EXECUTIVE COMMITTEE

President

• Serve as a member of the FLAND Executive Committee and attend monthly meetings

• Oversee all FLAND events and coordinate/communicate with other officers and organizers

  • Liaise with the First-President Elect and Second-President Elect as well as other committee heads and FLAND officers for special events and conferences

• Lead the FLAND Executive Committee/Advisory Board meetings at conferences

  • Inform Executive Committee and Advisory Board members of the meeting date, time, location

  • Create an agenda for the FLAND Executive Committee meeting

• Lead the FLAND membership meeting at conferences

  • Be familiar with Robert's Rules of Order

  • Create an agenda for the FLAND membership meeting

  • Have copies available for the meeting attendees

• Be in charge of the FLAND Banquet and Awards ceremony

  • Create a program for the FLAND Banquet and Awards ceremony

  • Have copies for the attendees

  • Coordinate displays, PowerPoints, music, entertainment, Awards presentations

• Schedule monthly/bimonthly meeting for the FLAND Executive Committee.

  • Create the agenda for each meeting

  • Email the date immediately upon choosing, send reminder email(s)

• Make sure all officers and committee chairs know how to access FLAND job descriptions, committee duties documents, and FLAND Constitution

• Keep receipts of any expenses incurred as part of official duties and turn in to the treasurer immediately

• Write a President’s Message for the issues of The FLAND News that are published during the presidency.

• Have basic knowledge of JNCL-NCLIS, ACTFL, Pro-Lingua Award, Sister Helen Kilzer Award, and Graciela Wilborn (Teacher of the Year) Award

• Appoint chairs and committees as need arises

• Pass on the President's folder, gavel, and Google information to the incoming president at winter meeting

• Present outgoing Past President with gift ($30) at winter meeting

• Send thank you notes and congratulatory cards as needed

• Update FLAND Google calendar and make sure it’s shared with all Executive Committee members

1st President-Elect

• Serve as a member of the FLAND Executive Committee and attend monthly meetings

• Create conferences in conjunction with Exec Board Members:

  • Create conference schedule including time for participant sessions (whole-group and AATs), social events, banquet, FLAND Executive Committee meeting, FLAND Membership meeting

  • Secure class teachers/conference presenters

  • Coordinate continuing ed credit through multi-campus continuing ed divisions in conjunction with instructors of record

    • Discuss: speaking fees, airfare, honorarium/gift, hotel room and meals, photocopy costs

    • Keep in contact with the speaker via email

    • Provide for the necessary technology needs, contact the local arrangements person

    • Arrange transportation to and from airport for speaker

    • Make arrangements with the speaker for free time needs

  • Coordinate conference facilities for all aspects of the conference: banquet, social events (including lunches), class meeting location and rooms within that location, technology needs

  • Secure lodging for out-of-town participants

  • Create and disseminate registration form

  • Send conference information to The FLAND News editor, listserv, and Facebook

  • Plan a FLAND social at discretion of the FLAND board and Spring Fling

• Liaise with the President and Second President-Elect and conference presenters/speakers.

• Serve as a member of the FLAND Executive Committee and attend monthly meetings

• Keep receipts of any expenses incurred as part of official duties and turn in to the treasurer immediately

• Notify ACTFL and Central States Convention publications for the dates of the fall and spring meetings as soon as the dates are set

2nd President-Elect

• Serve as a member of the FLAND Executive Committee and attend monthly meetings

• Organize any displays for conferences.

• Coordinate and set up the Swap Shop.

  • Set up signs, forms and store goods until next conference

  • Use discretion to save items for next year. 

  • Submit Swap Shop explanations and promotions to the FLAND News and/or listserv and/or Facebook (template in drive)

• Coordinate, set up, and take down the Silent Auction.

  • Set up signs, forms and store goods until next conference

  • Use discretion to move Silent Auction items to Swap Shop.  

  • Bring writing utensils, Silent Auction forms (template in drive)

  • Submit Silent Auction explanations and promotions to the FLAND News and/or listserv and/or Facebook (template in drive)

  • Report proceeds from the Silent Auction to FLAND News sources.

• Make/obtain building signage for conferences.

• Obtain refreshments for conferences: snacks and beverages. Submit any receipts for reimbursement to the FLAND treasurer.

  • Work with site host (if applicable)

• Coordinate with First President-Elect to prepare gift bags/folders of materials for registered summer conference attendees: copies of the conference schedule, event city promo/infor material, other supplies.

• Obtain door prizes for a drawing at the Banquet and conferences. Bring slips of paper.

• Liaise with the President and First-President Elect

Secretary

1. Serve as a member of the FLAND Executive Committee and attend monthly meetings

2. Keep the minutes of FLAND Executive Committee meetings and business/membership meetings of the group 

3. Submit copies of minutes to the FLAND newsletter editor for publication

4. Keep receipts of any expenses incurred as part of official duties and turn in to the treasurer immediately

5. Serve a two-year term of office 

6. Limited to two terms

Treasurer

• Serve as a member of the FLAND Executive Committee and attend monthly meetings

1. Keep the financial records of FLAND

2. Handle the registration at the FLAND conferences

3. Provide a list of the FLAND members to participants at meetings including name, address, school, phone numbers, email addresses, etc.

4. Inform members - through the newsletter - of dues deadlines

5. Pay all FLAND bills including:

   1. JNCL-NCLIS advocacy dues

   2. ACTFL dues

   3. IRS in January: www.irs.gov/990n

   4. Secretary of State non-profit corporation annual fees

   5. Trade name filing fees (5 years 2015-2020) with the Secretary of State

6. Transfer name authorization for banking Gate City Bank, savings, CD accounts upon taking office.

7. Submit copies of minutes and financial reports to the FLAND newsletter editor for publication

8. Keep all receipts of expenses

9. Serves a two year term of office

10. Limited to two terms

11. Pay presenters:

$100 per hour of instruction for Credit classes (15 hrs minimum for credit) 

1. Payment does not include Idea Share sessions

• $100 extra for prep and credit submission for continuing ed classes

• $20 for main conference site host if conference at location other than hotel

• Non-credit conferences, according to presentation time**

• Less than one hour: donation of time

• 1 hour to 1 hour 55 minutes: Conference fee waived 

• 2+ hours: Conference fee waived and stipend for $50 per hour (with a cap of $150)

12. Barb Beach Award: The FLAND Treasurer will need to send the name(s) of the applicant(s) receiving the scholarship to the North Dakota Community Foundation so that the Foundation 

knows that the money is going to be used as intended. The FLAND Treasurer should also send the name(s) of the applicant(s) receiving the scholarship to the First President-Elect as it is expected that the applicant who receives the scholarship will present a workshop at a FLAND conference after the study abroad experience.

The PIN for the Barb Beach Foreign Study Abroad Scholarship account at the North Dakota Community should be in the FLAND Treasurer’s information. A second PIN holder should have a separate PIN as a back-up account designee for this. 

The FLAND Treasurer should contact Amy Stromsodt at the North Dakota Community Foundation (Amy@ndcf.net or 701-741-3193). FLAND should receive the entire amount the scholarship applicants have requested and from there disburse the payments as indicated in the scholarship application (half before travel and the remainder after travel provided applicant shows receipts of travel and study expenses.) Payment of the scholarship amounts should be made directly to the applicant.

ADVISORY BOARD

Past President

• Member of the Advisory Board

• Serve as chairperson for the Pro-Lingua Award committee with the two previous past presidents (Three member committee)

• Member of the Sister Helen Kilzer Lifetime Service Award Committee with the chairperson being the most recent past President.. (Three member committee)

• Meet the FLAND newsletter deadlines

  1. Calls for nominations

  2. Write-ups about winners (photos, too)

• Keep receipts of any expenses incurred as part of official duties and turn in to the treasurer immediately

FLAND News

• Member of the Advisory Board

• Attend the Executive Committee Meetings. Make recommendations to the Association and to assist the Executive Committee with the activities and administration of the Association.

• Publish at least two newsletters each year

  • With the current transition to summer / winter conferences, it would serve the organization well to publish in Sept, Dec. May

• Send reminders to key people at least one month before the publishing date.

• Gather articles from these people for each newsletter

  • President -- President’s message

  • First President Elect -- program agenda and registration form (limited in a Sept issue)

  • Secretary -- secretary’s report from the last meeting

  • Treasurer -- current treasurer’s report

• In each newsletter include

  • List of officers

  • Dates of upcoming conferences / events

  • FLAND membership form

• In the issue following the Summer Conference include these articles in a Sept issue (contact committee chairs)

  • Announcement of the Teacher of the Year 

  • Announcement of a Pro Lingua Award Recipient (if any)

  • Announcement of Sr. Helen Award Recipient (if any)

  • Announcement of the Herb Boswau Memorial Scholarship

  • Announcement of the Barb Beach Foreign Study Abroad Scholarship

• In a December issue include the following:

  • Program agenda and registration form for the winter conference

  • Awards Nomination information:  TOY, Pro Lingua, Sr. Helen Kilzer

• In a May issue include the following:

  • Summer conference agenda & registration form

Webmaster (if member)

• Member of the Advisory Board

• Attend the Executive Committee Meetings. Make recommendations to the Association and to assist the Executive Committee with the activities and administration of the Association.

• Update website regularly with conference information, award recipients, and other important FLAND information.

• Maintain FLAND News Archive in Google Drive

• Update Officers and Committee members page annually

• Update Awards and Opportunities pages with current years and proper addresses. 

• Update Contest page whenever there is a contest

• Update the Constitution and By-Laws page with every change, save record of old constitutions. 

• Update documents pertaining to membership, awards and opportunities to reflect current years, names and mailing addresses. 

• Update the Legislature page after elections

• Update the Seal of Biliteracy Page with cooperation with the committee

• Create all graphics

• Create and delete any orphan pages when necessary

Historian

• Member of the Advisory Board

• Attend the Executive Committee Meetings. Make recommendations to the Association and to assist the Executive Committee with the activities and administration of the Association.

• Keep in possession the past FLAND News editions

• Print and collect new FLAND News editions

• Keep in possession past photo albums

• Maintain photo records of FLAND Conferences (with Past President)

• Suggested qualifications - Have a background of FLAND membership and conference attendance 

• Be prepared to look for information should the need arise

  • FYI: Many records of the FLAND News can be found at the Special Collections in the Chester Fritz Library at UND. This should be looked into and maybe the new ones added to that collection. 

Some Photo Albums are located in the Red River FL Storage. 

Public Relations Coordinator

• Member of the Advisory Board

• Attend the Executive Committee Meetings. Make recommendations to the Association and to assist the Executive Committee with the activities and administration of the Association.

AATs Presidents

• Member of the Advisory Board

• Attend the Executive Committee Meetings. Make recommendations to the Association and to assist the Executive Committee with the activities and administration of the Association.

COMMITTEES

Sister Helen Kilzer Lifetime Service Award 

Eligible Candidate:

Eligible candidates include anyone who has previously served in the field of world language teaching and learning in any state and who has since retired from the profession yet continues to actively demonstrate a commitment to developing and promoting awareness within the field of world language teaching and learning in North Dakota

During their teaching careers, eligible candidates must have had some involvement in FLAND or the professional organization in their state. Retired teachers are granted free lifetime membership in FLAND, but current membership is not necessary in order to be considered for this honor.

Retired teachers who serve as substitute teachers, whether short term or long term, are eligible for the award.

Candidates may not serve on the selection committee in the same year they are determined to be possible recipients of the award. 

Award Development Committee: Sandra Meidinger, Barb Beach, & Missy Klajda

I. About the Award

The Sister Helen Kilzer Lifetime Service Award was created for two purposes: first, to honor Sister Helen Kilzer, who has demonstrated a lifetime of service to the teaching and learning of world language and cultures; second, to honor those, such as retired teachers and professionals who have served in the profession of the teaching and learning of world language and cultures; and who, like Sister Helen Kilzer, continue to demonstrate a lifetime commitment to the teaching and learning of the world languages and cultures even after retirement.

The first Sister Helen Kilzer Lifetime Service Award was given to Sister Helen herself in 2010. Thereafter, the Sister Helen Kilzer Lifetime Service Award will be awarded annually, beginning in 2011, to one person who meets the criteria set forth by the Foreign Language Association of North Dakota (FLAND) and the Sister Helen Kilzer Lifetime Service Award Committee, which will be created upon the official acceptance of this award into the FLAND by-laws. The specific duties of the committee are defined in proceeding sections.

The authors of this award were Barb Beach, FLAND historian; Sandra Meidinger, FLAND public relations coordinator; and Melissa Klajda; second-president elect in 2009-2010. 

Sister Helen Lifetime Service Award

Application form available on FLAND’s website: fland.us

Applications must be postmarked by May 1.

Pro Lingua Award Committee

Pro Lingua Award Committee and Nomination Guidelines:

• The FLAND President appoints the Pro Lingua Award Committee.

• The Past President of FLAND is the committee chair.

• The award will be a framed certificate and does not have to be awarded every year, nor is it limited to one person per year.

• The nomination must be in writing and submitted to the Chairperson by May 1.

• The nominee may be someone outside the field of education.

• The candidate must have actively promoted foreign language study and/or international exchanges and understanding at the local, state, or national level.

• The nomination must include a description of the candidate's contributions, activities, service and leadership which have led to this award.

• The nomination must also include letters of reference from at least three people who can testify that the candidate has demonstrated support for language and global education.

• Four (4) copies of each nomination should be sent to the Committee Chair. 

Pro Lingua Award Nomination Guidelines

1. The nomination must be in writing and submitted to the Chairperson by May 1.

2. The nominee must be someone outside the field of foreign language education 

3. The candidate must have actively promoted foreign language study and/or international exchanges and understanding at the local, state, or national level. 

4. The nomination must include a description of the candidate's contributions, activities, service and leadership which have led to this award. 

5. The nomination must also include letters of reference from at least two people who can testify that the candidate has demonstrated support for language and global education. 

Three copies of the documentation must be submitted to the committee chairperson who will distribute the materials to the other committee members.

Teacher of the Year Committee

Herb Boswau Scholarship Committee

Barb Beach Foreign Study Abroad Scholarship

A committee comprising the three FLAND past presidents shall review applications and determine scholarship awardees. The application information and form are in a separate document located on the FLAND website. The Chair of the Barb Beach Foreign Study Abroad Scholarship Committee will receive the applications and share them with the other committee members. The committee will review the applications and determine the recipient(s). A point system shall be used to determine the person(s) who shall receive the scholarship should more than one person apply and funds are not available for multiple recipients. A recipient of the scholarship will not be eligible again for 5 years. 

Pay rates/scale for presenters†

• $100 per hour of instruction for Credit classes (15 hrs minimum for credit) 

  1. Payment does not include Idea Share sessions

• $100 extra for prep and credit submission for continuing ed classes

• $20 for main conference site host if conference at location other than hotel

• Non-credit conferences, according to presentation time**

• Less than one hour: donation of time

• 1 hour to 1 hour 55 minutes: Conference fee waived 

• 2+ hours: Conference fee waived and stipend for $50 per hour (with a cap of $150)

**Does not apply to scholarship recipients (Herb Boswau Memorial Scholarship, Past-President) who are expected to present as a courtesy after receiving a FLAND scholarship.

†Presenters must be members of FLAND unless representing outside agencies. These presenters would only be at the conference while they shared their information; if they want to participate in the conference they must pay the registration and concomitant fees. Presenters are determined by invitation and/or application process via a CFP (Call for Proposals).

(Revised around 2020)