Board duty descriptions
The President oversees all activities of the Society keeping the Chairperson of the Board and Board Members informed. Examines the direction of Society is taking and provides direction through Presidential proposals to the Board of Directors.
The President Elect is responsible for becoming familiar with the activities of the Society and for making preparations to elevate to the position of President. Candidates for this office must have served a minimum of two years on the Board previous to their nomination.
Prepares for the upcoming Presidential year by actively participating in Board meetings and Board sponsored activities.
· Must become very familiar with the Society's Bylaws and Policy and Procedure Manual in preparation for the Presidency.
· Attends the Annual Meeting of the A.S.R.T. as an alternate to the House of Delegates, using this as preparation for the following year when they will be a voting delegate.
The Vice President's primary responsibility is to learn the office of the President as the next in line should the President's office be vacated. In the absence of the President, performs the duties required of the President.
· Attend Board Meetings to
o Participate in all activities and give input appropriate of a Board member.
o Monitor the activities and viewpoints of the President in order to represent the President in their absence.
o Stay abreast of Board activities and business.
· Follow closely the status of organizational business and maintain contact with the President to become familiar with the duties of the President.
· Maintain Policy and Procedure Manual by:
o Reviewing the manual upon election to become familiar with the current status.
o As changes are made at the Board level, incorporate these changes into the manual.
· Prepare report(s) to present to the Board as appropriate for the activities that are being performed as Vice President.
· Orient successor and transfer all materials/records immediately following the Annual Meeting as per the direction of the Chairperson.
The Recording Secretary will maintain an accurate record of all Board activities and discussions presented at board meetings and assure that all Board members are presented with this record. The minutes should be well delineated by subject with discussions following each topic; and should be detailed enough to portray the essence of the discussions and the actions taken. This Board position may be held by a student member.
· Records minutes of all Board meetings held during the year and sends copies to the Executive Secretary for distribution.
Minutes are to include:
o Attendance to ascertain a quorum following the specifications of the Bylaws.
o Times of call to order and adjournment.
o Reports not available for the meeting.
o Presidential proposals.
o Unfinished business
o New business and discussions
· Record minutes of the business sessions at the Annual Meeting and read minutes of the previous annual business session if requested by the President.
· Present invoices to the Treasurer for reimbursement of any expenses incurred in carrying out the duties of this office.
· Orient successor and transfer all records/materials immediately following the Annual Meeting as per the direction of the Chairperson of the Board.
The Treasurer has charge and custody of all Society funds and financial records; deposit all monies received and provide financial records of receipts, disbursements, and balances. This Board position may be held by a student member.
· Attend Board meetings and general Society membership meetings to provide input and to gain an understanding of issues affecting the Treasury.
· Disburse funds according to the Disbursements Fund Procedure.
· Submit a written report of receipts and disbursements at each Board Meeting.
· Submit an annual report of receipts and disbursements at the Annual Meeting. The Board shall determine how this report will be disbursed to the general membership.
· Arrange for the changing officers name change signatures on all bank cards and bond certificates.
o The signatures required on the bank cards will be the President and the Treasurer.
· Arrange with a Certified Public Accountant to have the books audited yearly at the end of the fiscal year and present the report to the Board at the next scheduled Board Meeting.
o The fiscal year runs July 1-June 30.
· File all necessary tax returns with the help of an Auditor.
· Arrange for the Bond Certificates to be changed to the current Treasurer.
· The Treasurer shall be able to protect the financial integrity of the M.S.R.T. The Treasurer shall alert the President if the need arises to use savings account funds and proceed with presidential approval.
· Must orient his/her successor after the completion of the audit. (But no later than the next scheduled Board meeting.)
Chairperson of the Board
Responsible for organizing and officiating over the members of the Board of Directors. The Chairperson is responsible to the members of the Society and the Board of Directors.
Senior Board Member
The Senior Board Member is serving the final year of their four (4) year continuous commitment. This person has previously served as President Elect, President and then Chairperson of the Board.