Job Descriptions of Elected Officers of HSA
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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The president 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. The president 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 their 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 the first vice-president 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 HSA Merit 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. The first vice-president 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 and to the HSA electronic media officer for posting on the web site. The second VP also is responsible for sending certificates (signed by the president) to contest winners. second vice-president 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. The electronic media officer 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 HSA Secretary maintains a file of current members with their contact information. The Secretary supplies this file, when needed, to the Frogpond and newsletter editors. Periodically he or she mails members' renewal checks to the Treasurer, and lets the Treasurer know who has renewed through PayPal. After HSA elections, the Secretary reports the results to members (based on the vote count provided by ElectionBuddy).
The secretary also answers people's questions regarding membership and participates in the monthly Executive Committee conference calls.
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). The treasurer pays all Society invoices and deposit all dues checks. In addition the treasurer creates an annual budget, tracks spending vs. the budget, reports to the membership and EC, and files all required regulatory filings. The HSA secretary 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. The editor 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. The editor participates in Executive Committee meetings and conversations via telephone or e-mail.
Haiku Society of America Newsletter Editor
The editor of HSA Newsletter produces the 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. The editor participates in Executive Committee meetings and conversations via telephone or e-mail.
International Coordinator
Pending approval to the HSA by-laws:
The International Coordinator (IC) shall fulfill four primary responsibilities:
1) the development and maintenance of an extensive list of active international haiku writers, editors, translators, and organizations;
2) the maintenance, enhancement, and establishment of supportive relationships with members of the global haiku community;
3) as a liaison, the provision of consistent, positive opportunities for the meaningful involvement and contribution of the international haiku community within Haiku Society of America (HSA) publications, events, and projects; and
4) as a member of the HSA Executive Committee (EC), the regular discussion with the HSA EC, developments of such activities, along with periodic updates regarding ongoing IC ideas, goals, publications, and projects.
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.