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Officer Duties
Jump to: President,
Vice President,
Secretary, Treasurer,
Directors, Past
President, Executive
Committee, or Board
of Directors duties.
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GENERAL RESPONSIBILITIES (for all
officers)
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- Attend all meetings of the Board
of Directors and the Annual Conference, unless prevented from doing
so for health or other unavoidable circumstances.
- Submit requests for any budget
allocations to the Treasurer and President-Elect early in the fiscal
year. Emergency budget allocations can be submitted upon identification
of need.
- Submit reports of activities,
concerns and recommendations prior to the mid-year Board of Directors
meeting and the Annual Conference.
- Provide the President and President-Elect
with copies of all correspondence concerning duties at the time of sending.
- Provide a suitable briefing and
follow-up report for their successor in office, in person or in writing,
shortly after the conclusion of their term of office.
Constitutional Responsibilities
Preside at all meetings of the Association, of the Executive Committee
and of the Board of Directors (Article IV, Section 4).
Appoint other such offices and committees as may be deemed necessary
for a period of one year, with the approval of the Board of Directors
(Article IV, Section 8).
Appoint three months prior to an Annual Meeting, with the approval of
the Board of Directors, a nominations committee of three individual members
and designate one from among them as chairperson (Article V, Section 1).
Other Responsibilities
- Provide leadership to maintain
CFEA as a worthwhile organization for its membership and as a member
of the interfraternal community.
- Serve as a spokesperson for CFEA,
including designation of appropriate representation of the CFEA at such
official functions as the annual meetings of the National Interfraternity
Conference (formal wear may be required), Association of Fraternity
Advisors, Fraternity Executives Association, National Pan-Hellenic Council,
National Panhellenic Conference, Professional Fraternity Association,
Association of College Honor Societies and others as deemed necessary
and appropriate.
- Make arrangements to hold the
CFEA Board of Directors meeting in conjunction with the midyear conference.
- Contact CFEA affiliate members
for Directory information and encourage them to participate in CFEA
programs, including attendance at the Annual Conference.
- Write a President’s Message
for the Directory and the CFEA website.
- Suggest topics/articles/authors
to the Editor of The Fraternity Editor, and review all material to be
included in each issue, in advance of publication.
- Inform members of CFEA programs
and progress through the Directory, The Fraternity Editor and other
appropriate means.
- Prepare meeting agendas (Board
of Directors and Annual Meeting).
- Immediately after the Annual Conference
and periodically during the year, consult with the Board of Directors,
in general, and the President-Elect, in particular, about the work for
the year and the personnel involved.
- Appoint all committee chairmen
and members, and—with the President-Elect’s assistance—direct
them in the performance of the year’s work.
- Direct all officers in the performance
of their responsibilities and assigned activities.
- Serve as an ex-officio member
of the Varner Award Committee and as a member of the Ford Award Committee,
contacting the recipients and his/her fraternities to inform them of
the honor.
- Accompany the CFEA Annual Conference
Chairman on the annual Conference site visit.
- Review the Constitution and the
Handbook annually with the President-Elect and the Parliamentarian.
- Appoint a parliamentarian for
the Annual Meeting, in cooperation with the Constitution Committee.
- Present awards and serve as master
of ceremonies as required at the Annual Conference.
- Host the President’s Reception
at the Annual Conference, subject to the availability of funds toward
the event.
- Appoint two non-officers to the
audit committee.
- Appoint and convene a Constitution
and Resolutions Committee as needed.
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Constitutional Responsibilities
Perform the duties of the President at all meetings at which the latter
is absent (Article IV, Section 5).
Other Responsibilities
- Provide consultation, immediately
after the Annual Conference and periodically during the year, for the
President about the work for the year and the personnel involved.
- Supervise committee chairmen in
the performance of their responsibilities and assigned activities, including
compiling reports — planned activities, schedule and budget income/expenditures
— for the mid-year Board of Directors meeting and the Annual Meeting.
- Prepare the annual schedule of
committee activities, including mailing dates for various materials.
- Compile year-end reports —
achievements according to planned activities, schedule and budget income/expenditures,
as well as recommendations — from committee chairmen for assessment
and transmittal to incoming chairmen.
- Review and revise, as appropriate,
job descriptions for officers and committees.
- Chair the Audit Committee.
- Chair the Ford Award Committee.
- Prepare and send, on the behalf
of the board, a letter of thanks to the presidents and executives of
the organizations of all officers and committee chairs shortly after
the conclusion of the mid-year board meeting.
- Review the Constitution and the
Handbook annually with the President and the Parliamentarian.
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Constitutional Responsibilities
Keep accurate minutes of the meetings of the Association, of the Executive
Committee and of the Board of Directors (Article IV, Section 6).
Other Responsibilities
- Distribute minutes to all members
of the Board of Directors within three weeks of meetings (and to others
on request and approved by the President).
- Distribute the previous year’s
Annual Meeting minutes to all members at the current Annual Meeting.
- Notify the editor of The Fraternity
Editor when minutes are available for distribution upon request.
- Arrange for production of CFEA
stationery.
- Conduct such CFEA correspondence,
including mail ballots of the Board of Directors, as would normally
be considered the function of the Secretary and/or as assigned by the
President.
- Chair the Directory Committee,
assuming responsibility for Directory copy development, proofreading,
production and distribution—with distribution as early in the fiscal
year as possible.
- Serve as a member of the Ford
Award Committee.
- Maintain inventory of special
materials, including new member pins, past president medallions , service
recognition pins and Varner awards, and, if necessary, order any additional
special materials.
- Compile a list of editors eligible
to receive service recognition pins at the Annual Conference
- Serve on the Audit Committee.
- Maintain the CFEA laptop as a
tool of the office.
- Update the CFEA membership database
on the CFEA laptop; provide current membership labels to any member
who requests them.
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Constitutional Responsibilities
Be in charge of the Association’s funds, subject to the supervision
of the Board of Directors (Article IV, Section 7).
Other Responsibilities
- Secure a bond on the individual
serving as Treasurer.
- Solicit information to be received
early in the fiscal year from committee chairmen as to anticipated income
and expenditures relative to the committee’s planned work for the
year.
- Prepare and distribute to the
Board of Directors by the current year’s proposed budget.
- Receive all income and pay all
bills of the Association, performing such responsibilities within two
weeks.
- Balance the checking account monthly.
- Distribute to the Board of Directors
and committee chairs quarterly balance sheets of the various CFEA funds
and a general statement on the overall financial condition.
- Present reports of the various
CFEA funds and the overall financial condition at all Board of Directors
meetings and the Annual Meeting.
- Invest funds in the amount and
manner approved by the Board of Directors.
- Send membership renewal invoices
with the spring Annual Conference solicitation.
- Contact, by phone, any organizations
not renewing membership after one or two notices; report non-renewal
reasons to the Board of Directors.
- Forward membership information
received with dues to the Secretary for inclusion in the CFEA Directory.
- Supervise the maintenance of the
CFEA mailing list by verifying and updating information with the Secretary,
based on dues payments and related information received from member
organizations.
- Review CFEA’s tax status.
- Provide a list of new members
to the Membership Recruitment Committee and the New Member Committee.
- Provide a list of new members
to the Secretary for new member pins.
- Serve as a member of the Ford
Award Committee.
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Constitutional Responsibilities
Serve on the Board of Directors (Article IV, Section 2.)
Other Responsibilities
- Provide such service as required
as a committee chairman or member.
- Provide leadership and service
to CFEA in every way possible.
- Act as a liaison with the general
membership, being sensitive to individual and collective needs.
Constitutional Responsibilities
Should the Immediate Past President not wish to continue to serve on the
Board of Directors, the membership will elect an additional member to
the Board of Directors.
Other Responsibilities
- Serve as a member of the Interfraternity
Liaison Committee.
- Serve as a member of the Varner
Award Committee.
- Serve as a member of the Ford
Award Committee.
- Be available to the President
and the Board of Directors for counsel regarding Association programs
and policies based on experience gained through tenure and position
of leadership.
- Serve as a member of the Audit
Committee.
- Serve as Chairman of the Past
President’s Advisory Committee.
Consists of the President, President-Elect, Secretary, and Treasurer.
Constitutional Responsibilities
Fill vacancies in elected offices, when they occur, for the remainder
of the term (Article IV, Section 3).
Meet at such times and places as the President may determine, or by agreement
of a majority of the Committee (Article VI, Section 3).
Other Responsibilities
Along with the Immediate Past President, serve as the Ford Award Committee.
Consists of the Executive Committee, Directors and Immediate Past President
Constitutional Responsibilities
Designate the fiscal year for this Association. (Article III, Section
2).
May extend associate membership upon payment of annual dues, as established
by the Board of Directors, to any person, commercial suppliers, vendors
and others whose resources enhance fraternalism (Article II, Section 3).
May extend honorary membership to any individual based upon past outstanding
service to the Association, including but not limited to, service as an
elected member of the Board of Directors (Article II, Section 4).
Govern this Association by conducting meetings of the Board of Directors
between the Annual Meetings (Article III, Section 1).
Approve other such offices and committees as may be appointed for a period
of one year by the President (Article IV, Section 8).
Approve three months prior to an Annual Meeting, a nominations committee
of three individual members appointed by the President, one of whom the
President has designated as chairperson (Article V, Section 1).
Conduct special meetings from time to time, but transact only such business
as specified in the call (Article VI, Section 2).
Meet in concert with the Executive Committee at such times and places
as the President may determine, or by agreement of a majority of the Committee
(Article VI, Section 3).
Determine the registration fee to be levied for individuals attending
the Annual Conference or special meetings of the Association (Article
VII, Section 2).
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ADDITIONAL RESOURCES
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CFEA HANDbook of Polices and Procedures
Revised and adopted by the Board of Directors on January 21, 2001.
This guide covers officer responsibilities, committee information,
policies, and resolutions.
Must have Adobe's free Acrobat
Reader
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Constitution
Revised and adopted by the Board of Directors on May 2001. The constitutions
covers the purpose, laws, and articles of government.
Must have Adobe's free Acrobat
Reader
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