPERD report. This saves a lot of hunt and peed time. Breakdown must be done of every single RIAHPERD line item into some AAHPERD category. Check previous year's reports to get the big picture.
The Treasurer and the Finance Chair should sign the AAHPERD report. There is not a designated place to sign it but it is proper procedure.
The Finance Committee should review the AAHPERD report first. He/She will provide a good checks and balance and may find errors. When you both feel it is an accurate report it should be presented to the Finance Committee, or at least the Finance Chair, then send on to AAHPERD. Make sure there are copies made for your records.
Review procedures with the new treasurer.
Adapted Physical Education, Dance, Health, Boy's and Men's Athletics, Girl's and Women's in Sport, Recreation, and Physical Education
The Vice Presidents-Elects shall be elected annually by the Association's membership and shall serve for a term of one year.
Read and be conversant with the RIAHPERD Constitution, By-Laws and Operating Codes.
Serve on the RIAHPERD Executive Board.
Attend all RIAHPERD Board meetings.
Assume the Vice-President's duties should it become necessary.
Assist the Vice-President in the planning and coordination fo the Division's activities such as workshops, networking, advocacy, convention and conference planning.
Serve as the Coordinator of Presiders of Division sessions at the Annual Fall Conference.
Write articles for newsletters/journals according to time line.
Assume the office of Division Vice President at the annual Fall Conference.
Assist the Vice-Presidents with annual membership drive.
Adapted Physical Education, Dance, Health, Boy's and Men's Athletics, Girl's and Women's in Sport, Recreation, and Physical Education
Read and be conversant with the RIAHPERD By-Laws.
Attend all RIAHPERD Board meetings.
Serve as voting member on the Executive Board of RIAHPERD.
Promote the Division through workshops, networking and advocacy statewide.
Write articles for newsletters/journals according to the time line.
Solicit and secure division presenters for the annual conference.
Serve as coordinator of presenters of division sessions at the annual conference.
Represent the Association at all conferences to which the Division has been invited to participate, which focus on the division's area of interest.
Report to the Executive Board the problems, projects, and programs of the Division.
Submit special request for funds necessary to carry out the work of the Division as needed.
Perform other duties that may be delegated by the President.
Refer candidates for office to the Nominating Chair.
Maintain a file with copies of all official correspondence, the Division's Operating Code, By-Laws, and other pertinent materials to be passed on to the next Vice President at the annual change over meeting.
Coordinate annual membership drive in conjunction with fall conference.
Solicit and select nominee for the awards associated with the division according to the time line presented by the President Elect.
The purpose of the RIAHPERD webmaster is to maintain and update the RIAHPERD web site with current and pertinent news and information beneficial to the membership.
The Webmaster is appointed by the President and will serve a term of 3 years as a member of the RIAHPERD Presidential Committee.
The following are the basis for the RIAHPERD web site.
List Executive Board meetings, dates, place, and time.
Information for upcoming events: conventions, fall conference, and workshops.
Current RIAHPERD board with contact information: school or business, address, email and phone.
Links to professional sites: AAHPERD, EDA, other state associations, American Heart Association, CDC, PE Central, etc.
Provide membership and registration forms that can be printed.
Duties
Association Management Liaison to Executive Board Members, Committee Members, and Membership.
Link with AAHPERD.
Award Coordinator -Executive director oversees nominations for District and National Awards, oversees the distribution of information for state awards, oversees nominations for State Awards, makes certain that the President Elect and Committee Members are award of time line.
Attends All Meetings of Executive Board - Executive Board as a voting member, standing and ad hoc committees as a non-voting member, RIAHPERD committees include: Awards, Conference, Legislative, Newspaper, Retirees, Nomination, Public Relations.
Archives - Retain copies of all meeting notes, retain all copies of publications.
Attend Conferences - State, LDC, EDA and/or National/ others at discretion of Executive Board.
Treasurer - Assist Treasurer as needed, act as resource for the Treasurer, serve as an audit committee member.
Criteria for Appointment - Served on Executive Board, member is good standing.
Compensation - Stipend for reimbursement of travel as budgeted.
Term - five year appointed position, renewed yearly by a five member selection committee consisting of current President, current Past President, one appointed member of the Executive Board (e.g. Secretary, Treasurer), and one RIAHPERD member at large. The position will also be reviewed annually in accordance with the review process for appointed positions.