Executive Committee

The Executive Committee is composed of the state elected officers, the immediate past president, the state coordinator, the state zone coordinators, the co-directors of membership development, The Missouri Reader editor, the Missouri On-Line Newsletter editor, the Website Coordinator and the legislative chair. The Executive Committee attends ALL Executive Committee and State Board meetings, prepares the agenda for the Board of Directors’ meetings and the Assembly of Delegates' meeting, reviews all committee reports and performs other responsibilities as directed by the president.

 

ELECTED OFFICERS  

The elected officers of the Missouri State Council shall be: President, President-elect, Vice President, Treasurer, Recording Secretary, Corresponding Secretary, Assistant Treasurer, and Historian. Any person who has served as an officer of a local Missouri IRA council shall be eligible to hold office in the Missouri State Council provided they are members of the International Reading Association and a local IRA council.

The term of office of the vice president shall be one (1) year and then automatically succeed to the office of president-elect for one (1) year. At the expiration of the term as president-elect, the president-elect shall become president for a period of one (1) year. The term of office of the treasurer shall be two (2) years. All other officers shall be elected annually.

Each officer shall assume the duties of office on July 1.

 

 PRESIDENT

The president shall act as executive officer of the Missouri State Council. The president shall call and preside at all meetings, shall supervise the activities of the State Council, and shall carry on such duties as the Board shall indicate. At the expiration of the term of office, the President shall serve one (1) year as a member of the board. – Constitution and Bylaws (3-24-01)

Duties:

Act as official representative of the Missouri State Council.

Call and conduct meetings of the Executive Committee and the Board of Directors

Establish the agenda for the Executive Committee and Board of Directors’ meetings.

Preside at the Annual Delegates’ Assembly.

Consult, when appropriate and feasible, with the Executive Committee and the council presidents within the State in appointing the standing committees and chairs of those committees.

Appoint other temporary, special, or ad hoc committees as needs arise.

Recommend the appointment of the parliamentarian for approval by the Executive Committee.

Design, coordinate, and disseminate to all council presidents within the state a calendar of essential dates of activities of the Missouri State Council and other related activities.

Coordinate the activities and supervise the affairs of the Missouri State Council to ensure the implementation of its purposes.

Provide assistance as needed to the state coordinator in planning the summer Leadership Retreat.

Attend and participate in Council Activities for Council Leaders at the International Convention if attending the convention at State expense.

Attend the annual regional or international leadership workshop for state/provincial council coordinators, presidents, presidents-elect, vice presidents, and directors of membership development.

Prepare a notebook/disk of procedures for future presidents to follow. (See p. J-1 of Yearbook for notebook/disk format.)

 

PRESIDENT-ELECT

The president-elect shall serve as a member of the board and shall fulfill such duties as are assigned by the board. Should the office of the president become vacant, the president-elect shall become president immediately and shall serve the unexpired portion of the president’s term. The president-elect shall serve as program chair for the annual MSC Conference. – Constitution and Bylaws (3-24-01)

Duties:

Attend Executive Committee and Board of Directors’ meetings and the Delegates Assembly of the Missouri State Council.

Shall be presiding officer of the Executive Committee, the Board of Directors, or the Assembly in the event that the president is absent, is incapacitated, or resigns.

Assume the office of the president for the remainder of that term of office in the event that the president resigns or the office is otherwise vacated.

Serve as Conference Chair for the Annual Fall Conference and coordinate all functions of the Conference Planning Committee.

Present at the Leadership Retreat and the Board of Directors’ meetings tentative programs for the Annual Fall Conference.

Prepare a written report of the Conference Planning Committee to be presented to the Board of Directors at the next Board of Directors’ meeting following the Fall Conference.

Provide assistance as needed to the state coordinator in planning the summer Leadership Retreat.

Attend and participate in Council Activities for Council Leaders at the International Convention if attending the convention at state expense.

Attend the annual regional or international leadership workshop for state/provincial council coordinators, president, presidents-elect, vice president, and directors of membership development.

Prepare a notebook/disk of procedures for future presidents-elect to follow.

 

VICE PRESIDENT

The vice president shall serve as a member of the board and shall fulfill such duties as are assigned by the board. Should the office of the president-elect become vacant, the vice president shall become president-elect immediately and shall serve the unexpired portion of the president elect’s term. The vice president shall serve as Chair of the Site Selection Committee. It shall be the duty of the vice president to prepare for board approval a program plan for the succeeding year’s conference when president-elect. – Constitution and Bylaws (3-24-01)

Duties:

Attend Executive Committee and Board of Directors’ meetings and the Delegates Assembly of the Missouri State Council.

Shall be presiding officer of the Executive Committee, the Board of Directors, or the Assembly in the event that the president-elect is absent, is incapacitated, or resigns.

Assume the office of the president-elect for the remainder of that term of office in the event that the president-elect resigns or the office is otherwise vacated.

Begin planning the program for the Annual Fall Conference to be held when the vice president is president-elect.

Serve as chair of the Site Selection Committee.

Provide assistance as needed to the state coordinator in planning the summer Leadership Retreat.

Perform such duties as are assigned by the Executive Committee or the Board of Directors.

Attend and participate in Council Activities for Council Leaders at the International Convention if attending the convention at state expense.

Attend the annual regional or international leadership workshop for state/provincial council coordinators, presidents, presidents-elect, vice presidents, and directors of membership development.

Prepare a notebook/disk of procedures for future vice presidents to follow.

 

RECORDING SECRETARY

The recording secretary shall: (1) execute the duties essential to the recording of all business and happenings at all general meetings of the Board; (2) keep a permanent book of the minutes of all meetings; (3) furnish a copy of such minutes to all members of the Board. –Constitution and Bylaws (3-24-01)

Duties:

Attend the Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly of the Missouri State Council.

Be presiding officer of the Executive Committee, the Board of Directors or the Assembly in the event the president, president-elect and vice president are absent, incapacitated, or resign.

Must accurately record the minutes of the Executive Committee and Board of Directors’ meetings and the Assembly of Delegates and maintain a permanent record of minutes for future reference.

Submit minutes of the Executive Committee and Board of Directors’ meetings to the members of the Executive Committee, all committee chairs, local council presidents, State Department of Education representatives, the International Leadership Development Associate and the International Director of Professional Development within twenty-one (21) days of the meetings.

Maintain a record of attendance at Board of Directors’ meetings.

Submit minutes of the Assembly of Delegates to the chair of the Minutes Approval Committee within twenty-one (21) days of the Annual Fall Conference.

Maintain communication with the president concerning all matters of organization.

Give to successor all minutes, permanent records, and correspondence and information by July 1, at close of the term of office.

Prepare a notebook/disk of procedures for future secretaries to follow.

 

CORRESPONDING SECRETARY

The corresponding secretary shall: (1) execute the duties essential to this responsibility; (2) notify each Board member at least three (3) weeks before a Board or Assembly meeting; (3) circulate proposed amendments to each Board member at least thirty (30) days in advance of the meeting at which the amendments are to be approved; (4) circulate proposed amendments that have been approved by the Board to each voting member at least three (3) weeks in advance of the time to be adopted; (5) notify local councils at least three (3) weeks before the Annual Spring Board Meeting of the names of the nominees for each office with information concerning each nominee; (6) cooperate fully with directions from general meetings and/or Board regarding needed correspondence and notices. – Constitution and Bylaws (3-24-01)

Duties:

Attend Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly of the Missouri State Council.

Handle that correspondence which is designated by the president or the Board of Directors.

Notify council presidents, Executive Committee members, all state committee chairs, and IRA Headquarters of all Board of Directors’ meetings at least three weeks prior to the meeting date.

Mail copies of all handouts from Executive Committee and Board of Directors’ meetings to Executive Committee members and council presidents not present.

Circulate proposed amendments of the Bylaws to each council three (3) weeks in advance of meetings at which the amendments are to be voted upon.

At least three (3) weeks prior to the Assembly of Delegates, send to members of the Board of Directors and past State Council presidents the date, time and place of the meeting and a copy of the slate of candidates for officers sent to the corresponding secretary by the Nominating Committee Chair.

Assist the president in compiling and duplicating packets of information for the Delegates’ Assembly. This information will include reports from the treasurer, standing committee and ad hoc committee chairs and other information to be distributed to all delegates at the Assembly.

Prepare a notebook/disk of procedures for future secretaries to follow.

 

TREASURER

The treasurer shall: (1) have custody of the funds of the council; (2) deposit said funds in the bank as directed by the Board in the name of the Missouri State Council; (3) sign checks for the disbursement of funds in the name of the Missouri State Council upon presentation of proper documentation; (4) maintain an accurate record of the money received and the money disbursed; (5) serve as chair (person) of the Financial/Budget Committee; (6) prepare the books for the annual audit. The treasurer shall be bonded. The fiscal year of the organization shall start on July 1. – Constitution and Bylaws (3-24-01)

Duties:

Attend Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly of the Missouri State Council.

Chair the Financial/Budget Committee.

Serve with the members of the Financial/Budget Committee in preparing the proposed budget for the new fiscal year.

Request recommendations at the spring Board meeting from the State Coordinator, Executive Committee officers, and committee chairs (standing and ad hoc) regarding changes that may need to be made to budget items for the state council budget.

Submit the proposed budget to the Executive Committee members at the Leadership Workshop. Final approval of the proposed budget for approval at the fall Board meeting.

Submit to the Board of Directors the proposed budget for approval at the fall Board meeting.

Submit a written financial statement at each Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly to all in attendance.

Keep and maintain accurate ledgers, books, and accounts of all monies, bills and payment authorizations of the Missouri State Council.

Deposit and maintain a record of monies received by the Council.

Pay only those bills that have been allocated within the budget, authorized by the Board of Directors or specifically approved by the Board.

Provide reimbursement for expenses with proper documentation (Request for Payment form accompanied by an official receipt of expenditure—photo copies are acceptable.

Work with the Director of Membership Development to design the most efficient method of collecting dues and membership information and providing this information to the local councils.

Submit all books and records to be audited by a professional accountant who will file the necessary tax forms by the required filing date.

Close out accounts and send check for bank balance to the successor as soon as possible after July 1.

Submit all other necessary information, recommendations, materials, and records to the new Treasurer on or about July 1.

Perform duties as described in the Policies and Procedures Handbook.

Prepare a notebook/disk of procedures for future treasurers to follow    .

              

 ASSISTANT TREASURER

The assistant treasurer shall assume the duties of the treasurer in the event that the treasurer shall be unable to serve and shall fulfill other responsibilities as assigned by the Board of directors. – Constitution and Bylaws (3-24-01)

Duties:

 Attend the Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly of the Missouri State Council.

Assume the duties of the treasurer in the event that the treasurer shall become incapacitated.

Be a member of the Financial/Budget Committee.

Be one of two authorized signatures in a bank near the state treasurer in the name of the Missouri State Council.

Provide mailing labels for corresponding secretary to mail notices of meetings four weeks in advance of state Executive/Board of Directors’ meetings.

Provide mailing labels for recording secretary at each state Board of Directors’ meetings for mailing minutes.

Provide mailing labels for other state members for mailing their IRA materials.

Prepare a notebook/disk of procedures and pass to the next assistant treasurer.

 

HISTORIAN

The historian shall keep all items which would be of historical value to the council including the publications and other printed material. – Constitution and Bylaws (3-24-01)

Duties:

Attend Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly of the Missouri State Council.

Keep all items of activities of the Missouri State Council. This will include all publicity that would be of historical value to the council.

Record through audio, electronic or visual medium information of historical value to the Missouri State Council.

Maintain the Missouri State Council cabinet, which is currently located in one of the administrative offices of the Columbia, Missouri, school district.

Update the memorial plaque stored in said cabinet when appropriate.

Order one (1) copy of the Mark Twain Award winner each May, label it, and mail it to International to be added to the collections which began as a memorial to Marjorie Lambert.

Provide pictures to the editors for use in the state publications.

Prepare a notebook/disk of procedures for future Historians to follow.

 

IMMEDIATE PAST PRESIDENT

Duties:

Attend Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly of   the Missouri State Council.

Be responsible for completion and submission of the Award of Excellence application with the assistance of the vice president.

Assist with summer Leadership Retreat planning.

Attend and assist with the implementation of the annual Leadership Retreat.

Accept duties as assigned by the president.

6. Prepare a notebook/disk of procedures for future past presidents to follow.

 

STATE COORDINATOR

The state coordinator will be the chair for the zone coordinators. This committee will be responsible for preparing and encouraging new and established councils in the administration of council business. –Constitution and Bylaws (3-24-01)

Duties:

Attend Executive Committee and Board of Directors’ meetings and Delegates’ Assembly of the Missouri State Council.

Maintain accurate records of chartered councils within the state, i.e., names of the councils, their boundaries, and all officers’ names and addresses.

Report to International Headquarters names and addresses of all state and local officers by the requested date.

Support the state council, local councils, and special interest councils in the performance of their duties.

Keep councils active, calling upon the Professional Development Associate or Director of Membership and Council Relations for assistance.

Promote the organization of additional councils. Report to the Director of Membership and Council Relations the name and address of anyone receiving an organizational packet of materials.

Work closely with the zone coordinators to maintain continuity and stability in the state by arranging a workable system of communication between all councils in the state.

Update the zone coordinator’s notebooks as needed.

Serve as a liaison and conduit of information between International and the Missouri State Council presenting pertinent information to the Executive Committee, Board of Directors and state membership through publications, and other means.

Complete and return to the Department of Membership and Council Relations the coordinator’s "Reimbursement for Expenses" form.

Consult with the president in planning leadership training session at each Board of Director’s meeting.

Consult with the Executive Committee in arranging the annual Leadership Retreat for all state and local officers.

Attend and participate in Council Activities for Council Leaders at the International Convention if attending the convention at state expense.

Attend the annual regional or International Leadership Workshop for state/provincial council coordinators, presidents, presidents-elect, vice presidents and directors of membership development.

Prepare a notebook of procedures for future coordinators to follow. (See p. I-1 of Yearbook for notebook/disk format.)

 

ZONE COORDINATOR

The state zone  coordinators shall be recommended to the Executive Committee by the state coordinator and approved by the Board of Directors. They shall serve a one-year term and shall be eligible for reappointment. –Constitution and Bylaws (3-24-01)

Duties:

Attend Executive Committee meetings, Board of Directors’ meetings, and the State Leadership Retreat.

Assist the state director of membership development in promoting membership in the local, state, and International Reading Association.

Promote active communication among local councils, and between each local council and the Missouri State Council.

Communicate information to councils from the state coordinator.

Maintain regular contact with all councils within their zone through memos, newsletters, or telephone calls. Copies of written communication should be included in reports to the state coordinator.

Assist in obtaining needed information from councils for the state council and the International organization.

Encourage and assist local councils in seeking the International Honor Council Award, the Show-Me State Award and other council awards by regular communication.

Submit a written report to the state coordinator at each state Board meeting.

Assist at the membership/publications booth at the State Conference.

Meet with the state coordinator as necessary to plan state activities.

Assist the state coordinator in establishing, reorganizing, or reactivating local councils when the need arises.

Communicate information to the general public and/or other professional groups regarding the benefits and opportunities associated with membership in the Missouri State Council.

Participate, when requested, in the planning and operation of the summer Leadership Retreat with the state coordinator.

Serve as a liaison between assigned ad hoc committee chairs and the Executive Committee. Duties include providing assistance to these chairs as needed, collecting reports prior to Executive Committee/Board of Directors’ meetings and forwarding the reports to the president prior to these meetings.

Train the new zone coordinator at the end of the term and transfer all records and information.

Prepare a notebook of procedures for future zone coordinators to follow.

 

     DIRECTOR OF MEMBERSHIP DEVELOPMENT

The co-directors of membership development will be the chairs of the Membership and Organization Committee. This committee shall consist of the membership directors of each local council. The committee shall be responsible for carrying out the state plan for promoting and maintaining membership. – Constitution and Bylaws (3-24-01)      

Duties:

Attend Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly of the Missouri State Council.

Report at each Executive Committee and Board of Directors’ meetings on progress toward membership goals at the (a) local council, (b) state and (c) International levels.

Highlight successful strategies at each state Board of Directors’ meetings.

Communicate with those councils that have not yet appointed a membership director and encourage them to do so.

Outline and present a membership strategy at the Leadership Retreat, which will be implemented during the year.

Submit articles for the fall, winter, and spring issues of The Missouri IRA Newsletter reporting on local councils and International membership development.

Recommend that councils build a network of building reps in schools throughout Missouri designed to promote local and International memberships.

Develop a program to contact non-renewed members to encourage them to renew their memberships.

Maintain an up-to-date and readily available record of the number of members of the local councils.

Attend and participate in Council Activities for Council Leaders at the International Convention if attending the convention at state expense.

Attend the annual regional or International Leadership Workshop for state/provincial council coordinators, presidents, presidents-elect, vice presidents and directors of membership development.

Work with the Election’s Chair to ascertain and certify the number of ballots for each local council and assist with the election at the annual delegates’ assembly.

Maintain an up-to-date and readily available computerized record of members, including name, local council, home address, state membership expiration date, and international membership information, including international membership number and expiration date.

Provide mailing list two weeks in advance for the publication editor for the mailing of The Missouri Reader.

Delete state members from the mailing list who have received at least a full year’s publications, if they have not renewed for the coming year

Prepare a notebook/disk of procedures future directors of membership – development to follow.       

  

LEGISLATIVE CHAIR

The Legislative Liaison will be appointed by the Board for a period of two (2) years and may be reappointed for additional terms. The legislative liaison shall serve on the Executive Committee. The legislative liaison will be the designated contact with the International Legislative Action Team. (See Constitution and Bylaws Article X, Section 10 for appointment procedure.) The Legislative Liaison will inform the board about legislative issues regarding reading at the state level, seek to inform local legislators about the issues in the field of reading, organize individuals to attend hearings of the educational committees at the state level, and communicate with members of the State Department of Education regarding literacy issues. – Constitution and Bylaws (3-24-01)

Duties:

Attend Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly of the Missouri State Council.

Prepare an article for The Missouri IRA Newsletter prior to August 1 outlining the planned activities for the year. Present this information at the fall State Board meeting.

Prepare an article for the Missouri IRA Newsletter prior to December 1 outlining the issues that IRA members should be aware of during the upcoming sessions of Congress. Present this information at the winter State Board meeting.

Prepare an article for The Missouri IRA Newsletter prior to May 1 outlining the work and accomplishments for the year. Present this information at the spring State Board meeting.

Keep membership abreast of legislative issues regarding literacy on the state and national levels and inform state officers and local council presidents of what needs to be done to influence legislation.

If legislation is pending at the time of a state Board meeting, prepare recommendations for the Board to act as a unite providing either a pro or con resolution.

Work closely with the legislative chair from each local council in formulating action plans.

Prepare a notebook/disk of procedures for future legislative liaisons to follow. (See p. I-1 of Yearbook for notebook/disk format.)

 

PUBLICATIONS

The editor of The Missouri Reader and the MSC/IRA On-Line Newsletter shall be appointed by the Board for a three (3) year period and shall serve as co-chairs of the publications committee. (See Constitution and Bylaws, Article X, Section 9 for appointment procedure.) The Missouri Reader editor and the MSC/IRA On-Line Newsletter editor shall be members of the Executive Committee. Committee members, four (4) in number, shall be selected by the editor of each publication with the approval of the Board. The committee members shall serve a three (3) year term on a rotating system of service so that one new member is appointed each year. A business/advertising manager shall be selected for The Missouri Reader within the committee and shall be responsible for soliciting ads, keeping records, promoting library subscriptions and billing advertisers. – Constitution and Bylaws (3-24-01)               

 

     MISSOURI READER EDITOR

Duties:

Attend Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly of the Missouri State Council.

Publish two (2) journals to be mailed to members on November 1 and May 1.

Solicit advertising whenever possible to offset the cost of printing.

Publish information on literacy development which reflects current research and the current state of the art.

Explore with the membership committee ways that publications can be used to promote and retain local, state and International members including providing membership forms in all publications.

Submit to the president for Board approval the name of the person who will join the Publications Committee for a three (3) year term.

Communicate with the director of membership development-management regularly to insure that the mailing list used to mail publications represents the current members of the Missouri State Council.

Prepare a notebook/disk of procedures for the next journal editor to follow.

 

     MSC/IRA ON-LINE NEWSLETTER EDITOR

Duties:

Attend Executive Committee and Board of Directors’ meetings and the Delegates’ Assembly of the Missouri State Council.

Publish three (3) newsletters to be posted on the MSC/IRA Website (missourireading.org) on September 1, January 4, and June 

Publish information of concern to the Missouri State Council members including information regarding the Missouri State Council officers, State Coordinator, meetings of the Executive Committee and Board of Directors, the Delegates’ Assembly Meeting held at the Spring Board Meeting, leadership meetings/programs/conferences of interest to the membership, and Standing and Ad Hoc Committees. Articles should direct members to go to the appropriate section of the Website to print off award/contest forms rather than publish them as a part of the Newsletter.

Consult with the director of membership development for ways that information on the Website can be used to promote and retain local, state and international members.

Consult with the Program Committee for ways that the Website can be used to promote attendance at conferences by providing a highlighted section in the Newsletter directing members to the Conference Section of the Website for all the information on the Fall Conference and where they can find all the registration materials and forms.

Prepare a notebook/disk of procedures for future newsletter editors to follow.

 

WEBSITE COORDINATOR

Coordinate and update the MSC/IRA Website to provide the latest information and news for our members and act as a liaison between the Webmaster and the Executive Board.

Duties:

Solicit local council news/articles/updates for posting on the website.

Provide the Webmaster with local council news/articles/updates for the website.

Make necessary updates to Officer, Executive Board, Zone Coordinator, and Committee lists.

Solicit Conference information from Conference Chair for posting.

Update President’s message with each incoming President.

Contact Committee/Award/Contest Chairs for any updates/changes to their information or forms posted on the website.

Provide hard copies of the MSC/IRA On-Line Newsletter to any members who do not have access to the website.

Serve as a liaison between the Webmaster and the Executive Board providing updates for each Executive Board Meeting.

Prepare a notebook/disk of procedures for future newsletter editors to follow.