Role of the Board

• • Acts as the fiduciary and guardian of the organizational assets
  • Reviews and approves SRNT’s program budget
  • Manage the business of the organization with an anti-racist lens
  • Establishes short- and long-term goals
  • Assesses progress toward goals
  • Assumes stewardship responsibility for SRNT’s finances
  • Sets policies for the overall management and operation of the agency

Expectations of Board Members

• • Attend regularly scheduled board meetings
  • Participate in committee work as requested/assigned
  • Become informed about the policies and programs of SRNT
  • Thoughtfully consider unintended biases affecting members in marginalized groups 
  • Participate in fundraising activities and special events sponsored by SRNT
  • Contribute financially according to ability
  • Participate in board orientation activities
  • Act as an informed advocate of SRNT
  • Vote according to one’s individual conviction, challenge the judgment of others when necessary, yet to be willing to support the decision of the board and work with fellow board members in a spirit of cooperation
  • Recognize that the President, alone, speaks for the board
  • Maintain the confidential nature of board deliberations and avoid acting as spokesperson for the entire board unless specifically authorized to do so
  • Comply with the Board-approved conflict-of-interest policy
  • Refrain from actions and involvement that might prove embarrassing to the organization and to resign if such actions or involvement develops
  • Make judgments always on the basis of what is best for the organization as a whole

Support for the Board
SRNT will provide each member of the board with the following:

• • Access to the management of SRNT, as needed for proper operation of the board
  • Ample notice of all meetings
  • Minutes of all board meetings
  • Relevant information to conduct his or her job as a board member
  • To the extent allowed by law, indemnification from liability for a board member’s reasonable and necessary actions
  • Reimbursement for reasonable expenses in conducting and attending to board business, in accordance with board policy
  • Directors & Officers (D&O) insurance liability coverage
  • Respect for his or her time
  • The use of his or her talent effectively

The President is elected to represent the Society members’ views and find pathways to consensus when views diverge; set the overall annual agenda consistent with the memberships’ views; help the Board prioritize its goals; and keep the Board on track.

Responsibilities and Duties

• • Work closely and effectively with the Executive Director to pursue the mission, strategic goals, and values of the Society.
  • Chair Board meetings and annual Members’ Meeting.
  • Ensure that planning and budgeting are carried out in accordance with the wishes of the members and aligned with the goals of the Society laid out in the SRNT By-laws.
  • Communicate with members, be approachable and accountable.
  • Participate in meetings or discussions as a member of the Executive Committee (President, President-Elect, Immediate Past President, Treasurer).
  • In collaboration with the Treasurer, focus on sustainability and /or financial solvency of the Society.
  • In collaboration with the Treasurer, negotiate addendums and contract renewals with The Rees Group.

Knowledge and Skills Required

• • Helpful to have leadership experience within SRNT – leading or participating in Networks, Committees, Chapters, or the Board.
  • Helpful to have senior leadership experience in other spheres, such as being a department head or running a large-scale research project with multiple researchers across multiple groups.
  • Has knowledge/experience in nicotine and/or tobacco research.
  • Can communicate effectively with a wide range of stakeholders.
  • Is well-informed of all SRNT activities and its strengths, limitations, opportunities, threats/risks.
  • Has a working knowledge of SRNT’s by-laws and the duties of all office holders and subcommittees.
  • Is a supportive leader for all members.
  • Must be able to be objective and separate personal interests from the larger interests of the Society.

Term

• • In all, the person elected by the membership to serve as President-Elect serves a three-year term—one year as President-Elect, one year as President, and one year as Past President.
  • The President-Elect is appointed for a one-year term, during which they fully participate in Board meetings and shadow, as necessary, the current President to learn about the role.
  • The President-Elect assumes the role of President following the Annual Meeting; the term of President is a one-year term. At the conclusion of the next Annual Meeting, the President becomes the Past-President.
  • The President serves on the SRNT Awards Committee for each of their three years on office.
  • In addition to attending Board meetings and providing support to the new President as necessary, the Past President has responsibility for chairing the SRNT Nominations Committee and participating on the Fellows Review Committee.

The Past President will:

• • Attend all board meetings
  • Serve on the executive committee
  • Serve on the Awards committee
  • Chair the Nominations committee
  • Serve on the Fellows Review Committee
  • Carry out special assignments as requested by the president
  • Participate as a vital part of the board leadership

The Past President will:

• • Attend all board meetings
  • Serve on the executive committee
  • Serve on the Awards committee
  • Chair the Nominations committee
  • Serve on the Fellows Review Committee
  • Carry out special assignments as requested by the president
  • Participate as a vital part of the board leadership

The Treasurer is elected to oversee the Society’s finances.

Responsibilities and Duties

• • Convene and chair the Finance Committee meetings.
  • Work closely with the Executive Director to develop SRNT’s annual budget.
  • Regularly review the society’s finances and performance relative to budget.
  • Approve expenditures as outlined in organizational policies and the terms of The Rees Group contract.
  • Guide the Finance Committee on issues related to investments, budget surpluses and shortfalls, and strategies for enhancing SRNT’s financial assets.
  • Work collaboratively with the society’s investment officer, who is primarily charged with managing the long-term investment portfolio.
  • Ensure the financial policies are up to date and that the society’s investments are managed in accordance with these policies.
  • Bring to the Board any/all Finance Committee recommendations and help the Board to understand the broader issue of SRNT’s finances.
  • Conduct financial forecasting to inform annual budget planning and long-term financial planning.
  • Participate in meetings or discussions as part of the Executive Committee.
  • In collaboration with the President, negotiate renewals and contract addendums with The Rees Group.

Knowledge and Skills Required

• • Experience with financial forecasting and reading profit and loss statements, preferably at an enterprise level (e.g., university, corporate department, or non-profit organization).
  • Experience creating and effectively managing budgets, preferably at the organizational level.
  • Understand and be able to effectively communicate issues related to accounting (e.g., budgets, cash flow) and finance (e.g. financial forecasting, investments, etc).
  • Knowledge of personal finance and investing is highly desired, but not required given the partnership with the society’s contracted investment officer.
  • Is a supportive leader for all members.
  • Be objective and separate personal interests from the larger interests of the Society.
  • Prior SRNT leadership on Networks, Committees, Chapters, or the Board is highly desired.
  • A good understanding of the society’s mission, history, and infrastructure will also benefit the candidate/Treasurer tremendously.

Term

The SRNT Treasurer’s term is three years. The Treasurer may serve for no more than two consecutive terms, as per SRNT’s Bylaws.

Member Delegates are elected by the society members to represent their constituents’ views in Board discussions, and to objectively make decisions that are in the best interest of the Society and its members.

In order to have a designated Member Delegate, any given region as outlined in the Bylaws must have a minimum of 50 members or five percent of the SRNT membership for at least three years. At present, the only regions that meet this qualification are Europe and North America. All other regions collectively elect a Member Delegate to represent their interests. And, all SRNT members elect an At-Large Member Delegate every three years. The term of office for Members Delegates is three years.

Responsibilities and Duties

• • Attend monthly (occasionally bi-monthly) Board meetings.
  • Attend the SRNT Annual Meeting in person.
  • Participate as requested on Task Forces or specific Board projects.
  • Support and help to carry out in programs/activities in accordance with the wishes of the members and aligned with the goals of the Society laid out in the SRNT By-laws.
  • Communicate with members as necessary/requested, be approachable and accountable.

Knowledge and Skills Required

• • Leadership experience within SRNT – on Networks, Committees, Chapters, Board — is helpful.
  • Ability to express opinions and listen to those of others.
  • Is a supportive leader for all members, not just their constituency.

Term

• • Members Delegates serve a three-year term. Member Delegates may serve no more than two elected terms, with at least one year separating the two terms, as per SRNT Bylaws.

Student Member Representative are elected by SRNT student members to represent their constituents’ unique perspective in Board discussions, and to objectively make decisions that are in the best interest of the Society and all members.

Responsibilities and Duties

• • Attend monthly (occasionally bi-monthly) Board meetings.
  • Attend the SRNT Annual Meeting in person.
  • Participate as requested on Task Forces or specific Board projects.
  • Support and help to carry out in programs/activities in accordance with the wishes of the members and aligned with the goals of the Society laid out in the SRNT By-laws.
  • Communicate with members as necessary/requested, be approachable and accountable.

Knowledge and Skills Required

• • Ability to express opinions and listen to those of others.
  • Is a supportive leader for all members, not just their constituency.

Term

Student Member Representatives serve one one-year term and are eligible to serve two consecutive years in this specific term.

Board members serve without compensation. However, board members are allowed reasonable reimbursement of expenses incurred in the performance of their duties, in accordance with board policy.

Whenever possible, board members are expected to bear all travel-related costs associated with attending board meetings held in conjunction with the annual meeting. If additional in-person meetings or other SRNT-related travel is required, SRNT will reimburse travel according to the guidelines, below.

Attendance at regional or co-sponsored conferences is not required, and therefore must be approved by the President. Approval of such travel will be dependent upon organizational finances; the specific need for and/or role of the Board member at the event; and whether or not other representatives of SRNT (specifically the president or the executive director) will be in attendance.

When attending the SRNT conference, Board members are expected to cover their travel expenses, ad they would encounter these expenses regardless or their Board position. However, if Board members are required to arrive one or more days prior to the start of the conference in order to participate in required meetings, SRNT will cover the additional expenses if requested by individual Board members.

Reimbursement is allowed for reasonable, ordinary, and necessary expenses incurred in connection with approved expenses or travel on behalf of SRNT. Any exception to this policy must be approved by the president.

If a board member is unable to bear such costs, in whole or in part, the member should inform the executive director. Expenses up to $1,000 (US) will be reimbursed without further approvals. Requests for reimbursement greater than $1,000 must be approved by the president.

So that the amount of the reimbursement is not considered taxable income to the recipient, SRNT will reimburse lodging and other travel-related expenses on an actual basis provided that the amount is reasonable and receipts are attached.

SRNT will reimburse members traveling on official organization business the cost of round-trip coach-class travel, housing cost, and meals up to the amount allowed by the State Department based on the city in which expenses are incurred. Guest travel, housing, and meals are generally not reimbursable.

The organization’s travel mileage reimbursement is equal to the current IRS reimbursement amount.

For domestic travel, staff will be reimbursed for food and incidental expenses according the per diem rates used by the Federal government. For international travel, staff will be given per diem, according to the Federal rates, in advance of travel; receipt reconciliation for meals and incidental expenses will not be required. Staff must provide documentation that they actually traveled to such conferences. 

The purpose of board self-evaluation is to identify those areas of board functions that are working well and those that may need improvement. The board self-evaluation speaks to the board as a whole, as well as to individual members and is the evaluation process of the overall effectiveness of the board as a decision-making group.

The Board may undertake self-assessment at the direction of the President, who will work with the Executive Director to identify and facilitate a process.

The President, in consultation with the Executive Director, will develop any necessary plans to correct shortcomings identified through the self-evaluation process.

The president, president-elect and past president make up the Executive Committee. The Executive Committee is authorized to act on behalf of the board when situations arise that are time sensitive or in cases of emergency, and/or to review important policy issues prior to presentation to the board.

Specifically, the Executive Committee:

• • Meets when an emergency situation demands rapid reaction from the board and it is impossible to convene the full board
  • Acts as the legal representative for the board during emergencies
  • Makes decisions for the board during an emergency
  • Notifies the rest of the board of the emergency as soon as possible and informs the board of the committee’s actions and decisions

The executive director is assigned to SRNT by its management company, in consultation with the board of directors. The executive director is responsible for the overall administration and management of SRNT operations; management of staff; and supporting the volunteer leadership of SRNT. The executive director reports to the board president and to the president/CEO of the management company.

Responsibilities

1. Management and Administration

• • Develop and administer operational policies.
  • Oversee all programs, services, and activities to ensure that program objectives are met.
  • Ensure compliance with funding sources and regulatory requirements.
  • Provide information for evaluation of the organization’s activities.
  • Apply an anti-racist lens when considering new or proposed Society programs, activities, policies, positions, etc.

2. Fiscal

• • Develop, recommend, and monitor annual and other budgets.
  • Ensure effective audit trails.
  • Approve expenditures.
  • Provide for proper fiscal record keeping and reporting.
  • Prepare and submit grant applications and funding proposals as appropriate.

3. Personnel

• • Supervise staff in IT, Meetings, Finance, Marketing and Membership
  • Oversee any and all disciplinary actions.

4. Board Relations

• • Assist the board president in planning the agenda and materials for board meetings.
  • Initiate and assist in developing policy recommendations and in setting priorities.
  • Facilitate the orientation of new board members.
  • Staff board committees as appropriate.

5. Board Secretary and Ex-Officio Board Member

Per SRNT Bylaws, the Executive Director is an ex-officio, non-voting member of the Board of Directors.

SRNT contracts with an association management company to provide staff and operational support, including meeting planning, conference registration, membership, finance, website, graphic design, and board support. A contract between SRNT and the management company clearly states what services are to be provided and at what annual cost. All SRNT records are maintained in the home office. SRNT does not own any property or equipment. 

Generally, the board is responsible for setting the vision and strategic direction for the Society. Staff is responsible for developing strategies and procedures for carrying out the board’s directives, as well as maintaining the day to day operations of SRNT as described in the contract. The executive director is the primary liaison with the management company and its staff, although the president may certainly be in contact with the president/CEO of the management company.

The management company should, when possible, work with local minority-owned businesses.

The SRNT Board may conduct an annual review of its management company, at the discretion of the President, with input from the Board. The purpose is to identify those areas of board functions that are working well and those that may need improvement.

The following process will be used:

• • An evaluation form will be distributed to all board members
  • The completed evaluation forms will be submitted to the secretary/treasurer at least 4 weeks prior to the meeting at which the evaluation will be discussed with the president/CEO of the management company
  • The combined evaluations will be shared with the president/CEO of the management company at least 2 weeks prior to the meeting at which the evaluation will be discussed
  • The management company will develop a remediation plan based on the combined evaluations and present to the board within 4 weeks