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2008 AMTA-NV Chapter Convention - Registration Form - June 2nd & 3rd, 2008
Chapter Volunteer - Code of Conduct (can be filled out and submitted online and printed for Volunteer's record)
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The forms in this section are submitted online to the AMTA NV-Chapter Board via email:
Please complete the form(s) below if you or another Professional Member you know would like to be considered for election to an available office. During the 2008 AMTA-Nevada Chapter Meeting in Las Vegas, on June 2nd at 12:00pm at the Gold Coast Hotel & Casino, elections will be held. Please contact a Board member for more information or if you have questions about nominations or running for these available offices: President, 2nd Vice-President, Secretary, Treasurer, and 2009 Delegate, for the Nevada Chapter at the Annual AMTA National Convention House of Delegates Meeting. The member nominated must be willing to serve the Chapter in the office to which they may be elected, be in good standing with the AMTA at the time of election, and agree to and sign the Chapter Volunteer Code of Conduct. Please submit your nomination(s) before May 15th, 2008.
Thank you for completing these forms! Please come to the Annual Meeting ready to share your interest, passion, and dedication to the offices to which you've volunteered!
Chapter Officer Job Descriptions
The Chapter President serves as a leader, planner, mentor, mediator, and facilitator.
Eligibility
In addition to being a Professional member in good standing and signing the Chapter Volunteer Code of Conduct, she/he must meet one or more of the following requirements:
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Completed one term year as a Chapter Board member within the last three years.
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Completed one term year as a Chapter committee chair within the last two years.
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Completed one term year as a National Standing Committee Chair or National Board member within the last two years.
The Chapter President agrees to uphold and abide by National AMTA Bylaws, Policy, Job Description, Chapter Volunteer Code of Conduct, and Chapter Standing Rules (if applicable), and Financial Policies & Procedures.
The Chapter President shall be elected every even year for a term of two (2) years or until a successor is elected, not to exceed two (2) consecutive elective terms.
The Chapter President:
1. Is a voting member of the Chapter Board of Directors.
2. Prepares the agenda for Chapter membership and Board meetings, and provides the agenda and all supporting documentation to Board members and appropriate appointees at least one week prior to the Board meeting.
3. Attends and presides over, or delegates authority, maintains order, and expediently conducts business at all Chapter meetings and Board meetings; and is familiar with Robert’s Rules of Order.
4. Delegates authority to the 1st VP (or next officer in succession) when incommunicado for more than one week.
5. Shall not be the Chair of any committee, sub-committee, special committee, or workgroup.
6. Serves as ex-officio (non-voting) member of all Chapter committees.
7. May temporarily assume/delegate the responsibilities of vacant volunteer positions while working with the Chapter Board, Chapter Relations Committee and staff to fill the vacancy.
8. Attends (or delegates attendance) to regional and national meetings of the Association, at the Chapter Board’s direction, as per policy, and/or as budgeted.
9. Identifies, recruits, cultivates, and mentors future Chapter leaders.
10. Appoints standing committee, subcommittee, special committee, and workgroup chairs (except the nominations committee), with the approval of the Chapter Board.
11. Approves appointments of committee members made by committee chairs.
12. Supervises the affairs of the Chapter.
13. Prepares and submits appropriate information for Chapter newsletter.
14. Reviews documents and records produced by the Chapter, including:
a) Minutes from Chapter Board of Directors meetings.
b) All contracts.
c) Legislative activities.
d) Financial Reports.
e) Committee Reports.
f) Newsletter or other communications such as e-mail announcements etc.
15. Oversees Chapter’s budgeting and financial activities.
16. Receives direct feedback from members and answers their questions about actions of the Chapter Board.
17. Directs and refers members to volunteer and staff contacts as appropriate.
18. Reports to the membership at the Chapter meetings.
19. Ensures Chapter operations are consistent with the AMTA Strategic Plan.
20. Fulfills the fiduciary, due diligence, and other responsibilities of Chapter Board members as described in National Bylaws and Policy.
21. Maintains orderly records of issues and actions taken during her/his term and supplies the incoming President with those records.
22. Facilitates the efficient, positive, and productive activities of the Chapter through consultation with other Chapter officers, National volunteers, and/or National staff.
23. Once a Chapter President has served two consecutive terms, in the event that no eligible candidate steps forward to run for the office of Chapter President, the current Chapter President remains in office until a successor is elected during a "special election" at the next scheduled business meeting and elections.
24. Is a signatory on all Chapter accounts per AMTA Policy.
Time Commitment
The time commitment is approximately 5 - 15 hours per week, depending on Chapter activities.
The time commitment may be higher before and/or during certain National or chapter events or activities.
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Serve as a member of the Chapter board.
In the absence or incapacity of the Chapter President, the 1st, 2nd or 3rd Vice President, in that order, shall act in the place of the President.
Accept responsibilities delegated by the Chapter President.
Attend Chapter board, Chapter membership and any Chapter committee meetings for which the Vice President has responsibility and, whenever possible, regional and national meetings of the association.
Identify, cultivate and recruit future Chapter leaders.
Make recommendations to the Chapter President for committee appointments.
Direct and refer members to appropriate volunteer and staff contacts as needed.
Be available to receive direct feedback from members for input to the Chapter board and to communicate, in an informed manner, information regarding actions of the Chapter board.
Serve as ________________Chair (select committee appropriate for your Chapter's needs).
Maintain communication with Chapter membership through regular reports via Chapter newsletter, and reports at Chapter meetings and Chapter board meetings.
Ensure Chapter operations are consistent with the AMTA Strategic Plan.
Fulfill the fiduciary, due diligence and other responsibilities of Chapter board
members as described in the bylaws.
Maintain orderly records of issues and actions taken during the term and supply the incoming vice president with those records to ensure a smooth transition.
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Purpose
The Chapter Secretary is the official keeper of the Chapter records and is responsible for maintaining and updating Chapter records during her/his term of office.
Eligibility
In addition to being a Professional member in good standing and signing the Chapter Volunteer Code of Conduct, she/he must meet the following requirement:
Authority
The authority of the Chapter Secretary is conferred by the Chapter membership through election, as specified in the National AMTA Bylaws, Policy and Chapter Standing Rules (if existent).
Accountability
The Chapter Secretary is accountable to the Membership by virtue of election and, to the Chapter Board, the Membership and the AMTA National Board through reporting activities. The Chapter Secretary agrees to uphold and abide by National AMTA Bylaws, Policy, Job Description, Chapter Volunteer Code of Conduct, and Chapter Standing Rules (if existent), and Financial Policies & Procedures.
Term of Office
The Chapter Secretary shall be elected every odd year for a term of two (2) years or until a successor is elected.
Relationship
The Chapter Secretary works most closely with Chapter Board members and appointees, Chapter staff or consultants, and National AMTA staff. The Chapter Secretary also communicates with Chapter members, other Chapter Secretaries, the Chapter Relations Committee, Chapter Relations Department, and/or other National volunteers, as appropriate.
Responsibilities
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Is a voting member of the Chapter Board of Directors and is familiar with Robert’s Rules of Order.
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Acts in the place of the Chapter President in the absence or incapacity of the Chapter President, 1st Vice President, 2nd Vice President and 3rd Vice President.
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Distributes announcements of Chapter Board meetings and Chapter membership meetings in accordance with National AMTA Bylaws, Policy and Chapter Standing Rules (if applicable).
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Attends Chapter Board and membership meetings and ensures that attendance, votes and the proceedings of the meetings are recorded, maintained and retained according to the National and Chapter record retention guidelines.
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Submits required reports to the National Office.
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Distributes minutes of Chapter Board meetings to Board members and Chapter meetings to the Chapter membership as soon as possible following the meeting, but no later than three weeks following the meeting unless otherwise stipulated in the Chapter Standing Rules (if existent).
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Accepts responsibilities for Chapter/Association assignments as delegated by the Chapter President.
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Forwards Chapter rosters to the National Chapter Relations staff Administrator, in accordance with Policy. Updates must be received by the National Chapter Relations staff Administrator per Policy.
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In cooperation with the Chapter President and the Chapter Treasurer conducts the regular day-to-day business affairs of the Chapter.
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May temporarily assume the responsibilities of vacant volunteer positions while working with the President, the Chapter Relations Committee and staff to fill the vacancy.
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Shall not be the Chair of more than two (2) committees, sub-committees, special committees or workgroups.
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Identifies, cultivates and recruits future Chapter leaders.
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Makes recommendations to the President for committee appointments.
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Directs and refers members to appropriate volunteer and National AMTA staff contacts as needed.
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Is available to receive direct feedback from members for input to the Chapter Board and to communicate to inquiring members, appropriate information regarding actions of the Chapter Board.
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Fulfills the fiduciary, due diligence and other responsibilities of chapter board members as described in AMTA Bylaws, Policy, Chapter Volunteer Code of Conduct and Chapter Standing Rules (if existent).
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Maintains orderly records of activities and timelines relevant to her/his position during the term and supplies the incoming Secretary with those records to ensure a smooth transition.
Time Commitment
The time commitment is approximately 2 – 4 hours per week, depending on Chapter activities.
Vacancy and Succession
A vacancy in the Chapter Secretary ’s position will be filled according to AMTA Bylaws, Policy and Chapter Standing Rules (if existent).
The Chapter Secretary, as a Chapter volunteer, is also subject to the Chapter Volunteer Conflict Resolution Process.
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Purpose
The Chapter Treasurer ensures the integrity of the fiscal affairs of the Chapter.
Eligibility
In addition to being a Professional member in good standing, and signing the Chapter Volunteer Code of Conduct, she/he must meet one or more of the following requirements:
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Completed one term year as a Chapter Board member within the last three years.
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Completed one term year as a Chapter committee chair or member, within the last two years.
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Completed one term year as a National Standing Committee Chair or National Board member within the last two years.
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Completed one year of AMTA membership and have experience in bookkeeping, accounting or finance.
Authority
The Chapter Treasurer is given authority by the Chapter membership through election and as specified in the National AMTA Bylaws, Policy and Chapter Standing Rules.
Accountability
The Chapter Treasurer is accountable to the membership by virtue of election and to the Chapter Board and the membership through reporting activities.
The Chapter Treasurer agrees to uphold and abide by National AMTA Bylaws, Policy, Job Description, Chapter Volunteer Code of Conduct, and Chapter Standing Rules (if applicable), and Financial Policies & Procedures.
Term of Office
Treasurer is elected every even year for a term of two (2) years or until a successor is elected.
Relationships
The Chapter Treasurer works most closely with Chapter Board members and appointees, and National AMTA staff. The Chapter Treasurer also communicates with Chapter members, the Chapter Relations Committee, Chapter Relation’s and Finance staff, and/or other National volunteers, as appropriate.
Responsibilities
1. Serves as a voting member of the Chapter Board of Directors.
2. Has basic knowledge of QuickBooks or similar accounting program.
3. Attends all Chapter meetings and Chapter Board meetings, as scheduled.
4. Is a signatory on all Chapter accounts per AMTA Policy.
5. Acts in the place of the President in the absence or incapacity of the President, Vice Presidents and Secretary.
6. Accepts responsibilities delegated by the President.
7. May temporarily assume the responsibilities of vacant positions while working with the President, the Chapter Relations Committee and staff to fill the vacancy.
8. Shall not be the Chair of more than two (2) committees, sub-committees, special committees or workgroups.
9. In cooperation with the President, conducts the regular day-to-day financial business affairs of the Chapter.
10. Adopts and uses the Chapter Internal Controls detailed in AMTA Policy.
11. Completes and submits reports in compliance with AMTA Policy.
12. Manages and oversees the Chapter Budget.
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In collaboration with Chapter Board members and/or Chapter Finance Committee, prepares the annual Chapter budget, for presentation to the Chapter Board and the Chapter membership for approval.
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Ensures that Chapter records are maintained according to the Chapter record retention guidelines, and submits required reports to the National Office.
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Ensures that expenses are budgeted and allowable.
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Provides information to the Chapter Board regarding budgetary restrictions and alerts the Chapter Board when projects, programs, or units are in danger of going over budget.
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Brings all unapproved and/or unbudgeted requests for funds and payment to the Chapter Board.
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Proposes cost cutting measures and budget adjustments.
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Reports line item financial status of the Chapter, actual vs. budgets, to the Chapter Board quarterly and to the Chapter members annually.
13. Manages Chapter finances and keeps accurate records of all income and expenses in QuickBooks.
14. Keeps the Chapter Board current regarding status of investments, when applicable.
15. Reimburses members, appointees, or other volunteers, in accordance with Chapter standing rules or Chapter policy, for budgeted or approved expenditures made on behalf of the Chapter.
16. Reviews Chapter expenditures and financial status on a regular basis to ensure overall fiscal responsibility.
17. Updates Chapter Financial Policies and Procedures annually for Chapter Board of Directors approval, when applicable.
18. Maintains orderly financial records and an outline of the procedures used and furnishes the incoming Treasurer with those records.
19. Communicates with Chapter membership, through regular reports, the financial status of the Chapter, including income and expenses to date and account balances.
20. Identifies, recruits, cultivates, and mentors future Chapter leaders.
21. Makes recommendations to the President for committee appointments.
22. Directs and refers members to volunteer and staff contacts as appropriate.
23. Receives direct feedback from members and answers their questions about actions of the Chapter Board.
24. Ensures Chapter financial operations are consistent with AMTA National Bylaws and Policy, and Chapter Standing Rules.
25. Fulfills fiduciary, due diligence, and other responsibilities as described in AMTA Bylaws and Policy.
Time Commitment
The time commitment is approximately 5 hours per week. Time commitment may be considerably greater for short durations during preparation of budget, annual reports. etc.
Vacancy and Succession
A vacancy in the Treasurer’s position will be filled according to AMTA Bylaws, Policy, and Chapter Standing Rules.
Removal from Office
An officer may be removed from office for failure to:
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Fulfill her/his duties and responsibilities (dereliction of duties).
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Abide by the National AMTA Bylaws, Policy, Job Description, Code of Ethics, Chapter Volunteer Code of Conduct, Chapter Standing Rules, Financial Policies and Procedures.
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Keep AMTA membership dues current.
Removal shall occur upon recommendation from a Chapter Board member with a two-thirds vote of the entire Chapter Board.
The Treasurer, as a Chapter volunteer, is also subject to the Chapter Volunteer Conflict Resolution Process.
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Eligibility
Must be a professional member in good standing.
Must sign the AMTA Chapter Volunteer Code of Conduct.
Agrees to uphold and abide by National AMTA Articles of Incorporation, Bylaws, Policy, Code of Conduct, Rules of Engagement, and Job Description.
Shall not be an AMTA National Board member.
Authority
Delegate is given authority by National Bylaws and Policies through election by the Chapter membership.
Accountability
Delegate is accountable to the members of the Chapter by virtue of election.
Term of Office
Term of Office is one calendar year after election to delegate position.
Term shall not exceed two consecutive elected terms.
Purpose
Delegate represents her/his Chapter members in the HOD and related activities, informs the Chapter of timelines, and facilitates the Chapter’s influence in the HOD.
Relationship
Delegate will work with their Chapter members and fellow Chapter Delegates, as well as Delegates from other Chapters and the House of Delegates Operations Committee (HODOC), to follow timelines and carry out the assignments and charges applicable to their HOD function.
Responsibilities
1. The Delegate, in communication at the Chapter Annual Meeting and through other means available, initiates member involvement in discussion of matters that may or will come before the HOD
2. Maintains a working knowledge of materials provided prior to the HOD.
3. Prepares and reviews all necessary materials prior to meetings.
4. Attends and participates in the HOD orientation and meeting and casts informed votes.
5. Reports the actions of the HOD to the Chapter membership.
Time Commitment
- The time commitment averages about 2-4 hours per month.
- Delegate attends the Chapter Annual Meeting, the Delegate Orientation Meeting and the HOD Meeting at the National Convention. Time commitment will be considerably higher during the annual convention.
Organizational Support and Funding:
- The House of Delegates Operations Committee provides materials and training.
- The chapter shall determine reimbursement policies regarding Delegate expenses.
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