Additional Responsibilities of the Executive Committee (Officers)

In addition to general Board Member responsibilities, the following duties apply to the President-Elect (who automatically proceeds to the position of President and then Past President), Secretary and Treasurer.

Please note: A member must have served on the Board for one full elected term (two years) prior to running for an officer position.

President-Elect

Term: The position of President-Elect proceeds to President then Past-President over a six year period. Each of the three positions is a two year term. Candidates for President-Elect must understand that this requires a six-year commitment to the association.

Duties and Responsibilities

Years 1 and 2

  • Work closely with the Executive Committee and Chief Executive Officer on day to day decisions in between Board meetings, most often via email.
  • Assist the President as assigned or requested.
  • Utilize the President and Past President as mentors in order to prepare for the office of President.
  • Engage with the Chief Executive Officer as a “President-Chief Executive Officer team” to learn internal processes of the organization to prepare for their term as President.
  • Assume the duties of the President if the President is absent or unable to serve for any length of time.
  • Succeed to the office of President for the unexpired portion of the term in the event of the death, resignation, removal, or disqualification of the President.
  • Serve on the Personnel Committee and collaborate with the President in annual staff reviews.
  • Assume responsibility to oversee any special initiative or Task Force assigned by the President.
  • Represent the President and organization at key meetings, as requested.
  • Other responsibilities as needed.

President

Years 3 and 4

  • Utilize the Past President as a mentor.
  • Mange association business directly with the Chief Executive Officer.
  • Lead meetings and conference calls, ensuring all Board Members have input and ample facts, documentation and/or time for critical decision-making.
  • Develop agendas in concert with the Chief Executive Officer for Board and Executive Committee meetings that tend to policy and necessary decision making first, before discussing reports or old/new business.
  • Seek to establish consensus – make certain all voices are heard.
  • Ensure there is an annual review of the strategic plan (usually at the all-day fall board meeting).
  • Propose revisions to the bylaws and/or operations to the Board, appropriate committee(s) and/or staff when applicable.
  • Write president’s messages for journals, newsletters and annual reports as required.
  • Chair the personnel committee, which consists of members of the executive committee. (Monitor the staff, work in tandem with the Chief Executive Officer to ensure a sufficient infrastructure of human and applicable resources and recommend contract/salary/personnel changes to the executive/personnel committee.)
  • Serve on the awards committee (which consists of the Past President - Chair, President and Secretary).
  • Be a liaison to international organizations, seek EC and BOD guidance on international matters and related financial commitments, and respond to invitations to speak, attend meetings, etc.
  • Act as a mentor for the President-Elect.
  • Serve as active member on the planning committee for AAWC Summits.

Past-President

Years 5 and 6

  • Work closely with the Executive Committee and Chief Executive Officer on day to day decisions in between Board meetings, most often via email.
  • Act as a mentor to the President and President-Elect.
  • Continue active participation at all meetings.
  • Chair the Awards Committee (which consists of the Past President, President and Secretary).
  • Serve as active member on the planning committee for AAWC Summits.
  • Support promoting the organization, preserving its historical evolution and ensuring its financial longevity.
  • Other responsibilities as needed.

Secretary

Term: The Secretary shall serve a term of two years and is eligible for re-election to a second term, but he/she may not serve more than two consecutive terms (or four years) as Secretary.

Duties and Responsibilities

  • Work closely with the Executive Committee and Chief Executive Officer on day to day decisions in between Board meetings, most often via email.
  • Record, review and distribute the minutes of all Board of Directors meetings. (This task is delegated to the Chief Executive Officer; however, the Secretary should be prepared to step in should the Chief Executive Officer be unavailable.) Maintain copies of all Board meeting minutes.
  • Maintain a copy of the current AAWC bylaws and have it available for quick reference at all meetings.
  • Maintain a copy of the current strategic plan and have it available for quick reference at all meetings.
  • Serve as editor of the newsletter when an editor is not otherwise assigned by the Board of Directors.
  • Write, edit and submit materials for the association pages in the journals monthly. (This task is delegated to the Chief Executive Officer/Project Manager; however, the Secretary should be prepared to step in should the Chief Executive Officer/Project Manager be unavailable.)
  • Submit written reports to the Board and for annual reports as requested.
  • Prepare the incoming Secretary and be available for assistance through his/her first year in office.
  • Propose revisions to the bylaws and/or operations to the Board, staff and/or appropriate committee(s) when applicable.
  • Serve on the Personnel Committee and participate in annual staff reviews.
  • Serve on the Awards Committee (which consists of the Past President - Chair, President and Secretary).
  • Other responsibilities as needed.

Treasurer

Term: The Treasurer shall serve a term of two years and is eligible for re-election to a second term, but he/she may not serve more than two consecutive terms (or four years) as Treasurer.

Duties and Responsibilities

  • Work closely with the Executive Committee and Chief Executive Officer on day to day decisions in between Board meetings, most often via email.
  • Work closely with Chief Executive Officer, bookkeeper, and audit firm.
  • Chair the Finance Committee.
  • Monitor Board-approved investments.*
  • Review the disbursement and collection of all money in accordance with the AAWC budget.
  • Sign checks and return them to the business office within 3 business days.
  • Ensure that the bookkeeper makes deposits and pays bills in a timely manner. Report delays to the Executive Committee.
  • Ensure that monthly financial statements are compiled by the bookkeeper in a timely manner.
  • Provide financial statements to the Executive Committee quarterly and/or as needed. Supply reports to the Board no less than every six months (at the in-person meetings.)
  • Work with Chief Executive Officer to oversee the annual audit and tax preparation / filing process.
  • Ensure that 1099s are dispersed by the IRS deadline of February 1st to tax-payers and March 1st to the IRS.
  • Ensure that the financial reports and copies of tax returns are submitted to the IRS by May 15th or by the extended deadline granted by the IRS, when applicable.
  • Send requests for projected budgets to all Board Members and committee chairs each fall.
  • Work with the Chief Executive Officer and Finance Committee in the preparation of a preliminary annual budget from feedback received from members and staff. Present to Board for approval prior to the fiscal year.*
  • Meet with Finance Committee quarterly and/or as needed to review financial information.
  • Submit a treasurer’s report for the annual report to the membership.
  • Present a financial report at the Board and membership meetings held at SAWC.
  • Review accounting procedures annually and suggest improvements where feasible.
  • Propose revisions to the bylaws and/or operations to the Board, staff and/or appropriate committee(s) when applicable.
  • Prepare the incoming treasurer and be available for assistance through his/her first year in office.
  • Serve on the Personnel Committee and participate in annual staff reviews.
  • Other responsibilities as needed.

* Annual budgets and changes in investment strategies are to be proposed by the Finance Committee and submitted for approval to the AAWC Board of Directors.

SECTION 3: Mission, Vision, Core Values, Strategic Plan