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DDNA Board Responsibilities


General responsibilities

All members of the DDNA Board of Directors (hereafter referred to as the 'Board') have the responsibility to serve the association and to promote the mission and goals of the association.

All Board members must assume and carry out each of the following general responsibilities:

  1. Represent DDNA to its membership and to other organizations or associations.
  2. Promote DDNA and I/DD nursing within the nursing and professional communities and among the community at large.
  3. Promote professional certification in the specialized field of I/DD nursing.
  4. Uphold and enforce the by-laws and policies of the organization.
  5. Participate in establishing and reviewing DDNA's mission, vision, by-laws, policies, practices, and position statements, on an annual basis.
  6. Attend at least 75% of the meetings of the Board of Directors.
    1. Complete assignments within timeframes (between meetings).
    2. Respond to the President's "Call for Agenda Items" within 1 week of request.
    3. Attend the meeting, being prepared to address/discuss agenda items and assignments.
    4. Review minutes of meetings and submit revisions within 1 week of request.
  7. Participate in overview of the finances of the association.
  8. Participate in the planning of DDNA annual conferences.
  9. Attend DDNA annual conference:
    1. Serve as host to members, speakers and guests.
    2. Facilitate general and break-out sessions.
    3. Participate in luncheons and present information to membership.
    4. Be available to members and sponsors.
  10. Attend General Membership meeting(s).
  11. Attend outside conferences and meetings as requested or assigned.
  12. Speak to an issue on DDNA's behalf only as directed and authorized by DDNA.
  13. Assist in completing special projects for DDNA.
  14. Assist with administration of certification examinations.
  15. Contribute to the DDNA Newsletter:
    1. Write one article per year, as assigned/scheduled.
    2. Submit additional information/material, as indicated or assigned.
  16. Be available for:
    1. Travel to Board meetings and conferences.
    2. Dialogue/discussion between meetings via email and phone.
    3. Conference calls and web-cam conference - at least monthly.
    4. Internet and e-mail access.

Each Board member also has additional responsibilities that are specific to the position held.



General Time Commitment

As you are considering running for office, please be aware that serving on the DDNA Board of Directors requires a considerable time commitment. The sum total of days the a Board Officer commits to his/her duties is approximately 44 days per year. The effort related to these duties is broken down as follows:


Meetings

  • 12 days (24/7) - Attendance at Board Meetings, 4 days per meeting.
  • 2 days - Participation in at least 8 web-enabled or telephonic Board meetings, each lasting approximately 2 hours.
  • 3 days (8hrs each) - Preparation for Board Meetings.
  • 7 days (24/7) - Attendance at DDNA Conference.
  • 2 days - Preparation for Conference.
  • 1.5 days - Follow-up work from Conference.
  • 3 days (24/7) - Attendance at 1 additional conference.
  • 1 day (8hrs) - Follow-up work from additional conference.

Newsletter Responsibilities

  • 3 days - 1 article per year.
  • 1.5 days - Other newsletter information - 3 issues per year.

Other Assigned Tasks/Responsibilities

  • Varies according to task.

Email Communications

  • 8 days (8hrs each) - Estimated based on 75 minutes/week - 65 hours annually.


President

In addition to the general Board responsibilities, the President also has the following responsibilities, which are specific to this position:

  1. Preside at meetings of the Board of Directors (BOD) and the General Membership.
  2. Appoint heads of all Committees, with the majority approval of BOD.
  3. Make interim appointments as needed, with the majority approval of BOD.
  4. Facilitate annual review of association mission, goals, by-laws and operating procedures with BOD.
  5. Sign all DDNA contracts, with the approval of BOD.
  6. Serve as the ex-officio member of all committees.
  7. Develop Board meeting agenda, with Executive Director and Secretary, before each meeting:
    1. Request agenda items from board members at least 30 days in advance of meeting;
    2. Forward tentative/draft agenda to Secretary and Executive Director for input;
    3. Organize and finalize agenda;
    4. Forward final agenda to BOD at least 14 days in advance of meeting;
    5. Develop a working document to accompany the agenda for use during BOD meeting. The working document should include agenda item, action to be taken, timeframe for completion, and person responsible.
  8. Assure legitimate Board member discussion and actions, including all electronic communications.
  9. Assure that the minutes of each meeting are recorded in writing, are reflective of what transpired, and that corrections are made in a timely fashion.
  10. Assign work/tasks to Board members, as indicated.
  11. Monitor the work and productivity of the Executive Director and Board Members.
  12. Present the "State of Organization" address annually at the conference.
  13. Additional Newsletter Responsibilities: Write greeting/introduction to the newsletter.
  14. Serve as "Immediate Past President" for 1 year beyond term of office, at the discretion of the Board of Directors.
  15. Other tasks/duties as needed to promote the association.


President-Elect

In addition to the general Board responsibilities, the President-Elect also has the following responsibilities, which are specific to this position:

  1. Serve as Chairperson for the Certification Committee.
    1. Certification Examination Process:
      1. Oversee certification examination processes.
      2. Update BOD on certification processes and issues.
      3. Serve as liaison for the certification examination processes and facilitate communication between DDNA, Upper Management, and Elsevier.
      4. Provide information about certification to membership.
    2. Certification conference-related responsibilities:
      1. Develop certification presentations for conference.
        1. Provide information about certification to membership.
        2. Develop presentation to disseminate the information.
      2. Organize certification testing activities at conference - if needed.
    3. Promote certification within DDNA:
      Promote certification among membership, the nursing and professional communities, and among service providers and the community at large.
    4. Newsletter-Related Certification Responsibilities:
      1. Provide information about certification - i.e. examination schedules, summaries of exam results, etc.
      2. Submit additional information/material as indicated - i.e. clarification on processes, etc.
  2. Facilitate Board meetings and conduct DDNA business in the absence of the President.
  3. Other tasks/duties as assigned by President.


Vice President

In addition to the general Board responsibilities, the Vice President also has the following responsibilities, which are specific to this position:

  1. Serve as liaison to local DDNA Networks/Chapters.
    1. Communication with Networks/Chapters:
      1. Forward Network/Chapter Start-Up Packet and other information to prospective Networks/Chapters.
      2. Respond to Network/Chapter inquiries.
      3. Assist in disseminating information to Network/Chapter representatives - i.e. policy/procedure changes, reporting requirements, etc.
      4. Provide information about Networks/Chapters to membership.
      5. Promote Network/Chapter Achievement Award.
      6. Maintain current and archived information on Chapters and Networks.
      7. Obtain and keep current records of all Chapter/Network contact information.
    2. Network/Chapter conference-related responsibilities:
      1. Develop network/chapter presentations for conference .
        1. General Network/Chapter information presentation.
        2. Network/Chapter meeting presentation - if needed.
        3. Network/Chapter Achievement Award presentation.
      2. Facilitate Network/Chapter meeting/break-out session at annual conference.
      3. Obtain Network/Chapter Achievement Award and present to recipient.
    3. Network/Chapter Activities.
      Attend area network/chapter meetings and conferences when possible.
    4. Network/Chapter-Related Newsletter Responsibilities:
      1. Write greeting/introduction to network/chapter section of newsletter.
      2. Write summary of network/chapter meeting for newsletter following conference.
      3. Assimilate information about local networks/chapters and include in newsletter which follows conference.
      4. Submit additional information/material as indicated - i.e. Network/Chapter Achievement Award, special requests to networks/chapters, etc.
      5. Contact each Chapter/Network contact person on a quarterly basis, to assist them in submitting their Chapter/Network news for the newsletter in time for publication.
  2. Other tasks/duties as assigned by President.


Secretary

In addition to the general Board responsibilities, the Secretary also has the following responsibilities, which are specific to this position:

  1. Have knowledge of parliamentary procedure and serve as Parliamentarian for the Board of Director meetings and discussions:
    1. Have knowledge of "Robert's Rules of Order," to use as a guide during Board proceedings;
    2. Understand that DDNA Board proceedings are typically less formal than required in "Robert's Rules of Order," allowing for more open discussion of issues;
    3. Assure "point of order" during Board meetings and discussions;
    4. Assure proper conclusion of all agenda items - i.e. motion, 2nd of the motion, voice vote, etc.
  2. Assist the President to develop and organize agenda items prior to meeting. Assist to develop a working document for use during the Board meeting. The working document should include agenda item, action to be taken, timeframe for completion, and person responsible.
  3. Record minutes from all meetings of the Board of Directors. Assure accurate reflection of meeting discussions and Board actions. Following the conclusion of each Board meeting:
    1. Submit 1st draft of meeting minutes to all Board members within 1 week;
    2. Assimilate comments and corrections received from Board members;
    3. Submit 2nd draft of meeting minutes to all Board members by end of week 3;
    4. Assimilate any additional changes and submit final record of minutes to all Board members by the end of week 4.
  4. Serve as Chairperson of the Membership Committee.
  5. Other tasks/duties as assigned by President.


Treasurer

In addition to the general Board responsibilities, the Treasurer also has the following responsibilities, which are specific to this position:

  1. Maintain DDNA's financial information, including: Checking and Money Market account balances and a record/accounting of utilization of all DDNA funds.
  2. Ensure security of DDNA checking account checks.
  3. Review all expenses paid on behalf of DDNA by Association management.
  4. Review and sign all checks for management reimbursements and payments for services.
  5. Provide financial reports to the Board and general membership:
    1. Quarterly Treasurer reports to the Board of Directors;
    2. Annual Financial statement to membership.
  6. Serve as Chairperson of the Education/Conference Committee.
  7. Other tasks/duties as assigned by President.