Executive Board Policies 

Revised to reflect changes made in 2021

Board members are elected by the general membership for 3-year terms, ideally with one-third of the Board elected annually. Officers are elected by the Board. Terms of office may not be contiguous with terms on the Board. The allocation of Board members’ duties is open to annual negotiation; duties may change at the discretion of the Board.

Chair Duties  

1. Schedule meetings, plan agenda, and inform Board members
2. Chair Board and general meetings, providing introductions at MWCA events
3. Coordinate Board members’ work
4. Oversee Board activities and committees
5. After term as chair ends, serve as Chair Emeritus for one year (including being willing to answer questions, joining meetings as needed, providing institutional memory, etc.). If rotating off the board, will serve as a non-voting member during the Chair Emeritus year.
6. Represents the organization in making public organizational policies and decisions 
7. Charges and appoints all committees, subcommittees, and task forces consistent with specifications in Section V of the Bylaws 
8. Make updates to membership database as needed
9. Perform other duties as necessary

Vice Chair Duties

1.  Assist the Chair and perform duties as assigned
2. Take over Chair duties as necessary
3. Organize nominations and presides over elections according to constitution and bylaw specifications
4. Coordinate the distribution of travel grant applications, research grant applications, and regional support grant applications for review

Secretary Duties

1. Record board and business minutes of all meetings; distribute minutes to the Board and make corrections as needed
2. Perform other duties as assigned

 Treasurer Duties 

1. Monitor MWCA accounts and perform duties as assigned
2. Pay MWCA expenses
3. Receive and deposit funds of the MWCA and process refunds
4. Coordinate conference registration
5. Process credit-card payments with MWCA CDG Commerce Merchant Bank as needed
6. Work closely with Conference Committee during pre-registration for conferences
7. Prepare Treasurer’s Report
8. Maintain finance-related records
9. Ensures that the MWCA complies with all IRS regulations and maintains 501(c)(3) tax exempt status 
10. Files Form 990 taxes for each fiscal year
11. After conclusion of term, serve as Past Treasurer for one year to support the incoming Treasurer in the following areas:
    • Assist with financial and communication duties
    • Provide all past financial records and bank account information
    • Help Treasurer gain access to all financial accounts and websites
12. If rotating off the Board during the Past Treasurer year, will serve as a non-voting member during that time.

Other Official (non-Officer) Board Roles

• IWCA Liaison
• Serve as the MWCA Regional Representative for the International Writing Centers Association (IWCA); duties include:
1. Attending, or finding an appropriate substitute to attend, the annual IWCA board meetings at IWCA, NCTE, or CCCC to represent MWCA
2. Serving on IWCA committees, voting on IWCA issues
   
3. Reporting news of the MWCA to the IWCA and bringing news from the IWCA back to the MWCA; this includes throughout each year, not just after conferences
   
4. Participating in regular IWCA board meetings (monthly) along with MWCA board meetings (monthly)
   

• Conference Liaison

1. Act as intermediary between conference chair and MWCA Chair and the Board
2. Chair the Conference Planning Committee
3. Prepare and report on post-conference surveys
4. Coordinate with Conference Planning Committee to prepare and disseminate publicity regarding conference (MWCA membership, MWCA newsletter, IWCA website, Writing Lab Newsletter, wcenter listserv etc.)
5. Work with Treasurer to coordinate registration
6. Update conference planning Google docs and other relevant resources to support the planning of future conferences

• Web Coordinator

1. Maintain and update the website, including regularly updating publicity/announcements
2. Chair the Website Committee