Introduction

The Florida Mosquito Control Association (FMCA) is requesting bids from qualified individuals or firms to serve as its Executive Director. This critical role encompasses administrative, financial, and operational responsibilities essential to the FMCA and the FMCF.

The Executive Director is a contracted, non-voting position, reporting directly to the FMCA President and collaborating with the Board of Directors and Executive Committee.

Scope of Services

The selected bidder will be responsible for the following:

Administrative Management

● Work with former interim Executive Director, Dr. Shelley Whitehead of Whitehead Entomology Consulting, LLC, over a 1.5 month transition period.

● Record, maintain, and distribute minutes for all FMCA, FMCF, and Board of Directors meetings.

● Notify members of upcoming meetings and distribute agendas and related materials.

● Maintain membership records, including tracking new registrations and ensuring proper classification of members.

● Manage accounts receivable and payable (not a large number of transactions).

● Maintain FMCA and FMCF historical records.

● Reporting to the entire membership during the annual meeting and the Board of Directors on a regular basis the associations financial health, membership status and significant changes or impacts to the association.

Financial Oversight

● Maintain accurate financial records, including a transparent audit trail.

● Submit monthly financial reports to the President and quarterly updates to the Finance Committee and Board of Directors.

● Assist in creating and monitoring the FMCA annual budget, providing financial recommendations as needed.

● Ensure prompt payment of vendors, adhering to a 30-day payment policy.

● Prepare and distribute annual financial reports for review by the Board and general membership

Event Coordination

● Organize Board of Directors meetings, prepare agendas, take minutes, and manage meeting logistics, including setting up Zoom meetings when necessary.

● Coordinate with the FMCA event planner, CMC & Associates, to ensure the successful planning and execution of FMCA events.

● Attend key FMCA events such as the Annual Meeting, Dodd Short Courses, Fly-In, and Legislative sessions.

● Collaborate with the Board of Directors on programming for FMCA events, including CEU submissions.

● Manage communication and submission for Call for Papers, scholarship applications, travel stipends, award nominations, and election nominations.

Website and Digital Communication

● Maintain and update the FMCA website, including job postings, events, press releases, announcements, and other relevant content.

● Collaborate with the Public Information Committee to secure and upload graphics for events.

● Ensure the Member Portal is current by adding new members, uploading publications, and managing event photos.

Membership Management

● Send out annual dues’ renewal notices by December 1 of the preceding year and track membership confirmations.

● Review and ensure accurate classification of memberships, including verifying district budgets from FDACS for Government Sustaining Members.

Additional Responsibilities

● Provide training and support to Board members and the Finance Committee on financial tracking and operational processes.

● Offer recommendations to improve financial and organizational processes.

● Serve as a liaison between FMCA committees, vendors, and the Board to ensure smooth operations and communication.

Minimum Qualifications

Bidders must demonstrate:

● Proven experience in organizational leadership, financial management, event coordination, and nonprofit operations.

● Familiarity with Florida’s regulatory environment and mosquito control operations is preferred.

● Must be competent in Windows suite, QuickBooks, and Constant Contact membership software.

● Ability to be bonded.

Submission Requirements

Bids must include:

1. A detailed proposal outlining how the bidder will fulfill the responsibilities described above.

2. A fee structure, including a detailed breakdown of costs.

3. References from similar organizations or associations.

4. Documentation of relevant experience, including a resume or organizational profile.

5. If you submit a proposal with multiple employees, please include a resume for all employees and an organizational chart with employees and duties.

Selection Criteria

Bids will be evaluated on:

● Cost-effectiveness.

● Relevant qualifications and experience.

● Ability to meet FMCA’s operational and strategic needs.

Deadline and Submission Instructions

All bids must be submitted by May 8, 2026. Late submissions will not be considered.

Submit bids to Dr. Jorge Rey

● By mail to: 200 9th Street SE, Vero Beach, FL 32962

● By email to: jrey@ufl.edu

For inquiries, contact jrey@ufl.edu.

FMCA Overview

The Florida Mosquito Control Association promotes the science and practice of mosquito control in Florida and supports its members through education, advocacy, and research.

Equal Opportunity

FMCA encourages bids from all qualified individuals and firms, regardless of race, color, religion, sex, national origin, or disability.

The FMCA may reject any submittals in whole or part with or without cause