Officer Positions

To ensure order in a meeting, the Chair must be well-versed in the organization’s bylaws, rules, and parliamentary procedures.  The chair's specific responsibilities include:

• Collaborating with the secretary to prepare the agenda, thereby addressing any unfinished or new business;

• Contacting standing committee members before the meeting to confirm if they have reports to present;

• Coming to the meeting prepared with necessary documents like bylaws, standing rules, and parliamentary authority;

• Commencing the meeting on time, verifying the presence of a quorum;

• Announcing and organizing business in the correct sequence and addressing motions appropriately;

• Facilitating fair and timely debate on motions, ensuring each side is represented during controversial issues;

• Conducting votes on motions and announcing the results, specifying responsibilities if a motion is adopted;

• Ruling on any procedural deviations, entertaining appeals, and answering member inquiries about business or parliamentary procedures; and,

• Concluding the meeting by a vote of the assembly.

The Vice-Chair provides additional board leadership and assumes the role of board chair when the chair is absent. The vice-chairs specific responsibilities include:

• Attend all board meetings

• Lead board meetings if the board chair is absent

• Support board chair as needed by participating in strategic discussions, etc

The Secretary’s key responsibilities include:

• Maintaining organized records, including committee reports and an updated member list;

• Informing members of their election or committee appointment and providing necessary documents;

• Safeguarding official documents, including bylaws, rules, standing rules, correspondence, and minutes, and updating them following the amendment process;

• Sending meeting notices to members;

• Recording minutes for all steering committee and member meetings, handling correspondence, and preparing meeting agendas unless the chair prefers otherwise; and,

• Bringing necessary supplies to each meeting, including the minutes book, bylaws, rules, membership list, committee information, agenda, records, ballots, and other required items.

The treasurer manages the organization’s finances, handling the receipt and distribution of funds.

The duties of a treasurer are as follows:

• Paying the bills that the organization has voted to pay (by following whatever process the organization has set up to pay bills);

• Reporting on the financial committee meetings;

• Keeping records that will allow the steering committee to audit the books at the end of the fiscal year;

• Balancing and reconciling the ActBlue distributed fundraising account, and any other accounts the organization may decide to establish.;