Duties and Responsibilities

NCITE PRESIDENT (UPDATED 1999)

  1. Attend and preside at all Section meetings.
  2. Attend and preside at all Board meetings. Prepare an agenda and distribute it in advance. Call or cancel Board meetings as necessary.
  3. Represent the Section at the District 4 Annual Meeting and attend the District Board meeting.
  4. Represent the Section at the National ITE Annual Meeting and attend the Elected Officers meeting held during the annual meeting.
  5. Represent the NCITE on the ITS-MN Board of Directors.
  6. Represent the Section at other transportation-related meetings, forums and events and present the official position of the Section as appropriate.
  7. Appoint standing and special committees & committee chair persons, with the approval of the Executive Board.
  8. Serve as an ex-officio member of all committees except any nominating committees.
  9. Recruit volunteers for various assignments as needed.
  10. Recognize the following at the NCITE Annual Section meeting:
    • All new Section Member
    • All existing Distinguished Members
    • Current Board Members and Committee Chairs
    • Achievements of the past year
  11. Prepare the Annual budget and calendar of events for executive board approval.
  12. Prepare the "President's Message" for the NCITE Yearbook and each Newsletter.
  13. Transfer information (including electronic files) to the next Executive Board and alert the to any urgent action items (January meeting).

NCITE VICE-PRESIDENT

  1. Attend all Executive Board meetings.
  2. Plan to attend all Section meetings.
  3. Serve as the Section focal point for university participation and communications -work with the Scholarship Committee Chair, faculty designee, and student chapter liaisons.
  4. Provide general direction and guidance to the Membership Committee Chair.
  5. In the President's absence, preside at meetings and discharge the duties of the President.
  6. Perform other tasks as needed.
  7. Transfer information (including electronic files) to the next Executive Board, and alert them to any urgent action items (January meeting).

NCITE SECRETARY

Election as North Central Section Secretary begins a four-year commitment to NCITE's governing body, the Executive Board. The Secretary is also Vice President Elect, so you automatically become Vice President Elect the following year. The third year you serve as President of the North Central Section and the four year, when you are Immediate Past President, is your last on the Board. The NCITE President and Immediate Past President also serve as voting members of the ITE District 4 Board of Direction. The Immediate Past President also serves as a District 4 officer.

In the first year, you are recording and corresponding secretary for the Section. Besides being expected to attend all Section meetings and the monthly Executive Board meetings (which are usually held on different days from Section meetings), the Secretary has the major duties and responsibilities outlined below:

  1. Prepare and distribute the minutes of all Executive Board and Section meetings.
  2. Distribute ballot materials for the annual election of officers (autumn) and any proposed amendments to the Bylaws (these may occur at anytime during the year, though in most years, there are none) in accordance of Article VI of the Bylaws. In order to determine the identity of the voting member, a mailing label, indicating the name of the voting member, should be affixed to the envelope below the signature block.
  3. Correspond with the Institute, District 4, and other Sections as required. Also distribute or provide mailing labels to others as needed for them to distribute Section newsletters, the yearbook update, etc. Prepare and send to District 4 a Section Annual Report twice during your term: a six-month report and a year end report (there is a standard report form that is used).
  4. Transfer information (including electronic files) to the next Executive Board, and alert them to any urgent action items (January meeting).

NCITE TREASURER

The Treasurer serves a one-year term, which begins January 1. Besides being expected to attend all Section meetings and the monthly Executive Board meetings (which are usually held on different days from Section meetings), the Treasurer has the major responsibilities outlined below. The Treasurer cannot be a candidate for re-election because the Bylaws sate that no officer of the Section may serve two consecutive terms in the same office.

  1. Maintain the Section checking account and accounting ledger; deposit all checks received, pay the bills for all Section expenses (printing, mailing, scholarships, meetings, etc.) and keep the appropriate record and receipts.
  2. Coordinate dues payments with International and keep the Board informed of the number of members and affiliates who have paid dues.
  3. Prepare a "Treasurer's Report" for review at each regular Executive Board meeting. Present an oral summary of the latest report at each Section meeting.
  4. At each Section meeting, assist the Director responsible for the meeting in checking in the attendees and collecting money. When the meeting is over, help the responsible director to count the meeting receipts. Pay the restaurant/catering bill. Deposit the receipts as soon as possible. Send letters to members who made reservations and then did not attend the meeting (samples are included in Treasurer packet).
  5. At the end of the year, review the year’s financial activities. Treasurer's Report for the December period and the entire year. Reports to the Board at the January meeting.
  6. Identify items that may have an impact on the Treasurer's activities in the following year. Meet with the incoming Section Treasurer and transfer all materials to the new Treasurer.
  7. Transfer information (including electronic files) to the next Executive Board, and alert them to any urgent action items (January meeting).

NCITE DIRECTORS

  1. Attend Executive Board meetings (usually monthly).
  2. Plan to attend all Section meetings, not just those for which you are responsible.
  3. The Directors serve as program arrangers for Section meetings on a rotating basis, beginning with the January meeting and concluding with the annual meeting. For the meetings you are handling:
    • Develop program topics, contact speakers, send out memorandums to speakers indicating the nature and focus of topics, arrange the meeting format, provide for equipment (slide projectors, screens, etc.).
    • Contact restaurants; arrange meeting rooms, menus and the social hour. Prepare and distribute the meeting notice (including a map).
    • Take meeting reservations by e-mail or fax and advise the restaurant of meal counts and changes. No later than the start of the social hour, set up a registration table and collect the money. Print and bring nametags to be given out when collecting the money.
    • Introduce the speaker and present gift to speaker.
    • Meet with the Treasurer at the end of the meeting to count the cash and checks and pay the restaurant bill.
    • Send thank you letter to each speaker to be signed by you on behalf of the Executive Board, and send a copy of the letter to the President and Secretary.
    •  Fill out the meeting evaluation form and bring it to the next board meeting for review.
  4. As appropriate, chair special committees, prepare newsletter articles, and undertake other tasks as needed.
  5. Transfer information (including electronic files) to the next Executive Board, and alert them to any urgent action items (January meeting).

NCITE SPONSORS