Off/Board Job Desc.

Job Descriptions for WAA Board and Officers

2.2       Election of WAA Officers and Directors.  A candidate for the position of WAA Officer or Director must be a current Full Member in good standing.   Members shall be elected to these positions by vote of existing Full Members in good standing.     An affirmative vote of two-thirds of the Full Members shall be required for election.  If after two attempts to request votes from the Full Members the response is less than two-thirds the total votes available will be used to determine the outcome of the election.  The first attempt to communicate the ballot and request votes must be made no later than 6 weeks prior to final voting deadline and the second attempt to communicate and request votes must be made no later than 3 weeks prior to the election.  Officers and Directors will be elected for a 12 month period based on Calendar year.  Re-election is required to continue service beyond the 12 month period.

 

4.1       General Powers.  The affairs of the Corporation shall be managed by its Officers and Directors.  Officers and Directors need not be residents of Texas but must be Full members of the Corporation.   

4.2       Number, Tenure and Qualification.  The minimum number of Directors shall be three (3).  Each Director shall hold office until the next annual meeting of members and until his successor shall have been elected and qualified.  The minimum number of Officers shall be four (4) consisting of the President, Vice-President, Treasurer and Secretary.  Each Officer shall hold office until the next annual meeting of members and until his successor shall have been elected and qualified. 

 

BOARD OF DIRECTORS

 

The Board of Directors, known as the Directors, assists with the management and direction of the Westchester Alumni Association by the elected Officers.  Directors are expected to attend all Officer and Board meetings and are subject to the same attendance guidelines stipulated in the By-Laws of the Westchester Alumni Association.  Directors may also serve as Committee Heads and Committee members during their tenure.

 

OFFICERS

PRESIDENT DUTIES

The President should be familiar with the duties of the other officers and committee chairpersons as well as the General Guidelines for committees.

The President shall maintain a directory of officers and committees.

The President’s permanent files from the previous years should be stored off-site.  The President permanent file from the previous year should be passed to the current year’s President.

Provide overall direction for the Association and guidance for the activities of the Committee Chairs / committees.

5.5       President.  The President shall be the principal executive officer of the Corporation and shall in general supervise and control all of the business and affairs of the Corporation.  He shall preside at all meetings of the members and of the Officers and Directors.  He may sign, with the Secretary or any other proper officer of the Corporation authorized by the Officers and Directors, any deeds, mortgages, bonds, contracts, or other instruments which the Officers and Directors have authorized to be executed, except in cases where the signing and execution thereof shall be expressly delegated by the Officers and Directors or by these bylaws or by statute to some other officer or agent of the Corporation; and in general he shall perform all duties incident to the office of President and such other duties as may be prescribed by the Directors from time to time. 

 
VICE-PRESIDENT-DUTIES

The Vice-President-Elect shall assist the President in all administrative functions, and will fulfill/assume vice-presidential responsibilities in 2007.  In the event the President is absent or unable to complete the term of office the Vice-President will assume the role of President for the remainder of the term and a new Vice-President will be appointed by the Board of Directors. 

The Vice-President should be familiar with the duties of the other officers and committee chairpersons as well as the General Guidelines for committees.

The Vice-President shall officiate at the meeting when the President is absent.

The Vice-President shall maintain a directory of officers and committees.

5.6       Vice?President.  In the absence of the President or in the event of his inability or refusal to act, the Vice-President (or in the event there be more than one Vice President, the Vice Presidents in order of their election) shall perform the duties of the President, and when so acting shall have all the powers of and be subject to all the restrictions of the President.  Any Vice President shall perform such other duties as from time to time may be assigned to him by the President or Directors. 

 
SECRETARY’S DUTIES

The Secretary shall be responsible for recording minutes, resolutions, votes and any other pertinent issues and shall safeguard and maintain the permanent records of the office. 

The Secretary should be familiar with the duties of the other officers and committee chairpersons as well as the General Guidelines for committees.

The Secretary shall assist the President as requested in the preparation of the agenda.

The Secretary shall present copies of minutes from previous months’ meetings for Board approval and provide copies of minutes for each officer.

The Secretary shall maintain a permanent file of officer minutes, membership-meeting minutes, financial reports, By-Laws, speakers for the year, and other information needed in the permanent records.

The Secretary is responsible for ordering stationary and envelopes.

The Secretary’s permanent files from previous years should be stored off-site. The Secretary’s permanent file from the previous year should be passed to the current year’s Secretary.

5.8       Secretary.  The Secretary keeps the minutes of the meetings of the members and of the Directors in one or more books provided for that purpose; give all notices in accordance with the provisions of these bylaws or as required by law; be custodian of the corporate records and of the seal of the corporation, and affix the seal of the Corporation to all documents, the execution of which on behalf of the Corporation under its seal is duly authorized in accordance with the provisions of these bylaws; keep a register of the post-office address of each member which shall be furnished to the Secretary by each member; and in general perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned to him by the President or by the Directors.

 
TREASURER’S DUTIES

The Treasurer shall collect all monies due, manage the chapter finances, sign checks, prepare monthly financial reports for the board and membership and shall safeguard and maintain the permanent records of the office.  The Treasurer should be familiar with the duties of the other officers and committee chairpersons as well as the General Guidelines for committees.

The Treasurer will review the Treasurer’s Funds Reports submitted by committee chairpersons or officers for transmittal of receipts.  Deposits should be made to the bank account as soon as possible.  The Treasurer will record and identify the various types of receipts.

The Treasurer will review the Treasurer’s request for Reimbursement Form submitted by committee chairpersons or officers for reimbursement of expenditures.  Checks may be made payable directly to a vendor, restaurant, or other establishment as requested by a member of the chapter and approved by another officer.

The Treasurer shall present current financial reports for Board approval at the monthly Board meetings and provide copies of these reports for each officer.  The Treasurer will prepare an annual financial summary report, with copies for each officer and for the Treasurer’s permanent file.

The Treasurer will prepare the annual 990 tax return as required by the Internal Revenue Service.

The Treasurer will report the status of the Chapter’s finances at each membership meeting.  If the report differs from the one given the officers at the officers’ meeting, amended copies should be presented to each officer at that time.

The Treasurer will periodically (at least twice a year) review the Treasurer’s files with the President.

Following elections, the outgoing Treasurer will request the necessary signature cards for the new officers.

The Treasurer’s permanent files from previous years should be stored off-site. The Treasurer’s permanent file for the previous year shall be passed to the current Treasurer.  The permanent file will contain the Monthly Financial Reports, an Annual Summary of Receipts and Expenditures, the Annual Tax Return, and other information needed for permanent retention

5.7       Treasurer.  If required by the Directors, the Treasurer shall give a bond for the faithful discharge of his duties in such sum and with such surety or sureties as the Directors shall determine.  He shall have charge and custody of and be responsible for all funds and securities of the Corporation; receive and give receipts for monies due and payable to the corporation from any source whatsoever, and deposit all such monies in the name of the Corporation in such banks, trust companies or other depositaries as shall be selected in accordance with the provision of Article 7 of these bylaws; and in general perform all the duties incident to the office of Treasurer and such other duties as from time to time may be assigned to him by the President or by the Directors. 

 

 

 



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