Executive Committee and Board elections

Board and officer elections are held in the fall of even-numbered years. The two-year terms then commence on Jan. 1 of the following year.

Board membership is open to any NASW member in good standing and is not subject to specific term limits, although it is expected that board members will actively volunteer on behalf of NASW and assist the Executive Committee in ensuring a reasonable turnover.

NASW officers must be working members of the press and have served at least one two-year term as a board member. The vice president is elected with the understanding that he or she will proceed to the president role in the next election to ensure continuity. The vice president and president may serve only one term in each office.

The Nominating Committee may tap candidates during the winter quarter preceding fall elections, or candidates may collect signatures to run by petition. The constitution, link here, provides details. The makeup and role of the Nominating Committee, a collaborative working group headed by the most immediate past president, is explained here. Biographies of all candidates appear online and in the summer issue of the organization's quarterly newsletter, ScienceWriters (TM), preceding fall elections. All members will receive ballots, which may be distributed electronically.

Executive Committee Make-up and Roles

The four NASW officers, the president, vice president, treasurer, and secretary, who together constitute the Executive Committee, must be working members of the press. The NASW Constitution delineates roles for officers and relevant portions are excerpted and expanded below.

President

From the NASW Constitution:

Section 1. DUTIES OF THE PRESIDENT. The president shall: (a) Preside over all meetings of the Association; (b) Call special meetings when they are considered advisable; (c) Call to the attention of the membership any development threatening the functions of the organization or of its members, or any method of improving the activities of the Association; (d) Appoint nominating and membership committees, and any other committees that are desirable; (e) Arrange for participation of the Association in meetings such as the annual conference of the American Association for the Advancement of Science; (f) Represent the Association in any activities in which the Association may be involved, or provide representation.

The president is expected to:

  • Work with the Board and Executive Committee to set the agenda for the organization, and work with executive director to implement agenda.
  • Preside over annual board meeting and annual business meeting.
  • Represent NASW in person or in writing, as available.
  • Submit President's Letter four times per year to editor of ScienceWriters (TM).
  • Oversee operations of the Board and address any needed replacements.
  • Designate new committees and fold defunct committees as needed in support of NASW activities.

Vice president

From the NASW Constitution:

Section 2. DUTIES OF THE VICE-PRESIDENT. The vice-president shall: (a) Assume the functions of the president when the president is unable to perform them, or when the president chooses to delegate them. (b) Serve as president-elect, and assume the presidency when the president completes his or her term or otherwise leaves office.

In addition, the vice president is expected to:

  • Serve as chair the of the Annual Meeting Committee that decides content for annual ScienceWriters (TM) meeting. As chair, the vice president must lead the committee in discussions, submit chosen proposals to workshops coordinator by given date and develop any ancillary events in conjunction with committee and coordinator. Currently the bulk of this work falls in March and April via email discussion list.

Treasurer

From the NASW Constitution:

Section 4. DUTIES OF THE TREASURER. The treasurer shall (a) Plan an annual budget to be considered by the executive board; (b) Transmit to the membership an annual summary of the financial status of the organization

The Treasurer is expected to:

  • Plan budget for next fiscal year in conjunction with executive director.
  • Present actual and planned budget to board at annual meeting. Transmit budget to membership, usually through publication in the summer issue of ScienceWriters (TM).
  • Prepare letter for annual dues bill. Submit to executive director by Nov. 1.
  • Request budget information on behalf of Executive Committee as needed.

Secretary

From the NASW Constitution:

Section 3. DUTIES OF THE SECRETARY. The secretary shall: (a) Record the proceedings of all meetings of the Association and provide each board member a copy of the general substance within two months after each meeting. (b) Write a summary of the annual meeting to be circulated to the membership.

The secretary is expected to:

  • Take minutes at the annual Board meeting.
  • Take minutes at the annual membership meeting and publish these for membership, typically through NASW-announce, web site, and ScienceWriters (TM).
  • Provide membership with periodic updates on activities of NASW, Board, Executive Committee, and any other relevant information. Can use NASW-announce and web postings for this purpose.
  • Keep record of decisions made by the Executive Committee or Board not made at meetings. Submit short summary of the decision to Executive Director as needed.

Board make-up and role

Officers are assisted by an 11-member board. The board meets in person a minimum of once annually, usually in conjunction with the ScienceWriters (TM) meeting, usually in October of each year. All board members must attend the annual meeting held in October. Commensurate with comparable organizations, board members are expected to pay travel costs associated with attendance. In cases where employer reimbursement is not possible or financial hardship exists, travel costs, up to a fixed amount based on location of meeting, may be paid upon pre-approval. The bulk of board business is conducted via e-mail, and board members are expected to contribute to these virtual discussions and votes. Each board member is encouraged to have active membership on at least one committee.

More information:

Last revised: July 2, 2008

The National Association of Science Writers, Inc.
P.O. Box 890, Hedgesville, WV 25427 | (304) 754-5077

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