Chapter Executive Committee (CEC), Officers & Directors
The Chapter President leads and directs the chapter’s various programs and events. The chapter’s success during the year depends to a great extent on the president’s initiative and creativity. Keeping the membership informed about AGA activities and motivating members to take an active part in AGA’s programs are important parts of a chapter president’s responsibilities. All chapter presidents are members ofAGA’s National Board ofDirectors (NBD) and participate in policy decisions affecting AGA. Chapter presidents receive information about the goals ofAGA through association communications and plan programs at the local level to support these goals.
In addition to leading the chapter and motivating chapter members, the president is responsible for managing committee or board activities, personally or through appointed representatives, as well as championing the AGA and chapter with employers, other organizations, colleges and universities, the media, etc.
- Presides at meetings of the Chapter Executive Committee.
- Calls meetings of the membership as prescribed in the chapter bylaws or as may be deemed necessary.
- Chairs meetings of the membership.
- Appoints committee chairs, as prescribed in the chapter bylaws.
- Serves as an ex-official member of all committees.
- Monitors the election of chapter officers.
- Participates in meetings with employers, other organizations, the media, etc. to represent and to promote the AGA and the chapter.
- Participates in the RVP Workshops.
- Attends annual meetings of the National Board of Directors.
- Adheres to the national and chapter bylaws as well as resolutions and rules regulating the administration of the chapter.
Keeps the Regional Vice President and, through the National Office, the National President and the NEC fully informed about chapter activities.
The chapter president-elect assists the chapter president and other board members in carrying out their duties. The president may also assign other specific functions to the president-elect, such as chairing committees or representing AGA in meetings and functions. President-elects are encouraged to attend the PDC and NBD annual meeting prior to becoming chapter president. In the event that the president’s position becomes vacant, the president-elect discharges the responsibilities ofthe office ofthe president until the expiration of the president’s term. The president-elect shall assume the position ofpresident in the succeeding year. The chapter bylaws should provide guidance concerning vacancies for chapter officers and directors.
Immediate Past President
The immediate past president is an important member ofthe CEC who:
- Provides guidance to the president
- Offers continuity in chapter governance
- Serves as a special projects leader or chair of a designated task force (such as coordinate special celebrations)
- Represents the chapter as an RVP, regional coordinator or on a national committee or task force
- Helps identify future chapter leaders
- Functions as a liaison with other associations and organizations, academia, etc.
The chapter treasurer is the custodian of chapter funds and is responsible for chapter financial records and reports, including the maintenance of adequate records of all transactions involving chapter funds.
- Prepares the chapter’s annual consolidated budget.
- Promptly deposits all receipts of the chapter in a bank account maintained in the name of the chapter.
- Makes disbursements from the chapter account only on behalf of the chapter and supported by appropriate documentation. Dual signatures should be considered for large disbursements. Such thresholds should be established by the CEC.
- Establishes petty cash funds for special purposes when approved by a vote of the Chapter Executive Committee.
- Presents all bills for chapter expenses to the Chapter Executive Committee and the Chapter Finance Committee chair.
- Upon approval by the responsible committee or by authorization ofthe president (according to chapter policy), pays the bills drawn upon the chapter’s account, except for disbursements made from the chapter’s petty cash fund.
- Presents a financial report at each meeting of the Chapter Executive Committee.
- Records revenues for all chapter activities forwarded by the responsible committee and pays any expenses in connection with these functions. These collections and payments must be included in the reports of chapter receipts and disbursements.
- Prepares financial reports required by federal, state or local government jurisdictions in a timely manner, submits these reports to the chapter president (or appointed representative) prior to transmitting them to the agency involved.
- Determines if the chapter is required to file an IRS Form 990 or Form 990EZ. The chapter’s books and records should be made available to the Chapter Executive Committee at any time and are subject to audit. As may be set in chapter policy, the auditor(s) may be an appointed committee or a person selected by the president or the Chapter Executive Committee or a Certified Public Accounting firm.
The Chapter Executive Committee, often at the recommendation of the chapter treasurer, usually approves the selection of the bank in which the chapter will establish its checking account. Bank resolutions and appropriate signature cards are required to establish a bank account in the name of the chapter.
Unless it is inconvenient to the treasurer, the same bank should normally be used from year-to-year. When choosing the depository, the Chapter Executive Committee must also decide the number of signatures required to withdraw funds from the checking account. Most chapters stipulate that two signatures are appropriate-usually the president and the treasurer. The treasurer is responsible for ensuring that the signature authorization forms from the approved bank are signed by (he designated chapter officials and given to the chapter secretary, who will, in tum, authenticate the chapter’s approval of the signatures.
The primary duty of the secretary is to maintain the minutes of the Chapter Executive Committee meetings, obtain approval of the minutes by the CEC, and ensure the minutes are available for perusal by the membership as determined by the CEC, e.g., published in the chapter newsletter and/or on the chapter website. The secretary can be both a recording and corresponding secretary for the chapter and, as such, can serve as a communications liaison between the chapter, the Regional Vice President and the national Association. As custodian of the official chapter files, the secretary may also be the chapter historian. The secretary can also issue notices of meetings; after consultation with the president, prepare the agenda of matters to be covered; keep a record of attendance; and prepare the minutes.
Directors of AGA Hawaii should have the necessary experience and knowledge to be able to accomplish the following:
- Provide strategic guidance and direction to the Chapter.
- Actively participate in Chapter Executive Committee meetings.
- Lead / Participate in Task Forces / Teams to address Chapter issues.
- Promote AGA, CGFM, and Chapter benefits to senior leaders in the Federal, State, Local and Private sectors.
- Attend Chapter membership meetings and network with attendees.
- Identify future Chapter / National level leaders and mentor / encourage them to step forward to assume leadership roles.
- Promote attendance at Chapter membership meeting and educational events.
- Actively recruit new members and encourage current members to renew their membership.