PAAA Officer Responsibilities

Proposed June 2004 (ver:4 Jun 04)

President

• Represent PAAA in all aspects, especially in its relationships with other institutions,associations, etc.
• Chair the EC and General Membership (GM) meetings.
• Responsible, with assistance from the Executive Committee (EC), for the direction andactivities of the organization, including:
• Ensure that annual meetings run smoothly and efficiently
• Propose action items to be completed.
• Form a proposed budget for each year of office.
• Initiate and fosters communication between EC throughout the year.
• Prepare a report of activities for annual general meeting
• Prepare a list of PAAA activities for the IAA Secretary General (every four years). To be
  given to the Sec. Gen. before the IAA meeting.
• Review meeting minutes (from Recording Secretary) before distribution to PAAA
  members.
• Act as center of communications for student development awards (SDA).
• Receive applications from applicants
• Forward applications to SDA chair.
• Receive decision from SDA chair and informs recipients and sends regrets to others.
• Instruct Treasurer to write and send a check to the recipient.
• Respond to requests for information from internal and external sources (with assistance of Recording Secretary and Membership Sec./Treasurer).

Vice-President

• Oversees/updates PAAA "structure":
• • Articles of Incorporation
  • Bylaws
  • Policies and Procedures
• Work closely with the President on action items and oversight of committees.
• Prepare a report of activities for annual general meeting.
• Take over responsibilities of the President (become "Acting President") if the President is
  unable to fulfill his/her responsibilities.

Past President

• Coordinate a smooth transition between ECs. Ensure that unfinished tasks and on-going activities from past EC are transmitted to new EC.
• Chair of the Nominating Committee.
• In collaboration with President, propose futures avenues for PAAA activities.

Membership Secretary/ Treasurer

• Maintain membership lists, with up-to-date contact information, mailing addresses, and
  dues payment history.
• Receive and record PAAA membership applications and dues.
• Organize and produce a membership directory at least every other year.
• Manage PAAA finances
• Maintain bank account; balance account monthly
• Deposit dues and other income.
• Pays bills for approved documented expenses.
• Prepare (or contract for preparation) annual tax statement; obtain audit if necessary.
• Send PAAA dues notices in January of each year; sends reminders mid-year.
• Prepare a report of activities, including an annual balance sheet, for annual general meeting.
• Communicate with International Aerobiology Association (IAA) Secretary General.
• Send a list of new members to IAA Secretary General by April and October of each year for IAA newsletters in June and Dec.
• Send a copy of the entire yearly membership to the IAA Secretary General by November 1 along with a dues payment ($18 for each member not already an IAA member through another association, plus $1 for each PAAA member).
• Update the IAA Secretary General of any changes of officers for the PAAA including all contact information.

Recording Secretary

• Take the minutes EC and GM and other meetings (submit minutes within 30 days to President for review). Amend in consultation with President and other meeting attendees; file in PAAA official documents.
• Respond to inquiries from internal (PAAA) sources; if regarding PAAA committees, direct to Vice-President; if regarding finances, direct to Treasurer.
• Responsible for PAAA archives.
• Prepare a report of activities for annual general meeting

Webmaster

• Maintain a dedicated PAAA website. A basic knowledge of html or other Web language is useful (web pages can be produced with Microsoft word or other more web-specific software).
• Make sure the PAAA web page guidelines, " Guidelines for Posting Information on the PAAA Web Page " are followed.
• Make sure that Namesecure website pointing charges and registration fees are paid. Pay monthly website charges. The Webmaster is entitled to set the website on a different server.
• Update and enhance the website, with input from the EC, as necessary.
• Update with society events and changes.
• Keep list of upcoming meetings up-to-date.
• Update information from individual members (job postings, etc.)
• Add and update information from other aerobiological sources.
• Update membership dues form from year to year. Update SDA and other forms as needed.
• Prepare a report of activities for annual general meeting

Newsletter Editor

• Edit & publish a newsletter twice a year, at regular intervals, preferably in early fall (with news of the past annual meeting) and late winter (with information on the upcoming annual meeting).
• Solicit and receive information for the Newsletter, including, but not limited to:
• PAAA members activities.
• Articles, reviews, etc.
• Information regarding Aerobiology in the Americas.
• Request updated membership lists (or labels) from the Membership Secretary for Newsletter mailings.
• Send to Webmaster any information that should be made available to PAAA members in between newsletters that is appropriate for a web page.
• Prepare a report of activities for annual general meeting

At-Large Members

• Actively promote PAAA, and aerobiology in general in their area of influence, to increase PAAA membership and conference attendance.
• Represent the needs, concerns, interests of their country, geographic area, or area of influence/expertise, to the PAAA as a whole.

Student Development Committee Chair
(Non-Executive Committee Position)

• Receive applications from the President.
• Distribute applications to committee members for recommendations.
• Set a deadline for review of applications within approx 2 weeks.
• Check the membership status of applicants (consult Membership Secretary).
• Receive recommendations from committee.
• Teleconference if there is any disagreement regarding recommendations.
• Determine recipients and inform President of the committee's decision.
• Prepare a few words to announce the award at the annual meeting.
• Coordinate with President on preparing a certificate for the awardee.
• Inform webmaster so that names can be added to the website.
• Make inquiries as to whether committee members wish to be replaced.
• Make recommendations to President if any committee members need to be replaced,
  before annual general meeting so that committee members can be assigned