Board Committees

Committee Descriptions

Governance Committee (GC)

Purpose & Responsibilities

The Governance Committee is responsible for ongoing review and recommendations to enhance the quality and future viability of the board. The focus of the committee revolves around the following four major areas with multiple responsibilities in each:

Board Role and Responsibilities

1. Lead the board in regularly reviewing and updating the board’s statement of its role and areas of responsibility
2. Assist the board in periodically updating and clarifying the primary areas of focus for the board — the board’s agenda for the next year or two, based on the strategic plan

Board Composition

3. Lead in assessing current and anticipated needs for board composition, determining the board’s knowledge, attributes, skills, abilities, influence, and access the board will need to consider accomplishing future work of the board
4. Sometime between the election of the new board and the last board meeting of the fiscal year, the governance committee convenes to draft up a recommended make-up of the upcoming year’s Committees

Board Knowledge

5. Oversee the annual board orientation, including information prior to election as a board member and information needed during the first cycle of board activity for new board members
6. Design and implement an ongoing program of board information and education for all board members Board Effectiveness
7. Lead the periodic assessment of the board’s performance; propose, as appropriate, changes in board structure, roles, and responsibilities

8. Conduct exit interviews of outgoing board members and recommend and/or implement changes as needed
9. Provide ongoing counsel to the President and other board leaders on steps they might take to enhance board effectiveness
10. Regularly review the board’s practices regarding member participation, conflict of interest, confidentiality, etc., and suggest improvements as needed as well as annual review of the Board Procedures and Policy Manual.

Composition, Term Length & Selection of Chair

The President, President-Elect, Immediate Past President, and Executive Director. The President serves as Chair of the Governance Committee.

Frequency of Meetings, Reports & Staff Assistance

The committee meets weekly. The chair and Executive Director establish the agenda for the meetings. The chair is also responsible for setting the agenda for the monthly Chairs and Governance meetings. Those agendas should be sent to committee members at least 3-4 days prior to the meeting. Regular reports of the committee’s activities should be made available to the full board.

Finance Committee (FC)

Purpose & Responsibilities

The Finance Committee is responsible for assisting the board in ensuring the organization is in good fiscal health. The work of the committee includes the following four major areas:

Financial Records and Statements

1. Ensure that accurate, timely, and meaningful financial statements and policies are prepared and presented to the board
   1. Log into QuickBooks on regular basis to review reports and monitor income and expenditures against projections
   2. Review the status of the Association’s investments on a periodic basis from reports provided by investment management company
2. Review and recommend financial policies to the board, including ensuring adequate internal controls and maintaining financial records in accordance with standard accounting practices
3. Review designated sections of the Policy Manual according to the review schedule

Budget oversight & financial planning

4. Ensure that the budget accurately reflects the needs, expenses, and revenue of the organization
   1. Review the proposed annual operating budget presented by the Executive Director
   2. Propose for board approval a budget that reflects the organization’s goals and board policies
   3. With the Executive Director, plan for potential expenses or use of the reserves to meet the strategic objectives and annual goals

Safeguarding Assets

5. Ensure that the organization has the proper risk management provisions in place, including appropriate insurance coverage for the organization and for the board

 Board Education

6. Ensure that the board is well-informed about the organization’s finances, taking measures to educate the board on areas that need further explanation

Federal/state/local Compliance

7. Ensure that the IRS Form 990 or any other forms required by government are filed completely, correctly, and on time

Composition, Term Length & Selection of Chair

The members of the Finance Committee are prescribed in the bylaws: Treasurer, President, President-Elect, and Executive Director. The Treasurer serves as default Chair of the Finance Committee throughout their term. NOTE: The Past President has been serving on this committee to bring their experience although they are not official member according to the by-laws.

Frequency of Meetings, Reports & Staff Assistance

The Finance Committee will meet at least 2-3 times between in-person Board meetings and on call by the Treasurer or Board President, if needed. In addition, the Treasurer and Executive Director may also meet on an ad hoc basis to prepare the financial reports and budget proposals. The Treasurer, in collaboration with the Executive Director, shall be responsible for establishing the agendas for meetings. An agenda, together with relevant materials, shall be sent to committee members at least 3-4 days in advance of the meeting.

Regular reports of committee activities will be made at scheduled full board meetings.

Membership Development & Engagement Committee (MDEC)

Purpose & Responsibilities

The Membership Development & Engagement Committee is responsible for high-level, strategic plan priorities for the recruitment and retention of member programs and Associates as well as the engagement of individual members. While the staff generally handles membership questions, inquiries, and applications, the MDEC develops ideas and provides guidance on attracting new members, creating strategies for retaining existing members, evaluating current programs/services (with PDAC), and getting members involved in the mission. The work of the committee includes the following four major areas:

Recruitment

1. Develop initiatives aimed at targeting prospective programs in accordance with membership drive goals
2. Review the membership criteria to suggest and pursue potential new Associates, Program Members, Friends of EnglishUSA
   1. Review the Associate Prospectus each year prior to distribution (May)

Retention

3. Review strategic plan and annual goals to ensure that membership input has been considered
   1. Identify reasons why past members have not renewed their membership
   2. Communicate in a timely manner to the Executive Director any positive or negative feedback received from members or the public regarding pricing, content, or delivery of services

Engagement

4. Serve as thought leaders on online forums
5. Recommend (collaborate with the Professional Development and Activities Committee) for enhanced or additional EnglishUSA programs and services, within the scope of staff resources

Membership Categories/Criteria

6. Review and propose updates (if needed) for designated sections of the Policy Manual
   1. Criteria for membership and levels of engagement bi-annually (odd numbered years) in February
   2. Code of Conduct annually (February/March)
   3. EnglishUSA standards 

Composition, Term Length & Selection of Chair

Members are appointed to the MDEC by the Governance Committee with consideration of the annual goals of the association, the member’s preference, experience, and program-type representation. Once elected to the board, members’ roles will evolve within the 3-year terms. Ideally, it is recommended that Board members should have served on the committee in the past to be considered for the Chair.

Frequency of Meetings, Reports & Staff Assistance

The Committee will meet monthly with meeting notes posted on Basecamp to keep the board informed of the committee’s efforts. The Chair, in collaboration with the Executive Director, shall be responsible for establishing the agendas for meetings. An agenda, together with relevant materials, shall be sent to committee members at least 3-4 days in advance of the meeting. Regular reports of committee activities will be made at scheduled full board meetings.

Professional Development Activities Committee (PDAC)

Purpose & Responsibilities

The Professional Development and Activities Committee (PDAC), comprised of multiple subcommittees and/or ad hoc committees, plans and assists with the delivery of Professional Development Conference, workshops, webinars, and other meetings related to the mission of the organization. While the staff generally handles the logistics components of resources and services provided, EnglishUSA relies heavily on the Board and other volunteers to drive the content and assist with logistics. The work of the committee includes the following four major areas:

Webinars

1. Oversee the monthly EnglishUSA webinar series (presenters, moderators, etc.) to share best practices in the industry including
   1. Determine annual calendar for upcoming year (general topics for diversity of subject and intended audience)
   2. Choose content and recruit presenters; serve as moderators
   3. Suggest successful live presentations to be converted to webinars Professional Development Conference
2. Contribute to planning, coordination, and evaluation of the Professional Development Conference
   1. Prepare call for proposals
   2. Encourage members to apply as reviewers, review reviewer applications and assign to subtopics
   3. Review proposal reviews for conference program sessions (accept and deny)
   4. Recruit Associates to exhibit, advertise, sponsor, present
   5. Choose Table Topics and find facilitators
   6. Research and suggest a plenary speaker (if feasible)
   7. Review and edit conference program

Publications

3. Coordinate the contributions and distribution of the EnglishUSA Journal (articles in different categories: In the Classroom, Reports and Reviews, Journal Articles)

 Other: Evaluation

4. Review designated sections of the Policy Manual according to the review schedule.

Composition, Term Length & Selection of Chair

Five (n=5) board members are appointed to the PDAC by the Governance Committee with consideration of the annual goals of the association, the member’s preference, experience, and program-type representation. Once elected to the board, members’ roles will evolve within the 3-year terms. Ideally, Board members should have served on the committee in the past to be considered for the Chair. There will also be one additional non-board member from member program in good standing who will be invited to serve on the committee for 1 year (non-Chair position).

Frequency of Meetings, Reports & Staff Assistance

The Committee will meet at least 2-3 times between in-person Board meetings and on call by the Chair or Board President, if needed. The Chair, in collaboration with the Executive Director, shall be responsible for establishing the agendas for meetings. An agenda, together with relevant materials, shall be sent to committee members at least 3-4 days in advance of the meeting. Regular reports of committee activities will be made at scheduled full board meetings.

Monthly meetings are expected except for June-July-August when input is needed on reviewers and potential speakers for the PDC and Annual Conference sessions, respectively.

Advocacy & External Relations Committee (AERC)

Purpose & Responsibilities

The Advocacy & External Relations Committee (AERC) promotes the public image and member interests of EnglishUSA stakeholders. The AERC committee is responsible for monitoring public policy and relations with stakeholders. The focus of the committee revolves around the following four major areas with multiple responsibilities in each:

Advocacy

1. Provide resources for members to advocate for their programs and as constituents with government officials
2. Identify opportunities for EnglishUSA to become more involved in congressional, legislative, and public advocacy
3. Identify and respond to legislative issues of interest to EnglishUSA and its members

External Relations

4. Review and recommend policies pertaining to public relations, branding, advertising, internal and external communications, news and information, and publications (including reviewing promotional material re-branding)
5. Collaborate with staff & President to communicate with external stakeholders (i.e., government agencies, elected officials, international sponsor programs & embassies, international language associations, media)
6. Collaborate with relevant organizations on joint statements, position papers, etc. by facilitating networking and collective action on issues of shared interest among peer organizations
7. Maintain ELPAC

 Annual Conference and EnglishUSA presence at conferences of peer organizations

8. Contribute to planning, coordination, and evaluation of the Annual Conference
   1. Prepare call for proposals
   2. Encourage members to apply as reviewers, review reviewer applications and assign to subtopics
   3. Review proposal reviews for conference program sessions (accept and deny)
   4. Identify invites speakers/panels that do not require a session proposal
   5. Recruit Associates to exhibit, advertise, sponsor, present
   6. Choose Table Topics and find facilitators
   7. Research and suggest a plenary speaker (if feasible)
   8. Review and edit conference program

9. Identify speakers for the Annual Conference and facilitate pre-conference planning meetings for the speakers/panels
10. Assist Executive Director in submitting proposals to TESOL and NAFSA conferences and serving on joint sessions with other organizations

Communications & Other

11. Review designated sections of the Policy Manual according to the review schedule
    1. Social media policy

 Composition, Term Length & Selection of Chair

Board members are appointed to the AERC by the Governance Committee with consideration of the annual goals of the association, the member’s preference, experience, and program-type representation. Once elected to the board, members’ roles will evolve within the 3-year terms. Ideally, Board members should have served on the committee in the past to be considered for the Chair. There will also be one additional non-board member from a member program or Associate in good standing or an external stakeholder who will be invited to serve on the committee for 1 year (non-Chair position).

Frequency of Meetings, Reports & Staff Assistance

The Committee will meet at least 2-3 times between in-person Board meetings and on call by the Chair or Board President, if needed. The Chair, in collaboration with the Executive Director, shall be responsible for establishing the agendas for meetings. An agenda, together with relevant materials, shall be sent to committee members at least 3-4 days in advance of the meeting. Regular reports of committee activities will be made at scheduled full board meetings.

Monthly meetings are expected except for June-July-August when input is needed more frequently on potential speakers for the Annual Conference sessions and when the need arises.

Officer & At-large Directors Position Descriptions

The President is responsible for:

1. Promoting EnglishUSA to current and potential members and to other organizations in the international education field
2. Chairing board meetings and the governance committee
3. Monitoring the implementation of the EnglishUSA Strategic Plan
4. Working closely with the Executive Director and the Board of Directors to provide leadership to the organization.
5. Communicating regularly with the membership
6. Collaborating with the Executive Director and AERC to maintain communication with appropriate governmental agencies, advocacy/public policy personnel in other organizations
7. Provide the Executive Director counsel, feedback, and support when needed.
8. Plan and conduct annual assessment of the Executive Director and report the results of the assessment to the board and chief executive
9. Planning Executive Board meetings (soliciting agenda items 2 weeks in advance and working with the ED to prepare agenda) and reporting on activities/issues/ concerns to board
10. Attending Finance Committee meetings
11. Establishing regular communication with the Executive Director
12. Assisting Executive Director with conference proposal submissions to NAFSA and co-present with Executive Director at NAFSA conference and other opportunities that may arise
13. Contributing to virtual orientation with new board members
14. Assigning mentors to the incoming board members

The President-Elect is responsible for:

1. Promoting EnglishUSA to current and potential members and to other organizations in the international education field
2. Working closely with the President to learn the role and duties of the incumbent to insure a smooth transition of leadership
3. Serve on the Governance Committee
4. Attending Finance Committee meeting
5. Oversee review and revision of the Board Manual and Bylaws in conjunction with the governance committee and board.
6. Serving on PDAC, MDEC, or AERC

The Immediate Past President is responsible for:

1. Promoting EnglishUSA to current and potential members and to other organizations in the international education field
2. Carrying out other assignments in consultation with or at the behest of the President and the Executive Board
3. Assisting the Executive Director and President in preparing the Annual Report for the Business meeting
4. Oversee and implement new board member orientation and mentor/mentee program.
5. Serving on PDAC, MDEC, or AERC

The Treasurer is responsible for:

1. Chairing the Finance Committee
2. Signing off on all accounting functions and knowing exactly where EnglishUSA stands financially at any point in time
3. Communicating to the Board the state of EnglishUSA finances
4. Providing updates on current financial position of the organization—budget-to-actuals report
5. Monitoring revenues to determine if they are sufficient to cover the cost of implementing the Strategic Plan
6. Ensuring that reserves are adequate to keep EnglishUSA financially viable
7. Monitoring investments and making recommendations for change
8. Delivering a financial report for the NAFSA business meeting, which includes a 3-year budget summary plus a net- assets overview as well as projections of large, nonrecurring expenses for the following three years
9. Approving Executive Director travel expenses
10. Presenting the draft of the budget prepared with the Finance Committee to the Board for adjustments and approval
11. Preparing and presenting an analysis of the current dues in relationship to the budget and proposing an adjustment to the budget and dues, if needed
12. Promoting EnglishUSA to current and potential members and to other organizations in the international education field

The Secretary is responsible for:

1. Preparing and communicating minutes and action items of Executive Board meetings using Minute Guidelines from Non-Profit Governance and Management, 3^rd edition (synopsis in Board Orientation materials) within 30 days of Board meetings
2. Assisting Executive Director with annual election ballot preparation and other voting
3. Assisting with By Laws revisions
4. Promoting EnglishUSA to current and potential members and to other organizations in the international education field

The At-Large Directors & Officers are responsible for:

1. Promote the EnglishUSA brand to current and potential members and to other organizations in the international education field
2. Develop strategic partnerships that will further the mission of EnglishUSA
3. Attend all board meetings, annual business meeting and reception, Annual Conference and Professional Development Conference
4. Provide and contribute to reports for review and discussion at board meetings
5. Contribute to the EnglishUSA webinars, journal/newsletter, conferences, and the Engage forum
6. Promote EnglishUSA events to Engage, as well as, regional, state, and national networks.
7. Committee chairs report on committee accomplishments at the annual business meeting
8. Align activities with the goals, objectives, and action steps of the EnglishUSA strategic plan
9. Review and implement the strategic plan and contribute to its revision as necessary
10. Contribute to the recruitment of new board members
11. Participate in the Executive Director’s annual performance review
12. Support incoming at-large Directors and Officers
13. Reporting on committee accomplishments at the annual business meeting (Chairs)