Board Of Directors Duties & Responsibilities
Excerpt from Pikes Peak Chapter Bylaws Revised November 13, 2012 Pages 2-6
ARTICLE V - OFFICERS, QUALIFICATIONS, NOMINATION AND ELECTION, TERM, AND DUTIES Section 1 . Officers The chapter officers shall be: president, president-elect, vice president, secretary, chapter liaison, and treasurer. Section 2. Qualifications A. A candidate for office shall have been a professional or professional-merited member for at least six months prior to election. B. A candidate for the office of president shall have served as an officer of this chapter for at least one full year prior to the time of election. C. No member shall hold a division office while serving as a chapter officer, except to allow for normal overlap in difference of election times. Section 3. Nomination and Election A. The nominating committee shall consist of three chapter members, who shall be elected by the membership at the November chapter meeting. Within one week after their election, the committee shall elect a chair and inform the parliamentarian of this selection. B. The nominating committee shall submit to the members a slate of one or more candidates for each office at the March chapter meeting, and their names and IAAP background shall be published in the April issue of the Cog Road. C. Nominations may also be made from the floor prior to the election and such nominees shall be entered on the slate, provided their qualifications are given at the time of nomination and provided they have consented to the nomination. Members nominated from the floor who are not present at the election meeting shall have submitted a signed letter of consent for nomination. D. Officers shall be elected by ballot at the April chapter meeting by a majority of votes cast, except that if there is only one candidate for each office, the officers may be elected by voice vote. Page 3 Pikes Peak Chapter Bylaws Revised November 13, 2012
Section 4. Term of Office A. The term of office shall coincide with the fiscal year for IAAP (July 1 through June 30) and shall be for one year, or until successors are elected. B. Officers shall serve no more than two consecutive terms in the same office, with the exception of president and president-elect serving one term each. C. Within 30 days after the close of their terms all outgoing officers, except the treasurer, shall transfer to the incoming officers all records of office in their custody. The records of the treasurer shall be transferred to the financial review committee no later than August 15 of each year. Section 5. Duties Chapter officers shall be obligated to uphold and represent the interests of IAAP and the profession as a whole. Chapter officers shall perform the duties prescribed by the bylaws and by the parliamentary authority adopted by IAAP, and shall attend all board of directors and chapter meetings unless excused by the president for good reason. Two successive unexcused absences will constitute neglect of duty. A. The president shall: 1. Serve as the presiding officer at chapter meetings and meetings of the board of directors.
2. Subject to the approval of the board of directors, appoint all standing and special committees, with the exception of the nominating committee. 3. Be a member ex-officio of all committees except the nominating committee. 4. Call meetings of the board of directors whenever such meetings are necessary. 5. Notify IAAP headquarters and division, on the form provided by headquarters, of the names and contact information of the officers of this chapter immediately after election. 6. Notify IAAP headquarters and division of any changes in officers which may occur during the year. 7. Keep the division president fully informed on all matters concerning the chapter. 8. The president shall appoint a parliamentary advisor who will attend all board of directors meetings as an advisor. 9. Shall be bonded in an amount set by the board of directors, the premium to be paid from chapter funds. 10. Sign all contracts or letters of agreement entered into by the chapter. 11. Communicate with the membership via use of the chapter master email list. B. The president-elect shall: 1. In the absence of the president, serve as presiding officer at chapter meetings or meetings of the board of directors. 2. In the event of a vacancy in the office of president, succeed to the office for the unexpired term. 3. Perform such other duties as may be assigned by the board of directors. 4. Assist the president, and perform any duties assigned by the president. 5. Shall co-chair the administrative professionals week (APW) committee with the chapter vice president. 6. Shall be the board contact of the finance committee. C. The vice president shall: 1. Assist the president, preside at all meetings in the absence of the president and president-elect, and perform any duties assigned by the president. 2. Plan and arrange for all programs for regular chapter meetings. 3. Co-chair the administrative professionals week (APW) committee with the chapter president-elect. 4. Perform such other duties as may be assigned by the board of directors. D. The secretary shall: 1. Be responsible for the minutes of all chapter and board of directors meetings. 2. Keep on file the official copies of the international bylaws and standing rules, the division bylaws and standing rules, and the chapter bylaws and standing rules, and all amendments thereto, and the chapter charter. 3. Perform such other duties as may be assigned by the board of directors. 4. Shall be the board contact of the membership committee. E. The chapter liaison shall: 1. Present correspondence received to the membership, either at a chapter meeting or via the Cog Road newsletter. 2. Manage chapter correspondence as directed by the president. 3. Upon installation of officers, file the names and addresses of such officers with the Chamber of Commerce and local newspapers, and provide updates during the year, if necessary. 4. Provide regular meeting invitation to the chapter president for distribution to the chapter members no later than the first day of the month before that month’s meeting. 5. Provide special meeting invitation to the chapter president as required. 6. Maintain hosts and greeters lists and coordinate the monthly hosts and greeters for all regular and special meetings. 7. Provide guidelines for monthly hosts and greeters to use in preparation of the monthly meeting.
8. Perform such other duties as may be assigned by the board of directors. 9. Shall be the board contact of the publicity committee. 10. Shall provide to the membership on-line or written surveys and results regarding chapter activities, as approved by the board of directors. F. The treasurer shall: 1. Be responsible for all funds of the chapter and for the records of its financial affairs. 2. Make disbursements only as authorized by the chapter, either by specific action or by adoption of a budget and by vote of the board of directors. 3. Pay all bills promptly after approval by the board of directors, and sign all checks. 4. Make a monthly report to the chapter. 5. Financial report covering the term of office shall be ready for financial review no later than August 15 each year. 6. Shall be the board contact of the ways and means committee. 7. Perform such other duties as may be assigned by the board of directors. 8. Shall be bonded in an amount set by the board of directors, the premium to be paid from chapter funds. Section 6. Vacancy A. If a vacancy occurs in the office of president, the president-elect shall succeed to the office of president for the unexpired term and shall continue in the office of president for the following year. B. If a vacancy occurs in the office of president-elect, the vice president shall succeed to the office of presidentelect for the unexpired term and shall continue in the office of president-elect for the following year. C. If a vacancy occurs in the office of vice president, the nominating committee shall present nominees for a special election at the next regular or special chapter meeting to fill the office of vice president. D. A vacancy in any other office (secretary, chapter liaison, treasurer), shall be filled for the unexpired term by appointment from the membership of the chapter by the board of directors. E. An officer, with the exception of the treasurer, vacating an office before the expiration of the term, shall, within 30 days, transfer all records of the office as instructed by the board of directors. In the event the treasurer vacates the office before the expiration of the term, for any reason, the financial records shall be immediately transferred to either the president or the financial review committee. A financial review of the treasurer's records shall be completed within ten days and the financial records delivered as instructed by the board of directors. F. The board of directors may, by a two-thirds vote of its membership, remove any officer for misconduct or neglect of duty. The board of directors shall request the resignation of such officer from the respective office. If the resignation is not received by the board of directors within ten days from the date of request, the board of directors shall declare the office vacant, and such office shall ARTICLE VI - BOARD OF DIRECTORS Section 1. Composition The elected officers of this chapter shall constitute the board of directors. Section 2. Meetings A. The board of directors shall meet monthly to conduct the business of the chapter at a time designated by the board of directors. B. Special meetings of the board may be called by the president, or upon the request of a majority of the board of directors, with due notice given to all members of the board of directors.
Section 3. Duties A. The board of directors shall approve all bills of the chapter and committees, whether standing or special, and authorize payment to be made by the treasurer. B. The board of directors shall have the authority to enter into contracts and agreements on behalf of the chapter, and this authority shall be exercised only by them or upon delegation by them. Section 4. Quorum A quorum shall be a majority of the elected members of the board of directors. A majority vote cast by e-mail or postal mail between meetings and in person during meetings shall be binding in every respect. Excerpt From Pikes Peak Chapter’s Standing Rules Revised November 13, 2012
1. The expenses of the delegate to EFAM and/or division annual meeting shall be reimbursed to the extent of registration, accommodations, and transportation by the most practical and economical means, and such other actual reasonable and necessary expenses, only if funds are available. The board of directors shall provide to the chapter membership a detailed year-to-date income and expense statement before a motion to expend funds to support a delegate to EFAM and/or division annual meeting is presented. Reimbursement for accommodations shall not exceed one-half the cost of a double room. In the event the company or organization where the delegate is employed bears some or all expenses associated with the above-mentioned meetings, chapter support will be reduced proportionately. 2. The delegate shall make a written report of the proceedings to the membership via the chapter website. 3. The expenses of the alternate to EFAM and/or division annual meeting shall be reimbursed to the extent of the cost of full or partial registration, provided funds of the chapter are available. The board of directors shall provide to the chapter membership a detailed year-to-date income and expense statement before a motion to expend funds to support an alternate to EFAM and/or division annual meeting is presented. If chapter funding for the alternate is not available to support full or partial registration to EFAM and/or division annual meeting, the membership may decide that the alternate shall receive full or partial funding if the delegate has their expenses paid by another source. 4. Any delegate or alternate who has received any reimbursement for expenses to EFAM and/or division annual meeting shall present an itemized account of expenses to the board of directors within 30 days after returning. 5. The retiring board of directors shall meet with the incoming board of directors at the first board meeting held after the election of officers. 6. Outgoing chapter officers shall be presented with a past officer pin as recognition from the chapter. 7. Within 30 days after the close of their terms all outgoing officers, except the treasurer, shall transfer to the incoming officers all records of office in their custody. The records of the treasurer shall be transferred to the financial review committee no later than August 15 of each year. 8. All committees shall, within 30 days after the conclusion of their appointment, transfer their files
ARTICLE V - OFFICERS, QUALIFICATIONS, NOMINATION AND ELECTION, TERM, AND DUTIES Section 1 . Officers The chapter officers shall be: president, president-elect, vice president, secretary, chapter liaison, and treasurer. Section 2. Qualifications A. A candidate for office shall have been a professional or professional-merited member for at least six months prior to election. B. A candidate for the office of president shall have served as an officer of this chapter for at least one full year prior to the time of election. C. No member shall hold a division office while serving as a chapter officer, except to allow for normal overlap in difference of election times. Section 3. Nomination and Election A. The nominating committee shall consist of three chapter members, who shall be elected by the membership at the November chapter meeting. Within one week after their election, the committee shall elect a chair and inform the parliamentarian of this selection. B. The nominating committee shall submit to the members a slate of one or more candidates for each office at the March chapter meeting, and their names and IAAP background shall be published in the April issue of the Cog Road. C. Nominations may also be made from the floor prior to the election and such nominees shall be entered on the slate, provided their qualifications are given at the time of nomination and provided they have consented to the nomination. Members nominated from the floor who are not present at the election meeting shall have submitted a signed letter of consent for nomination. D. Officers shall be elected by ballot at the April chapter meeting by a majority of votes cast, except that if there is only one candidate for each office, the officers may be elected by voice vote. Page 3 Pikes Peak Chapter Bylaws Revised November 13, 2012
Section 4. Term of Office A. The term of office shall coincide with the fiscal year for IAAP (July 1 through June 30) and shall be for one year, or until successors are elected. B. Officers shall serve no more than two consecutive terms in the same office, with the exception of president and president-elect serving one term each. C. Within 30 days after the close of their terms all outgoing officers, except the treasurer, shall transfer to the incoming officers all records of office in their custody. The records of the treasurer shall be transferred to the financial review committee no later than August 15 of each year. Section 5. Duties Chapter officers shall be obligated to uphold and represent the interests of IAAP and the profession as a whole. Chapter officers shall perform the duties prescribed by the bylaws and by the parliamentary authority adopted by IAAP, and shall attend all board of directors and chapter meetings unless excused by the president for good reason. Two successive unexcused absences will constitute neglect of duty. A. The president shall: 1. Serve as the presiding officer at chapter meetings and meetings of the board of directors.
2. Subject to the approval of the board of directors, appoint all standing and special committees, with the exception of the nominating committee. 3. Be a member ex-officio of all committees except the nominating committee. 4. Call meetings of the board of directors whenever such meetings are necessary. 5. Notify IAAP headquarters and division, on the form provided by headquarters, of the names and contact information of the officers of this chapter immediately after election. 6. Notify IAAP headquarters and division of any changes in officers which may occur during the year. 7. Keep the division president fully informed on all matters concerning the chapter. 8. The president shall appoint a parliamentary advisor who will attend all board of directors meetings as an advisor. 9. Shall be bonded in an amount set by the board of directors, the premium to be paid from chapter funds. 10. Sign all contracts or letters of agreement entered into by the chapter. 11. Communicate with the membership via use of the chapter master email list. B. The president-elect shall: 1. In the absence of the president, serve as presiding officer at chapter meetings or meetings of the board of directors. 2. In the event of a vacancy in the office of president, succeed to the office for the unexpired term. 3. Perform such other duties as may be assigned by the board of directors. 4. Assist the president, and perform any duties assigned by the president. 5. Shall co-chair the administrative professionals week (APW) committee with the chapter vice president. 6. Shall be the board contact of the finance committee. C. The vice president shall: 1. Assist the president, preside at all meetings in the absence of the president and president-elect, and perform any duties assigned by the president. 2. Plan and arrange for all programs for regular chapter meetings. 3. Co-chair the administrative professionals week (APW) committee with the chapter president-elect. 4. Perform such other duties as may be assigned by the board of directors. D. The secretary shall: 1. Be responsible for the minutes of all chapter and board of directors meetings. 2. Keep on file the official copies of the international bylaws and standing rules, the division bylaws and standing rules, and the chapter bylaws and standing rules, and all amendments thereto, and the chapter charter. 3. Perform such other duties as may be assigned by the board of directors. 4. Shall be the board contact of the membership committee. E. The chapter liaison shall: 1. Present correspondence received to the membership, either at a chapter meeting or via the Cog Road newsletter. 2. Manage chapter correspondence as directed by the president. 3. Upon installation of officers, file the names and addresses of such officers with the Chamber of Commerce and local newspapers, and provide updates during the year, if necessary. 4. Provide regular meeting invitation to the chapter president for distribution to the chapter members no later than the first day of the month before that month’s meeting. 5. Provide special meeting invitation to the chapter president as required. 6. Maintain hosts and greeters lists and coordinate the monthly hosts and greeters for all regular and special meetings. 7. Provide guidelines for monthly hosts and greeters to use in preparation of the monthly meeting.
8. Perform such other duties as may be assigned by the board of directors. 9. Shall be the board contact of the publicity committee. 10. Shall provide to the membership on-line or written surveys and results regarding chapter activities, as approved by the board of directors. F. The treasurer shall: 1. Be responsible for all funds of the chapter and for the records of its financial affairs. 2. Make disbursements only as authorized by the chapter, either by specific action or by adoption of a budget and by vote of the board of directors. 3. Pay all bills promptly after approval by the board of directors, and sign all checks. 4. Make a monthly report to the chapter. 5. Financial report covering the term of office shall be ready for financial review no later than August 15 each year. 6. Shall be the board contact of the ways and means committee. 7. Perform such other duties as may be assigned by the board of directors. 8. Shall be bonded in an amount set by the board of directors, the premium to be paid from chapter funds. Section 6. Vacancy A. If a vacancy occurs in the office of president, the president-elect shall succeed to the office of president for the unexpired term and shall continue in the office of president for the following year. B. If a vacancy occurs in the office of president-elect, the vice president shall succeed to the office of presidentelect for the unexpired term and shall continue in the office of president-elect for the following year. C. If a vacancy occurs in the office of vice president, the nominating committee shall present nominees for a special election at the next regular or special chapter meeting to fill the office of vice president. D. A vacancy in any other office (secretary, chapter liaison, treasurer), shall be filled for the unexpired term by appointment from the membership of the chapter by the board of directors. E. An officer, with the exception of the treasurer, vacating an office before the expiration of the term, shall, within 30 days, transfer all records of the office as instructed by the board of directors. In the event the treasurer vacates the office before the expiration of the term, for any reason, the financial records shall be immediately transferred to either the president or the financial review committee. A financial review of the treasurer's records shall be completed within ten days and the financial records delivered as instructed by the board of directors. F. The board of directors may, by a two-thirds vote of its membership, remove any officer for misconduct or neglect of duty. The board of directors shall request the resignation of such officer from the respective office. If the resignation is not received by the board of directors within ten days from the date of request, the board of directors shall declare the office vacant, and such office shall ARTICLE VI - BOARD OF DIRECTORS Section 1. Composition The elected officers of this chapter shall constitute the board of directors. Section 2. Meetings A. The board of directors shall meet monthly to conduct the business of the chapter at a time designated by the board of directors. B. Special meetings of the board may be called by the president, or upon the request of a majority of the board of directors, with due notice given to all members of the board of directors.
Section 3. Duties A. The board of directors shall approve all bills of the chapter and committees, whether standing or special, and authorize payment to be made by the treasurer. B. The board of directors shall have the authority to enter into contracts and agreements on behalf of the chapter, and this authority shall be exercised only by them or upon delegation by them. Section 4. Quorum A quorum shall be a majority of the elected members of the board of directors. A majority vote cast by e-mail or postal mail between meetings and in person during meetings shall be binding in every respect. Excerpt From Pikes Peak Chapter’s Standing Rules Revised November 13, 2012
1. The expenses of the delegate to EFAM and/or division annual meeting shall be reimbursed to the extent of registration, accommodations, and transportation by the most practical and economical means, and such other actual reasonable and necessary expenses, only if funds are available. The board of directors shall provide to the chapter membership a detailed year-to-date income and expense statement before a motion to expend funds to support a delegate to EFAM and/or division annual meeting is presented. Reimbursement for accommodations shall not exceed one-half the cost of a double room. In the event the company or organization where the delegate is employed bears some or all expenses associated with the above-mentioned meetings, chapter support will be reduced proportionately. 2. The delegate shall make a written report of the proceedings to the membership via the chapter website. 3. The expenses of the alternate to EFAM and/or division annual meeting shall be reimbursed to the extent of the cost of full or partial registration, provided funds of the chapter are available. The board of directors shall provide to the chapter membership a detailed year-to-date income and expense statement before a motion to expend funds to support an alternate to EFAM and/or division annual meeting is presented. If chapter funding for the alternate is not available to support full or partial registration to EFAM and/or division annual meeting, the membership may decide that the alternate shall receive full or partial funding if the delegate has their expenses paid by another source. 4. Any delegate or alternate who has received any reimbursement for expenses to EFAM and/or division annual meeting shall present an itemized account of expenses to the board of directors within 30 days after returning. 5. The retiring board of directors shall meet with the incoming board of directors at the first board meeting held after the election of officers. 6. Outgoing chapter officers shall be presented with a past officer pin as recognition from the chapter. 7. Within 30 days after the close of their terms all outgoing officers, except the treasurer, shall transfer to the incoming officers all records of office in their custody. The records of the treasurer shall be transferred to the financial review committee no later than August 15 of each year. 8. All committees shall, within 30 days after the conclusion of their appointment, transfer their files
