Policies and Procedures Manual
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Section 2 DUTIES AND RESPONSIBILITIES OF OFFICERS
Reference: NCASFAA Bylaws, Article IX, and Section 1
The President conducts all business meetings of the Association. The President is also a member of the SASFAA Executive Board.
The President has these responsibilities for conferences:
- Determine who sits at the head table and notify participants.
- Coordinate the use of complimentary hotel rooms and/or rooms paid for by the Association with the Program Chair. Suggested priority for assigning the complimentary rooms are:
- Keynote speaker
- Program chair
- SASFAA representative
- Program chair for other conference that year (if there are two)
- Membership chair
- Designate individual to present an invocation/blessing.
- Introduce special guests during sessions.
- Publicly thank Professional Affiliates
- Present an annual report at the annual spring meeting.
- Thank officers and committee chairs and members.
- Pass the gavel to the President Elect. Traditionally, this takes place on the last day of the annual business meeting, held in the spring.
When selecting committee chairs, the President might ask himself/herself these questions:
- Do the chairs represent the various geographic areas of the state?
- Do they represent a variety of institutional types?
- Does this help the board be balanced in terms of race, ethnicity, gender, etc.?
- Has this individual served on the committee previously?
- Has this individual chaired a similar committee?
- Does this individual have the experience to chair the committee?
- Does this individual have the time and level of commitment to be a successful chair?
- Does he/she have his/her institution's support?
The President is responsible for leading the committee chairs and the Executive Board. He/she should:
- Meet with committee chairs individually or at a transitional meeting, prior to the beginning of their term.
- Jointly set committee goals, based on the President's vision and goals for the year.
- Maintain contact with the chair telephone, email, in person.
- Receive reports at each board meeting and updates in between as necessary.
- Encourage chairs and officers to post information to the NCASFAA listserv and website.
The President must
- Establish the calendar for meetings.
- Notify board members and membership at large about meeting locations, dates, and times. (Remember that board meetings are open to all members.)
- Establish officer seating arrangement.
- Prepare the agenda for board meetings (or have the Secretary prepare and distribute the agenda).
- Outline his/her goals for the year.
- Conduct meetings according to Roberts Rules of Order.
- Submit newsletter articles
- Participate in SASFAA Executive Board meetings as NCASFAA's representative.
- Prepare for SASFAA meetings by reading materials, etc. as applicable.
- Prepare and present state report
- Represent the entire NCASFAA membership and not his/her individual institutional perspective
- Report to the NCASFAA membership about SASFAA Executive Board meetings and decisions.
- Report to the NCASFAA membership about NASFAA activities as applicable.
- Use the expertise of the Legislative Advisory Chair and committee members to respond to Notice of Proposed Rulemaking and other federal and state regulatory information as appropriate, always representing the NCASFAA position instead of his/her own institutional perspective.
- In conjunction with the Treasurer and/or Budget and Finance Chair, the President authorizes expenditures, following all applicable policies & procedures (in this manual and the NCASFAA Guide to Financial Management).
- Provide notification to the NCASFAA bonding agent of any change in the NCASFAA Treasurer.
- Keep in close contact with the Treasurer to ensure that the Association remains fiscally sound.
- Check ledgers, checkbooks, and other financial records.
- Sign and verify all expense vouchers.
- Forward his/her expense vouchers to the President-Elect for verification and signature.
- Work with the budget and finance committee and the treasurer to verify other financial records.
- Participate in the annual audit as requested.
As the official NCASFAA representative, the President's expenditures for these activities are paid by the Association:
- Attend NASFAA Conference in July includes room, travel, meals, conference registration following NCASFAA travel policies.
- Attend SASFAA Executive Board meetings includes only expenses not covered by SASFAA.
- One nights lodging if not covered by SASFAA for the annual SASFAA Conference in February.
- Other travel to represent NCASFAA with prior Executive Board approval.
- Telephone and postage as budgeted.
When possible, the President receives a complimentary room for NCASFAA conferences/meetings
Reference: NCASFAA Bylaws, Article IX, and Section 3
The President-Elect is the understudy to the President.
The President-Elect must:
- Sit beside the President at Executive Board meetings.
- Be familiar with meeting agendas.
- Keep a copy of Roberts Rules of Order with him/her during business meetings.
- Plan goals for the following year (when he/she is president of the association).
- Ensure that sites presented to the Executive Board meet all Association requirements. (See Site Selection Manual)
- Present goals for upcoming year at annual spring business meeting.
- Order and present plaque of appreciation to outgoing president at annual spring business meeting.
- Serve as an ex-officio member of the Program Committee.
The President-Elect should:
- Observe the President
- Select committee chairs for the following year, and ask the President to allow them to serve on current year committees as appropriate.
- Consider what, if any, roles he/she might ask members who run for elected office but who are defeated might serve during his/her year as president.
- Discuss issues with the President prior to the meeting, in anticipation of questions, etc. from board members or members of the Association.
2.3 VICE PRESIDENT
Reference: NCASFAA Bylaws, Article IX, and Section 2
The Vice President is the liaison between new members and the Association.
The Vice President must:
- Perform all duties of the President in his/her absence.
- Succeed to the office of the President in the event of a vacancy in that office.
- Coordinate mentor relationships essential for new members of the Association.
- Coordinate materials distributed to new NCASFAA members as appropriate.
Reference: NCASFAA Bylaws, Article IX, Section 4
The Secretary records all Association business.
The Secretary must:
- Take minutes of all Association business meetings.
- Distribute copies of minutes to board members and all members (from annual business meeting). Distribution can be via the website with an announcement on the listserv.
- Request written reports from board members.
- Keep official copies of reports, minutes, etc. from the prior years (which are not yet archived).
- Assist Immediate Past President with preparing documents and records for archiving.
- Access archived records as needed. College Foundation, Inc. stores NCASFAA archives as a courtesy to the Association.
- Update Policies and Procedures Manual as directed by Executive Board.
- Work with the Technology Committee Chair to ensure that the most accurate and current documents are accessible to members.
The Secretary should distribute minutes and supporting Board reports within one month of an Executive Board meeting, for members' review.
Reference: NCASFAA Bylaws, Article IX, Section 5
The Treasurer handles financial transactions of the Association.
The Treasurer must:
- Maintain the Association's checkbook: income and expenses must be recorded in a timely fashion. This includes: membership dues, conference fees, interest earned on account(s), income from agencies, miscellaneous income, expenses paid by the Association.
- Provide financial reports and information about budget status to the President and the Budget and Finance Committee Chair at least quarterly and more often as required/requested.
- Provide written financial report at each Executive Board meeting and conference. Reports should include a balance sheet and actual income & expenses vs. budgeted income & expenses.
- Have an annual audit conducted within 120 days of the end of the fiscal year. See the NCASFAA Guide to Financial Management (Appendix A) for standards on the preparation of the audit.
- Allow access to financial records to the President and Budget and Finance Committee Chair as requested.
- Submit expenditure requests to the President for approval if those expenditures exceed $5,000.
- Maintain a current listing of budget codes in the NCASFAA Guide to Financial Management (see Appendix A).
The Treasurer should:
- Keep financial records current.
- Write receipts promptly.
- Write checks to cover expenditures promptly.
- Require receipts as mandated by the NCASFAA Guide to Financial Management (see Appendix A).
- Balance the ledger accounts to the bank balance on a monthly basis.
- Not make any checks payable to "cash."
- Maintain current license agreement with Broadcast Music Incorporated (BMI) and ASCAP.
The Treasurer has additional responsibilities related to the Association's conferences:
- Prior to the conference, keep a log of all persons paying membership dues, deposit this income promptly, and send the Membership Chair a copy of the membership form/information.
- Keep a log of all persons paying conference registration fees, deposit this income promptly, and inform the Program Committee Chair about paid registrations.
- Review bills related to the conference with the Conference Chair. See the NCASFAA Guide to Financial Management for more information. (see Appendix A)
Reference: NCASFAA Bylaws Article IX, Section 7.
The overall function of the Treasurer-Elect is to assist the Treasurer in all duties as outlined in the NCASFAA Policy and Procedures Manual (Section 2.5). This will allow the individual to gain the experience needed to effectively hold the office of Treasurer. The Treasurer-Elect shall have signatory authorization for any checking accounts, CD's or other investments
The Treasurer-Elect must
- Be available to meet with the Treasurer in order to assist in conference and membership registration, checking account reconciliations (including Quick Book access), and bank deposits. The frequency of these visits shall be determined by the Treasurer and Treasurer-Elect.
- Assist the Treasurer and Membership Chair with onsite registration during the Fall and Spring Conferences.
- If for any reason the Treasurer is unable to perform his/her duties, the Treasurer-Elect will assume all duties and responsibilities of the Treasurer.
2.7 PAST PRESIDENT
Reference: NCASFAA Bylaws, Article IX, Section 6
The Past President is responsible for nominations and elections for the Association. (Refer to NCASFAA Bylaws Article XIII, Election Procedures and NCASFAA Policies and Procedures, Section 3.3.1, Nominations Committee for more information.) The Past-President serves as the Parliamentarian. He/she also serves as member of the SASFAA Nominations and Elections Committee. The Past President is responsible for coordinating professional recognition activities. (Refer to NCASFAA Policies and Procedures, Section 4, Recognition Programs and Section 5, Awards for more information). The Past President is also responsible for archiving Association records.
The Past President should:
- Solicit nominations for SASFAA office from Association members. He/she should use all available media to solicit nominations.
- Discuss nominations with the Executive Board as appropriate.
The Past President must:
- Archive Association records.
- These are required records:
- Budget and Finance Audit Report
- Membership List
- Conference Programs
- Annual Business Meeting Minutes
- Executive Board Meeting Minutes
- Committee Reports
- Financial Aid Week Proclamation
- State & High School Relations Committee Information Services Survey
- Bank Statements
- Bond Documents
- Canceled Checks
- Check Book Stubs
- Deposit Slips
- Expense Vouchers
- Conference Registration Forms
- IRS Forms
- Membership Forms
- Music License Agreements
- Unused Checks
- Current copy of Policies & Procedures Manual
- Current copy of By Laws
- Photographs, Videos, etc.
- Archived records may be stored in paper format, as long as College Foundation, Inc. has the storage space available. Archived records may be stored in electronic format such as CD, flash drive, etc. The Past President should make every attempt to store records in an electronic format that will be accessible in the future.
- Archived records are to be packaged securely and the appropriate year should be clearly listed on the packaging.