Board of Trustees and Officers Terms of Office and Responsibilities

The operation of SOPHE is the responsibility of SOPHE Officers and Board of Trustees as outlined in the SOPHE Bylaws as follows:

Section A – Composition

The Board of Trustees shall consist of a maximum of sixteen (16) voting Trustees: five (5) Officers, up to eight (8) At-large Trustees, one (1) Student Trustee, one (1) Speaker of the House, and one (1) Speaker-Elect. All voting Trustees must be Individual Members. The Speaker-Elect shall be elected by the House of Delegates and shall assume the office of Speaker of the House upon the end of the Speaker’s term. The Officers, remaining At-large Trustees and the Student Trustee shall be elected by the Individual Members. No one person may hold more than one At-large Trustee or Officer position at the same time.

The SOPHE Chief Executive Officer will serve on the Board of Trustees as a non-voting, Ex-Officio member.

One to two non-SOPHE members are allowed to serve on the Board of Trustees as non-voting, Ex-Officio members. These non-voting members hold specific expertise such as marketing, finances, association management experience, to name a few areas. These positions, if allowed, should not be mandatory, should be used only at the discretion of the Board of Trustees, and are in addition to the fifteen (8) At-large Trustees.

Section B – Officers/Executive Committee

The Officers of the Board of Trustees shall consist of the President, President-Elect, Secretary, Treasurer, and Immediate Past-President. No person may hold more than one office at the same time.

  1. The designated officers and length of their terms shall be:
    • President – One-year term following one-year term as President-Elect.
    • President-Elect – one-year term, followed by a one-year term as President.
    • Past President – one-year term following a one-year term as President.
    • Secretary – a three-year term in alternate rotation with the Treasurer.
    • Treasurer – a three-year term in alternate rotation with the Secretary.
    • Speaker of the House – a one-year term
    • Chief Executive Officer – an ex-officio member
  2. These officers shall serve as the Executive Committee and are authorized to act in the best interest of SOPHE and its membership on issues where time is of the essence. A report of such action(s) shall be made to the Board of Trustees and the House of Delegates at the next official meeting.

Section C – Vacancies

Vacancies in the positions of At-large Trustee and Student Trustee may be filled by the Board of Trustees for the unexpired term. Vacancies in those At-large Trustees elected by the House of Delegates and the Speaker of the House may be filled by the House of Delegates for the unexpired term. Vacancies in the Officer positions may be filled as set forth in Article VI of these Bylaws.

If there is a vacancy in the Office of President, the President-elect will automatically fill the vacancy should the President be unable to finish his/her term. The President-Elect shall then serve a full term as President.

If there is a vacancy in the Office of Past President, the Board of Trustees shall appoint the individual who most recently served in such position and who is willing to serve again in such position to fill the vacancy.

The Board of Trustees shall fill a vacancy in any other Office only for the unexpired term.

Term of Office

All voting At-large Trustees shall serve staggered two-year terms. The Student Trustee will serve a one-year term. The Speaker of the House and the Speaker-Elect shall each serve a one-year term in their respective offices and the Speaker-Elect will succeed to the role of Speaker of the House for an additional one-year term. The Officers shall serve for the terms set forth in Article VI of these Bylaws. No At-large Trustee, Student Trustee or the Speaker of the House may serve more than two consecutive, full terms in the same position. The SOPHE Chief Executive Officer is a non-voting, Ex-Officio Trustee. All other non-voting Trustees will serve a one-year term.

All terms begin immediately following the annual SOPHE Business Meeting of the Membership during the Annual Conference of the year elected.

Duties

  1. The duties of the Officers shall be those usually pertaining to the office and any other duties that may be assigned by the Board of Trustees or prescribed by SOPHE’s Bylaws.
  2. The business and affairs of SOPHE shall be managed and controlled by the Board of Trustees.
  3. The Board of Trustees shall be responsible for the finances, personnel policies, and the creation of such temporary and special committees as may be necessary to accomplish the purpose of SOPHE.
  4. The Board of Trustees shall designate Chapters in various geographic areas in accordance with the rules and criteria prescribed by the Bylaws.
  5. The Board of Trustees with its committees and the House of Delegates with its committees shall determine the immediate and long-range direction of SOPHE, set the framework for conducting business, and explore the current and future needs of the organization.
  6. The Board of Trustees shall appoint, charge, and maintain liaison with SOPHE committees.
  7. The Board of Trustees shall exercise all the corporate powers except those otherwise provided for in the Bylaws and the laws of the State in which SOPHE is incorporated.
  8. The Board of Trustees shall submit a written report annually and an audited financial statement at least every three years to the Membership.
  9. There are at least two in-person meetings of the Board of Trustees each year, one at the time of the Annual Conference and one at the time of the Advocacy Summit.
  10. SOPHE Officers are expected to attend the Annual Conference, participate in monthly Executive Committee virtual meetings, participate in monthly or virtual meetings of the Board of Trustees and/or House of Delegates, and serve as an Executive Committee by developing leadership priorities and overseeing implementation of all decisions made by the Board of Trustees and House of Delegates.
  11. The Executive Committee will also serve as the Personnel Committee, which will be chaired by the President.

PRESIDENT

Term of Office

One year, preceded by one year of service as President-Elect and followed by one year of service as Past President. The term begins immediately following the annual SOPHE Business Meeting of the Membership during the Annual Conference of the year elected.

Reporting Relationship/Voting Privileges

SOPHE officer

Voting member of Board of Trustees and Executive Committee

Strategic Plan Leadership

Coordinates Executive Committee’s responsibility for pursuing the objectives of Goal 4: Cultivate operational excellence.

Responsibilities

  1. Provide leadership for SOPHE activities, setting direction in accordance with the organizational mission and strategic plan; plan and conduct activities to support achievement of the SOPHE strategic plan goals.
  2.  Serve as the official spokesperson for SOPHE in press releases, at press conferences and at other official functions.
  3.  May sign contracts or other instruments, which the Board of Trustees has authorized to be executed.
  4.  Schedule and establish the agenda for all meetings and virtual meetings of the Board of Trustees and preside over all meetings thereof following Robert’s Rules of Order. Preside over the All SOPHE Member Business Meeting during the Annual Conference and any special meetings or virtual meetings of the Membership.
  5.  Appoint chair(s) of various task forces/commissions, orient them to their charge and responsibilities; and evaluate their performance.
  6.  Chair Personnel Committee to evaluate performance of Chief Executive Officer and provide feedback on functioning of SOPHE central office. With guidance from Executive Committee, negotiate employment contract with Chief Executive Officer.
  7.  Write regular columns for the SOPHE blog and member newsletter.
  8.  Present a Presidential Address at the Annual Conference and submit it for publication in Health Education & Behavior.
  9.  Receive SOPHE business correspondence and ensure it is shared with appropriate SOPHE leaders.
  10.  Chair the Executive Committee.
  11.  Chair meetings of the Past President’s Council.
  12.  Serve as ex-officio member of all other committees reporting to the Board of Trustees.

PRESIDENT-ELECT

Term of Office

One year, followed by one year as President and one year as Past President. The term begins immediately following the annual SOPHE Business Meeting of the Membership during the Annual Conference of the year elected.

Reporting Relationship/Voting Privileges

SOPHE officer

Voting member of Board of Trustees and Executive Committee

Responsibilities

  1. Assist the President in providing leadership for SOPHE activities, setting direction in accordance with the organizational mission and strategic plan; plan and conduct activities to support achievement of the SOPHE strategic plan goals.
  2.  Act on behalf of the President in his/her absence; he or she may sign contracts or other instruments, which the Board of Trustees has authorized to be executed.
  3.  Participate in all meetings and virtual meetings of the Board of Trustees and House of Delegates.
  4.  Serve as an ex-officio member of the House of Delegates.
  5. Collaborate with the President in planning for the succeeding year, thereby strengthening organizational continuity.
  6. Regularly contribute to the SOPHE blog and member newsletter.
  7. Serve as a member of the Executive Committee, Personnel Committee, and other committees as requested.

PAST PRESIDENT

Term of Office

One year proceeded by one year as President-Elect and one year as President. The term begins immediately following the annual SOPHE Business Meeting of the Membership during the Annual Conference.

Reporting Relationship/Voting Privileges

SOPHE officer

Voting member of the Board of Trustees and Executive Committee

Responsibilities

  1. As a member of the Executive Committee, assist the President in providing leadership for SOPHE activities, setting direction in accordance with the organizational mission and strategic plan; plan and conduct activities to support achievement of the SOPHE strategic plan goals; may sign contracts or other instruments, which the Board of Trustees has authorized to be executed.
  2.  Appoint chair(s) of the Awards Committee and serve as liaison to the Board of Trustees.
  3. Serve as chair or Board liaison to special task forces or committees appointed by the President.
  4. Serve as a member of the Personnel Committee.
  5. Contribute regularly to the SOPHE blog and member newsletter.
  6. Upon request, stand in for President and/or President-Elect when they are unavailable.
  7. Upon appointment from the President, represent SOPHE to various coalitions or external groups such as the Coalition of National Health Education Organizations.

SECRETARY

Terms of Office

Three-year term. The term begins immediately following the annual SOPHE Business Meeting of the Membership during the Annual Conference of the year elected.

Reporting Relationship/Voting Privileges

SOPHE officer

Voting member of the Board of Trustees and Executive Committee

Responsibilities

  1. As a member of the Executive Committee, assist the President in providing leadership for SOPHE activities, setting direction in accordance with the organizational mission and strategic plan; plan and conduct activities to support achievement of the SOPHE strategic plan goals.
  2. Prepare minutes of all meetings and virtual meetings of the Board of Trustees and Executive Committee, and submit to SOPHE staff for distribution to the leadership; see that all notices are duly given in accordance with the Bylaws; ensure staff members keep records
  3. In cooperation with the Chief Executive Officer, determine whether a quorum is present of the Board of Trustees. A quorum of the Board of Trustees shall be a majority of its members, one of who shall be the President or President-Elect.
  4. Appoint Chair(s) of the Bylaws Committee, if established; orient them to their charge, and responsibilities and evaluate their performance.
  5. Within ten (10) days of receiving the report of the Nominations Committee, submit the slate of officers as a letter ballot to the Membership as a tentative slate, notifying the Membership of their opportunity to submit additional names in accordance with the Bylaws, Article VII – Nominations and Elections.
  6. Assist the President and CEO in preparing an annual report to the Membership.
  7. Assist the President in preparing correspondence as requested.
  8. Serve on the Executive Committee and Bylaws Committee.

TREASURER

Term of Office

Three-year term. The term begins immediately following the annual SOPHE Business Meeting of the Membership during the Annual Conference of the year elected.

Reporting Relationship/Voting Privileges

SOPHE officer

Voting member of the Board of Trustees and the Executive Committee

Responsibilities

  1. Working with the Chief Executive Officer, oversee all financial administration of SOPHE; ensures staff members properly receive and give receipts for moneys due and payable to SOPHE and deposit all such moneys in the name of SOPHE in appropriate banks.
  2.  As a member of the Executive Committee, assist the President in providing leadership for SOPHE activities, setting direction in accordance with the organizational mission and strategic plan; plan and conduct activities to support achievement of the SOPHE strategic plan goals.
  3.  Chair the Finance Committee, preparing annual budget for approval by Board of Trustees, reviewing monthly financial statements, providing periodic reports to the Board of Trustees, and preparing annual financial report for delivery to the SOPHE Membership.
  4.  Oversee investment policy and progress of investments.
  5.  Working with the Chief Executive Officer, oversee preparation and submission of federal, state, and local tax documents in accordance with legal requirements and ensures SOPHE activities are in compliance with its tax-exempt status.
  6.  Working with the Chief Executive Officer, commission periodic financial review reports and/or financial audits by independent certified public accountant as designated by the Board of Trustees.
  7.  Recruit and nominate the SOPHE Audit Committee for Board confirmation.
  8. Serve on Resource Development Committee, providing advice on feasibility of undertaking certain initiatives and developing a financial plan to enable SOPHE to achieve its long-range objectives.
  9. Provide financial advice and counsel to other SOPHE committees, as requested.
  10. Serve on the Executive Committee, Personnel Committee, and Resource Development Committee.

TRUSTEES

Reporting Relationship/Voting Privileges

SOPHE Officer

Voting member of the Board of Trustees

Term of Office

Two-year term. The term begins immediately following the annual SOPHE Business Meeting of the Fellowship during the Annual Conference of the year elected.

General Responsibilities of All Trustees

  1. Determine the organization’s mission and purposes.
  2. Select and support the Chief Executive Officer.
  3. Ensure effective organizational planning.
  4. Ensure adequate resources.
  5. Manage resources effectively.
  6. Determine, monitor, and strengthen SOPHE’s programs and services.
  7. Enhance SOPHE’s public standing.
  8. Ensure SOPHE’s legal and ethical integrity and maintain accountability.
  9. Recruit and orient new board members and assess board performance.
  10. Attend in-person meetings of the SOPHE Board of Trustees at the time of the Annual Conference and the Advocacy Summit and attend the All-Member Business Meeting at the Annual Conference.
  11. Participate in monthly or other periodic virtual meetings of the Board of Trustees.
  12. Appoint committee chairs/co-chairs for the respective areas and oversee their development, implementation, and evaluation of action plans in support of the SOPHE strategic plan, according to their role descriptions in the SOPHE Procedures Manual.
  13. Report on the progress/activities of the respective committees to the Board.
  14. Communicate decisions/discussions of the Board to the respective committee leadership.
  15. Alerting the SOPHE Treasurer to new resource development opportunities.

STUDENT TRUSTEE

Term of Office

One-year term; the term begins immediately following the annual SOPHE Business Meeting during the Annual Conference of the year elected.

Reporting Relationship/Voting Privileges

SOPHE officer

Voting member of the Board of Trustees

Responsibilities

  1. Provide input to SOPHE Board of Trustees to support achievement of the SOPHE Strategic Plan Goals and Objectives.
  2. Work with the SOPHE President to identify one to two priorities for involvement during the year.
  3. Participate in virtual meetings and in-person meetings of the SOPHE Board of Trustees.
  4. Serve as a member of the Nominations Committee.
  5. Participate as a member or appoint student liaison to the Annual Conference Planning Committee and Membership Committee.
  6. Oversee the Student/New Professional Community of Practice.
  7. Provide consultation to SOPHE officers, committees, and other groups as appropriate.
  8. Periodically submit articles to the SOPHE blog and member newsletter.

CHIEF EXECUTIVE OFFICER

Term of Office

As negotiated under contract with the SOPHE Executive Committee.

Reporting Responsibility/Voting Privileges

Board of Trustees

Non-voting member of Board of Trustees, House of Delegates, and Executive Committee

Responsibilities

  1. Serve as SOPHE’s Chief Executive Officer responsible for administering its affairs and executing the policies of the Board of Trustees; plan and conduct activities to achieve SOPHE’s strategic plan goals.
  2. Recruit, hire, evaluate, discharge, and fix compensation of other SOPHE employees.
  3. Disburse funds in accordance with the annual budget approved by the Board of Trustees.
  4. Oversee all management functions of the Society and direct all its activities.
  5. Execute contracts, agreements and commitments for and on behalf of the Society.
  6. Working with officers, Board of Trustees, House of Delegates, committees, communities of practice, organizations, and chapters of the Society, provide staff support, leadership, counsel and guidance.
  7. Act as a spokesperson for the Society, maintaining effective relationships with other organizations, the public and governmental bodies.
  8. Contribute regularly to the SOPHE blog and member newsletter.
  9. Upon request stand in for President and/or President-Elect when they are unavailable.
  10. Upon appointment from the President, represent SOPHE to various coalitions or external groups such as the Coalition of National Health Education Organizations.
  11.  Conduct all such other reasonable services and activities as may be directed by the Board of Trustees of the Society or as may become necessary or appropriate to be conducted by the Executive in her capacity as chief executive officer of SOPHE.