Operating Code for the President

 

 

General Duties

  1. Become President at the close of the Annual Meeting of the year ending service as President-Elect, and continue until relieved by a duly elected successor at the close of the Annual Meeting of the following year.
  2. Call and preside at all meetings of the Academy, including the Annual Business Meeting, the Banquet and Executive Committee meetings (during the Annual Meeting when serving as President).
  3. Perform such functions as may be delegated by the Active Fellows or assumed by the President to further the avowed interests of the Academy.
  4. Authorize the payment of bills properly incumbent upon the Academy.
  5. Represent the Academy in professional affairs with other organizations or groups.
  6. Send copies of business correspondence to the officers concerned (Past-President, President-Elect, Secretary-Treasurer).
  7. Correspond with Active Fellows as they become Emeriti and with families of deceased Fellows.
  8. Take action on all decisions made at the pre- and post-conference Executive Committee meetings and the Academy Annual Meeting business meeting. See that any By-Law changes and operating code changes are recorded by the Secretary-Treasurer in the meeting minutes and are forwarded to the Chairperson of the Committee on Documents of Governance so that appropriate changes can be made in the respective By-Laws or operating codes.
  9. Chair and organize the conference program for the next annual meeting.
  10. Submit materials to or make inquiries of the Academy Historian as appropriate.

Duties During Meeting at Which Office of President is Assumed

  1. Have standing committee membership finalized and report to and obtain approval from the Executive Committee. The nature, purpose, and functions of the committees are as follows:

    1. Standing Committees. Purpose: To serve a continuous or relatively permanent function of the Academy. The Standing Committees are: 1) Awards and Citations; 2) Documents of Governance; 3) Membership; 4) Memorials; 5) Nominations and Elections.

      The Chairperson of the Committee on Documents of Governance shall be the Past-President going off the Executive Committee and the Chairperson of the Nominations and Elections Committee shall be the incoming President-Elect. The chairpersons of other committees are designated by the President, and all chairpersons and committee members are appointed by the President as soon as reasonable before the annual meeting.
    2. President’s Committees. Purpose: To perform a temporary service to the Academy. President’s Committees serve only during the term of the President who appointed them, unless re-appointed by the "new" President.

      Appoint chairperson and members of President’s Committees (if needed) and inform them of their duties in writing.
    3. Appoint one Fellow to serve as the Academy’s Historian.
  2. Call and Preside at the Executive Committee meeting immediately following the annual business meeting. The following items should be included on the agenda: a) program plans for next year’s meeting; and b) approximate timing for the Mid-Year conference call of the Executive Committee.

Duties During Year as President

  1. Before the Annual Meeting, extend official invitations to Fellows selected to serve on and/or chair committees. Inform each committee chairperson of specific tasks to be accomplished before the next Annual Meeting by requesting the Business Manager to send each Chairperson the appropriate Operating Code. This should be done as soon as possible after the Annual Meeting.
  2. Plan and conduct the Mid-year conference call of the Executive Committee.

    1. Prepare agenda and send to members of Executive Committee before the meeting.
    2. Consult with Secretary-Treasurer about proposed budget for upcoming year.
    3. Bring before Executive Committee all academy matters that require Executive Committee action.

Duties Regarding the Election of New Fellows

  1. The selection of candidates for Fellow is made by the Membership Committee, the Chairperson of which conducts the election in accordance with the By-Laws.
  2. Upon being notified by the Chairperson of the Membership Committee of the names of elected candidates (in April), send each newly elected Fellow a letter of invitation to join the Academy.
  3. The letter to prospective Active Fellows should include information about the time and place for the induction ceremony, and a statement that the candidate must be present to be inducted. A statement should be included to the effect that acceptance of the invitation will signify willingness to work to further the goals of the Academy, including appointment to committees, program participation in the near future, and participation in the Annual Meeting. Ask the candidate to write a letter of acceptance. Make it clear that candidates are invited to attend and participate in the current year’s meetings at no charge.
  4. If the prospective Fellow cannot be present at the banquet, induction may be postponed for one year if the reason for being absent is approved by the President. Inform the Business Manager to send the candidate registration information and other relevant information for the annual meeting.
  5. Letters to prospective International Fellows should specify that International Fellows are:
    1. to be recognized and serve as national contact persons in their respective countries,
    2. to share information about the Academy and its members with professional compatriots,
    3. to attend meetings, when possible, and
    4. to agree to be listed and serve as an Academy International Fellow. Inform the Business Manager to send the candidate registration and other relevant information.
  6. Upon acceptance by elected Fellows, immediately notify the Chairperson of the Membership Committee and the members of the Executive Committee of the names of those accepting, and suggest that letters of congratulations be sent to them. Include these names in the Spring NAK Newsletter.
  7. Membership numbers are not assigned and "official" plaques are not issued until the Fellow has been inducted at the banquet. At the induction ceremony, the new Fellow is given: 1) his/her plaque and 2) a medaliion with the NAK inscription, and 3) a copy of the statement, rolled as a scroll and tied with a ribbon, which has been prepared by the nominator and read by the nominator at the ceremony.
  8. The President presents membership plaques, medallions, and scrolls to elected Fellows at the Annual Banquet. These Fellows are presented to the President by the Chairperson of the Membership Committee or the nominating Fellow.

Duties Regarding the Election of the Hetherington Award and Citation Recipients

  1. The Hetherington Award is given only to Fellows after retirement for contributions specifically related to the purposes of the Academy. Not more than one Hetherington Award may be given each year.
  2. Citations may be awarded to persons who are not Fellows only to recognize outstanding meritorious achievement in Kinesiology, physical education and/or its related areas.
  3. The Hetherington Awardee and recipients of citations are recommended by the Awards Committee.
  4. Upon being informed by the Chairperson of the Awards Committee of the names of the persons selected, the President immediately notifies the recipients of their selection and invites them to the banquet as guests of the Academy.
  5. Present appropriate awards to the recipients at the annual banquet, upon presentation to the President by the Chairperson of the Awards Committee.

Duties Regarding the Election of Officers of the Academy

  1. The officers of the Academy are nominated and elected by the Active Fellows through procedures carried out by the Committee on Nominations and Elections.
  2. Upon being notified by the Chairperson of that Committee of the names of the Fellows elected to office, write a letter to those elected informing them of their election and offering congratulations. Inform Executive Committee members of the outcome of the election. The Chairperson of the Committee on Nominations and Elections, will notify the unsuccessful candidates.
  3. Direct the Secretary-Treasurer to send the newly-elected officers to the NAK website where they can locate the appropriate Operating Codes.

Duties concerning the Academy Newsletter

 

  1. Be sure proposed By-Laws changes appear in the Spring NAK Newsletter (if available) and that it is received by Fellows at least 30 days prior to the Annual Meeting.
  2. Make every effort to put names of new Fellows in the Spring NAK Newsletter, so that other Fellows can write the traditional letters of welcome.
  3. Make every effort to ensure that a tentative program for the Annual Meeting appears in the Spring NAK Newsletter.

Preparation for Annual Meeting


Work with the Business Office and Business Manager to arrange the following tasks:

  1. Obtain a gavel, properly inscribed to present to the incoming President at the Annual Banquet.
  2. Obtain a plaque, properly inscribed, to present to the outgoing Past-President at the Annual Banquet.
  3. Prepare a "scenario" for the Annual Banquet, describing procedures to be followed, indicating persons to be seated at the head table, etc. Distribute the scenario to all persons having responsibilities at the banquet.
  4. Notify the members of the Executive Committee and all Committee Chairpersons that each is to prepare a final report which is to be submitted to the Business Office 60 days in advance of the Annual Meeting.
  5. Prepare the agenda for a meeting of the Executive Committee which provides discussion of all annual reports and business to be brought before the Fellows at the Annual Business Meeting. Include on the agenda the proposed program for next year’s meeting.
  6. Prepare a tentative agenda for the Annual Business Meeting.
  7. Prepare the President’s Report and submit to Business Office 60 days in advance of the Annual Meeting.
  8. Designate a Parliamentarian for the Annual Business Meeting.
  9. Invite the newly elected officers to attend the Executive Committee Meeting as non-voting members.

  10. Script your "Welcome Address" at the opening talk of the Annual Meeting. Make sure to announce all the new fellows and newly elected officers, and Hetherington Award Recipient.

  11. Script a toast to new fellows and the Hetherington Award Recipient to be given at the reception following the Thursday night opening session.

Pre-Conference Executive Committee Meeting

  1. Decide upon the recommendations contained in the Committee reports and other business that should be brought before the Fellows at the Annual Business Meeting.
  2. Revise tentative agenda for the Annual Business Meeting accordingly.
  3. Present revised Operating Codes to the Executive Committee for approval.

Annual Business Meeting

  1. Preside at all Annual Business Meeting sessions.

Academy Banquet

  1. Because of the length of the program, there is no speaker (other than the Hetherington Award Winner) at the Banquet. If for some reason conditions should change and a speaker is desired, approval from the Executive Committee should be obtained (no later than the Mid-year Meeting of the Executive Committee).
  2. Arrange for a master of ceremonies at the Banquet.
  3. The President is responsible for the preparation of the banquet scenario. Thus, it is necessary to work cooperatively with him/her regarding the "size" of the head table. A spouses’ table may be a good idea.
  4. If a speaker is identified for the Banquet, the Program Chairperson has typically brought the Banquet speaker to the Reception before the Banquet--if said speaker is not a Fellow of the Academy. If the speaker is a guest, it should be determined whether he/she will need a room at the hotel for that night (and a room should be reserved).

Following Annual Meeting

 

  1. Assume responsibilities of Past-President. See the Operating Code for the Past-President.
  2. Distribute relevant materials used in the Presidential role to the new President on a thumb drive so that they have all relevant documents as templates for their upcoming role (e.g. New Fellow letters, newsletter pieces, letters to elected officers, etc.).