Board Member Duties
LEEF officers shall consist of a President, President-elect, Past President, Secretary, Treasurer, and six (6) Directors.
All Board Members shall:
Affirm their commitment to the mission of LEEF and service of its membership.
Participate in LEEF fundraising activities.
Look for sources of funding such as grants and donations.
Develop knowledge of the Environmental Education profession and programs in the state.
Be professional representatives and spokespersons of LEEF and shall be prepared to provide membership/organization/information whenever possible.
Attend Board, assigned committee and planning meetings. Every Board member will serve on at least one Action Team/Committee.
Must attend and participate in the Annual Board Orientation.
Contribute to the LEEF outreach activities.
Maintain term-appropriate Board files and property.
Discuss with their replacement meeting their job responsibilities, policies and procedures and ongoing projects.
Turn over position and board related files and property to the appropriate board member. Turnover shall take place before the first scheduled Board meeting following the start of the new board term. Only the president-elect and president shall retain his/her files for multiple years.
The outgoing past president shall turn over conference files and property to the incoming president-elect.
Assume office after the induction ceremony at the Spring Conference.
Review, revise and approve the annual budget.
Commit to donating to LEEF to enable the board to be recognized as a 100% giving board.
Each LEEF Board Member shall have access to the LEEF Board of Directors’ cloud storage which will include, at a minimum:
Board and committee contact information
Policies and procedures
Minutes and notes from Board, membership, and committees
Annual budget and financial reports
Logo and marketing Information
Website (read only except for authorized people)
The Executive Team shall consist of the President (presiding), President-elect, Past President, Treasurer and Secretary.
Responsibilities of the Executive Team
Serves as the Personnel Committee.
Serves as the replacement for any vacant officer positions until officer is appointed or elected.
Gather information for upcoming Board meetings and projects and prioritize for the Board.
Works diligently to find replacement officers as quickly as possible.
Upon invitation, LEEF staff will attend. An executive director should attend all meetings unless discussing their performance or requested not to attend.
The President shall:
Preside at all Board, executive team and membership meetings.
Prepare the agenda for LEEF Board and membership meetings.
Establish committees and appoint the Chairs of all Board action teams/committees.
Maintain communications and coordination between all LEEF Board members.
Receive reports from action team/committee chairs and share this information with the board for necessary action.
Appoint replacements for vacated Board positions.
Be responsible for maintaining Board position descriptions as listed in this document. President will distribute these descriptions to any interested parties.
Supervise LEEF staff in the absence of an executive director.
Serve as ex-officio member on all committees, except the Nominating and Audit Committee.
Prepare annual summary given to the membership which could be an infographic or one-pager, etc. within three months of the end of the fiscal year.
Prepare for and present at the membership meeting an Annual Summary that includes both past and future activities.
Assist in distributing LEEF business (workload) among the Board and members.
Be the official representative of the LEEF.
Serve as one of the contact person(s) for the organization.
Represent LEEF at appropriate meetings/conferences or appoint a substitute.
Be eligible for reimbursement for attending a national conference as a registered LEEF representative as the budget allows, not to exceed $500.
If unable to attend, the Board may designate another LEEF member. Either the President or the designee, depending on who attends, is required to complete the following:
Must make a presentation to the Board.
Must attend affiliate meetings.
Funds for this activity must be budgeted and approved by the Board before the trip occurs. During times of restricted finances, support for conference attendance will not be provided.
The President-elect shall:
Serve in this position for one year and automatically progress to President, then Past President in succeeding year.
Perform the duties of the President in his/her absence.
Perform such duties as may be required by the President.
Serve as a member of the Executive Committee, Nomination/Election committee and Finance Committee.
Serve as official liaison to other state education affiliate organizations at the President’s discretion.
Assist the Past President in conference planning.
Begin planning for their conference(s) held in the year they are Past President.
Prepare to assume the office of President by:
Attending as many action team/committee meetings as possible
Learning how to conduct meetings, call for votes, create agendas, and work closely with the President
Learn about LEEF’s finances and strategic plan.
The Past President shall:
Serve as a member of the Executive Committee.
Perform all duties as assigned by the President or Board.
The Past President will organize the annual conference(s). Conferences will alternate between mini-conferences and multi-day conferences.
If a past president assumes office in an even year, they will do two mini conferences. If a past president assumes office in an odd year they will do one multi-day conference.
For example: If a Past President assumes office in Spring even year, he/she will organize a Fall even year mini-conference and a Spring odd year mini-conference. If a Past President assumes office in the Spring odd year, he/she will organize a Spring odd year conference.
Provide counsel and historic perspective.
Conduct change of officers’ ceremony at the conference.
Conduct or arrange for an orientation for incoming Board members as soon as possible.
The outgoing past president shall meet (either face-to-face or electronically) with the president-elect within one month of them taking office to discuss LEEF business and Board practices.
The Secretary shall:
Serve as a member of the Executive Committee.
Record minutes of all LEEF Board of Directors and LEEF General Membership meetings.
Board minutes shall include: agenda, financial reports, reports from directors and committee chairs, any motions and results, a brief synopsis of discussions. Results of votes will state:
Passed with who voted for the motion (can be recorded as all in favor if all attending voting board members voted for the motion) or if it failed.
Any abstentions listed, if requested and reason given.
Post a copy of minutes in the cloud within 30 days following each meeting. All handouts that are distributed at meetings or posted on the cloud are an integral part of the minutes.
Retain a record of all LEEF Board of Directors and LEEF General Membership meeting minutes with original signatures.
Retain copies of all corporate documents in Cloud storage and required original documents in the Secretary’s files.
Documents of legal importance will be maintained in the Secretary's files until no longer contractually required. Other documents will be disposed of in the appropriate manner.
Update LEEF bylaws as revisions are approved by the membership and post to cloud storage. Update should include the date and meeting where revisions were approved.
Update LEEF Policies and Procedures as revisions are approved by the Board and post to cloud storage. Update should include the date and meeting where revisions were approved.
Retain contracts or agreements entered into by LEEF that are currently in effect.
At the direction of the President or Board of Directors, handle all LEEF correspondence that is not directly related to another office or a specific action team/committee.
Be authorized to acknowledge deaths of LEEF members upon notification.
The Treasurer shall:
Serve as a member of the Executive Committee.
Be legally responsible for LEEF's funds and finances as provided for under Florida State law.
Keep financial records of the organization in the Cloud. These records must be maintained and reconciled monthly. All financial dealings should be completed in a timely manner.
Keep clear concise records of all transactions. Transaction records shall include detailed information. This information will give the account to be posted to and reason for the expense. Deposits will contain detailed records of each check or cash amount deposited, including what and who generated the deposit. Clear, concise recordkeeping is essential for future interpretation.
Use normal, acceptable, standard bookkeeping and accounting procedures.
Be responsible for seeing that all accounting procedures are followed and implemented correctly by Board members.
Complete all required corporate reports for the State of Florida.
Complete all 990 tax reports and any other reports as required by the 501(c)(3) filing.
Be responsible for keeping all financial records as required by state and federal laws.
Attend all audit committee meetings and provide all financial information and answer any financial questions.
Not be a member of the Audit Committee but must attend committee meetings. One meeting should be held sometime after the conference and as required by circumstances.
Maintain and develop all financial forms.
Sign LEEF checks. Organize the change in bank signatories annually.
Assist the Conference Chair with the financial arrangements for conferences.
Assist the Audit Committee with formulating financial policy as accounting deficiencies are noted.
Bring any unusual expenses to the Board’s attention and request Board approval before making payments.
Maintain financial records and back-ups.
Develop financial reports for each Board meeting.
With the Finance Committee, develop an annual budget to be approved by the Board.
Maintain LEEF’s insurance policies.
Provide consistent, open path of communication with the bookkeeper and review bookkeeping reports monthly.
Represent all members of LEEF.
Serve as the official representative of LEEF at meetings and workshops.
Perform such duties as defined in the current approved policies and procedures or as requested.
Serve as chair or co-chair of one or more action teams/committees.
Attend and participate in annual board retreat and/or strategic planning meeting.
Track progress and report to the Board on the progress of their assigned portion of the strategic plan.
Seek individuals to actively serve on action team(s)/committee(s).
Check Policies and Procedures to ensure that the Board is aware of existing policy before discussion at meetings.
Other Non-voting Board Positions
The Parliamentarian shall:
Maintain a copy of and be conversant with Robert's Rules of Order.
Give parliamentary guidance to the Board of Directors and annually provide parliamentary training.
Help the membership when they need to address the Board.
All Action Team/Committee Chairs shall:
Serve for the term of the President by whom they are appointed. (May be reappointed at the discretion of the incoming president.)
Actively search for and select committee members from the LEEF membership and/or outside the organization. Chairs are encouraged, as well, to select non-board members.
Provide contact information to the membership.
Further the mission of LEEF through the activities of the committee.
There shall be standing committees, such as Nominating, Membership, Conference, Audit, Finance and Mini-grants. Other ad hoc committees may be formed as needed to perform a specific task and dissolved once task is completed.
Audit Committee or Chair shall:
Meet at least one time a year and as necessary.
Review all financial records for required documentation, conformance with accepted accounting practices and LEEF Policies and Procedures and align with the budget.
Review bank transactions (may be done electronically).
It is suggested and highly recommended that a general LEEF member be part of this audit committee.
Make fiscal and financial recommendations to the Board as needed.
Grants Committee or Chair shall:
Committee shall consist of a minimum of three people.
Maintain and distribute guidelines for LEEF grants.*
Distribute request for proposals to all LEEF members in the appropriate LEEF social media, set a deadline that allows for review of grant proposals and final recommendationto Board at the Board meeting before the conference.
Evaluate proposals using guidelines and a blind review process.
Award no more than $750 to one person without prior approval from the Board. The allowed total amount of grants to be given each year cannot exceed funds in the encumbered Mini-Grant Account. Additional funds may be added at the discretion of the Board.
Inform applicants who have received grant funds in either of the last two grant cycles that they must wait two years after they have received funds to apply again for a grant.
Submit to the Treasurer the names and addresses of the recipients with the grant amount.
Recipients shall be able to register at the early bird rate even past the deadline.
Announce recipients through digital media.
Oversee completion of grants by recipients following mini-grant guidelines* established.
Provide committee reports to the Board.
*See Supplemental Information Section.
Ad hoc Committees
The president may establish ad hoc committees as needed; these committees shall serve until their duties are accomplished or no longer needed.
Select Committee chair.
Provide regular reports to the Board on the Committee’s progress with assigned tasks
Founded in 1983, the League of Environmental Educators in Florida is the professional association for individuals and organizations dedicated to the cause of environmental education in Florida. We are the state affiliate for North American Association for Environmental Education (NAAEE), an organization that brings together those interested in the study and enjoyment of our natural world and one that has promoted excellence in environmental education throughout North America and the world for over four decades.
The League of Environmental Educators in Florida is a 501(c)(3) nonprofit organization.
© 2021by the League of Environmental Educators in Florida.