OAMT BOARD JOB DESCRIPTIONS


General Duties of the Board

Note:  Duties apply to all listed positions.

  1. Maintain current membership in the Oregon Association for Music Therapy (OAMT). In order to serve, membership dues are to be paid to OAMT before accepting a nomination to a board position..
  2. Adhere to the OAMT Code of Conduct
  3. Be prepared to conduct business in an efficient, open, honest, and respectful manner at each meeting.
  4. Ensure adequate resources.
  5. Ensure legal and ethical integrity and maintain accountability.
  6. Ensure effective organizational planning including strategic, financial, and programmatic.
  7. Enhance the Chapter’s public standing
  8. Notify the President immediately when unable to attend any meeting and submit a written report to the  President at least 3 days before the meeting.
  9. Know that the fiscal year is from January 1-December 31st; the membership calendar year is from January 1-December 31.
  10. Upon retiring from office, deliver all record books, paper, and other property relevant to the retiring position to successor within two (2) weeks.
  11. Back up electronic files in two places (online and on a hard drive) at least once per month. Is this necessary? Are we going to provide all board members with an external hard drive?
  12. Maintain an organized work space in Google Drive.
  13. Be prepared to commence office immediately following annual business meeting and conference after election and continue for the 1-year term.
  14. Be available to meet a minimum of four times per year with the OAMT Board as per requirements outlined in OAMT Bylaws, as well as the two OAMT business meetings (generally held at conference and once in the summer)..
  15. Transact the general business of the organization including responsibility for the management and control of the organization’s funds, and appointing assistants to any officer of the organization.
  16. No member of the executive board shall benefit financially from their involvement in this association, but can expect reimbursement for budgeted expenses incurred when related to the conduct of the organization’s business. Reimbursement for any expense must follow requirements outlined in the Reimbursement section of the Policies and Procedures Manual.
  17. No member of the executive board shall participate in any political campaign on behalf of any candidate for public office as if they were representing OAMT. All executive board members must respect the differences of the other members, and must never use their position for political influence.

PRESIDENT

Job Description: The President shall call and preside at meetings of the Executive Board, Executive Committee, and all general business meetings. The President shall approve of all disbursements of funds; shall be a representative of the association in all official correspondence as necessary; shall serve on all committees as ex officio member without the right to vote; sits on the Executive Committee.

Term: Elected by the membership to a one-year term and may serve no more than two terms consecutively. The length of service shall be one year, until the next President-Elect assumes this role.

Duties Include:

  1. Serve as the presiding officer at all meetings in accordance with Robert’s Rules of Order.
  2. Call and preside at all meetings of the Executive Board meetings of the Organization.
  3. Ensure that all Executive Board members have read and signed the OAMT Code of Conduct and keep signed copies on file for three years.
  4. Draft an agenda for all meetings of the Executive Board and the General Membership after soliciting input from Executive Board members as appropriate to the orderly and efficient conduct of business.
  5. Appoint a Media Relations Coordinator, Government Relations Representative, and Parliamentarian (as necessary for general meetings) by approval of the executive board.
  6. Approve disbursement of funds.
  7. Remain abreast of the activities of Executive Board members, committee representatives and any regional happenings while maintaining open communication. Ensure distribution of all official documents relating to executive board positions and procedures to all executive board members and committee representatives.
  8. Submit a written report to OAMT membership one time yearly and for publication.
  9. Represent the Organization in all official correspondence, as necessary.
  10. Serve as an ex-officio member of all Committees without the right to vote.

PRESIDENT-ELECT

Job Description: The President-elect shall perform all duties of the President in case of resignation, disability, or absence of the President, and when so acting shall have all the powers of, and be subject to all the restrictions on the President; and sits on the Executive Committee. The President-elect shall be responsible for collecting and preserving any information regarding the present or past function of OAMT and music therapy in Oregon.

Term: Elected by the membership to a two-year term: the first as President-Elect and a subsequent one-year term as President and may serve no more than two terms consecutively. The President-Elect assumes office at the conclusion of the Conference that follows the regular election of the state officers and becomes President in the same fashion the following year.

Duties Include:

  1. Assist the President as needed
  2. Observe & monitor Organization’s activities
  3. Become familiar with the Organization’s governing documents, including but not limited to the Bylaws, Policies and Procedures, and Job Descriptions.
  4. Perform all duties of the President in case of resignation, disability, or absence of the President, and when so acting shall have all the powers of, and be subject to all the restrictions on the President.
  5. Submit a report at Executive Board meetings.
  6. Assume the office of President, at the conclusion of the term as President-elect and at the same time as the other officers commence their term.
  7. The President-Elect, as the incoming President, makes recommendations for appointments for the offices of Media Coordinator and Government Relations at the initial meeting of the new Executive Board.
  8. In the case that the Executive Board determines that changes to the Bylaws need to be made, the President-Elect shall format those changes to include: original, proposed change, and rationale. Send the proposed bylaws changes for three eyes approval then to the Secretary for dissemination to the membership at least three weeks prior to the meeting where vote will take place. At the meeting the President-elect will bring forward the motion on behalf of the Executive Board to change the bylaws and answer questions during the discussion period.
  9. Collect and preserve any information regarding the present or past function of OAMT and music therapy in Oregon. Documents to be scanned and added to electronic filing system.
  10. Become familiar with Robert’s Rules of Order.

VICE PRESIDENT

Job Description: The Vice President shall perform all duties of the President in case of resignation, disability, or absence of both the President and the President-elect, and when so acting shall have all the powers of, and be subject to all the restrictions on the President; sits on the Executive Committee. The Vice President shall serve as program chairperson.

Term: Elected by the membership to a one-year term and may serve no more than two terms consecutively. The Vice President assumes office at the conclusion of the Conference that follows the regular election of the state officers.

Duties Include:

  1. Overseeing all program planning for the annual OAMT conference.
  2. Appointing committees and volunteers for conference as needed.
  3. Submitting a proposed schedule, theme, budget, and fees for the OAMT conference at the midyear executive board meeting
  4. Post the scheduled dates for the upcoming conference on the website at least 6 months prior to the conference.
  5. Create and maintain a google form for conference session proposals.
  6. Post schedule information for conference on the website no later than December 1st.
  7. When building the conference schedule, schedule the Business Meetings for at least one hour in duration.
  8. Submit marketing packet and registration packet for the conference for approval by the Executive Board and to the Media Relations Coordinator for publication on the website in accordance with the conference timeline.
  9. Assist the Treasurer in the collection of debt (see policies and procedures).
  10. Mentor and assist the volunteers and committee members in the implementation of their duties.
  11. After the approval of conference plans, budget, etc. at midyear meeting, should a significant alteration to the format, appearance, delivery, etc. of the conference be considered, the Vice President should bring such suggestion to the entire Executive Board via email, allow for at least 48 hours for them to respond, and then consider their input prior to making any decision.
  12. Create and maintain online registration process
  13. Publish the conference schedule to include all items required for Continuing Education Credit according to CBMT.
  14. Write thank you notes to presenters, speakers, and hotel
  15. Procure presenter, hotel, and keynote speaker gifts
  16. Ensure that all volunteers sign the OAMT Code of Conduct
  17. Send EB-approved marketing packet to prospective sponsors, advertisers, and exhibitors
  18. Secure and confirm sponsors, exhibitors, advertisers, etc.
  19. Secure a conference venue
  20. Work closely with the OAMT Public Relations Representative for creation and dissemination of marketing materials
  21. Ensure that all written communication, programs, certificates,  forms, documents, contracts, etc. has 3-eyes approval
  22. Create marketing materials to recruit participants
  23. Obtain proclamation from mayor and/or governor (note, prior to sending language to their offices, it needs to be approved by the EB)
  24. Obtain information for the registration packet, including restaurants in the area, list of things to do with phone numbers for reservations, etc.
  25. Coordinate registration/check-in process at conference
  26. Coordinate with local university music therapy depts. for loan of instruments as well as from local music therapy companies. (encourage that they label their instruments to insure inventory is returned properly)
  27. Organize storage room at conference
  28. Coordinate delivering and distributing of instruments and equipment during the conference
  29. Coordinate setup and cleanup of conference
  30. Upload conference/training sign-in sheets and pre/post conference/training surveys and evaluations into the shared google folder (Do not dispose of these documents until they have been uploaded onto the Google Drive)

SECRETARY

Job Description: The Secretary shall keep a complete record of all proceedings and correspondence of OAMT, update membership databases, and facilitate written communication; sits on the Executive Committee.

Term: Elected by the membership to a one-year term and may serve no more than two terms consecutively. The Secretary assumes office at the conclusion of the Conference that follows the regular election of the state officers.

Duties Include:

  1. Keeps and records minutes of each meeting of the Executive Board and General Business meetings.
  2. Posts draft minutes to the OAMT google drive for review within 30 days of meeting.
  3. Submits corrected minutes to Media Relations Coordinator for website publication after all corrections have been received.
  4. Submit a report at meetings of the Executive Board
  5. Consult with Treasurer to keep member email list updated for monthly newsletter, “The Blast,” and communications.
  6. The Secretary shall write and send to all members monthly newsletter through MailChimp account.
  7. Secretary will maintain spreadsheet of login information including usernames and passwords for all online accounts of all board members.
  8. Coordinate with Public Relations Manager to post information from AMTA, WRAMTA, OAMT, and CBMT.
  9. Coordinate with treasurer to provide election minutes stating current officers in order to update Secretary of State business registry.

TREASURER

Job Description: The Treasurer will keep records of all income and expenditures, record membership dues, pay all bills and make all deposits as authorized by the Executive Board; shall keep an itemized account of all receipts and disbursements; shall present a financial report on request for business meetings; and shall provide current financial statements for Executive Board meetings and monitor charity status. The Treasurer shall submit a proposed budget for the upcoming fiscal year for approval by the Executive Board prior to the onset of that fiscal year.

Term: The treasurer is elected by the membership to a one year term and may serve no more than two consecutive terms. The newly elected Treasurer assumes office at the conclusion of the Annual OAMT Meeting and Conference that follows the regular election of the OAMT Executive Board.

Duties Include:

  1. To pay all bills authorized by the OAMT Executive Board.
  2. To keep an itemized account of all receipts and disbursements.
  3. To present a financial report on request for the Annual OAMT Meeting and Conference.
  4. To consult with OAMT Executive Board members regarding budgetary needs for forthcoming fiscal year.
  5. To coordinate and consolidate conference budgets with the Vice-President. Collaborate with the Vice-President to have all conference expenses paid and conference income collected.
  6. To provide current financial statements upon requests for business meetings.
  7. To reconcile OAMT bank accounts, monthly.
  8. To make recommendations to the OAMT Executive Board for the management of the funds including but not limited to banking, investments, and fund management.
  9. Maintain knowledge or learn standard accounting practices related to the Treasurer Job Duties.
  10. To become familiar with and follow the OAMT Treasurer Handbook for instruction to carry out all of the listed responsibilities in the timeline.
  11. Assist with transition of duties to new appointed Treasurer following OAMT Executive Board Elections.
  12. Assist with transfer of information to new treasurer and president/president elect for accounts including: OnPoint, Paypal, Business Registration
  13. Propose budget to OAMT Executive Board for the upcoming fiscal year.
  14. Maintain OAMT budget after approval updating as needed.
  15. Alert Executive Board if/when budget items are projected to exceed budgeted amount(s).
  16. Note: all alterations to the budget need prior approval of the Executive Board.

PUBLIC RELATIONS

Job Description: The Public Relations officer shall coordinate efforts by the membership to educate the general public about music therapy, as well as coordinate the writing and printing of any OAMT public relations materials. They shall coordinate with music therapists to offer job shadowing opportunities for prospective students and other interested parties. Lastly, they shall coordinate fundraising efforts by OAMT. A verbal and/or written report shall be submitted for community meetings, three (3) times yearly and shall be published on the website.

Term: Elected by the membership for a one year term. May not serve more than two consecutive terms.

Required skills: Understanding importance of the use of social media to support the mission of the organization. Understanding of social media platforms. Daily internet access.

Duties Include:

  1. Enhance the organization's public standing through community outreach.
  2. Encourage every member to feel a sense of belonging, empowerment and worth.
  3. Support, and strengthen the organization's programs and services
  4. Provide channels for exchanging ideas, advice, guidance, information and professional experience within and without the profession at the state level.
  5. Coordinate with secretary to post information from AMTA, WRAMTA, OAMT, and CBMT to social media platforms.
  6. Social media – Posting within 48 hours of requests, 24 hours preferable
  7. Maintain all of the passwords for social media channels including:
    1. Facebook
    2. Twitter
    3. Instagram
  8. Post information relative to the membership, using social media as main publishing source
  9. Interface with other organizations
  10. The official publication(s)/network media of the organization shall be the OAMT website. OAMT also utilizes email for the monthly blast and social media platforms.
  11. Submit a report at meetings of the Executive Board.
  12. Disseminate information to keep social media current.
  13. Coordinate with professional community members to arrange job shadowing opportunities.
  14. Adhere to three eyes policy.
  15. Develop and implement timelines relating to content publication, conference marketing, and general communications.

MEDIA COORDINATOR

Job Description:  The Media Relations Coordinator shall publish reports on the website three (3) times yearly (Winter, Spring, and Fall), primarily to promote state communications; shall manage the website; and post events and news to social media sites. A verbal and/or written report shall be submitted for community meetings, three (3) times yearly and shall be published on the website.

Term: The media coordinator will be appointed by the OAMT Executive Board and will serve a one year term. The media coordinator is not required to be a professional member of OAMT, MT-BC, or licensed in the state or Oregon.  

Required skills: Knowledge of web-based platforms for updating the website such as Squarespace. Regular computer and internet access.

Duties Include:

  1. Be the point of contact with any contract web designer or other paid technology staff.
  2. Serve as a non-voting member of the Executive Board.
  3. Webmaster – update and maintain all areas of the website
  4. Maintain all of the passwords for website.
  5. Maintain information relative to the membership, using website as main publishing source to include: Executive Board Reports, latest version of Bylaws, Meeting Minutes, Newsletter
  6. Submit a report for meetings of the Executive Board.
  7. Manage the organization’s website, http://www.oregonmusictherapy.net

STUDENT REPRESENTATIVE

Job Description: The Student Representative shall attend all meetings of the Executive Board and membership with the right to vote on behalf of student members.

Term: Elected by the student membership to a one-year term and may serve no more than two terms consecutively. The Student Representative assumes office at the conclusion of the Conference that follows the regular election of the state officers.

Duties Include:

  1. Represent all OAMT student members at OAMT Executive Board meetings. (Note: students may include student members studying at Oregon universities, online music therapy students who reside in Oregon, and Oregon based interns)
  2. Submit a report at OAMT Executive Board meetings (i.e. what’s happening with Oregon based students, Oregon music therapy university degree programs, internships, etc.)
  3. Relay information from OAMT to students.
  4. Serve as liaison between OAMT and university music therapy programs in Oregon.
  5. Work with the PR person to arrange job/school shadow opportunities.
  6. Assist the Vice President in recruiting and organizing student volunteers for conference and arranging for the borrowing of instruments/equipment.

GOVERNMENT RELATIONS REPRESENTATIVE

Job Description: The Government Relations Representative (GRR) shall correspond with the WRAMTA GRR for pertinent information regarding legislation; represent Oregon, or appoint someone to represent Oregon, at regional and/or national government relations meetings.

Term: Appointed by President to serve one-year term.

Duties Include:

  1. Serves as a non-voting member of the Executive Board
  2. Keep current on national and regional issues.
  3. Represent all OAMT members at OAMT Executive Board meetings.
  4. Submit a report at OAMT Executive Board meetings
  5. Serve as liaison between OAMT and government  in Oregon.
  6. Serve as member contact for government relations activity.
  7. Complete tasks and initiatives as determined by executive board.