Epsilon Sigma Phi
The Extension Professionals' Organization

SECTION M

The Epsilon Sigma Phi National Board

   (Revised May 2019)

DUTIES OF NATIONAL EPSILON SIGMA PHI BOARD MEMBERS

The National ESP Board is composed of nine (9) members: President, President-Elect, Second Vice President, Past President, Northeast Region Vice President, Southern Region Vice President, North Central Region Vice President, Western Region Vice President, and National ESP Executive Director, a non-voting member of the National ESP Board.

The National ESP Board meets twice a year (mid-year and during the National ESP Conference) as well as convening conference calls to transact business, review committee reports, act on recommendations, and address the maintenance of a viable, professional organization.  

President:  

Legislated Duties from ByLaws

  • Provide direction and leadership for Epsilon Sigma Phi activities and programs.
  • Work with National ESP Board in coordinating their efforts in carrying out Epsilon Sigma Phi's purposes and programs.
  • Preside over all meetings of the National ESP Council and the National ESP Board.
  • Serve as a member of the Board of Directors of the Joint Council of Extension Professionals (JCEP).
  • Move into the role of Past President at the end of their term.
  • Perform other duties as assigned by the National ESP Board.

Appointed Duties and Additional Clarifications

Term

  • Term begins with conference post-board meeting and concludes at the end of the next conference.

General Duties

  • Signs, with the National ESP Executive Director, all award certificates and documents of Epsilon Sigma Phi.  
  • Communicates with Epsilon Sigma Phi members through articles in the Epsilon Sigma Phi Newsletter.  
  • Responds to correspondence promptly with copies to National ESP Office and appropriate National ESP Board members.  
  • Keeps National ESP Board and chapter presidents informed concerning pertinent matters.  
  • Conducts chapter visits as requested/determined by chapter/National ESP Board.  
  • Maintains communication link within the Extension System with Directors and Administrators.  
  • Keeps communication open with/between committee chairs, National ESP Board, and National ESP Executive Director.  
  • Serves as an official fiscal agent of the organization. Name and personal social security number may be provided to IRS and banking institutions as required by federal and state laws that govern 501c3 organizations.
  • Authorizes payment of bills that differ from adopted budget.  
  • Determines site of mid-year National ESP Board Meeting with National ESP Board approval.
  • Annually reports to Epsilon Sigma Phi membership through the Annual Report and the Popular Report.  
  • Provides input to Past President for the annual evaluation of the National ESP Executive Director.  
  • Writes to out-going committee members within one month of the National ESP Conference to thank them for their service. 

National Conference

  • Co-Chairs (with the Host State Conference Chair) the final planning, implementation and evaluation of the National ESP Conference. This responsibility requires close coordination with the National ESP Board, National ESP Executive Director, Conference Local Arrangements Committee and Professional Development Committee.
  • Issue invitations to the National ESP Conference through the website and the newsletter. 
  • Contacts all recognition recipients following selection to provide congratulations and to encourage them to be present to receive their recognition.  
  • Presents the Distinguished Service Ruby and National Friend of Extension Recognitions at the Recognition Banquet.  
  • Insures recipients of National Friend of Extension recognition are invited to make brief acceptance remarks after receiving their recognition at the Recognition Banquet during the National ESP Conference.  
  • Presides at the National ESP Council Meeting and serves as a voting delegate. 

JCEP

  • Cooperates with NEAFCS, NAE4-HA, NACAA, NACDEP and ANREP within the Joint Council of Extension Professionals (JCEP).  
  • Performs duties or committee assignments of JCEP, attends JCEP board meetings, and participates on the JCEP Marketing Team by attending sister National Association Meetings as assigned.  
  • Invites members of the JCEP Marketing Team who are designated to attend the ESP Conference as JCEP Marketing Team representatives.
  •  Attends Extension Leadership Conference sponsored by JCEP.
  •  Attends PILD.

President-Elect:

Legislated Duties from ByLaws

  • Perform the duties of the President in his/her absence or disability
  • Arrange for the National ESP Committees to meet during the national meeting and coordinate the development of the plan of work for the coming year.
  • Serve as a member of the Board of Directors of the Joint Council of Extension Professionals (JCEP).
  • Plan and implement the Extension Leadership Conference sponsored by JCEP with the Regional Vice Presidents.
  • Conduct site visit and begin preparing for the National ESP Conference to be held during the year as President.
  • Move into the role of President at the end of the term.

Appointed Duties and Additional Clarifications

Term

  • Take office of President immediately after National Conference.
  • Plans and presides at the post conference board meeting as the new president.

General Duties

  • Participates in all National ESP Board meetings (mid-year and pre and post meetings during National ESP Conference) and conference calls.
  • Chairs the National ESP Chapter Relations Committee.
  • Chairs one of the National Committees as assigned by the National ESP President. Provide National Committee Leadership and serve as the link between the National Board and the National Committees.  
  • Responsible for orientation and communication of and between regional VPS and 2nd VP.
  • Appoints committee chairs for the following year after the elections for new board members have taken place. Considerations should be given to tenure and the skill sets of the committee chairs when appointments are being made.
  • Serves as an official fiscal agent of the organization. Name and personal social security number may be provided to IRS and banking institutions as required by federal and state laws that govern 501c3 organizations.
  • Submit monthly reports to the President outlining activities conducted in the past month.
  • Annually reports to Epsilon Sigma Phi membership through the Annual Report and the Popular Report.  
  • Provides input to Past President for the annual evaluation of the National ESP Executive Director.  
  • Votes on national elections and the national recognition ballot within their respective region.
  • May be called upon to represent National Epsilon Sigma Phi at other regional and/or state meetings, as requested by National President.  

JCEP

  • Serves on committee of JCEP as appointed by President Elect of JCEP.
  • Attends Extension Leadership Conference.
  • Preside and coordinate preparations working with 2nd VP and Regional VPs for the ESP portion of the Extension Leadership Conference sponsored by JCEP.
  • Attends ELC and JCEP board meetings.

National Conference  

  • Works with President to plan agenda for State Chapters President’s Breakfast (or similar event) at National Meeting and serves as chair for this event.
  • Works with Executive Director to plan ESP 101 training at National Conference.
  • Co-Chairs (with the Host State Conference Chair) the initial planning, of the National ESP Conference held during their year as president. This responsibility requires close coordination with the National ESP Board, National ESP Executive Director, Conference Local Arrangements Committee and Professional Development Committee.
  • Serves as a voting delegate at National ESP Council Meeting

Immediate Past President:

Legislated Duties from ByLaws

  • Chair the Nominating Committee.
  • In consultation with the National Executive Director, be responsible for Constitution and Bylaws revisions and Handbook revisions.
  • Serve as a member of the Board of Directors of the Joint Council of Extension Professionals (JCEP).
  • Chair evaluation of National ESP Executive Director procedure.
  • Serve as parliamentarian at meetings of the National ESP Board.

Appointed Duties and Additional Clarifications

Term

  • Term is completed at the end of the National Meeting.
  • Not expected to attend the post conference board meeting in year term ends.
  • Term representing ESP on JCEP board ends at the National Meeting.

General Duties

  • Participates in all National ESP Board meetings (mid-year and pre and post meetings during National ESP Conference) and conference calls.
  • Chairs one of the National Committees as assigned by the National ESP President. Provide National Committee Leadership and serve as the link between the National Board and the National Committees.  
  • Chairs the Nominating Committee to secure candidates for the position of Second Vice President.  
  • Submit monthly reports to the President outlining activities conducted in the past month.
  • Annually reports to Epsilon Sigma Phi membership through the Annual Report and the Popular Report.  
  • Provides leadership for the annual evaluation of the National ESP Executive Director.  
  • Serves as an official fiscal agent of the organization. Name and personal social security number may be provided to IRS and banking institutions as required by federal and state laws that govern 501c3 organizations.
  • Votes on national elections and the national recognition ballot within their respective region.

JCEP

  • Serves on committee of JCEP as appointed by President Elect of JCEP.
  • Attend Extension Leadership Conference sponsored by JCEP, PILD Conference, JCEP Board Meetings and other meetings as requested. 

National Conference

  • Presides at the Distinguished Ruby Luncheon and presents the Ruby pin to the recipient.  
  • Invites Past National Presidents to participate in the National ESP Conference.
  • Plans and presides at the Past Presidents luncheon, or similar event, during the National Meeting.
  • Serves as a voting delegate at National ESP Council Meeting.

National Second Vice-President:

Legislated Duties from ByLaws

  • Serve as the National Boards liaison between the Board and the chapters.
  • Appoint committee members with approval of the National ESP Board.
  • Move into the role of President-Elect at the end of the National ESP Conference.
Appointed Duties and Additional Clarifications

Term

  • Elected (per election procedures described in handbook) in May. This position begins a 4 year term that rotates through leadership positions.
  • Takes office after National ESP Conference of the year when they were elected.
  • Will be given access to all ESP board files immediately after election and invited to participate as an observer in all subsequent board meetings prior to taking office. 
  • Expected to attend pre-board meeting prior to their installment at the national meeting.

General Duties

  • Participates in all National ESP Board meetings (mid-year and pre and post meetings during National ESP Conference) and conference calls.
  • Chairs one of the National Committees as assigned by the National ESP President.
  • Recommends committee appointments (in May) with approval of the National ESP Board for next year. Appointments are made using recommendations from chapter president and/or current National ESP Board members.
  • Committee appointments are finalized and approved by the National ESP Board by July 1st. If possible, appointment notifications should be made prior by June 1st.  
  • Contacts committee appointees to confirm appointment.
  • Submit monthly reports to the President outlining activities conducted in the past month.
  • Annually reports to Epsilon Sigma Phi membership through the Annual Report and the Popular Report.  
  • Becomes familiar with the policies, procedures, by-laws and handbooks of Epsilon Sigma Phi.   
  • Keeps in touch with the National ESP President on policies and procedures.
  • Provides input to Past President for the annual evaluation of the National ESP Executive Director.  
  • Votes on national elections and the national recognition ballot within their respective region.

National Conference

  • Serves as a voting delegate at National ESP Council Meeting.

JCEP

  • Attends Extension Leadership Conference sponsored by JCEP.  

Regional Vice Presidents:

Legislated Duties from ByLaws

  • Regional Vice Presidents shall represent the region from which they were elected on the National Epsilon Sigma Phi Board.
  • The Regional Vice Presidents shall communicate regularly with the chapter leadership of the chapters within their regions.
  • The Regional Vice Presidents shall also be appointed to chair a national committee in addition to the other responsibilities of their office.
  • Appointed Duties and Additional Clarifications

Term

  • Regional Vice President is a two year term.
  • Take office at the board meeting held at the conclusion of the National ESP Conference held during the year in which they are elected.
  • Newly elected Regional VPs participate, as observers, in the pre-conference board meeting prior to being installed. They are not expected to attend the post-conference board meeting following the end of their term.

General Duties

  • Participates in all National ESP Board meetings (mid-year and pre and post meetings during National ESP Conference) and conference calls.
  • Chairs one of the National Committees as assigned by the National ESP President. Provide National Committee Leadership and serve as the link between the National Board and the National Committees.  
  • Assist in fulfilling Board decisions, fiscal oversight, and committee recommendations.   
  • Serve as a member of the Chapter Relations Committee which is responsible for planning the ESP portion of the Extension Leadership Conference and the Regional Meetings during ESP National Conference.
  • As a member of the ESP Chapter Relations Committee, Regional VPs should collaborate and share chapter successes and trials with other members of the committee who can in turn share with the chapters in their region.
  • Submit monthly reports to the President outlining activities conducted in the past month.
  •  Annually reports to Epsilon Sigma Phi membership through the Annual Report and the Popular Report.  
  • Provides input to Past President for the annual evaluation of the National ESP Executive Director.  
  • Votes on national elections and the national recognition ballot within their respective region.
  • Represent National Epsilon Sigma Phi at a National, Regional, State and/or Chapter meeting as requested by the National President.
     
  • Regional VP Duties

  • Act as liaison between the National ESP Board and Chapters in the respective region.   
  • Provide regular communication between chapters, National ESP Executive Director, and the National ESP Board.  
  • Establish regular communication (written or conference calls) with leadership of the chapters within the region they represent. 
  • Give leadership to supporting and promoting chapters and state officers in the region.  
  • Encourage chapter officers to be timely in responding to requests and due dates. 
  • Help identify members to assume leadership as Second Vice President when the rotation of that office comes to the Vice President's region.  
  • Promote leadership among membership in Region for selection of candidates for National Committees and Regional Vice President.   
  • Identify chapters that are "at risk" and give support as requested and approved by the National ESP Board.  
  • Be available to respond to questions and concerns of officers and members of chapters in the region.  
  • Send congratulatory/thank you communications to regional members who are recognition recipients, donors to Development Fund, and/or accept leadership responsibilities with copies to appropriate individuals.

National Conference

  • Chair the Regional Meetings at the National ESP Conference.  
  • Participate in the presentation of Regional Recognition during National ESP Conference Recognition Banquet.   
  • Work with local ESP chapters to submit bids for hosting the National ESP Conference when a bid is needed from the region they represent.
  • Serves as a voting delegate at National ESP Council Meeting. 

JCEP

  • Assist in leading the ESP session of the Extension Leadership Conference sponsored by JCEP and chair regional meetings if they are planned. 
  • Expected to attend Extension Leadership Conference sponsored by JCEP.

Committee Chair Responsibilities (reposted from ByLaws):

CHAIR OF THE PROFESSIONAL DEVELOPMENT COMMITTEE

The Chair of the Professional Development Committee shall: 

  • Be responsible for coordinating the planning, implementation and evaluation of the National ESP Conference.
  • Shall work with the committee to provide professional development opportunities on a national level.
  • Perform other duties as assigned by the President.

CHAIR OF THE MARKETING COMMITTEE

The Chair of the Marketing Committee shall: 

  • Review the methods of marketing ESP to the membership including but not limited to: written communication, web-based communication, and items to promote the organization.
  • Determine those items that will be carried in the national office to promote ESP as the Extension Professional’s Organization.
  • Perform other duties as assigned by the President.
CHAIR OF THE MEMBERSHIP RECRUITING and RETENTION COMMITTEE 

The Chair of the Membership Recruiting and Retention Committee shall:

  • Oversee preparation of Program of Work, Mid-Year and End of Year Committee.
  • Reports of the Membership Recruitment and Retention Committee.
  • Oversee the preparation and distribution of materials to be used by chapters in the recruitment and retention of Epsilon Sigma Phi members.
  • Perform other duties as assigned by the President.

CHAIR OF THE RESOURCE DEVELOPMENT AND MANAGEMENT COMMITTEE

The Chair for Resource Development and Management Committee shall: 

  • Chair the Resource Development and Management Committee Meetings.
  • Oversee preparation of Program of Work and End of Year Committee Reports of the Resource Development and Management Committee.
  • Oversee the Financial Review in those years when required.
  • Serve as a member of the Epsilon Sigma Phi National Board.
  • Perform other duties as assigned by the President.

CHAIR OF THE SCHOLARSHIPS, GRANTS AND RECOGNITION COMMITTEE

The chair for Scholarships Grants and Recognition Committee shall: 

  • Chair meetings of the Scholarship, Grants and Recognition Committee.
  • Oversee preparation of Program of Work and End of Year Committee Reports of the Scholarship, Grants and Recognition Committee.
  • Serve as a member of the Epsilon Sigma Phi National Board.
  • Perform other duties as assigned by the President.

CHAIR OF THE GLOBAL RELATIONS COMMITTEE

The chair of the Global Relations shall: 

  • Chair the meetings of the Global Relations Committee.
  • Oversee preparation of Program of Work and End of Year Committee Reports of the Global Relations Committee.
  • Perform other duties as assigned by the President.

CHAIR OF THE PUBLIC ISSUES COMMITTEE

The chair of the Public Issues Committee shall: 

  • Chair the meetings of the Public Issues Committee
  • Represent Epsilon Sigma Phi on any special task forces relating to public issues.
  • Oversee preparation of Program of Work and End of Year Committee Reports of the Global Relations Committee.
  • Perform other duties as assigned by the President.



Epsilon Sigma Phi is a
501(c)3 non-profit organization.


55 Walton Place Drive
Newnan, GA 30263
470-347-0394

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