MFA ADMINISTRATIVE OPERATING PROCEDURES

The following represent organizational elements that outline the duties of committees, board members and members of the executive committee, and MFA staff.

STANDING COMMITTEES (established by the Association's Bylaws). The president of MFA shall serve as an ex-officio member of all standing committees

MFA STANDING COMMITTEES

  • BUDGET
  • GOVERNANCE

The Budget Committee shall consist of the President, the Secretary-Treasurer, the immediate past president and the Executive Director as a non-voting member. This committee is charged with presenting to the board of governors an annual balanced budget that best represents the needs and obligations of the Association; and is further charged with managing and monitoring said budget and making appropriate adjustments to insure sound fiscal management of the Associations assets.

The Governance Committee shall consist of the First Vice President, the immediate Past-President and a non-officer member of the Board. The Past President shall serve as chair. This committee, along with two members named by the President, is responsible is responsible for presenting annually to the membership at least one candidate for each vacated board of governors position in accordance with Article X of the Association's by-laws. The committee will also present annually to the Board one candidate for each elected position in accordance with Article X of the Association's Bylaws.

Additionally, this committee is responsible for:
  1. orientation and education of the board as to responsibilities of as a board member, as committee member, and officer;
  2. oversight of the activities of the board and committees as to direction in relation to the Association Mission;
  3. report to the board annually on the performance of the board and committees as to achievement of goals and direction.

This committee shall be responsible for identifying, recruiting, and mentoring leadership potential for the association and success ional stability for the executive committee.

AD HOC COMMITTEES

Such committees shall be named by the President, who will appoint chairs. Statewide ad hoc committee chairs will convene meetings and report to the First Vice President. The president and/or first VP may also convene committee meetings. Each ad hoc committee will have a statewide chair and the committee shall consist of at least one member from each region

MFA AD HOC COMMITTEES

  • ANNUAL MEETING
  • EDUCATION & OUTREACH/ NETWORKING (INCLUDES FIELD DAYS AS SUB COMMITTEE)
  • GOVERNMENTAL AFFAIRS
  • MASTER LOGGER
  • MEMBERSHIP

The annual meeting committee is responsible for planning the meeting format, selecting program theme, and securing meeting speakers. Subcommittees include: Sponsors, Exhibitors and Silent Auction. Logistical aspects of the event (hotel contracts, mailings, registration, etc.) will be handled by MFA staff. The Annual Meeting rotates from Region to Region on a four year cycle. (Eastern, Mid-State, Western, Mid-State). The chair does not need to be from the host region as long as there is regional representation on the committee.

The education and outreach/networking committee is responsible for planning MFA sponsored workshops or forest tours, and is responsible for coordinating MFA's efforts in cooperative agreements with other organizations

The governmental affairs committee shall be chaired by the Vice President for Governmental Affairs. This committee is responsible for proposing, preparing and reviewing legislation and regulations dealing with forests and forestry. In addition, it will take appropriate actions to testify and otherwise positively influence the outcome of such legislation and/or regulations.

The master logger steering committee shall be responsible for the direction of the Maryland/Delaware Master Logger Program. The state coordinator for the MD/DE Master Logger Program will serve as committee chairman, unless another committee member is named. The committee is composed of the Sustainable Forestry Initiative (SFI) representatives from Maryland's forest industry members (one each from Glatfelter, Red Rock and NewPage), a representative of the Department of Natural Resources Forestry Division, Delaware Department of Forestry, University of Maryland Cooperative Extension Service, and Master Logger Training Coordinators from each of MFA's four regions.

The membership committee is responsible for organizing and implementing efforts for member recruitment and retention. Maintain annual contact with list of members provided by the President and report progress of said contacts at each quarterly board of governor's meeting.

DUTIES OF MFA BOARD MEMBERS

The Board of Governors shall have supervision, control, and direction of the affairs of the Association, its committees, and publications; shall determine its policies; shall actively promote its objectives; and supervise the disbursement of its funds. Board members are elected by the members of the Association and must be current members of the Association.

  • Represent themselves as advocates for forestry on the board and in Association business.
  • Work to insure sound fiscal management of the Associations assets.
  • Attend and actively participate in MFA Board of Governor's quarterly meetings.
  • All Board members are expected to notify the President or Executive Director if they will be absent from a Board meeting.
  • Board members are expected to attend at least 3 of the 4 meetings per year. Any board member who misses two meetings in row is subject to removal from office by a 2/3 vote of the Board members present.
  • Board members serve for a three-year term.
  • Actively serve on at least one MFA committee.
  • Attend and actively participate in MFA regional activities/events in their region.
  • Attend and actively participate in the MFA Annual Meeting.
  • Work with the regional vice president in their region to assist in membership activities, including fundraising.

DUTIES OF THE EXECUTIVE COMMITTEE MEMBERS

The officers are elected by the current Board of Governors for a one year term. Required to be a MFA member in good standing and either a current or past member of the Board of Governors.

  • Perform their duties according to the Association's by-laws
  • Make every effort to attend all executive committee meetings and all board of governors meetings.
  • Encourage members of the board of governors to be active and involved in the business of the Association
  • Participate in Association activities including legislative hearings, field days and regional activities.

    DUTIES OF THE PRESIDENT

    • The President shall be the chief elected officer of the Association and serve as Chairman of both the Board of Governors and the Executive Committee.
    • He or she shall preside at meetings of the Board of Governors, the Executive Committee and the membership.
    • The President shall serve as an ex-officio member of all committees except the Governance Committee and shall make all required appointments of standing and special committees.
    • He or she shall ensure that all orders and resolutions of the Members and Governors are acted upon.

    DUTIES OF THE FIRST VICE PRESIDENT

    • Successor to the current president
    • Fill-in for the president in his or her absence
    • Serve on Governance Committee and coordinate communication with Regional Vice President
    • Direct line of responsibility for ad hoc committees

    DUTIES OF THE REGIONAL VICE PRESIDENTS

    • Serve as the point of contact for the members and Board members from that region
    • Report regional activities and issues at each board of governor's meeting
    • Coordinate at least one regional activity (dinner, workshop, etc.) each year
    • Encourage participation from all regional MFA members
    • Generate a regional news articles for publication in The Crosscut.

DUTIES OF MFA STAFF

At this time, MFA's staff consists of one person who serves as Executive Director and is compensated on a contractual fee basis.

The role of an Executive Director is to design, develop and implement strategic plans for their organization in the most cost effective and time efficient manner. The Executive Director is also responsible for the day-to-day running of the organization, including managing committees and staff, and develops business plans in collaboration with the board for the long term future of the organization. He or she is accountable to the board and the board grants the Executive Director the authority to "run" the company.

Duties to be performed are negotiated and outlined in the annual contract signed by both the MFA president and the executive director. Duties at this time include:

  • Maintains business office of MFA. Keeps MFA records, maintains telephone, FAX and e-mail service.
  • Maintains membership records (database), handles renewals, produces membership directory and lists.
  • Processes all receipts and invoices and forwards them to Treasurer for either deposit or payment.
  • Coordinates, maintains, or provides for membership booth needs at designated MFA activities.
  • Edits, typesets, publishes, and distributes "The Crosscut" on a regular basis to inform members on MFA activities and Maryland forestry issues.
  • Edits, typesets, publishes, and distributes "MFA Legislative Notebook" to set forth current policy and supportive data respecting Maryland forests and the forest products industry and MFA positions on relevant issues, as determined by the Board of Governors and Governmental Affairs Committee.
  • Monitors progress of legislative proposals of the Maryland General Assembly, during and after session to inform the Governmental Affairs Committee and MFA members of bills of interest and their status.
  • Maintains and updates MFA's Bills to Watch webpage. http://mdforests.org/bills.htm
  • Prepares and distributes agendas, minutes, and other documents as needed for meetings of Board of Governors and Executive Committee, and for annual business meeting of membership.
  • In cooperation with Treasurer, maintains financial records and prepares regular reports for Board of Governors and Executive Committee.
  • Coordinates and manages logistics for regional and annual meetings, including contracts with hotels, preparation of registration materials, mailings to members, press releases (pre & post event), and produces convention/meeting materials.
  • Creates and maintains the MFA web site located at http://mdforests.org
  • Serves in an ex officio position on all committees and provides staff to the committees as needed.