CHAPTER OFFICER TRAINING GUIDELINES OAK RIDGE CHAPTER INTERNATIONAL ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS®
Prepared By Jean A. Norris CPS/CAP Ellen B. Queener CPS Alice C. Wittmer CPS Members, Past Presidents Council Oak Ridge Chapter
January 31, 2008
CHAPTER OFFICER TRAINING GUIDELINES OAK RIDGE CHAPTER INTERNATIONAL ASSOCIATION OF ADMINISTRATIVE PROFESSINALS® Members desiring to serve as a Chapter officer should discuss with their employers and have an understanding and agreement (U/A) regarding support including financial. Having U/A up front leads to more enjoyable experiences and also helps Chapter in financial planning when employer cannot cover expenses for delegate and/or alternate. The following guidelines give an overview of responsibilities associated with being an officer. The intent of these guidelines is to first help members decide if they would like to serve the Chapter and second to help them once they decide which office they would like to consider. The Chapter’s Executive Board is composed of a President, a President-elect, a Vice President, a Secretary, a Treasurer, two Board Members and an Advisor. A candidate for office shall have been a member for at least one year prior to the time of nomination and shall be a member with exemplary attendance at all Chapter functions (Bylaws, Article III, Section 2-A). A candidate for the office of President shall have served as an officer of the Chapter for at least one full year prior to the time of election (Bylaws, Article III, Section 2-B). Terms of all officers shall begin on July 1 and continue through June 30. The President and President-elect shall serve one term only. Other officers shall serve no more than two consecutive terms in the same office. REVIEW BASIC DOCUMENTS Chapter Bylaws, Standing Rules and Procedures Chapter Membership Manual Chapter Strategic Plan Tennessee Division Bylaws, Standing Rules and Procedures International Bylaws and Standing Rules Retirement Trust Foundation Protocol Guidelines Robert’s Rules of Order, Newly Revised, 10th Edition www.iaap-hq.org (Resources Section)
Division President sets date and location. International Convention and Educational Forum – Usually held in July or August at locations approved by International Board six years out.) Joint Executive Board Meeting – Held after the June meeting and before the July meeting with outgoing and incoming officers (Procedures No.REVIEW RESPONSIBILITIES. Section 1-A). Tennessee Division Annual Meeting – Usually held during early June at locations approved by the Division Board four years out. Article VI. Chapter Meetings held on the second Monday of the month (Bylaws. Division President’s Forum – Usually held in the fall (Division President sets time/place).
. Regular Executive Board Meeting – Held prior to each Chapter meeting. usually on the first Monday of the month (Bylaws. 7). Article IV. ATTACHMENT I President President-elect Vice President Secretary Treasurer Board Members Advisor Past Presidents Council Parliamentarian Board Contacts MEETINGS (Members are welcome and encouraged to attend Chapter Executive Board meetings. Tennessee Division Leaders Conference – Held after Annual Meeting and before International if possible. Section 3).
President is an ex officio member of all committees except Nominations (Bylaws. Section 5-A-2) and by members at the July Chapter meeting.
. Special committees are appointed when deemed necessary by the Executive Board. 14). Committee Chairman transfers files to successor or the Executive Board within 15 days after conclusion of appointment (Procedures No. EXECUTIVE ADVISORY BOARD (Bylaws. Article V.COMMITTEES Description of the Chapter’s Standing and Special Committees is covered in the Bylaws. Article III. Article V. respectively. prepares and distributes agenda and conducts quarterly meetings. Committee appointments are approved at the Joint Executive Board Meeting (Bylaws. Article III. Article III. Section 4). Committee plans require Executive Board approval prior to presenting to membership (Bylaws. Section 5-A-3). Sections 2 and 3. Committee Chairman must provide written report by May 31 for inclusion in President’s Annual Report (Procedures No. Standing Committees include: Bylaws CPS/CAP Service and Education Student Chapter Program Nominations Education and Program Membership Publicity Description of these committees and other special committees is outlined in the Chapter Membership Manual. Section 5-B-3) President-elect serves as Chairman. 13). presents recommendations for new members as needed to Executive Board for approval prior to presenting to Chapter.
Provides updates as changes occur. 7). 20). ELECTION AND INSTALLATION OF OFFICERS Chapter elects Nominating Committee at the April meeting (Procedures No. Section 5-B-4). Chapter elects officers at the May meeting (Bylaws. 5). Secretary sends slate of recommended candidates to membership at least two weeks prior to May meeting (Procedures No. Avery Dennison .ANNUAL MEETING/INTERNATIONAL FORUM AND EDUCATIONAL SEMINAR Delegate and Alternate – At the Chapter meeting prior to each of these meetings. 5). Appreciation Letters to Committee Chairmen or Members who have served during the year – prepared by President. Committee Chairmen and Treasurer present written reports for inclusion.
. Article III. Article III. Special/Updates – provides appropriate input to Division President when requested. 14). 6).prepared by President-elect (Bylaws. Section 5-C-3).prepared by President and distributed to membership by July 1 (Procedures No. Section 3-C). Award of Excellence – prepared by Vice President (Bylaws. 3) Employer Approval for Travel REPORTS Beginning of Year – President or designee provides via e-mail to the Division Vice President by August 1 a record of the Chapter membership as of July 1 for use in preparing the Division Directory (Procedures No. Officers are installed at the June meeting (Standing Rule No. the name of the delegate and alternate delegate shall be presented to the Chapter members and a vote will be taken to send these representatives to the meetings instructed or uninstructed (Standing Rule No. Annual Report . Article III. Membership is to be provided written reports within 30 days after attending these meetings (Standing Rule No.
Parliamentary Advisor should be seated to immediate right and Secretary to immediate left. Welcome Installation of new members Make sure Program Chairman is aware of protocol for introducing speaker (Attachment 6). Check meeting room and set up podium (display banner if podium is not used). 22). Approval of Minutes Treasurer’s Report Committee Reports (list on agenda)--Chairmen should deliver reports from podium Unfinished Business New Business Good of the Order Adjourn
. Standing Rules and Procedures. Call to order. Standing Rules and Procedures. Tennessee Division Bylaws. Establish if quorum is present for Executive Board meetings (Parliamentary Advisor’s responsibility to let President know).STEPS TO CONDUCTING A MEETING Issue an Agenda on Tuesday prior to Executive Board and Chapter meetings (Procedures No. Have Chapter Bylaws. and Robert’s Rules of Order. Newly Revised beside podium. Follow Protocol Guidelines (Attachment 6) for introducing Head Table. International Bylaws and Standing Rules.
If the assembly decides to do what a motion proposes. Neither the making nor the seconding of a motion places it before the assembly. 2. Newly Revised) How a Motion is Brought Before the Assembly The three steps by which a motion is normally brought before the assembly are as follows: 1. Members debate the motion (unless no member claims the floor for that purpose). These steps are as follows: 1. it adopts the motion or the motion is carried. but. the motion is pending. after a pause. It is then open to debate. by stating the question. “It is moved and seconded to adopt the following…” Until the Chair states the question. that is. 2. if the assembly decides against doing what the motion proposes. A member makes the motion. 3. puts it to a vote). in order that no other second is necessary. If the maker of a motion modifies it before the question is stated. the Chair formally places it before the assembly by stating the question. the motion is lost or rejected. a person who has seconded it has the right to withdraw her second. no one else does. The basic form used by the Chair is: “It is moved and seconded that--repeating the motion. Consideration of a Main Motion – Basic Steps: Once a main motion has been brought before the assembly through the three steps described above. The presiding officer states the question on the motion. When the Chair has stated the question. The Chair puts the question (that is. the maker has the right to modify the motion or to withdraw it. if a modification is accepted as suggested by another member—either before or after the motion has been seconded—the suggester has in effect seconded the modified motion. The Chair announces the result of the vote. Another member seconds the motion. 3. there are three further basic steps by which the motion is considered in the ordinary and simplest case (unless it is adopted by unanimous consent).
.” The Chair then normally turns toward the maker of the motion to see if she wishes to be assigned the floor. only the Chair can do that. If the maker does not claim the floor and. she states the exact motion and indicates that it is open to debate. The Stating of the Question by the Chair: When a motion that is in order has been made and seconded. “Are you ready for the question?” The Chair may state the question by saying. the Chair may ask.HANDLING OF MOTIONS (Summary of Excerpts from Robert’s Rules of Order.
announces the result of the vote immediately. the Chair should stand and should especially project her voice to be sure that all are aware that the vote is being taken. under certain conditions. the Chair before calling for the vote should make sure that the members understand the effect of an “aye” vote and of a “no” vote. Verification Procedures and Cases where the Chair Votes: The Chair. The vote on a motion is normally taken by voice unless. she puts it to a vote after once more making clear the exact question the assembly is called upon to decide. the Chair may ask. In putting the question. it is taken by rising or show of hands. the Chair proceeds to put the question—that is.
. A majority vote in the affirmative adopts a motion unless it is one of the motions that require a larger vote under parliamentary law or the rules of the organization. remaining standing.When the debate appears to have closed. “Are you ready for the question?” If no one rises to claim the floor. Where there is any possibility of confusion. Chair’s Announcement of the Voting Result.
usually the Secretary should move the adoption of the resolution or motion. If it contains a recommendation which requires follow-up action by the society’s assembly or general membership.
. and the annual report should always be in writing. approval. and presentation of committee reports apply to Executive Board reports as well. it must be remembered that a recommendation merely indicates an opinion that a certain item “would be a good idea. At the conclusion of the presentation.HANDLING OF BOARD RECOMMENDATIONS (Summary of Excerpts from Robert’s Rules of Order.” A resolution or motion proposes that action be taken regarding that item. recommendations. If possible. and resolutions (motions) as have been officially approved through board action and should be signed by the President and Secretary. They are stated by the Chair as any other main motion would be and are subject to debate and amendment. It should contain only such information. Newly Revised) Rules related to the preparation. A board report is generally prepared by the President and/or Secretary. These motions do not require a second. every report should be in writing. In preparing and presenting a report. the member who presents the report. I move the adoption of the recommendation just read. since they come from committees in which more than one person has already recommended their consideration. the report should close with a resolution or motion carefully worded to bring the action about. by direction of the Executive Board. Example: Madam President.
that appointment or election to the nominating committee could be used to prevent a member from becoming a nominee. Newly Revised (Chapter XIV No. the Chairman or other reporting member of the committee rises and reads the entire report. Nominees). The completed report goes directly to the assembly unless the rules stipulate otherwise. The committee’s work is ordinarily completed and is automatically discharged when its report has been presented to the membership at the May Chapter meeting. Chris Doe”
. 45.NOMINATIONS AND ELECTION OF OFFICERS (Summary of Excerpts from Robert’s Rules of Order. Section 3-B) and Robert’s Rules of Order. Newly Revised) Nominations by a Committee: Members of the nominating committee are elected at the March meeting according to Chapter Procedures No. The Chairman generally signs first without adding the word “Chairman” after her name. If there is no rule to establish its place in a day’s agenda but the Bylaws require that the report be given in a particular meeting. However. Report of the Nominating Committee from the Floor: Society rules or customs determine when a nominating committee presents its report. Before nominations begin. if a nominee withdraws her name before the election is held. Nominees: Members of the nominating committee are not barred from becoming nominees for office themselves. The committee report is usually prepared by the Chairman. Example: Chairman: “Madam President. and the Chair answers any questions which may arise about the procedure. the nominating committee submits the following nominations: For President: John Doe For President-Elect: Same Doe For Vice President: Sue Doe For Secretary: Jean Doe For Treasurer: Jim Doe For Board Members: Pat Doe. and second. she adds the word “Chairman” after her name as her official title. To make such a requirement would mean. if circumstances prevent the committee from being able to sign and it authorizes him to sign for the committee. the Chair or Secretary reads to the assembly those sections of the organization’s Bylaws (Article III. first that service on the nominating committee carried a penalty by depriving its members of one of their privileges. the committee must reassemble and make a sincere effort to provide the name of another candidate. When called upon. it is usually listed as Special Order in the order of business for that meeting. However. It should be signed by all members who concur with it. 4. which prescribe its procedure for nominations.
the Chair asks again whether there are further nominations for that office.” Continue through list of officers. No action is taken on the report itself.” Chair: “Mr. The number of tellers to be appointed depends upon the number of voters and the number of offices to be filled. If they are qualified voters. and the Chair has stated that nominations from the floor are in order. Are there further nominations for --------------------? (Pause) If not (pause). for this would be tantamount to endorsing the nominees before an election has taken place. preferably before the meeting. nominations for the office of President are closed. Tellers should be honest. I nominate Jim Brown for ---------. the Chair calls for nominations from the floor. rises and addresses Chair. nominations are closed.” Member: (Rising) who wishes to make a nomination for any office as called out. “Madam President. though there is little need for such a motion except possibly in very large assemblies. The written report is handed to the Chair. When all who desire to do so seem to have named their nominees. A motion to accept it is not proper. many Chairs reread the entire list of nominees. This is usually followed by an announcement concerning arrangements and rules for the coming election. It is out of order if made while a member is attempting to obtain the floor in order to make a nomination. John Doe has been nominated for President. After nominations have been closed. For a small group. accurate. and dependable and have no direct personal involvement in the election. though their names are frequently announced just before the time of the election.The Chairman concludes by adding the names of the committee members. they may vote at any time prior to the closing of the polls.
. Nominations can also be closed through adoption of a motion to close nominations. The first-named teller is the Chairman. The report of the committee has been read in full. Jim Brown has been nominated for ------------------------. two or three tellers are usually sufficient. being careful to give members adequate opportunity to present names of their choice. she declares nominations closed and proceeds directly to nominations for the next office. Are there any further nominations for President? (After a reasonable pause) If not (pause). Election of Officers: Tellers or the Election Committee. Tellers are generally appointed by the Chair. If no one responds. asking the candidates to stand as their names are read. office by office. Chair: “Mr. Procedure for Nominations from the Floor: After the report of the nominating committee is read.
Unless a special time has been set for hearing the result of the balloting. Collection of Ballots: After the ballots have been marked. the Chair makes certain that all have voted who wish to. and upon being recognized. (No member can be forced to vote. and majority vote. The Chair. address the Chair.) The polls are then closed through an announcement to that effect by the Chair or through adoption of a motion that the polls are closed. Closing the Polls: After the collection of ballots. The Chair rereads the report and announces the results for each office. Chair: “Mr. John Doe having received a majority of the votes cast is elected President. When an office remains unfilled.” Should a candidate for any office not receive a majority vote. The Chairman then reads the report and hands it to the Chair. second. The tellers are responsible for seeing that ballots are given only to properly qualified voters. special care must be taken to see that ballots are distributed only to those eligible to vote. voting for no more than one candidate for each office unless instructed to do otherwise as in the case of electing more than one member to a board or to a committee. the Chairman of the tellers can stand. tellers take the ballots to an area in which they can work in privacy. the Chair announces there is no election for that office and it will be necessary to reballot for that office. the Chair reads or directs the Secretary to read to the assembly the portion of the Bylaws (Article III. the Chair usually calls for the report of the tellers as soon as they return to the meeting room. that is the responsibility of the Chair. the balloting for that office should be repeated as many times as necessary to obtain a majority vote for one of the candidates.Ballots: The nominating committee prepares a ballot listing names from its report with space for members to write in any nominations from the floor. receives a ballot and votes at the same time that other members do. This motion requires a second and a two-thirds vote. Just prior to the distribution of the ballots. Section 3-C) and other special rules which pertain to elections. If the Chair does not notice their return.) Counting the Ballots: After the polls are closed. The Tellers’ Report: The tellers’ report must show the number of votes cast for each office. The reporting teller does not declare the result of the ballot vote. if a member of the assembly. announce the tellers are ready to report. Distributing the Ballots: When balloting is to take place in the same room in which the meeting is being held. (To reopen the polls requires a motion. they are folded in a manner announced in advance or stated on the ballot itself and collected by the tellers. Marking the Ballots: Members mark their ballots as directed.
ATTACHMENT I RESPONSIBILITIES THE PRESIDENT (Excerpts from Pointers on Parliamentary Procedure) At least in the public eye. of course. absentees. As a presiding officer. 3. 22 states the agenda should be distributed no later than Tuesday prior to meeting). One item at a time. This outline is generally included in the organization’s special rules of order (but not in the bylaws) and usually provides for all or most of the following: 1. program. through the manner in which she plans and conducts a meeting. and reputation of an organization. Majority rule with respect for the rights of the minority. Knowledge of basic parliamentary principles and how to apply them is. Most organizations adopt an outline or order of business around which their agendas are to be planned. A capable president must therefore be a jack-of-all-trades and a master of one – the ability to get along with people. A meeting is planned through preparation of an agenda (our Procedures No. and operation under rules. 4. the President sets an example for the assembly in fairness. 2. Courtesy to all. and adjournment
. Partiality for none and justice for all. and 5. important and can be acquired through study and practice. Consideration for the rights of individual members. Business Reading and approval of minutes Reports of officers and boards Reports of standing committees Reports of special committees Special orders Unfinished business and general orders New business Good of the order 3. courtesy. and the organization as a whole. effectiveness. Opening of the meeting Call to order Invocation and/or a patriotic ceremony or other opening formality or ritual 2. Announcements. a president carries the major responsibility for the success. She always keeps in mind that proper procedure is based on: 1.
“The Chair recognizes Ms. Doe. On the day of the meeting. “The next business in order is …. Other members will be seated. it is a good idea for an inexperienced President to practice using the microphone before the meeting begins in order that she may feel at ease while using it later on. “The member has exhausted her two minutes of debating time.” 11. Be impartial in assigning the floor in debate. say aye. Announce the result of the vote. The President is expected to: 1..” Does any other member wish to speak to this question?” “Ms. say no. “Ms. Recognize a member entitled to speak.” “Those in favor. the officers. “The meeting will come to order.” “This member has already spoken. that any lectern provided is of a comfortable height.The agenda may be prepared by the President and/or the Secretary and should be organized after consultation with those members who will probably be involved – i. the President should make certain that all preparations for comfort and efficient operation have been completed.e. Announce the business before the assembly in the order in which it is to be acted upon. “Several members have spoken for this motion.”
. by giving both sides an opportunity to speak. and that the microphone works.” 8. “The ayes have it. order. chairmen.” 3.” 4. State clearly all questions properly brought before the meeting or necessarily arising in the course of the proceedings. but the wise President will want to make certain that a table and chairs are set up for the officers.” 9. Details of arrangements should be carried out by the proper committees. after that member has risen and addressed the Chair. Assist in expediting business.” or simply. and decorum. “It is moved and seconded that $150 be contributed to the Memorial Scholarship Fund. “The question is on the adoption of the motion that $150 be contributed to the Memorial Scholarship Fund.” 5. (Firmly) “The Chair cannot entertain such a motion. Decide all questions of order (subject to appeal by the assembly). Does any member wish to speak against it?” 6.” 7. Open the meeting at the scheduled time with one rap of the gavel. Committee chairmen should also practice when they know they will be giving reports. Enforce the rules relating to debate. Doe has the floor.” “Those opposed. members of the board. Put the question to vote. Doe. Also. the motion is carried. The Chapter’s agenda is usually set after the Executive Board meeting. and the treasurer will send a check for $150 to the Memorial Scholarship Fund. “Would the member care to put that in the form of a motion?” 10. “The Chair rules that the proposed amendment is germane and therefore is in order at this time. and any others known to have an intent or desire to bring business before the meeting.” 2. which is usually held a week prior to the Chapter meeting. Protect the meeting from annoyance by refusing to recognize frivolous or dilatory motions.
she remains seated and pays attention to the speaker. and/or member to speak. Jean Doe. “In accordance with the Bylaws. a call for the Previous Question would be in order at this time. During the debate. She should also stand when speaking on an appeal or in defense of her reasons for a ruling on a point of order.” “An emergency message has been received for Dr. when ruling on a point of order. A good President remains completely impartial at all times. and when announcing the result of the vote. Section 5-A. Personalities should never enter into a formal business meeting. she should call upon the President-elect to assume the Chair temporarily. “Yes. the chapter has not participated in a project of this nature in recent years.
. While presiding. Then she must follow the same rules of the assembly and not resume her position in the Chair until that pending question has been disposed of. she should refrain from expressing her own opinions on pending questions. Respond to inquiry of members regarding procedure and the business before the assembly. She should always remain impartial and refer to herself impersonally. Instead of saying “I”. the President represents and acts for the assembly and not as an individual member. Inform the assembly.” The term “Chair” is used as a symbol of impersonal authority.” Etiquette of the Presiding Officer: Except in a small board or committee meeting. “The meeting is adjourned. Is she in the room?” 14. If she feels she must speak for one side. she says “the Chair” or “your president.” 13. Expressing Opinion: While the President is expected to inform and explain to the assembly. You ask the appropriate officer. Declare the meeting adjourned. Specific Chapter duties are outlined in the Bylaws. committee chairman. The President should always be in control—you never say “turn the floor”— meaning meeting—over to anyone. nominations from the floor will be in order at the May meeting.12. the President should stand when calling a meeting to order or declaring it adjourned.” “No.” She presents “the Chair’s decision” not “my decision” and refers to “the board” not to “my board. Article III. while putting a question to vote.
Specific Chapter duties are outlined in the Bylaws. if necessary. The President-elect should be familiar with all duties of the President. to preside at any meeting without previous notice. if necessary. she reviews and studies the objects and policies of the current administration and of the organization as a whole. Article III.
. to preside at any meeting without previous notice. Section 5-C. She becomes familiar with basic principles of parliamentary procedure and with the Bylaws and other rules of the organization in order that she will be able to preside wisely and firmly when called upon. To be prepared. Section 5-B. The Vice President should also be familiar with all duties of the President and be prepared. THE VICE PRESIDENT The Vice President recognizes from the time of her election the need to ready herself to serve as an aide or alternate to the President. Article III.THE PRESIDENT-ELECT The President-elect presides when the President is absent and fills the vacancy if a vacancy occurs in the office of the President between elections. Specific Chapter duties are outlined in the Bylaws. be willing to serve as the President’s right-hand-man. and be prepared.
the Secretary. Date. as appropriate: a. All main motions and motions to bring a main motion again before the assembly. typed. The action taken on the motion. (The Secretary
. Outline of Minutes: In writing minutes. adjourned special. place (when it is not always the same). or adjourned annual. They should be recorded electronically. the following outline is generally used: 1. and the wording in which each was adopted. General duties. or otherwise disposed of. They should record action taken by the group including: 1. The presence of the President and Secretary or.THE SECRETARY (Summary of Excerpts from Pointers on Parliamentary Procedure) Keeper of the Records and Aide to the President. Newly Revised.) 2. in the absence of the regular officers. Duties of the Secretary: Special duties of a Secretary should be specified in an organization’s Bylaws. A separate paragraph for each subject covered. (All of the above information should be given in the first paragraph of the minutes. 5. for later approval. including. defeated. Kind of meeting – regular. Personal opinions and details of debate or discussion are not included. or written legibly in permanent ink and should be signed by the Secretary. not what is said by the members. include: Recording Minutes: Minutes should be kept in a substantial book with numbered pages or in a binder. except any which were withdrawn. adjourned regular. the names of their substitutes. Minutes should be as brief as possible and should be reported in the order in which the business was presented in the meeting. Hearing of reports and action taken. 2. and time of meeting. (The Chair can require any main motion or amendment to be in writing before it will be stated by the Chair. as described in Robert’s Rules of Orders. Usually requires the name of the member who moved the adoption of an important motion but not the name of the seconder unless the assembly orders that it also be included. annual. 3. These words describe the duties of that all important officer. 4. special. What is done by the assembly.) 6. Name of the organization or assembly. should be recorded. The exact wording of motions used by the Chair when putting them to a vote. Whether the minutes of the previous meeting were read and approved or whether the reading was dispensed with. 3. b. The Secretary can request the Chair to insist that this be done.
2. Section 5-D.” When requested to do so. Hour of adjournment. and marks the minutes with the date and her initials as “approved” or as “approved as corrected. the Secretary reads the minutes of the previous meeting unless ordered otherwise by the assembly. When the President. d. etc. The Secretary reads recommendations of the Executive Board. such as amendments. Announcements of previous notice of motions to be made at a later meeting. Signature of Secretary. the Secretary should record for ready reference on the margins of these documents the date and page numbers of the minutes of the meeting in which each change was approved.
. are also recorded. e. At every meeting. all adhering secondary motions. whether sustained or lost. special resolutions.) c. notes on them any corrections made. including the reasons given by the Chair for her ruling. Points of order and appeals. The disposition of main motions and motions to bring a question again before the assembly which were neither adopted nor defeated. the Secretary calls the meeting to order and presides until a Chairman pro tem is elected. 3.records the motions in exactly the same words as used by the Chair when putting them to a vote. In such a case. Article III. Other Duties: Whenever Bylaws or other rules are amended. the Secretary counts a rising vote. Chapter specific duties are outlined in the Bylaws.. and excerpts from the Bylaws and other rules as requested. President-elect and Vice President are absent.
. Be bonded with premium from Chapter funds. immediately following the closure of the books (June). Present financial reports for the year after audit is completed for inclusion in the Chapter Annual Report which is distributed to the membership. Specific duties outlined in the Bylaws. Arrange for an annual audit of the financial records of the Chapter.THE TREASURER The Treasurer is responsible for all funds of the Chapter and for the records of its financial affairs. Prepare an annual budget. Perform such other duties as may be assigned by the Executive Board. Present auditor’s report to Executive Board and membership for approval (Bylaws. Article III. Secure Past President’s pin for retiring President (Procedures No. which will be approved at the Joint Executive Board meeting and adopted at the July Chapter meeting. Article VII). Section 5 include: Keep a complete and accurate record of Chapter membership. 15). Present monthly reports. with assistance from the Executive board.
. The Advisor is responsible for securing the retiring President’s plaque (Procedures No. Handles special requests. Provides assistance to committees. 18). The immediate Past Chapter Advisor will automatically be a member of the Nominations Committee (Procedures No. THE ADVISOR The Advisor is the immediate Past President and serves as Advisor to the President and the Executive Board. Duties and Responsibilities include: Coordinates and presents A New Member Orientation/Refresher sessions quarterly to new members and other interested Chapter members. Section 1). Article IV. when needed. The position of Board Member gives the two members time to (1) observe the duties and responsibilities performed by the officers and (2) understand what will be required in order to seek an officer position. The Past Presidents Council is comprised of the past presidents of the Oak Ridge Chapter. 15).THE BOARD MEMBERS The two elected Board Members are part of the Executive Board (Bylaws. The Advisor has voting privileges. Board Members may serve two consecutive years and have voting privileges. The immediate Past Chapter Advisor serves as chairman of the Past Presidents Council (Procedures No. THE PAST PRESIDENTS COUNCIL The primary mission of the Past Presidents Council is to provide their expertise in solving problems the Chapter may encounter. 4).
During a meeting.THE PARLIAMENTARIAN (Excerpts from Pointers on Parliamentary Procedure) Many organizations permit the President to appoint a parliamentarian to serve as advisor and consultant for the President. or vote except by ballot. and members of matters of parliamentary procedure. she may neither cast a deciding vote. nor temporarily relinquish her position in order to exercise such rights on a particular motion. other officers. She should also. committees. Under the system. Unlike the Chair. but the Chair and only the Chair can make a ruling. the role of a parliamentarian is that of giving advice to the Chair and. call to the attention of the Chair any errors in the proceedings or violations of rules which might affect the basic rights of the members. The Board Contacts are to keep in touch with Committee Chairmen throughout the year and report to the Board of Directors. THE BOARD CONTACTS The Chapter instituted the Board Contact System several years ago. and may not make motions. Board of Directors are assigned Committee Chairmen to work with during the year. A parliamentarian may be asked to explain a point or to give an opinion. as inconspicuously as possible.
. participate in debate. when requested. She should be seated to the right of the Chair in order that quiet and pertinent consultation can take place as needed. When a member of a society serves as its parliamentarian. she has the same duty of impartiality as the Chair. to any other member.