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Haiku Society of America
Elected Officer Job Descriptions


 

President

According to the HSA by-laws:

The president shall assume general supervision of the Society; preside at all regular and Executive Committee meetings; appoint committee members and chairpersons except as otherwise provided for in the by-laws; and assume responsibility for publicity and public relations, for which a special assistant may be named if so required. With the approval of a majority of the Executive Committee, the president may contract for services on behalf of the Society.

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He or she provides leadership for our core mission of promoting and supporting English-language haiku in the US, and to foster connections with other haiku poets and organizations in other countries. He or she works with regional coordinators and other members to plan the four quarterly HSA meetings, organize HSA panels and other presentations at scholarly and creative conferences, answer queries about the organization (often this simply involves forwarding the query to the appropriate Executive Committee officer), represent HSA for legal purposes (for example, signing documents that assert our non-profit status), and consult with the EC to reach decisions that will best serve our mission and members. The president may delegate these tasks as appropriate to EC officers and or other members. In addition, the president should share with members his or her vision of HSA's present and future.


First Vice President

According to the HSA by-laws:

The first vice-president shall assist the president with the responsibilities described above, which may include coordination of an Annual Conference, and shall perform the duties of the president in the latter's absence.

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The first vice president of the HSA serves as a backup to the president, if he or she is not able to serve as president, either temporarily or long-term, and also advises the president on strategy and planning. In addition, the first VP manages the annual Kanterman book awards (receiving books, choosing judges, etc.) and serves as coordinator/liaison for all regional coordinators, and coordinates updates of content on the regional web pages. He or she participates in Executive Committee meetings and conversations via telephone or e-mail.


Second Vice President

According to the HSA by-laws:

The second vice-president shall assist the president with the responsibilities described above, which shall include coordination of HSA contests.

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The second vice president coordinates the annual HSA contests.  This involves finding contest judges and inviting their participation, receiving the entries and contest fees, forwarding the entries to the judges and the fees to the treasurer. Contest promotion and getting the results to Frogpond editor for publication in Frogpond. He or she participates in Executive Committee meetings and conversations via telephone or e-mail.


Electronic Media Officer

The Electronic Media Officer is responsible for maintenance and updates of the Haiku Society of America web site. This includes technical duties of coordinating with the web domain, web host and related digital files. The Electronic Media Officer updates the web site to feature events, contests, member news, regional news, educational resources, and the monthly column. The Electronic Media Officer edits, designs, and posts an online sampler of each issue of Frogpond and PDF copies of back issues. The HSA web site also provides an online exhibit or archive of all HSA awards. He or she participates in Executive Committee meetings and conversations via telephone or e-mail.


Secretary

According to the HSA by-laws:

The secretary shall prepare and keep minutes of the meetings of the Society and of the Executive Committee; maintain an up-to-date membership list; and be responsible for mailings of the Society to the general membership.

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The primary responsibility of the HSA Secretary is to maintain the society’s membership data base, and keep it current. In conjunction with this, the secretary prepares mailing lists for the Frogpond, Ripples, and member bulletin editors according to their schedules of publication, and sends dues checks and cash received and prepares membership and contribution reports monthly or more often as needed to the treasurer. The secretary provides the anthology editor with membership lists and mailing lists, and provides this same information on a regional basis when requested by the regional coordinators. The secretary welcomes new members into the society either by mail or e-mail, and responds to member queries, or forwards these on to the proper EC member, as well as mailing issues of Frogpond to new and late renewing members, and sends the Ripples editor periodic updates of new and late renewing members to include in the next issue. The secretary provides a report for each issue of Ripples on membership issues, and puts together the annual membership directory, prepares the ballot for the election of officers, along with bios of candidates, and provides the election results to the membership. The secretary also provides the president with the names of prospective volunteers from membership forms and provides an ongoing list of EC decisions. Any of the non-membership specific items can be delegated as desired. He or she participates in Executive Committee meetings and conversations via telephone or e-mail.


Treasurer

According to the HSA by-laws:

The treasurer shall receive all of the Society's funds; keep detailed account books; make a report at each meeting of the Society; present an annual report at the third meeting of each year; and prepare all financial reports required by the government. The treasurer shall be responsible for keeping all financial records for the preceding three years, or for such other interval as may be established by applicable government agencies.

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The HSA Treasurer is responsible for all financial assets of the Society (bank account, PayPal account, and any investments). They pay all Society invoices and deposit all dues checks. In addition they create an annual budget, track spending vs. the budget, report to the membership and EC, and file all required regulatory filings. He or she participates in Executive Committee meetings and conversations via telephone or e-mail.


Frogpond Editor

According to the HSA by-laws:

The editor shall design, edit, and produce the periodical publication of the Society, and may enlist the aid of associate editors.

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The duties of the Frogpond editor are to receive and process submissions, communicate with submitters and subscribers, enlist reviewers and essayists, and design, edit, and produce the periodical publication of the Society three times a year. The editor may enlist the aid of associate editors. He or she participates in Executive Committee meetings and conversations via telephone or e-mail.

The Frogpond editor produces the journal of the HSA, three issues per year. The editor selects submissions, including cover art work, lays out the journal’s pages, and submits each issue for printing in a timely fashion. He or she participates in Executive Committee meetings and conversations via telephone or e-mail.


Ripples Editor

The editor of Ripples produces the HSA’s quarterly newsletter. Working with the EC and regional coordinators, the editor solicits updates and announcements relevant to haiku, lays out the pages, and submits the journal in electronic form for distribution to members and friends of the HSA. In addition, the editor ensures that members without access to the Internet receive hard copies. He or she participates in Executive Committee meetings and conversations via telephone or e-mail.


Regional Coordinators

According to the HSA by-laws:

The regional coordinators shall keep the Society's president, secretary and editor informed of activities relevant to the goals of the Society in their respective regions. Regional coordinators are encouraged to conduct such programs and activities as a majority of the members of the Society residing in their regions may desire. Regional coordinators may convene regional meetings at times and places convenient to members living in their regions, provided all Society members residing in the region and the president and secretary of the Society are notified at least thirty days in advance of such meetings. Meetings so convened may be described as "Regional Meetings of the Haiku Society of America, Inc.", but may not conduct business on behalf of the Society as a whole.

 


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