General Business

The Executive Director is an employee of the organization, appointed by the board, who centralizes logistical operations and provides for the consistent flow of information to the board and the membership. Advises President and ECBOD regarding logistics, organization bylaws, and precedents, coordinates with officers in their different areas, especially in maintaining membership and registration database. With the Treasurer creates budget and financial reports. Performs legal filings with the state of Wisconsin and works with the Treasurer for IRS filings. Submits hours on a monthly basis to President and Treasurer for approval and is paid by Treasurer.

• responsible to the ECBOD, through the President, for all logistical activities;

• maintains NAHP calendar, corresponds with ECBOD regarding deadlines, etc.

• maintains NAHP computer membership database system, with VP Membership;

  · creates and publishes annual NAHP Membership Directory from database;

    · follows ECBOD policy for sale and use of NAHP mailing list;

    · maintains and updates membership levels and automatic membership database notices

    · maintains and updates (as appropriate) membership database website

• creates and updates event registrations on membership database system, with VP Annual Meeting

• maintains “working file” of NAHP official documents (non-profit status, by-laws, Articles of Incorporation), etc. with Secretary;

• maintains current list, with the Treasurer, of equipment (e.g. computers, software, etc.) owned by NAHP;

• maintains board manual (currently on Google Sites, with some documents on Google Drive and some draft documents in Notion database to be transferred);

• may maintain and administer NAHP software subscriptions, including its non-profit subscriptions, including 

  · Google Workspace subscription (email, shared drive; donated via Google and TechSoup) 

  · Squarespace  (website) admin

  · Other subscriptions through TechSoup including QuickBooks Online

  · Other subscriptions including (at present) Jotform (paid) and Canva (free via NAHP domain)

• may, with VP Communications, maintain organization domains

• maintains current list of NAHP volunteers for organization;

• corresponds with President, Nominating Committee, Secretary, and VP Publicity and Outreach regarding status of nominees and election preparation progress; with Secretary receives returned ballots and verifies tally sheet;

• generates forms, flyers, and electronic communications as needed;

• coordinates with appropriate VPs printing and mailing of all NAHP materials as needed (publications for members, flyers, forms, stationery), etc.;

• maintains official mailing address of NAHP (generally a post office box);

• evaluation and selection of outside vendors when needed (printers, etc.);

• maintains Bylaws and works with President and Secretary to ensure that they are followed

• submits annual legal filings to appropriate state authority, and ensures that other governmental authorities receive our filings (e.g., Wisconsin Dept of Financial Organization; Internal Revenue Service [in absence of Treasurer]; TechSoup [discounted materials],)

• with approval of the President and Treasurer (and board), may sign some financial and legal documents on behalf of NAHP.  May have check signing authority and debit card for approved transactions (but may not pay self under any circumstances). May have brokerage transaction authority with approval of the treasurer and board. 

• May also assist in contract review.

Finance

• works with President and Treasurer on projected budget and financial report for Annual Business Meeting;

• maintains records of money spent as Executive Director;

• either deposits or forwards all money, checks and receipts, etc. to Treasurer, keeping appropriate records for Treasurer (currently prepares PDF deposit receipts to match to monthly bank statements);

• submits monthly or quarterly statements to ECBOD and Advisory Board Chair, with Treasurer.

• works with accountants at direction of Treasurer in preparing statements and tax return

• works with the Treasurer in preparing annual Financial and other reports for the state of Wisconsin to maintain NAHP’s incorporation, non-profit status, and fundraising certificate (currently 3 reports).

Terms of Office

• be available to assist newly appointed E.D. during the first year of his/her term;

• waiver of membership dues

• waiver of basic registration fee to Annual Meeting, assists as needed throughout the Meeting, reimbursed for hotel and airfare for AM;

• no standing ECBOD officer during their term can also serve on the Robert C. Williams Museum of American Papermaking Board or as liaison between the NAHP and RCWAMP;

• works directly with President (logistics, scheduling, planning and budget);

• works directly with Secretary (ECBOD manual, NAHP/FDH archives and distribution of NAHP minutes, elections and distribution of materials);

• works directly with Treasurer (budget and financial records; as needed with vendor accounts and payments, in absence of Treasurer);

• works directly with V.P. Annual Meeting (logistics, budget overview, and distribution of Annual Meeting materials); also works with Site Host as needed;

• (typically) helps organize the annual Silent Auction at the Annual Meeting’s final banquet to provide funds for Scholarship Fund

• works directly with V.P. of Exhibitions/publications (scheduling, budget, print production and distribution);

• works directly with V.P. of Membership (database);

• works directly with Advisory Board & Chair (timely distribution of information for review);

• works with RCWAMP Rep. (as needed)

• works with NAHP volunteers (as needed);

• works with outside services and vendors on behalf of NAHP;

• works directly with organization membership (providing and distributing timely information as needed, replying to emails, etc.).