Term:
Elected by vote of general membership.
Three-year Commitment
Travel and Participation in Meetings
AMTE holds two face-to-face board meetings per year and conducts monthly board meetings online the remainder of the year, with the exception of the month of July when we do not hold a board meeting.
Face-to-face Board Meetings: AMTE holds two such board meetings each year;
- the day before the AMTE annual conference (January or February)
- The board retreat which is typically 1 ½ days in September or October.
Monthly Online Board Meetings: The Board also meets online for two hours each month (except July) via Zoom. The meeting is currently on the 2 rd Friday of each month from 11am PT/12pm MT/1pm CT/2pm ET to 1pm PT/2pm MT/3pm CT/4pm ET with some exceptions based on board members' availability. These meeting days and times are approved by the board each year so they can change.
Special Board Meetings: There could be additional special meetings as requested by the President and approved by the Board.
Weekly Leadership Meetings: The president, president-elect/past president and the executive director meet one-hour weekly to discuss and advance issues. Currently this meeting is scheduled for 10am PT/11am MT/12CT/1pm MT.
Travel reimbursement policies:
- For the conference in-person Board meetings, AMTE will provide a room at a reduced rate (for the conference) or will pay for one day’s hotel accommodations and meals (receipts are required).
- For the in-person board retreat, AMTE will pay for the room on a master account and will cover travel and meal costs (receipts are required). If meals are provided then additional meal costs will not be covered.
Responsibilities:
- Attend all board meetings including the AMTE Board meetings and the AMTE Business meeting. At each meeting, the secretary will record proceedings by taking minutes.
- Distribute minutes of Board meetings (conference-call and face-to-face) and Business meetings to the President and the Executive Director for review. Distribute edited minutes to the Board one week prior to next scheduled board meeting.
- Develop and preserve all necessary records, minutes, agendas, and files of Board meetings. These are currently saved in the AMTE Google Drive.
- Keep the AMTE Policies and Procedures Handbook up to date given actions of the Board.
- Carry on necessary correspondence that is not specifically the responsibility of other officers including supporting the president in corresponding with the board to gather board meeting reports and disseminate the agenda.
- Record and organize action items of the Board voted upon via email and include those in the next board meeting report for inclusion and ratification at the next board meeting.
- Maintain an archive of past Board and Business meeting minutes in the Google Drive that may be passed on to the incoming Secretary at the end of the current Secretary’s term.
- Participate in online, conference and face-to-face Board discussions.
- Assist in other Board activities and Task Forces, as needed.
- Serve as voting member of the Board.
Annual Timeline of Duties:
January
- Receive and archive the annual report (from Constitution & By-laws Committee and interim and final reports of Task Forces).
- Finalize draft minutes from the previous board meeting and add them to the Google Drive in this month’s board meeting Google folder for reference and approval by board members at the board meeting.
- Participate in and take minutes at this month's board meeting.
- Add minutes approved at this board meeting to the Google Drive board folder and label them as Final, Approved.
For each board meeting February-December
- Finalize draft minutes from the previous board meeting and add them to the Google Drive in this month’s board meeting Google folder for reference and approval by board members at the board meeting.
- Participate in and take minutes at this month's board meeting.
- Add minutes approved at this board meeting to the Google Drive board folder and label them as Final, Approved.
Statement from AMTE Constitution and By-laws:
The Secretary shall record and maintain a file of the minutes of official meetings of the Association and its Board of Directors and shall be responsible for the correspondence of the Association.
Written Reports/Communications:
- Take minutes of all Board or General meetings of the organization.
Board Representative Assignment:
- Committees/task forces, as assigned by President.