INBTA Board Member Duties and Responsibilities

Election to the INBTA Board or appointment as a Committee Chair requires dedication to INBTA and the position.  INBTA functions best when Board Members are dedicated to INBTA and work together to make INBTA a better organization. The following are guidelines as to the responsibilities of an Executive Officer/Board position.

Term Length – Elected positions are two-year terms of office.  The terms of office of each officer shall begin at the close of the annual membership meeting in which their election is announced.

Board Meetings – The board meets once a month, August through June.

General Meetings – General meetings are once a month usually on the 2nd Tuesday of each month from September through June.

Attendance – Board Members, elected or appointed, (i.e. Committee Chairs) should attend all Board and General Meetings.  More than 2 absences from the Board Meetings could result in dismissal.  

It is the responsibility of an officer to attend General Meetings and functions (i.e. Trade Show/Auction).  Inability to attend a General Meeting requires advanced notice as some positions have duties to perform at the General Meetings.  If you are unable to attend a General meeting, you must find a replacement for your responsibilities.  Officer/Chair position responsibilities at meetings are as follows:

  • President – Presides over general meeting.

  • Vice-President – Presides over general meeting if President is absent.

  • Secretary – Responsible for taking minutes at General Meetings as well as Board Meetings.

  • Treasurer - Greeter, accepts money, check-in

  • Auction Chair – Responsible for the planning and implementing all aspects of the annual event in conjunction with the Auction Committee

  • Bylaws Chair – responsible for communicating proposed bylaw changes to the membership for approval

  • Communications Chair – Responsible for taking photographs at meetings/events, handling any media in attendance.

  • Hospitality Chair – Greeter at front desk, assists with check-in.

  • Membership Chair – Announce and welcome New Members.

  • Program Chair – Introduces speakers. 

  • Technology Chair – Responsible for maintaining the website design, content and maintenance.

Officer/Committee Chair Position Responsibilities – Board Members are expected to fulfill the duties of their position timely and efficiently.  Outgoing Board Members will provide guidance to newly elected or appointed Board Members so they can learn the requirements of their position.  Much of INBTA & Board business is taken care of outside of meetings and discussed at the meetings, however some issues are discussed via email.  There are issues that will generate numerous emails.

Board Member Duties

President - The President shall be the chief executive officer and shall exercise general supervision over the affairs of the Chapter consistent with policies established by the Board of Directors.  The President shall preside at all meetings of the members, and at all meetings of the Board of Directors; shall be the principal spokesperson for the Chapter, shall appoint the chairpersons of, and serve ex officio on, all committees, and in general shall perform all duties incident to the office of the President and such other duties as may be prescribed by the Board. The President presides over Board Meetings and General Meetings and attends quarterly GBTA Chapter President’s Council Meetings.  Produces Board Meeting agendas and directs Board Meetings.  President oversees committees and appointments while acting as liaison with other Chapters and GBTA.  Keeps membership informed with regard to corporate travel trends and direction taken by GBTA and its chapters.  At the completion of the term as President, the past President assumes the role of Advisor to the Board.

Past President – Advisor to the President and Board/

Vice-President - In the absence of the President, or in the event of the President’s inability or refusal to act, the Vice President shall perform the duties of the President.  The Vice President shall perform such other duties as may from time to time be prescribed by the Board of Directors or the President.

Secretary - The Secretary shall give notice and attend all meetings of the Chapter, shall keep all non-financial records of the Chapter, and shall perform all other duties assigned by the President or the Board of Directors. The Secretary is responsible for the minutes from all Board Meetings and General Meetings.  The Secretary will forward all minutes to the Board for approval.  Forwards all Board Meeting Minutes to the Board within 7 days of meetings and has General Meeting Minutes ready for the General Meeting for membership approval. 

Treasurer - The Treasurer shall keep correct and complete records of account, showing accurately at all times the Chapter’s financial condition.  The Treasurer shall be legal custodian of all monies, notes, securities, and other valuables, which may from time to time come into the Chapter’s possession.  The Treasurer shall immediately deposit all funds of the Chapter coming into his/her hands in some reliable bank or other depository approved by the Board of Directors and shall keep such bank account in the name of the Chapter.  Upon request of the Board of Directors, he/she shall furnish a statement of the financial conditions of the Chapter, and shall perform such other duties as these Bylaws may require or the Board of Directors may prescribe.  The Treasurer shall be responsible for maintaining the financial records and may be required to furnish bond in such amount as shall be determined by the Board of Directors.  The Treasurer is Responsible for the fiscal well being of the chapter.  Collects and deposits all funds, writes checks, balances the checkbook monthly and oversees registration at general meetings.  Prepares yearly budget and presents monthly Treasurer Report.  Acts as Treasurer for any special event committee, presents monthly financial statements and quarterly budget comparison to the board on a monthly basis.  Communicates payment of annual dues to the Membership Chair.  The Treasurer is responsible for submitting annual report to the Secretary of the State of Washington and renews the Non-Profit filing with the State.

Committee Chair Positions

Communications Chair - Oversees the Communications Committee.  Primary responsibility is to keep media informed of meetings and special activities via press releases.  Assures meetings dates are posted in activity calendars in local publications.  Responsible for taking photographs at monthly meetings and special events and working with the Technology Chair to place those photos on the website.  Works with the Board President on all aspects of communication with INBTA members.

Bylaws Chair - Oversees the Bylaws Committee.  Responsible for recommending/drafting new bylaws, assuring adherence to bylaws at meetings and chairs the Nominating Committee.

Hospitality Chair - Oversees the Hospitality Committee and works with the Program Chair regarding venue and menu selections for monthly meetings, Trade Show and Auction.  Responsible for registration, name badges, greeting assistance at General Meeting.  Provides technical assistance to the Board, speakers, and venues as needed.

Membership Chair - Oversees the Membership Committee.  Reviews applications.  Maintains a current membership roster and works with the Technology Chair to make sure the correct information is posted on the website.  Processes and follows up on membership renewals, including the sending of renewal notices.  Sends out membership information to potential members.  Selects members for and oversees the Membership Committee.  Maintains Membership Directory and Brochure.

Nominating Committee Chair - The Bylaws Chair oversees the Nominating Committee.  Accepts, confirms and solicits potential candidates.  Prepares ballot, sends ballot to membership with voting instructions, and tabulates and reports voting results.  Results are reported at the December general membership meeting.  Handles all elections.

Program Chair - Oversees the Program Committee.  Recommends programs through research and networking program topics, speakers, and meeting locations.  Responsible for contracting with speakers and travel arrangements for speakers as may be necessary.  Ensures speaker biographies and program information is received in a timely manner.  Works with the Hospitality Chair regarding venue and menu selections.  Responsible for Tradeshow.

Procurement Chair - Oversees Procurement Committee. Primarily responsible for the procurement of monthly raffles (usually 2 to 3 items) and procures items for the Annual Auction and Trade Show.

Technology Chair - Oversees the Technology Committee.  Maintains the INBTA website.  Maintains the member profiles on the webpage as directed by the Membership Chair.  Works with the Communications Chair for posting information about upcoming General Meetings on the webpage and adds photos.  Acts as a liaison with the webmaster. 

Auction Chair – Oversees all aspects of the auction in conjunction with the Auction Committee.