FAQ’S ABOUT BOARD SERVICE IN ASIS&T

How is the slate of nominees determined?
If I am on the slate, then what?
How is the election handled?
If I am elected, then what?
What is the term of office?
How often does the Board meet?
Is there financial support to attend the face-to-face meetings?
How much additional time other than in meetings am I required to spend on my ASIS&T Board Responsibilities?
What are the powers of the Board?
What are the duties of an individual Board member?
As a Board member am I in any way liable for the actions of the Association?
Is the Nominating Committee looking for any specific type of person to serve on the Board?

How is the slate of nominees determined?
The ASIS&T Nominating Committee will accept nominations for openings on the Board of Directors from the membership and other stakeholders until 13 May 2019. At that time the Nominating Committee will review nominations and develop a slate of nominees for each open position. The committee is required by the Bylaws to present at least two names for each open position. The Committee will determine the slate by discussing each nominated candidate and determining which would be best suited for Board service with a view to creating a Board that is diverse in all aspects, including geography, profession, and perspective.

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If I am on the slate, then what?
Those nominees that the Nominations Committee decides to put on the slate will be contacted and asked to provide a high-resolution photo, bio, and position statement within 2 weeks of notification.

How is the election handled?
ASIS&T conducts its Board elections using an anonymous online ballot process specially designed for this purpose. The system ensures each current active member of ASIS&T that is eligible to vote may cast one vote for each open position in the election. The candidate with a plurality of the votes for the position for which they are nominated wins the election for that position.

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What is the term of office?
Member-at-Large: Members-at Large are elected for a three (3)-year term.
President-Elect: The President-Elect serves for one (1) year, followed by a 1-year term as President and a 1-year term as Past President.
Teasurer: The Treasurer is elected for a three (3)-year term and is eligible for re-election for a second term in their final year.

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If I am elected, then what?
All candidates that are on the slate will be notified of the outcome of the election before it is announced to the membership. The candidate that has been elected will be contacted by ASIS&T staff and invited to participate in an online New Board Member Orientation will take place in the month before the Annual Meeting and will provide substantial documentation to review prior to taking office. The newly elected Board members will be invited to attend the final Board meeting of the 2019 Board year as an observer. Newly elected Board members take office immediately following the adjournment of the Business Meeting and are invited to attend the Board meeting following the Annual Meeting which takes place a full day after the AM.

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How often does the Board meet?
The Board meets once face-to-face and at least three times by video conference. The face-to-face meetings take place as follows:

  • ASIS&T Annual Meeting: This is a two-day meeting for Members-at-Large and a 2.5 day meeting for the Executive Committee which includes the Treasurer.
  • Video Conferences are scheduled for at least two hours quarterly, with the mid-year call being of a stragegic nature and therefore longer or, potentially, held over multiple days.

The video conference meetings take place in roughly February, May, and August (depending on the timing of the other meetings) and are 2-3 hours in duration depending on the agenda. Given the challenges of finding a time that can accommodate the time zones of an international Board, often these meetings take place very early in the morning or late in the evening for some participants.

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Is there financial support to attend the face-to-face meetings?
ASIST Directors may request reimbursement of expenses related to attending meetings of the Board of Directors. Expenses will be reimbursed on a sliding scale based on the distance traveled by the Board member to attend the meeting.

Distance Travelled Reimbursement Cap
6000+ Miles $2,200
4,000 – 6,000 Miles $1,800
2,500 – 4,000 Miles $1,400
Up to 2,500 Miles $1,000

Eligible expenses include train / airfare, ground transportation, parking, up to 3 hotel room nights (variable by term start and end date—see below), and meals in transit.

Board members taking office after the Annual Meeting are not required to attend the Wednesday Board Meeting in person but may attend via video conference. They are not eligible to receive travel reimbursement as outlined above. However, if a new Director does attend the Board Meeting following the Annual Meeting, one night’s hotel will be reimbursed.

Board members leaving office after the Annual Meeting are not required to attend the Wednesday meeting and may claim the reimbursement cap less one room night + taxes and fees (based on the prevailing rate at the conference hotel).

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How much additional time other than in meetings am I required to spend on my ASIS&T Board Responsibilities?
The time commitment will vary depending on the role. See below for an overview of responsibilities for each role.

Member-at-Large:

  • Board Members-at-Large are expected to attend the 4 meetings during the year and serve as a liaison to at least one Committee. Committee work will vary from committee to committee and year to year depending on the charge, but it is reasonable to anticipate at least 4 video conference meetings per year and a face-to-face meeting during the Annual Meeting for each committee. In addition, Members-at-Large serve as ambassadors for the association and may be asked to represent ASIS&T when they attend the meetings of other organizations. There often is considerable discussion carried on between Board meetings via the ASIS&T online platform. Occasionally, matters will come before the Board for vote in this format. Additional ad hoc assignments and roles may materialize in the course of Board service, but generally speaking, an ASIS&T Board Member-at-Large spends an average of about an hour a week on ASIS&T business over the course of a year outside of the scheduled meetings.

President-Elect / President / Past President:

  • President-Elect: In addition to the commitments of a Member-at-Large, the President-Elect will experience varying levels of time commitment over the duration of progression from President-Elect to President to Past President. During the President-Elect year, the individual will be spending time learning the function and culture of the Board, spending time with the President and Past President to become acclimated to the role as quickly as possible. The President-Elect serves on the Executive Committee and the Budget and Finance Committee ex officio. Each of those committees will meet at least 4 times per year by video conference and 2 times per year face-to-face in conjunction with the scheduled Board meetings. The President-Elect is responsible for selecting Chairs and forming Committees for his/her Presidential year. This activity takes place in the summer preceding the Annual Meeting at which the individual becomes Chair. In the months preceding the transition to President, the President-Elect and the Executive Director will attend a symposium designed to allow elected officers and staff to plan for the coming year. This will be fully funded by ASIS&T. Finally, the President-Elect works with the President and Past President to conduct the annual performance review of the Executive Director.
  • President: The President will spend considerably more time on ASIS&T matters. The President liaises regularly with the ASIS&T Executive Director, typically meeting by video conference once every 1-2 weeks. The President may choose to establish an advisory group to work on an issue of particular interest to him/her. There will be opportunities throughout the year to represent ASIS&T at meetings or gatherings of other organizations. This includes the ALA; ALISE; the iConferece; IFLA; regional and chapter meetings; and other places where ASIS&T members and potential members may gather. The extent to which the President wishes to undertake these activities will depend on his/her ability to commit the time and the availability of funding to support it. The President plays a significant role at the ASIS&T Annual Meeting, serving as the convener and host of the meeting, moderating panels, and giving awards. The President-Elect serves on all committees ex officio and may attend any committee meetings as the schedule allows. The President is a contributing member of the Executive Committee and the Budget and Finance Committee and is expected to attend those meetings, chairing the Executive Committee meeting.
  • Past-President: The Past President serves as an advisor to the President and is available to them as needed throughout the year. The Past President serves on the Executive Committee and chairs the Nominations Committee which is responsible for identifying a slate for the Board elections in the year he/she is Past President.

Treasurer:

  • The Treasurer serves on the Executive Committee which meets monthly via video conference and once per year face-to-face in conjunction with the scheduled Board meetings. Each of these meetings is roughly 90 minutes. When the Executive Committee is acting as the Budget & Finance Committee, the Treasurer serves as Chair.
  • The Treasurer also meets monthly for up to one hour with the Director of Finance and Administration to discuss monthly reports and financial matters. In preparation for these meetings, the Treasurer reviews all financial materials, budgets, audit, and other documentation as needed.

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What are the powers of the Board?
Per the ASIS&T Bylaws, the powers of the Board are as follows:

  • Establishing and implementing Association policy and determining membership criteria, qualifications, rights and privileges, and the grounds and procedures for termination of membership in the Association
  • Establishment of the Association’s dues structure and rates
  • Adopting rules and regulations for the conduct of the business of the Association as shall be deemed advisable
  • Pursing the non-profit goals and objectives of the Association
  • Exercising discretion in the disbursement of Association funds and appointing of such agents as it deems necessary

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What are the duties of an individual Board member?

  • Approve vision/mission and ensure they are carried out through programs & services.
  • Review results as compared w/ annual and long-range goals, and similar institutions.
  • Review/approve plans for funding strategy…ensure financial structure is adequate for current needs and its long-range strategy.
  • Approve major policies.
  • Approve major actions (capital expenditures/major program & service changes)
  • Hire, monitor, advise, support, evaluate, reward, and, when necessary, change the chief staff officer, and insure proper management succession.
  • Review the performance of the Board and take steps to improve.
  • Enforce conflict of interest policy.
  • Inform others about the organization.
  • Engage in succession planning.

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As a Board member am I in any way liable for the actions of the Association?
ASIS&T carries Directors & Officers insurance which indemnifies Board members from being held personally liable for the actions of the Association or any member thereof.

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Is the Nominating Committee looking for any specific type of person to serve on the Board?
The Nominating Committee is eager to hear from anyone who is interested in serving or wishes to put forward the name of a candidate. The Committee particularly is committed to ensuring the diversity of the Board. For this reason, it is eager to hear from individuals who represent the geographic diversity of our membership as well as those that may work in professional settings of all kinds and those who both study and practice in information science/technology disciplines. Specific skills and experience for each of the Board roles may be found in the relevant job descriptions:

Director-at-Large

Treasurer

President-Elect

President

Past President

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Any Additional Questions?
Contact Lydia Middleton for answers to any additional questions.

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