Responsibilities of Section Officers
Most Sections have an executive council, which includes elected Section officers, the past chairperson and, in many cases, the chairpersons of the standing committees. The Section’s executive council is generally responsible for managing the Section’s affairs (with the exception of electing officers and amending bylaws). It is essential for the executive council to be open to the suggestions and feedback of the Section membership, and should always be open to offers of help.
Upon assuming the office, all Section officers should review the events of the past year with his/her predecessors, and should contact the ACerS Outreach Manager to introduce him/herself.
The Section Chairperson
The Section Chairperson has the overall responsibility for developing Section programs, for ensuring that plans and assignments are carried out, and for seeing that the Section fulfills its obligations to the Society. The Chairperson should be familiar with the policies and procedures of ACerS and with the duties of all the other Section officers and committee chairpersons.
The newly-elected Chairperson should schedule an executive committee meeting which includes the outgoing officers as well. At that time, the Chairperson may want to schedule executive council meetings for the entire year. Keep in mind the advantages of scheduling the meeting at the same time each month.
Before getting too far along in the Section’s year, the Chairperson should do the following: appoint or establish a nominating committee for next year’s elections; communicate activities of the Section to the local membership and to the ACerS Outreach Manager; set audit procedures in motion at year-end for financial records turnover; and plan a budget with the Section Treasurer, to be reviewed and approved by the entire executive council.
One of the most important duties of the Section Chairperson is finding enthusiastic and qualified members to serve as committee chairpersons. The Chairperson should strive to bring new people into the committee structure to provide training for future Section leaders. The job of the Section Chairperson will be much more enjoyable and (much less tiring) once responsible and reliable volunteers are found to take on various duties. It is strongly recommended that the Section Chairperson take the time at general meetings to acknowledge those Section volunteers whose help has been valuable. This positive feedback and public recognition of good works is often just the encouragement an active volunteer needs to commit to a longer-term leadership position in the Section in future years.
The Section Vice Chairperson (optional position)
The Section Vice Chairperson should be prepared to assume the office of the Chairperson or temporarily act in that position at any time. The Vice Chairperson should be familiar with the duties and responsibilities of the Chairperson, and of the other elected officers and committee chairpersons.
The Vice Chairperson can be an integral component of the Section’s operation. In most cases, the Vice Chairperson is responsible for overseeing the activities and progress of the various committee and Section programs.
The Section Treasurer
The Section’s financial management and operation are of great importance to the Section and ACerS. The Section Treasurer is responsible for the fiscal operation and reporting of the Section, and of all committees and programs established by the Section.
Upon assuming office, it is recommended that the Treasurer notify banks of a signature change on accounts and verify that the ACerS Executive Director has signature authority on all bank accounts.
The ongoing responsibilities of the Section Treasurer include:
- Maintaining all Section financial records and the Section checkbook.
- Collecting money at meetings if applicable.
- Filing mandatory annual financial report with ACerS.
- Supplying the appropriate budget report to the executive board of the Section.
- Reporting financial status to Section.
- Coordinating membership procedures and dues with Membership Committee chairperson.
The Section Secretary
The ongoing responsibilities of the Section Secretary include:
- Informing the ACerS Outreach Manager of the names and contact information of new officers and
providing ACerS with updated membership lists.
- Sending the agenda to executive council members for meetings and recording the minutes of
- Handling all Section correspondence on a timely basis.
- Maintaining Section files for historical purposes.
Section Committees (optional but encouraged)
A Section Committee is a group of persons who are appointed by the Section Chairperson to carry out an assignment and report back to Section officers and members. Each committee has a chairperson chosen by the Section Chairperson, who will assure the assignment is carried out properly, and who will make the report or recommendation to the Section. A committee may work with various Section officers or other committees to assure its duties are fulfilled.
Some basic standing committees within a Section might be:
- Membership Committee
- Educational Committee
- Finance Committee
- Publicity and Communication Committee