Section 1. Overall
Responsibilities
The Executive Board shall consist
of the President, President Elect,
Immediate Past President, Secretary,
Treasurer, and Director of Communications.
The CiVSA Board shall consist of the Executive Board as well as Regional Directors and Committee Chairs.
Executive Board members and Regional Directors are expected to actively participate in advancing the work
of the Association, including attending full board meetings at the annual conference and mid-year meeting,
and participating in conference calls throughout their term. Committee chairs are encouraged to
participate in these activities.
The Executive Board shall provide
advice and counsel to the President
and may, in emergency situations,
act on behalf of the Association.
Any such action shall be subject
to ratification at the next meeting
of the Association.
Section 2. Election
of Officers
1. The Nominating Committee will
develop a slate of nominees for
office which will include biographical
information for each candidate.
This information will be provided
to the General Membership 30 days
prior to the Annual Conference.
Additional nominations may be taken
from the floor or submitted in writing
to the Secretary prior to the start
of the Annual Conference.
2. The election for the Executive
Board offices will be by secret
ballot with the winner declared
by simple majority.
3. Voting members not able to attend
the Annual Conference may submit
an absentee ballot (by email or
in writing) to the Secretary no
later than one full week prior to
the start of the Conference.
4. Regional Directors are to be
elected by members of their respective
regions at a scheduled time during the
Annual Conference.
Section 3. Annual
Reports and Transfer of Records
1. The Exective Board shall be
responsible for submitting a brief
annual report to the membership
at the conclusion of the fiscal
year. A summary of this report will
be printed in the Welcomer newsletter.
2. Each member holding a position
by election or appointment shall
bear the responsibility to turn
over to his/her successor all records
which support that office or position
within thirty (30) days after the
close of the fiscal year. This thirty
day rule also applies to members
who resign their office or position
before their term is ended.
Section 4. Duties
of Officers and Directors
1. President
The President is responsible for
administering all activity of the
organization. The President may
establish committees and appoint
chairs and ex officio members of
the Executive Board as deemed necessary
by the Executive Board. The signature
of the President is required for
any transmittal of Association funds
in excess of $300.
2. President Elect
The President Elect will assume all powers and prerogatives of the President in the
absence of the President and if the President is unable to complete the term of the office.
The President Elect will prepare for his/her presidential year and take the office of
President as the last item of business at the Annual Conference. He/she will chair a
Membership Committee to coordinate membership retention and recruitment activities
with the Regional Directors and maintain membership records in conjunction with the
Association Manager. A monthly Membership Report will be distributed to all members
of the Full Board. The President Elect is also responsible for organizing an event for first
time attendees at the Annual Conference.
3. Immediate Past President
The Immediate Past President will
serve as a voting member of the
Executive Board, serve as a consultant
for the current President, and chair
the Nominating Committee.
4. Secretary
The Secretary shall keep a complete
record of all meetings of the Association
and the Executive Board, prepare
any official correspondence for
the Association, maintain communication
with all committees and officers
and report to the General Membership
any actions taken by the Executive
Board. The Secretary shall act as
Parliamentarian at all Association
meetings using Robert's Rules of
Order as a guideline. The Secretary
shall chair the Constitution/Bylaws
Committee and recommend appropriate
changes to the Executive Board for
consideration to be followed by
a vote of the general membership
at the next Annual Conference. The Secretary shall serve as the logistical coordinator
on the annual conference planning committee.
5. Treasurer
The Treasurer will coordinate all financial functions of the organization, maintaining a
checks and balances system between the Treasurer, Headquarters and the representative
to the official CiVSA bank. Additionally, the Treasurer will serve as the fiscal
coordinator on the annual conference planning committee and assume all other
miscellaneous fiduciary responsibilities of the Association. The approval of the Treasurer
is required for any transmittal of Association funds. The Treasurer (or designee) shall pay
the bills of the Association within thirty (30) days of receipt of the expense form. All
personal reimbursements will require documented approval of two executive officers of
the organization. Expenditures greater than $300.00 must receive prior documented
authorization of the President or President Elect. The Treasurer shall prepare, publish and
circulate a financial statement of the Association at least twice yearly to the Executive
Board and once yearly to the membership.
6. Director of Communications
The Director of Communications will coordinate the editing and publication of the
Association's quarterly newsletter, assist other members with communication-related
items, and chair the Communications Committee. The Director of Communications shall
also coordinate all updates to the Association's website, including content changes,
membership updates and the annual conference website. Additionally, he/she will update
the membership recruitment brochure on an annual basis and work with the treasurer
when needed. The Director of Communications will act as a backup to the Association
Manager to maintain the online CiVSA member database and ensure accuracy of all
association records.
7. The Regional Directors are under the direction of the President Elect and are
responsible for the recruitment and retention activities within their geographical regions.
This includes communicating with members and welcoming new members. Duties also
include active communications to encourage conference attendance, as well as contacting
non-member schools for recruitment purposes. Regional Directors are responsible for
providing the President Elect monthly status reports. Directors will oversee their regional
meetings at the Annual Conference and provide a report of activities from the previous
fiscal year. He/she will be responsible for appointing an individual to take notes at
regional meetings to be forwarded to the executive officers by the end of the fiscal year.
Section 5. Vacancies
1. In the event of a vacancy in
the office of President, the President
Elect will immediately assume the
office of President.
2. In the event of a vacancy in
any elected office except President,
the vacancy will be filled by a member with voting privileges
elected by a
majority vote of the Executive Board.
3. All vacancies will only be filled
for the remainder of the predecessor's
term.
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