A.   NUMBER, ELECTION, TERMS AND QUALIFICATIONS:

The officers shall comprise of:

  • President,
  • Vice President
  • Treasurer
  • Secretary
  • Assistant Secretary/Treasurer
  • Three Associate Members
  • and one past member who is an Ex Officio and has no voting rights.

Officers shall be elected by and from the Active Membership of the Association.  All elected officers shall serve in the elected position for two years, and may be re-elected for a second consecutive term in the same position after their term expires. To be an officer, the person must have been an active member for at least one year.


B.   DUTIES OF BOARD MEMBERS:

  • Unless stated otherwise herein, officers shall perform duties prescribed by the State, City and Federal Laws, the Articles of Incorporation, the Bylaws of the Association and the Executive Board.
  • All officers shall surrender to the newly installed President and respective officers all accounts, record books, papers and/or other property belonging to the Association within two weeks following the expiration of their respective terms of office.

C.   EXECUTIVE BOARD MEMBERS

  • Must pledge and sign the Association’s Oath of Office, Confidentiality Statement and Code of Conduct Guidelines.
  • All committee chairs and co-chairs must pledge and sign to uphold the association’s oath of office and code of conduct.
  • A copy of said signed statements must be kept in the Association’s records.

COMPOSITION:

The Executive Board shall consist of the elected officers:

  • President
  • Vice President
  • Secretary
  • Treasurer
  • Assistant Secretary/Treasurer
  • Three Executive Board Members
  • and one past member who is an Ex Officio and has no voting rights).

DUTIES:

    • The Corporate powers, affairs, policies, and property of the Association shall be exercised, conducted and controlled by the Executive Board.
    • The primary function of the Executive Board is to formulate and implement the policies of the Association.

RESPONSIBILITIES:

  • The Ex Officio can attend all meetings of the Executive Board but has no voting rights. He/she will act as an advisory and does not constitute a quorum.

PRESIDENT:

The President shall:

  1. Call all meetings of the Executive Board (hereinafter known as “EB”).
  2. Chair the Executive Board Meetings and preside over all EB and General Meetings.
  3. Appoint ad hoc committees as needed to efficiently carry on the functions of the Association.
  4. Oversee the functions of the Executive Members and chairs of committees.
  5. Call emergency meetings in the event that decisions need to be made that affect the association.
  6. Resign from his/her position by presenting a letter of resignation to the current Board.

 The Vice President will assume the President’s duties in case of the President’s resignation.

 


VICE  PRESIDENT:

The Vice President shall:

  1. Perform the duties of the President in his/her absence, or if the President resigns.
  2. Perform any duties as delegated by the President.
  3. Act as a liaison between the Standing Committees and the Executive Board.
  4. Co-sign checks in the absence of the Treasurer.
  5. Communicate the agenda to all Executive Board members two weeks prior to the meetings.
  6. Communicate the agenda to all members thirty (30) days prior to the General Meeting.
  7. Resign his/her position after he/she presents a letter of resignation to the current Executive Board.

The President will assume the Vice President’s duties in the case of his/her resignation

 


TREASURER:

The Treasurer shall:

  1. Maintain accurate record keeping of all financial transactions in accordance with the general accounting principles.
  2. Collect all monies, and deposit such funds in the Association’s account in the bank within five to seven business days of collection.
  3. Maintain at least two records of accounts:(i) The primary account shall have ninety percent (90%) of all funds raised for fulfilling projects identified by the Project Planning Committee and approved by the Executive Board.(ii) The secondary account shall have all membership dues, ten percent (10%) of all funds raised by the Fund Raising/Events Committee and any other funds raised to be used for the operating costs of the Association.
  4. d) Pay such bills as have been approved in writing by the Executive Board.
  5. Keep an itemized account of all receipts and disbursements.
  6. Disburse advances for customary expenses on condition that approved check request, receipts and/or applicable refunds must be provided to the Treasurer within 30 days of the disbursement unless a valid written explanation is submitted and accepted by the Executive Board.
  7. Present a financial report at every Executive Board and General Meetings.
  8. Maintain custody of bank materials and monies of the Organization.
  9. Maintain financial records as required by law and prepare for auditing upon request.
  10. Do not make any checks payable to cash.
  11. Immediately notify respective Committee chairs of any returned checks and follow up to ensure full restitution including all applicable bank charges.
  12. Co-sign all bank checks.
  13. Resign his/her position after he/she presents a letter of resignation to the current Executive Board giving one month’s advance notice.

NB: The Executive Committee shall appoint an interim Treasurer from the current financial members. This process of appointment should begin immediately upon receipt of the Treasurer’s resignation, and be completed within one month.

The interim Treasurer position will be held by the individual until the next AGM at which time there will be a vote for a Treasurer.

 


SECRETARY:

The Secretary shall:

  1. Record and keep minutes of the Executive Board/General Meetings and distribute accurate copies of the minutes to all appropriate persons within thirty (30) days after the meeting date.
  2. Develop an agenda for all general, membership and Executive meetings.
  3. Keep an accurate record of the names and addresses of all members.
  4. Serve as an historian to the Association during his/her term of office.
  5. Notify all officers and Committee chairpersons of their election or appointment to their respective positions in writing and advise those who have not been elected.
  6. Be responsible for all external correspondence to other Associations, letters of invitations or inquiry, thank you letters and other business correspondence.
  7. Notify all members of changes or cancellations of meetings.
  8. Preserve all papers, letters, and transactions of the Organization for a period of seven years with any intended destruction of this material after that time period receiving prior approval of the Executive Board.
  9. Present a letter of resignation to the current Executive Board upon resigning from his/her position.

The Assistant Secretary/Treasurer will assume the Secretary’s duties.


ASSISTANT SECRETARY/TREASURER:

The Assistant Secretary/Treasurer shall:

  1.  Provide overall assistance and support to the Secretary and Treasurer.
  2. Ensure that committees adhere to established financial procedures.
  3. Assist the Treasurer with the collection and deposit of funds.
  4. Present financial reports at meeting in the absence of Treasurer.
  5. Co-sign bank checks in the absence of the Treasurer and Secretary.