Position Descriptions
President (2 year term; cannot be re-elected)
The President is responsible for coordinating organizational business in consultation with other members of the Board The President drafts an agenda for and conducts the annual meeting of the Board of Directors, in consultation with other board members and Society advisors. In the year between Congresses, this will be a virtual board meeting.
The President also drafts an agenda and conducts the biennial Society meeting for the entire Membership. During the intervening period between biennial General Assemblies, the President conducts Society business with other officers and advisors via e-mail, phone and mail. This business is also reviewed, discussed and read into meeting minutes at the following annual business meeting. The President is the main liaison to the Congress organizing committtee. Executives commit to on going fundraising for core fundtions and development of the Society, and findraising in support of Congress organizers.
As outlined in the ISE Constitution, the responsibilities of the President shall include but are not limited to:
10.10.1 convening and presiding at meetings of the Board;
10.10.2 convening and presiding at Ordinary and Extraordinary General Assemblies;
10.10.3 making executive decisions concerning ISE affairs based on board discussions;
10.10.4 identifying priorities and designating responsibilities for action items;
10.10.5 establishing contacts and liasons with potential donors, institutional members, other professional societies and organizations or other entities as appropriate and needed, and filling a leading role in preparation of
proposals to donor organizations;
10.10.6 communicating with regional representatives;
10.10.6.1 setting needs and priorities for their activities;
10.10.6.2 providing, or designating a distributor for, information to be disseminated to them
10.10.7 liase with organizers of future congresses;
10.10.8 lead discussions and poll Board members for interim decisions regarding ISE business.
10.11 The Vice-President shall substitute for the President in the absence of the President.
[...]
10.17 The President cannot serve simultaneously as president of the ISE and Organizing Chair of the ICE.
10.18 Officers and At-Large Board Members have one vote each; Ex-Officio members are non- voting Members
10.19 No part of the income or property of the ISE shall be paid or transferred directly or indirectly by way of profit to any Board Member PROVIDED THAT, in accordance with Vermont Law, nothing herein contained shall preclude any reasonable payment to a Board Member or any other person for services rendered or for goods supplied or by way of interest on any Board Member or any other person.
ISE President, President-elect, and Coordinator must be in excellent and regular communication via phone, internet, and fax at all times. As the President-elect, or Vice-President, shall substitute for the President in the absence of the President, an outline of the duties of the president, which expands upon those noted
in the current constitution, is included below.
Vice President/President Elect (2 year term; cannot be re-elected)
The Vice-President/President-Elect assists the President and takes a role in the organization of the annual meeting. The Vice President also serves on the Nominating committee, and commits to other aspects of fundraising for the Society, and for the Congress organizers.
As outlined in the ISE Constitution, the responsibilities of the Secretary shall include but are not limited to:
10.11.1 preparing and distributing to the Board the minutes of the proceedings of the Board Members meetings and of the Ordinary and Extraordinary General Assemblies [this includes submitting approved minutes for
posting in the members’ section of the ISE website];
10.11.2 receiving, filing and arranging for inward and outward correspondence of the ISE;10.11.3 substituting for the President and Vice-President in the case that either are unable or prevented from meeting their commitments.
GENERAL DUTIES for the coming term include strong responsibilities in the areas of fundraising and creating content to be used on the ISE website.
In addition, the ISE secretary will:
- Upon entering office, obtain the Secretary’s File from the Executive Secretary/Coordinator.
- Obtain a summary of participation (list and contact details of registrants) from local organisers of the most recent ICE to include in the history of the Society and forward to the Executive Secretary.
- Communicate with the Executive Secretary on all aspects of outreach for the Society, including funding proposal preparation and website content, and support the Executive Secretary in preparation of these documents, as appropriate.
- Retain a copy and send one to the Executive Secretary when official society correspondence is received.
- Prior to the next ICE, obtain a complete list of the membership from the Executive Secretary (original files will be retained by the Executive Secretary) and create a Secretary’s Report for the AGM, including the following:
- Changes in membership over the term, by category;
- Important changes or additions to the ISE website, www.ethnobiology.net;
- Statement of notable correspondence received or sent;
- Report of key decisions minuted during interim meetings or consultations of the board.
- Present the Secretary’s Report to the Ordinary General Assembly and transfer the Secretary’s File to the incoming Secretary.
- Participate as a Board member in all general Board decisions Secretary and Coordinator must be in excellent and regular communication via phone, internet, and fax.
As outlined in the ISE Constitution, the responsibilities of the Treasurer shall include but are not limited to:
10.12.1 receiving, acknowledging and accounting for the annual Membership fees;
10.12.2 managing the ISE’s funds and payment of accounts;
10.12.3 preparing the annual financial report to the Ordinary General Assembly;
10.12.4 receiving and giving receipts for all legacies, donations, subscriptions or other monies bequeath, made, given or leant to the ISE and every such receipt shall be an effective discharge for the money or other property so received.
In addition, the following duties have been outlined for the ISE Treasurer, by a recent past ISE treasurer:
Background:
The Treasurer position was functionally inactive due a lack of financial activity in the ISE until 2002 when royalties were generated from the ICE 7 proceedings. During the 2002-2004 term, it became obvious that most of the standard Treasurer duties (financial affairs) of ISE could not be accomplished by someone out of state and physically removed from the location of the ISE offices. Therefore, the Executive Secretary, or Coordinator position became essential to the maintenance of the ISE treasury. The main role of the Treasurer is one of oversight. The Treasurer will work closely with and support the Executive Secretary/Coordinator to maintain the financial affairs* (outlined below) of the ISE.
General Duties:
- Upon entering office, obtain the Treasurer’s File from the Executive Secretary/Coordinator.
- Obtain a financial summary from local organisers of the most recent ICE to include in the financial history of the Society and forward to the Executive Secretary.
- Communicate with the Executive Secretary on all financial aspects of the Society and support the Executive Secretary in preparation of financial documents, as appropriate. This includes reviewing and signing off on financial reports prepared by the Executive Secretary.
- Take the lead on membership development and expansion of membership, with the help of the Executive Secretary and the Board
- Facilitate Board decisions on Society expenditures (this may include relaying requests from the Executive Secretary).
- Retain a copy and send original receipts to the Executive Secretary when purchases are made by the Treasurer on behalf of the Society.
- Prior to the next ICE, obtain an itemized summary of Society expenditures from the Executive Secretary (original receipts will be retained by the Executive Secretary) and create a Treasurer’s Report for the AGM, including the following:
- Statement of bank account at beginning of term
- Expenditures (including banking and other fees)
- Income
- Statement of bank account at end of term
- Indication of accounts payable and accounts receivable (if any)
- Explain to the board any significant deviations from the annual budgets.
- Present the Treasurer’s Report to the Ordinary General Assembly and transfer the Treasurer’s File to the incoming Treasurer.
- Participate as a Board member in all general Board decisions
- Financial Affairs (duties of Executive Secretary; oversight from Treasurer)
- Taxes and IRS: prepare returns or coordinate with accountant
- Accounting inputs (in QuickBooks) of income and expenditures—furnish to Treasurer at the end of each year (December 31).
- Maintain bank accounts: ISE account at HSBC Bank
- Deposit membership and royalty checks
- Monitor bank statements
- Receive/organize wire transfers
- Give and receive receipts for all legacies, donations, subscriptions, membership fees, or other monies given or lent to the ISE. Treasurer and Coordinator must be in excellent and regular communication via phone, internet, and fax at all times.
Regional representatives (total of 4): Africa, Americas, Asia, and Europe
Regional representatives must commit to contacting foundation offices in their region and other funding sources to enable the travel to the International Congress of Ethnobiology of 2-5 participants from their region, to encourage broad regional representation at Congresses. Regional representatives are also responsible for contributing content and communications for the web site quarterly, and for acting as a portal or liaison between ethnobiological organizations and practitioners in their region and the ISE Coordinator and Treasurer/Secretary. See also the ISE constitution, Section 10.15 and 10.18, under "At-large board members."