NESBA Handbook

New England Society of Botanical Artists (NESBA)
Handbook for Board of Directors, 
Committees and Special Appointments

Introduction
The general and legal operation of the NESBA is first and foremost governed by the organization’s Bylaws which supersede and take precedent over the guidelines in this Handbook. The purpose of the Handbook is to provide more specific information about the functional responsibilities of the NESBA Board of Directors and its Committees which will help ensure the efficient and effective operation of the organization and provide some measure of continuity as the composition of its elected and appointed members changes.

Those NESBA members who are elected or appointed to fulfill the roles and responsibilities of the organization must comply with its Bylaws and be willing to accept the responsibilities set forth in this document. However, the Handbook is a set of guidelines and as such is more readily amendable and open to interpretation than the Bylaws. The Handbook may be amended with the approval of the Board according to the guidelines set forth under Article II, Section 1 – Bylaws, Handbook, and Grants Committee.

Article 1 – Board of Directors
The NESBA Board of Directors, elected in accordance with the Bylaws, shall consist of, but is not limited to, the President, First and Second Vice Presidents, Recording and Corresponding Secretaries, Treasurer and Assistant Treasurer, Immediate Past President, the Founding Director, and other Directors as necessary to accomplish the goals of the organization.

      Section 1 – President
      The NESBA President shall:
serve as the leader of the organization and Chair of the Board of Directors;
schedule, attend and preside over all meetings of the Board of Directors and General Membership Meetings without the right to make or second motions or to vote on issues except in the event of a tie;
recommend Chairs, Liaisons and other special appointments to the Board of Directors for approval;
call special meetings as deemed necessary;
prepare and distribute an agenda for all meetings at least one week in advance of the meeting;
appoint the Nominating Committee Chair and its members three months prior to the NESBA Annual Meeting;
make suggestions regarding programs, policy changes, and other issues relevant to the operation of the organization to the Board of Directors;
represent the organization in its commitments to other organizations, or appoint a designate if appropriate. No member of the organization shall have the right to make any action on behalf of the NESBA without prior written authorization of the Board of Directors or President.
serve as a member of the Finance Committee and have ultimate responsibility for all NESBA financial obligations.
submit a membership list of new and renewing members and a financial statement with dues payments to the ASBA on a quarterly basis, or as required by the ASBA;
submit any amendments to NESBA By-laws to the ASBA for approval;
send to the ASBA on a regular basis a schedule of upcoming meetings, conferences, seminars and other programs or activities sponsored or conducted by the NESBA.
prepare and present an annual report of activities as required by the ASBA, including a detailed accounting of all activities funded by the ASBA.
      Section 2 – First Vice President
      The NESBA First Vice President shall:
conduct the business of the organization in the President’s absence;
attend all Board of Directors and General Membership Meetings;
become President “pro tem” if the office of the President becomes vacant;
assist the President in such activities as the President may assign;
make arrangements for the Annual Meeting of the Board of Directors and General Membership;
serve as Chair of the Membership Committee (see Article II, Section 6);
prepare an annual report of activities for the President.
      Section 3 – Second Vice President
      The NESBA Second Vice President shall:
assist the First Vice President as necessary and assume the responsibilities of that position if it becomes vacant;
attend all Board of Directors and General Membership Meetings;
serve as Chair of the Programs Committee (see Article II, Section 8);
prepare an annual report of activities for the President.
      Section 4 – Recording Secretary
      The NESBA Recording Secretary shall:
attend all Board of Directors and General Membership Meetings;
keep written records of all official meetings of the NESBA;
be the custodian of all records and papers pertaining to the organization’s programs, activities and operations including securing their confidentiality as appropriate;
be responsible for all e-mail communications with the general membership, including the regular distribution of meeting notices and meeting minutes. Official NESBA e-mail communications will be reviewed by the Board prior to distribution;
assume the responsibilities of the Corresponding Secretary as needed;
prepare an annual report of activities for the President.
      Section 5 – Corresponding Secretary
      The NESBA Corresponding Secretary shall:
attend all Board of Directors and General Membership Meetings;
be responsible for preparing and distributing all correspondence relating to the activities of the organization as directed by the Board or President;
send letters of welcome to new members and letters acknowledging termination of membership at the direction of the Board and Membership Committee Chair;
serve as Chair of the Public Relations Committee (see Article II, Section 9);
assume the responsibilities of the Recording Secretary as needed;
prepare an annual report of activities for the President.
      Section 6 – Treasurer

      The NESBA Treasurer shall:
attend and present a financial report at all Board of Directors and General Membership Meetings;
deposit all NESBA income in the organization’s bank account;
review and pay all of the organization’s bills at the direction and approval of the President;
keep an itemized accounting of all receipts and disbursements, keeping all bank records for a period of five years;
maintain relationships with the organization’s financial institution(s), recommending any changes in banks or accounts, if appropriate, and informing the institution(s) of changes in President, Treasurer or Assistant Treasurer and securing necessary account signatures;
prepare a quarterly financial statement for the President;
prepare a check for ASBA dues on a quarterly basis and submit to the President along with a quarterly statement;
serve as the Chair of the Finance Committee (see Article II, Section 4);
provide all financial records to the Auditor for annual review;
file any financial forms and/or applicable tax returns as required by the U.S. Federal Government or the State of New Hampshire;
prepare an annual report of activities for the President.
      Section 7 – Assistant Treasurer
      The NESBA Assistant Treasurer shall:
attend all Board of Directors and General Membership Meetings;
assume the responsibilities of the Treasurer as needed and perform such duties as directed by the Treasurer;
assist in the collection of dues as directed by the Membership Chair;
serve as a member of the Finance Committee;
assist the Treasurer in filing any forms required by the U.S. Federal Government or the State of New Hampshire;
arrange for insurance as needed and as directed by the Board;
assist the Treasurer in preparing quarterly financial statements and an annual report of activities for the President.
      Section 8 – Founding Director
      The Founding Director, Sarah Roche, is the only non-elected member of the NESBA Board of Directors. Every three years beginning with the year 2007, the Board of Directors shall recommend whether the Founding Director shall continue as a member of the Board.
The Founding Director shall make recommendations to and have voting rights on the Board of Directors and shall assume other duties as requested by the President or Board.
      Section 9 – Immediate Past President
      The Immediate Past President shall make recommendations to and have voting rights on the Board of Directors and shall assume other duties as requested by the President or Board.

Article II – Committees and Appointments
    All NESBA official appointments, including designation of Committee Chairs, shall be made by the Board of Directors at the recommendation of the President.
    Committee Chairs shall not fill their committees until such time as the roster of all Committee Chairs and other appointments have been filled.
    The following are the recommended committees. The Board of Directors may add additional committees or elect not to fill existing committees as it deems necessary for the efficient and effective functioning of the organization.
    All Committee Chairs are strongly encouraged to attend Board of Directors meetings. They may also be invited by the President or Board to present information about the activities of their committee and to make recommendations to the Board, but they shall not have voting rights at Board meetings.
      Section 1 – Bylaws, Handbook and Grants Committee
      The Chair of this committee shall:
appoint additional members to the committee as necessary;
receive suggestions for changes to the Bylaws and Handbook and bring these proposals to the Board of Directors for discussion and ratification;
distribute copies of the Bylaws and the Handbook as requested to members;
solicit suggestions for grants from the Board and Committees, write grant proposals, and bring them to the Board for approval prior to submission;
maintain and distribute as requested grant application guidelines/form and reporting guidelines/form for funds awarded by the NESBA;
draft protocols for management of grant monies, with counsel from the President and Treasurer;
prepare quarterly reports and an annual report of activities for the President.
      Section 2 – Education Committee 
      The Chair of this committee shall:
appoint additional members to the committee as necessary;
recommend and implement diverse programs for membership art education;
work with the Grants Committee to prepare proposals for funding education programs;
solicit, and coordinate the activities of, volunteers for educational outreach programs;
prepare an annual, and if needed a quarterly, report of activities for the President.
      Section 3 – Exhibitions Committee
      The Chair of this committee shall:
appoint additional members to the committee as necessary;
coordinate all activities associated with NESBA sponsored exhibits, recruiting additional assistance as deemed necessary for each exhibition;
determine and communicate rules and guidelines governing each exhibition;
recommend jurors for juried events and submit to the Board of Directors for approval;
work with the Grants Committee to prepare proposals for funding of exhibitions and with the Education Committee when appropriate to ensure an educational component at exhibitions;
prepare an annual report of activities for the President.
      Section 4 – Finance Committee
      This special committee shall be comprised of the President, Assistant Treasurer, and the Treasurer, who will serve as Chair. The Chair shall:
prepare the proposed budget for the upcoming year after consulting with the Board and all Committee Chairs and submit it to the Board for approval at their annual meeting;
prepare an annual report of activities for the President.
      Section 5 – Hospitality Committee
      This committee will consist of a Chair for each primary location – South Shore, Wellesley and any others deemed necessary by the Board of Directors. Each Chair shall:
arrange for local members to provide refreshments for the meetings;
bring basic supplies, such as coffee service and paper products;
set up refreshments prior to the meeting and clean up after the meeting with the assistance of local members;
prepare annual reports of activities for the President.
      Section 6 – Membership Committee
      The Chair of this committee shall be the First Vice President. The Chair shall:
appoint additional members to the committee as necessary;
respond to all inquiries from those interested in joining the NESBA/ASBA;
send out member renewal notices in December of each year (or as directed by the ASBA) via e-mail or newsletter;
receive and process applications for new and renewing members and forward collected dues to the Treasurer;
maintain an accurate membership roster with member name and contact information and submit quarterly membership lists to the President and Treasurer;
shall maintain the confidentiality of member information and shall not disseminate this information, in whole or in part, without prior written approval of the ASBA;
recommend ways to attract new members and maintain current members;
prepare quarterly reports and an annual report of activities for the President.
      Section 7 – Nominating Committee
      This special committee shall be appointed by the President and will consist of a Chair and two additional committee members. The committee shall include one current Board member, who will serve as the Chair, one current Officer, and one person from the general membership. The Chair shall:
solicit names of potential Directors and/or Officers from the general membership and collect current relevant biographical information for each;
consider the qualifications of each individual in relationship to the positions that need to be filled;
submit a slate of nominees to the Board for their approval and vote;
prepare an annual report of activities for the President.
      Section 8 – Programs Committee
      The Chair of this committee shall be the Second Vice President. The Chair shall:
appoint additional members to the committee as necessary;
solicit ideas for programs and submit them to the Board of Directors for discussion and approval;
shall ensure that such programs further the purposes and objectives of the NESBA and are of the highest quality with respect to content, materials, logistical preparation and otherwise;
make arrangements for programs, such as securing facilities for meeting, confirming speakers, and finding lodging for out of town speakers;
prepare an annual report of activities for the President.
      Section 9 – Publications Committee
      The Chair of this committee shall:
appoint additional members to the committee as necessary;
solicit information and articles from the Board, other Chairs and from the general membership, establishing deadlines and guidelines for submissions;
prepare and distribute a quarterly newsletter to NESBA members;
assist the Exhibitions Committee with the creation and production of flyers, exhibitions applications, show displays and signage, etc.;
be responsible for NESBA logo, letterhead, website, etc;
submit a draft of all official NESBA publications to the Board for approval before printing/publication;
ensure that applicable trademark and copyright notices are used pursuant to federal and state laws and ASBA guidelines;
prepare an annual report of activities for the President.
      Section 10 – Public Relations Committee
      The Chair of this committee shall be the Corresponding Secretary. The Chair shall:
appoint additional members to the committee as necessary;
prepare and distribute press releases about the organization and its events at the direction and approval of the Board;
prepare an annual report of activities for the President.
      Section 11 – Special Liaisons
      Liaisons to specific outside organizations shall be appointed by the Board of Directors at the recommendation of the President. Their primary role is to partner with their external organization for the purpose of promoting the NESBA’s botanical art education mission in a manner that is also consistent with the mission of the partner organization. Special Liaisons shall include, but are not limited to the following:
Massachusetts Horticultural Society (MassHort)
South Shore Art Center (SSAC)
Wellesley College Friends of Horticulture
Liaisons shall:
work with the Hospitality Committee to host NESBA meetings at their partner organization’s location;
identify and recommend possible co-sponsorship opportunities for programs, seminars and workshops;
work with the Exhibitions Committee on exhibitions at their partner organization;
promote NESBA efforts to their partner organization;
prepare an annual report of activities for the President.
      Section 12 – Outside Auditor
      An outside auditor shall examine the NESBA’s financial records at year end for the purpose of certifying that the records are accurate as required by the U.S. Government and/or the State of New Hampshire. This certification of accuracy shall also be presented to the general membership at the organization’s Annual Meeting.

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