Board Position Descriptions

President-Elect

Duties
Under Article VI of the bylaws of the Botanical Society of America, the President-Elect shall perform such duties and have such responsibilities as prescribed by the President or the Board of Directors from time to time. In the absence of the President or in the event of their inability or refusal to act, the President-Elect will perform the duties of the President.

Committee Assignments and General Duties – Executive Committee, Committee on Committees (Chair)

  • Serve for three succeeding years as President-Elect, President, and Past-President.
  • Review BSA mission, objectives, Bylaws, Policies, Strategic Plan, Officer duties.
  • Read annual reports submitted the previous year by all governance groups.
  • Attend the Board, Council and Members’ Business meetings in the weeks prior to taking office to observe how business is structured.
  • Attend 4-6 Board meetings throughout the year and participate in Board discussions/decisions via email.
  • Attend Executive Committee meetings as needed.
  • Attend the Advisory Council Meeting and Annual Members’ Business Meeting at the conference.
  • Chair 1-3 meetings of the Committee on Committees (as needed).
  • Work closely with the BSA Executive Director and BSA officers to accomplish Society goals and deal with issues and unexpected opportunities as they arise.
  • Provide feedback on the annual performance review of the Executive Director.
  • Submit annual one-page report.

Post Annual Conference
Official duties begin at the conclusion of the Botanical Society of America’s annual meeting.

Fall
BSA staff will provide a list of BSA committee positions that will become vacant at the BSA conference the following summer. Hold an orientation meeting of the Committee on Committees. Share this list of committee openings with the committee and begin discussions considering potential appointments to the positions available as well as provide an overview of the call for committee applicants and the application and review process to come.

February – April
Go over the names of potential committee members suggested by the Committee on Committees. Review applications of members who wish to serve in open committee slots. Work with the Committee on Committees (hold conference calls) to decide on possibilities to fill committee positions beginning after the BSA Conference. Contact individuals, if needed, to get commitments to serve. Explain: the duties of the committee they are asked to join; state that appointments officially start as soon as the Conference is completed; direct them to the committee description and committee terms on the BSA web site. The President-elect along with input from the Committee on Committees and Board are responsible for filling open committee positions.

March/April
Provide the Executive Director with data on new Committee on Committee appointees, e.g., names, email addresses, committee of service, etc.

May-June
Prepare an Incoming President’s address to be presented at the annual conference. After committee appointments are approved by the Board, work with the Executive Director to send out new committee welcome emails.

June/July
Prepare a 1-2 paragraph President-Elect report for the Advisory Council on the work of the Committee on Committees and any other President-Elect business from the past year. Attend annual BSA meeting, Board meetings (on front and back end of the conference), Advisory Council meeting, BSA Members’ Business Meeting.

Present Incoming President’s address at the conference.

President

Duties
Under Article VI of the bylaws of the Botanical Society of America, the President shall be the chief elected officer of the Society. Subject to the direction and control of the Board of Directors, the President may convene and shall preside at meetings of the Society and of the Board of Directors. They shall also, at the annual meeting of the Society and at such other times as is deemed proper, communicate to the Board of Directors or the Society on such matters and make such suggestions to promote the welfare and increase the usefulness of the Society, and shall perform such other duties as prescribed by the Board of Directors and membership from time to time.

Committee Assignments and General Duties: Executive Committee (Chair), Annual Meeting Program Committee, Financial Advisory Committee ex-officio, Education Committee ex officio, Distinguished Fellows Committee ex officio, DEI Committee ex officio

  • Promote Botany in the broadest context to benefit BSA members and botanical colleagues.
  • Contact Committee Chairs throughout the year to see that they are initiating actions.
  • Contact individuals and other societies in the name of the BSA to promote cooperation and the botanical sciences.
  • Attend and Chair 4-6 Board meetings throughout the year and participate in Board discussions/decisions via email.
  • Attend and Chair Executive Committee meetings as needed.
  • Attend and Chair the Advisory Council Meeting and Annual Members’ Business Meeting at the conference.
  • May develop an initiative in line with the strategic plan to enhance the mission of the BSA.
  • Review and approve the monthly membership e-newsletter which is prepared by BSA staff.
  • Work closely with the BSA Executive Director and BSA officers to accomplish Society goals and deal with issues and unexpected opportunities as they arise.
  • Assist the Executive Director with funding agencies like NSF, USDA, etc., to keep the Society abreast of changes and initiatives at funding agencies and to help agencies stay informed on the Society's goals and interests.
  • Provide feedback on the annual preperformance review of the Executive Director.
  • Submit annual one-page report.

Post Annual Conference
Official duties begin at the conclusion of the Botanical Society of America’s annual meeting. Lead the post-Conference Board meeting, which often takes place at the conclusion of the conference.

August-September
The Executive Director and President will welcome new committee members via email during this time and share the specific charge for each committee. Begin to contact Board members to inquire about items of business for the Society during the next year.

Fall
Work with the Executive Director and solicit items to put on the Fall Board meeting agenda for discussion.

December/January
Work with the Executive Director to organize the logistics of the Spring Board Meeting (normally for February or March)

February/March
Organize and hold the Spring Board meeting. Follow up with action on the activities of the Executive Committee Meeting.

June
Work with the Secretary, Executive Director, and other officers to organize the Summer Board meeting, Advisory Council, and Business meeting agendas.

July
Take stock of what has been accomplished the previous year and what direction the Society is moving. Write the "Report of the President" (typically 1-2 pages) for the Advisory Council Meeting.

Annual Meeting
Hold BSA Board meeting prior to the start of the annual meeting. Run the Advisory Council meeting and the Members’ Business Meeting with support from the Executive Director. Introduce the President-Elect for their annual address.

Past-President

Duties
Under Article VI of the bylaws of the Botanical Society of America, The Past-President shall perform such duties as prescribed by the President or the Board of Directors, as well as chairing the Election Committee and the Corresponding Member Committee.

Committee Assignments and General Duties – Executive Committee, Election Committee (Chair), Corresponding Members Committee

  • Attend 4-6 Board meetings throughout the year and participate in Board discussions/decisions via email.
  • Attend Executive Committee meetings as needed.
  • Attend the Advisory Council Meeting and Annual Members’ Business Meeting at the conference.
  • Chair the Election Committee and oversee the election process with the assistance of the Executive Director.
  • Chair the Corresponding Members Committee and oversee the process for selection of any new Corresponding Members of the BSA.
  • Work closely with the BSA Executive Director and BSA officers to accomplish Society goals and deal with issues and unexpected opportunities as they arise.
  • Assist the Executive Director with funding agencies like NSF, USDA, etc., to keep the Society abreast of changes and initiatives at funding agencies and to help agencies stay informed on the Society's goals and interests.
  • Provide feedback on the annual preperformance review of the Executive Director.
  • Submit annual one-page report.

Fall
Official duties begin at the conclusion of the Botanical Society of America’s annual meeting. Activate the Election Committee. Contact members and ask them to be thinking about candidates. Hold an orientation call for the Committee to review the overall process and prepare to open a call for Board nominations with the assistance of the Executive Director. The ballot is made up of candidates the Committee selects, based on committee discussion of those nominated by the general membership and by the Committee. (See Article IV, section 1, for the specific charges to the Election Committee.)

January/February
Oversee the election process with assistance from the Executive Director. In consultation with the Election Committee, decide on a slate of candidates based on the current needs and gaps within the Board.

February/March
All nominees must agree in writing to stand for election. Forward the slate of candidates to the Board for review, input, and approval. Advise the Executive Director to prepare the ballot. Ensure each candidate provides a profile that is included on the ballot.

Election should open in March and close in April.

April
Oversee the election process and share election results with the Election Committee and with the BSA membership. Receive Corresponding Member nominations. Distribute copies to the other members of the Committee (other two immediate Past-Presidents) for action on recommendation to accept or not. The candidates are usually discussed at the Spring Executive Committee meeting in April and recommended to the Council and Membership at the Annual Business Meeting in August. New members are elected by the Membership at the Annual Business Meeting.

June/July
Attend annual BSA meeting, Board meetings (on front and back end of the conference), Advisory Council meeting, BSA Members’ Business Meeting.

Secretary

Duties
Under Article VI of the bylaws of the Botanical Society of America, the Secretary certifies the Bylaws, the resolutions of the members, the Board of Directors and committees, and other documents of the Society as true and correct, and shall have such other duties as prescribed by the President or the Board of Directors from time to time.

Committee Assignments and General Duties – Executive Committee, Advisory Council, Committee on Committees, Election Committee

  • Attend 4-6 Board meetings throughout the year and participate in Board discussions/decisions via email. Take minutes of these meetings
  • Attend Executive Committee meetings as needed and take minutes of these meetings. Attend the Advisory Council Meeting and Annual Members’ Business Meeting at the conference and take minutes of these meetings.
  • Attend Committee on Committees and Election Committee meetings, as needed.
  • Ensure Business Minutes are shared with BSA membership in the Fall; ensure Council Minutes shared with the Council with the Council meeting agenda in June; ensure Board and Executive Committee minutes are shared with the Board throughout the year.

Post Annual Conference
Official duties begin at the conclusion of the Botanical Society of America’s annual meeting.

Ensure BSA staff notify new ‘Corresponding Members’ of their election and provide them with membership. Ensure staff place notifications about award winners on the Society web site and in the PSB.

September
Secretary works with BSA Executive Director and Finance Manager to ensure the nonprofit registration with the state of Missouri is filed every other year.

Fall
Attend Committee on Committees and Election Committee meeting, if needed

December/January
Work with BSA staff to send copy of each section’s bylaws to section leaders to verify current bylaws or to update if changes have been made. Ensure sections receive updated financial accounting from their previous fiscal year.

February/March
Work with the Election Committee to review nominees and prepare an election ballot. Liaise with BSA staff to run the Election.

March/April
Participate in Committee on Committees meetings to review committee applications and assist in the appointment of new committee members.

May
Secretary works with BSA Executive Director and Finance Manager to ensure the corporation renewal report is filed in the state of Connecticut where BSA is incorporated.

May/June
Assist the BSA staff in orientation and transitioning of new Board members.

June/July
Attend annual BSA meeting, Board meetings (on front and back end of the conference), Advisory Council meeting, BSA Members’ Business Meeting.

Treasurer

Duties
Under Article VI of the bylaws of the Botanical Society of America, the Treasurer shall remain fully advised as to the financial condition of the Society and shall regularly report to the Board of Directors on the financial conditions of the Society and the adequacy of the accounting records of the Society. The Treasurer shall have such other duties as prescribed by the President or the Board of Directors from time to time.


Committee Assignments and General Duties – Executive Committee, Advisory Council, Financial Advisory Committee, Investment and Development Committees (ex officio)

  • Attend 4-6 Board meetings throughout the year and participate in Board discussions/decisions via email.
  • Attend Executive Committee meetings as needed. Attend the Advisory Council Meeting and Annual Members’ Business Meeting at the conference.
  • Attend Financial Advisory Committee meetings, and attend Development and Investment Committee meetings as ex officio, as needed (about 4 total per year between the two committees).
  • Monitor income and expenditures. Ensure a budget and financial reports are submitted to the Financial Advisory Committee and the Board for review; ensure a financial audit is conducted as necessary.
  • Oversees sectional finances and special requests.
  • Provide feedback on the annual performance review of the Executive Director.
  • Serve as backup for signing checks, contracts, or drawing down grant reimbursement requests and use of any investment account funds.
  • Sign off on annual tax reports.
  • Submit annual one-page report.

Post Annual Conference
Official duties begin at the conclusion of the Botanical Society of America’s annual meeting.

Fall
Attend Financial Advisory Committee and Investment Committee meetings, as needed. Review financials of the Society as prepared by staff and share with the Board. Determine with staff if an audit is necessary and engage the Board and staff in contracting with an audit firm if needed. Attend Fall Board meeting(s).

January/February
Work with officers to provide feedback on the annual performance review of the Executive Director.

Spring
Attend Financial Advisory Committee and Investment Committee meetings, as needed. Review financials of the Society as prepared by staff and share with the Board. Attend Spring Board meeting(s).

May/June
Work with the Executive Director and Finance Manager to finalize a budget for the coming fiscal year. Share the budget and discuss the financials of the Society with the Financial Advisory Committee.

June/July
Attend annual BSA meeting, Board meetings (on front and back end of the conference), Advisory Council meeting, BSA Members’ Business Meeting. Finalize a budget for approval by the Board, Council and Members and provide an annual report on the society’s finances.

Director at Large for Education

Duties
At-large directors represent the Mission, Objectives, and current Priorities and Programs of the Society. The Director-at-Large for Education chairs the Education Committee and works with the Education Director (BSA staff) to carry out the strategic priorities set in the strategic plan as it relates to education and outreach efforts.

In general, the Education Committee studies and reports to the Board of Directors through the Director-at-Large for Education on all matters relating to teaching, training, and professional education in the plant sciences, including informal, K-12, undergraduate and graduate biology education and presents an assessment on the impact of any new activities for the society to the board. The Education Committee develops recommendations to the Board of Directors for specific initiatives. The committee works with sections of the society especially the Teaching Section, to promote education activities across the society, to encourage publication of education related articles in Plant Science Bulletin or American Journal of Botany as appropriate, to create or encourage appropriate educational material on the BSA web site, to create and maintain connections between research and education, and to enable collaborations and discussions among society members of BSA and between BSA and other societies.

Committee Assignments and General Duties – Education Committee (Chair); Bessey Award Committee (Co-chair with Teaching Section Chair)

  • Attend 4-6 Board meetings throughout the year and participate in Board discussions/decisions via email.
  • Attend Executive Committee meetings as needed and take minutes of these meetings. Attend the Advisory Council Meeting and Annual Members’ Business Meeting at the conference and take minutes of these meetings.
  • Work closely with the BSA Education Director to manage the Education Committee and its work.
  • Respond to inquiries from members of the public and reporters, and periodically get involved in specific grant-related outreach efforts (ie. PlantingScience)
  • Co-Chair the Bessey Award Committee and help facilitate the nominations and selection process.
  • Work with BSA staff and the Ad Hoc Botany 360 Committee to plan education or outreach webinars throughout the year as needed.
  • Submit annual one-page Education report in conjunction with BSA staff.

Post Annual Conference
Official duties begin at the conclusion of the Botanical Society of America’s annual meeting.

Fall
Welcome new Education Committee members. Work with Education Director to plan timing for a committee meeting to take place. Attends Fall BSA Board meeting.

Jan/Feb
Chairs mid-year Education Committee meeting and prepares short Education report to the Board in conjunction with Education Director. Works with BSA staff and Teaching Section Chair to prepare and release the Bessey Award call for nominations.

March
Attends Spring BSA Board Meeting and present Education report.

April
Co-Chair the Bessey Award Committee and assist in review and selection of Bessey Award winner(s).

Pre-Annual Conference
Chair Education Committee meeting. Onboard newly appointed committee members who will officially start after annual meeting (often they are invited to attend this meeting for onboarding/transition purposes).

June/July
Attend BSA Board meetings (on front and back end of the conference), Advisory Council meeting, BSA Members’ Business Meeting. Attend the Teaching Section meeting at the annual conference to foster coordination between the section and Education Committee.

Director-at-Large for Publications

At-Large Directors represent the Mission, Objectives, and current Priorities and Programs of the Society. The Director-at-Large for Publications chairs the Publications Committee and works with the Publications Director (BSA staff) to carry out the strategic priorities set in the Strategic Plan as it relates to publication efforts of the Society.

In general, the Publications Committee reports to the Board of Directors through the Director-at- Large for Publications on all matters related to the various publication activities of the Society. The committee seeks to maintain the BSA’s role as one of the most influential publishers of scientific content in plant biology. The committee studies issues arising in the academic publishing landscape and makes recommendations to the Board accordingly, to guide the Society’s policies with respect to all publication-related issues, in light of the Society’s Strategic Plan. The committee and DAL for Publications regularly coordinate with the Editors-in-Chief and Associate Editors on issues regarding their publications, and consider new activities and initiatives related to publications, including preparing impact assessments for any new activities for the Board’s consideration. In addition, as needed, the DAL and Publications committee work with outside evaluators on assessment of the journals and will assist the BSA staff in relations with the society’s publisher.

Duties

Committee Assignments and General Duties –Publications Committee, Advisory Council

  • Attend 4-6 Board meetings throughout the year and participate in Board discussions/decisions via email.
  • Attend the Advisory Council Meeting and Annual Members’ Business Meeting at the conference.
  • Run Publications Committee meetings as needed and take minutes of these meetings.
  • Work closely with the BSA Publications Director to manage the Publications Committee and its work.
  • Act as the liaison to the Board of Directors and assist the Board in the process of selecting new Editors-in-Chief for BSA journals (every five years, for each journal).
  • Help to select the participants and manage the activities of the Early Career Advisory Board (ECAB).
  • Attend annual editorial board meetings for AJB and APPS.
  • Submit (at minimum) an annual one-page Publications report prepared in conjunction with BSA staff. Prepare other Publications reports for the Board as requested.
  • Handle papers for the AJB and APPS Editors-in-Chief when there is a potential Conflict of Interest for the EiC.
  • Participate in and contribute to strategy sessions for the journals.
  • Serve on the AJB Reviews Committee and support the Synthesis Papers and Prize initiative.

Post Annual Conference
Official duties begin at the conclusion of the Botanical Society of America’s annual meeting. Either in the spring or fall, participate in strategy sessions for the journals. Every 6 weeks meet with the Reviews team on Skype.

Fall
Attend the Fall Board meeting(s) and arrange virtual meetings for the Publications Committee and ECAB. Evaluate proposals for ECAB membership (every other year) and Synthesis Prize.

Spring
Attend the Spring Board meeting(s) and arrange virtual meetings for the Publications Committee and ECAB.

June/July
Attend the annual Botany meeting, including BSA Board meetings (on front and back end of the conference), BSA Advisory Council meeting, and the BSA Members’ Business Meeting.

Student Representative

Duties
Under Article VII of the bylaws of the Botanical Society of America, graduate students may apply to serve as student directors (also known as representatives) on the Board of Directors. The Student Representatives on the Board Directors are elected by the student members of the Society. Student directors represent the student members of the Society in relation to the Mission, Objectives, and current Priorities and Programs of the Society. Student Directors serve on Committees as requested by the President.

Committee Assignments and General Duties – Annual Meeting Program Committee, Early Career Professional Development Committee

  • Review BSA mission, objectives, Bylaws, Policies, Strategic Plan.
  • Read annual reports submitted the previous year by the student representatives.
  • Attend 4-6 Board meetings throughout the year and participate in Board discussions/decisions via email.
  • Attend the Advisory Council Meeting and Annual Members’ Business Meeting at the conference.
  • Provide student perspective and feedback to the Annual Meeting Program Committee.
  • Plan student activities and prepare student-targeted communications throughout the year in conjunction with BSA staff.
  • Work in conjunction with the Early Career Professional Development Committee to plan events, workshops, Botany 360 webinars and the Careers in Botany luncheon.
  • Submit annual one-page report.

Post Annual Conference
Official duties begin at the conclusion of the Botanical Society of America’s annual meeting.

Student Reps work closely with BSA staff to assist in implementation and dissemination of their programs and ideas and in sending out emails targeted to BSA students to share resources and benefits of BSA membership. They also work closely with BSA staff related to BSA student chapters, updating of student sections of the BSA web site and Careers in Botany profiles on the web site.

Fall
Prepare something for the Fall issue of the Plant Science Bulletin. Participate in the conference program planning meeting (via Zoom). Start planning workshops and ideas for student activities at Botany conference. Participate in the Fall Board meeting (via Zoom).

January/February
Continue planning activities for Botany 2024. Work on article for Spring PSB issue. Prepare a report to the Board for the Spring Board meeting.

March/April
Attend Spring Board meeting and present a student report. Prepare a spring student email in conjunction with BSA staff.

May/June
Prepare a student report for the summer BSA Board meeting. Work on an article for the Summer edition of the PSB.

Summer
Attend annual BSA meeting, Board meetings (on front and back end of the conference), Advisory Council meeting, BSA Members’ Business Meeting. Assist in transitioning the new student rep and orienting them to their role on the Board.