Volunteer Position Descriptions

NPMA is committed to encouraging its membership to embrace diversity and inclusion as an integral part of nurturing winning workplace cultures throughout our industry. As part of this commitment, we encourage diverse representation on our board of directors and volunteer committees to ensure a broad range of voices are part of the organization’s strategic leadership and decision-making process.

Interested in serving, but want to learn more? Review the roles and responsibilities of each position on the NPMA Board of Directors.

Members of the Board of Directors | Officers | President | President-elect | Treasurer | Secretary | 

Immediate Past President | Chief Executive Officer | Committee Chairs | Committee Vice-Chairs |

Committee Past-Chairs | Committee Members | IDE (Inclusivity, Diversity, and Equity) Ambassador |

Committee Board Liaison

Members of the Board of Directors

Approved July 2017 – edited July 2021

The Board of Directors is responsible for overseeing NPMA’s mission and fulfillment of the organization’s goals and purposes.  Its duties include making policy decisions, determining fiduciary policies and practices and overseeing the association’s financial health, and establishing and monitoring the execution of strategic initiatives. Members must be willing to attend the requisite meetings, follow through on commitments, and participate fully in the decision-making process. The Board also presents the organization’s image and objectives to the industry and solicits its support in achieving NPMA’s goals.

Responsibilities and duties are outlined below for the board of directors. Directors should plan on participating in the following meetings/programs as part of their duty to the association:

1. Scheduled conference call/webinars as needed)
2. Board of Directors Orientation (1^st year term, prior to first board meeting of year, typically in June + Online Educations)
3. Board of Directors Meetings in June, October and March (held in conjunction with the programs outlined below)
4. Participate/attend the association’s 3 annual meetings:
   1. Executive Leadership Forum (mid-June, typically Thursday morning meeting)
   2. PestWorld (late October/early Nov in 2021, typically Monday afternoon meeting)
   3. Legislative Day (mid-March, typically Saturday morning meeting)
5. Participate/attend the association’s Annual Membership Meeting held in conjunction with PestWorld (typically the Thursday morning of PestWorld)

General Responsibilities                                                                                                                          

Fiscal

• Annually review and approve the association’s budget.
• Ensure that the Board is adequately informed of the financial condition of the organization and its operations through reports or other appropriate methods.
• Ensure that management has established appropriate policies to define and identify conflicts of interest throughout the organization and is diligent in its administration and enforcement of those policies.
• Ensure the appointment of independent auditors to ensure the association’s financials are presented accurately and to ensure the association’s financial practices are appropriate.
• Review compliance with relevant laws affecting the organization and its programs and operations.

Legal

• Act on behalf of the organization and its interests, putting aside personal concerns, affiliations, or constituencies.
• Set procedures and policies to ensure that any affiliate is organized and administered in a manner that is in compliance with applicable law.
• Accept and abide by the legal and fiscal responsibilities of the Board as specified by organizational charter, bylaws, state statutes and regulations, and policies.
• Comply with the conflict-of-interest policy and disclosure, confidentiality and Antitrust policies developed by the Board.

Ambassadorship

• Promote NPMA’s mission, generating good will for the organization on a regular basis.

Staff

• Hire the Chief Executive Officer and ensure performance is reviewed annually.

Specific Responsibilities

• Attend and be active in the three meetings of the Board held each year, unless extenuating circumstances present themselves and meeting participation is excused.  (NPMA will support travel-related costs for attendance at two of these meetings [Executive Leadership Forum and Legislative Day]). It is also expected that members of the Board will make the necessary time for occasional conference call meetings of the Board as well.
• Participate in NPMA’s key meetings (e.g. – Legislative Day, Executive Leadership, and PestWorld) and be active in at least one NPMA committee.
• Regional Directors should communicate about NPMA matters with members in their region and attend association meetings within the region when possible.
• Promote the value and merits of NPMA regularly, particularly to non-members. Members of the Board are encouraged to recruit at least one new member annually.
• Participate in electronic voting issues presented to the Board in a timely manner.
• Represent NPMA at at least one industry event during the year (i.e. – state association meeting, allied business group, etc.).
• Vote according to one’s individual conviction; challenge the judgment of others when necessary, yet to be willing to support the decision of the Board and work with fellow Board members in a spirit of cooperation; recognize that the President alone speaks for the Board.
• Maintain the confidential nature of Board deliberations and avoid acting as spokesperson for the entire Board unless specifically authorized to do so.
• Understand the role of the Board as a policy-making body and avoid participation in administration policy.
• Refrain from actions and involvement that might prove embarrassing to the organization and resign if such actions or involvement develops.
• Make judgments always on the basis of what is best for the organization as a whole.
• Advocate for and provide financial support for NPMA and its related entities, where possible.  All members of the Board are encouraged, but not required, to make personal contributions to NPMA’s Political Action Committee and encourage their companies to support the NPMA Foundation, the Professional Pest Management Alliance, and QualityPro.  Directors who represent Allied Member companies are asked to encourage their companies’ support of sponsorship, advertising, and exhibiting in NPMA programs and publications.
• Perform monthly new member orientation calls

All officers of the association serve as members of the Executive Committee and perform duties incident to their positions as may be required by law, by the articles of incorporation, or by the bylaws, or which may be assigned to them from time to time by the Board.

Responsibilities and duties are outlined below for each officer. Officers should plan on participating in the following meetings/programs as part of their duty to the association:

1. Executive Committee Meetings (minimum of 3, each held prior to the board of directors meeting; scheduled conference call/webinars as needed)
2. Board of Directors Orientation (prior to first board meeting of year, typically in June)
3. Board of Directors Meetings in June, October and March (held in conjunction with the programs outlined below)
4. Budget Planning Meeting (typically early May at NPMA headquarters)
5. And participate/attend the association’s 3 annual meetings:
   1. Executive Leadership Forum (mid-June, typically held on Monday before conference)
   2. PestWorld (late October/early November, typically held on Sunday afternoon before conference)
   3. Legislative Day (mid-March, typically held on Friday night before conference)

PRESIDENT

The President holds office for a term of one year, beginning on the first day of the association’s leadership and fiscal year immediately following the completion of his/her term as President-elect.

1. Policy and Planning: Works with the Chief Executive Officer and the Board to establish and follow the guiding principles, policies, goals, and mission for the organization.
2. Budget and Finances: Works with the Treasurer and the Chief Executive Officer to oversee the budget of the organization and assumes ultimate responsibility for the integrity of its finances. Works with Treasurer to oversee independent outside audits and, as appropriate, internal audits as well.
3. Meetings: Leads and facilitates Board meetings by making sure that the agenda is closely followed, every Board member has the opportunity to participate in discussions, and the Board uses proper decision-making procedures. Leads and facilitates meetings of the Executive Committee and the annual membership meeting.
4. Board/Committees: Serves as an ad hoc member of all committees and works to ensure committee system contributes to the Board’s overall effectiveness. Appoints volunteers to key leadership positions, including chairs and members of committees. Serve on the Boards of the Professional Pest Management Alliance and Quality Pro.
5. Board Development: Oversees efforts to build and maintain a strong Board by setting goals and expectations for the Board, cultivating leadership among individual Board members, and working with the Nominating Committee to make board development a priority. Ensures new members of the Board have access to necessary training and on-boarding support.
6. Board Evaluation: Ensures the Board has opportunities to reflect regularly on how well it is meeting its responsibilities to the organization — in part by overseeing a Board self-assessment at least once every two years.
7. Chief Executive Officer Oversight, Compensation, and Evaluation: Oversees the processes for hiring, evaluation, and compensation of the Chief Staff Executive; and works to develop a succession plan for the chief executive’s position.
8. Public Relations and Communications: Speaks for the Board in the event of a controversy or crisis; oversees the development of communications policies; and promotes the work of the organization in conversations, speeches, interviews, and other routine activities. Writes periodic articles (with staff assistance) for the “From the President” in the association’s published magazine. Speak to members through web videos online, messaging and timing coordinated with staff. And the association provides the President with a budget to be used to travel to industry meetings, NPMA hosted and non-NPMA, representing the association by advocating member benefits and role of the association as leaders of the industry.

PRESIDENT-ELECT

The President-elect automatically succeeds to the presidency for the proceeding term. The President-elect office is for a term of one year beginning on the first day of the association’s leadership and fiscal year immediately following his/her term as Treasurer.

1. Prepares to assume the office of the President.
2. Presides over Board meetings, annual meeting of the membership, or other such meetings in the absence of the President.
3. Fills the office of President should that office become vacant.
4. Assists the President in the execution of his or her duties.
5. Serves on committees deemed appropriate.
6. Appoints volunteers to key leadership positions, including chairs and members of committees, for terms effective during his or her presidency. (typically done in early May, in conjunction with budget planning)
7. Attends leadership training prior to the beginning of his/her presidential year with the Chief Executive Officer (CEO), based on budget allocation.
8. Performs any other duties as assigned by the President.

TREASURER

The Treasurer automatically succeeds to the President-elect for the proceeding term. The Treasurer office is for a term of one year beginning on the first day of the association’s leadership and fiscal year immediately following his/her term as Secretary.

1. Works with Chief Executive Officer and Vice President of Finance and Administration to maintain a strong financial position.
2. Reviews financial reports, compares expenses with budgets and income, and works with staff to address any areas of concern.
3. Assists Board members and committee chairs with appropriate financial matters.
4. Works with staff and Executive Committee in the development and presentation of a balanced budget.
5. Serves as Chair of the Finance and Audit Committee.
6. Works with the Chief Executive Officer, Chief Financial Officer, and members of the Finance and Audit Committee to develop and monitor adherence to long-term financial strategies.
7. Works with the auditor in assessing the annual financial condition of the organization. Assesses performance of the audit firm and leads review and selection process for new firms, when required.
8. Ensures that accurate books and records on financial condition are maintained and presents information on such to members of the Board and to the membership.
9. Ensures that the assets are protected and invested according to organization policy.
10. Reviews and approved expenditures of the Chief Executive Officer.
11. Ensures that NPMA complies with organizational and statutory reporting requirements.
12. Presides over Board or annual membership meetings in the absence of the President and President-elect.
13. Performs all duties incident to the office of the Treasurer.

SECRETARY

The Secretary automatically succeeds to the Treasurer for the proceeding term. The Secretary office is for a term of one year beginning on the first day of the association’s leadership and fiscal year immediately following his/her election.

1. Ensures minutes of the Executive Committee, the Board of Directors, and the annual membership meeting are recorded and distributed as appropriate.
2. Declares a quorum for meetings of the Board of Directors and the annual membership meeting.
3. Calls for approval of consent agenda for meetings of the Board of Directors and the annual membership meeting.
4. Ensures that all notices are duly given in accordance with the provisions of the bylaws or as required by law.
5. Collects and casts proxies on behalf of members unable to attend the annual membership meeting.
6. Serves as the custodian of the records and of the seal of the organization and affixes the seal, as authorized by law or the provisions of the bylaws, to duly executed documents of the organization.  These responsibilities may be assigned.
7. Serves as a member of the Finance and Audit Committee.
8. Ensure that appropriate policies are personally understood and reinforced at any/all meetings (in person/teleconference), including confidentiality, conflict of interest and Antitrust
9. Understands basics of Roberts Rules of Order to facilitate effective Board meetings.
10. Attends media training within the year served as Secretary.

11. Performs all duties incident to the office of the Secretary.

IMMEDIATE PAST PRESIDENT

The Immediate Past President remains a member of the Executive Board for one year following his/her presidential term. This continued involvement provides continuity and the Immediate Past President can serve as a resource for the President, if asked.

1. Serves as Chair of the Nominating Committee.
2. Be available for counsel and perform such duties as may be assigned by the President or directed by the Board of Directors.

CHIEF EXECUTIVE OFFICER

The key responsibilities of the Chief Executive Officer (CEO) are addressed separately, through stated management objectives.