Board Duties

President

The President or a designee shall be the Chief Executive Officer of the Association, preside at all meetings of the Board of Directors and members at which he/she is present and make the annual report to the members. He/She shall have general charge of the business and affairs of the Association subject to the control of the Board of Directors, may execute in the name of the Association any authorized obligation or other instrument and shall perform such other functions as may be prescribed by the Board from time to time.

The President shall be responsible for the conduct of the finances and relations of the Association with its members and with the public. He/She may delegate from time to time such powers as he/she may specify in writing, with such terms and conditions, if any, as he/she may set forth.

The President shall be responsible for annually reviewing the Bylaws and making recommendations to the Board of Directors.

The President will appoint special committees or subcommittees as may be required by the Bylaws or as he/she may find necessary. He/She will also appoint replacements to complete the unexpired term of any office for which a vacancy occurs, subject to ratification by the Board of Directors. All Officers and Committee Chairpersons will undertake special projects at the request of the President.

Vice President/Treasurer

The Vice President/Treasurer or a designee will assist the President and in the absence of the President, will function in the capacity of the President. The Vice President/Treasurer or a designee will collect dues and deposit or disburse all funds of the Association. He/She will maintain a record of cash receipts and disbursements and make a Fiscal Year financial report to the membership at the September meeting for the prior Fiscal Year. The Vice President/Treasurer will be responsible for the preparation of the annual budget to be voted on at the Annual Meeting and for scheduling the annual compilation by a CPA firm approved by the Board of Directors, as well as any filings required by government agencies and performs all other duties relative to the office of Vice President/Treasurer. Another authorized signer will sign all reimbursements to the Vice President/Treasurer.

 

Secretary

The Secretary or a designee will maintain the minute book of the Association, retain the corporate seal, mail various notices to members, maintain an attendance record of members - with the assistance of the Membership Chairperson, and will perform all other duties relative to the office of Secretary. The Secretary will file CCM/CTP reports as required each year.

Conference Committee Chairperson

The Conference Chairperson or a designee shall be responsible, with guidance from the Board of Directors, for the overall planning through fruition of the Association’s conference(s). The Chairperson shall appoint additional members to assist with the conference planning including, but not limited to, vice-chairperson, program and speakers, publicity and public relations and finance and sponsorship. The Chairperson may select outside consultants and/or vendors required to assist the Conference Committee, subject to the approval of the Board of Directors, including, but not limited to, conference manager/consultant, mailing list coordinator, registration, equipment rental vendors, and conference facility, all within the confines of the Association’s budget as it relates to the conference(s).

The Conference Committee Chairperson will provide written conference status to the Board at the scheduled Board meetings to include budgeted expenditures to date. The Chairperson shall provide a full written conference budget 30 days prior to the conference date, and will provide a written conference income and expense statement to the Board at the Board meeting following the conference.

Government Relations/Publicity/Newsletter Committee Chairperson

The Government Relations/Publicity/Newsletter Committee Chairperson or a designee shall be responsible, with guidance from the Board of Directors, for the distribution of Government Relations Updates obtained from the AFP, and other sources, the publishing of a newsletter to the Board of Directors and other members of the Association. The Chairperson shall be responsible for obtaining written permission prior to reprinting any published articles from other sources in the AFPWNY Newsletter. The Chairperson or a designee shall be responsible, with guidance from the Board of Directors, for marketing the Association to the public. This would include radio, television and newspaper announcements of upcoming meetings/events. The Chairperson may appoint additional members to the committee.

Meeting Committee Chairperson

The Meeting Committee Chairperson or a designee shall be responsible, with guidance from the Board of Directors, for the location, meal selection, communication of the Notice of Meeting, and all other such arrangements for the meetings including the Telephone Committee. The Chairperson shall appoint additional members to the committee.

Membership Committee Chairperson

The Membership Committee Chairperson or a designee shall be responsible, with guidance from the Board of Directors, for notifying the Board of potential new members, follow up on decision back to potential member, maintaining a membership roster, and welcoming new members to the Association. The Chairperson shall appoint additional members to the committee.

Website Committee Chairperson

The Website Committee Chairperson or a designee shall be responsible, with guidance from the Board of Directors, for updating and maintaining the website. The Chairperson shall appoint additional members to the committee.

Nomination Committee Chairperson

The Nomination Committee Chairperson will be the immediate Past President and shall be responsible, with guidance from the Board of Directors, for recommending to the Board, at the Board meeting immediately prior to the annual meeting, a slate of Officers and Chairpersons for the Association’s following Fiscal Year. The Chairperson shall appoint additional members to the committee to include, but not limited to, the current President and Vice President/Treasurer.

Program Committee Chairperson

The Program Committee Chairperson or a designee shall be responsible, with guidance from the Board of Directors, for providing programs for Association meetings. In this capacity, the Chairperson has authority to contract with speakers and spend Association money for speaker honoraria and travel expenses subject to the approval of the Board of Directors. Because educational programs are essential to the vitality of the Association, the Chairperson is encouraged to involve several members in this activity. The Program Chairperson may appoint additional members to the committee.