The President’s term of office is for one year. The President-Elect fills the office of the President whenever the position is vacant. The President is responsible for administering all Chapter business. He or she will organize and preside at Executive Board meetings and the Annual meeting; appoint and direct committee chairpersons; and represent the Chapter in public and professional meetings, and through correspondence. The President shall have general supervision of the Chapter officers and committee chairpersons. The President may represent the Chapter, or appoint representatives to represent the chapter at other Section, Society, or committee meetings.
Duties of the President include but are not limited to:
- Know how to conduct a meeting and become familiar with Robert’s Rules of Order.
- Appoint committee chairpersons and oversee all committee activities. In conjunction with each chairperson develop specific goals and objectives for each committee.
- Provide each officer and chairperson a copy of his or her “Duties and Responsibilities”.
- Schedule and preside over Executive Board meetings, which should be held at least quarterly to as frequently as monthly. All Board meetings should be announced in the newsletter to encourage membership attendance.
- Prepare meeting agendas and oversee the arrangements for all Chapter meetings, including Executive Board meetings.
- Instruct the Recording Secretary to send minutes of the Executive Board meetings to all Board Members and others as requested.
- Keep all Executive Board Members informed on Chapter activities and furnish them with copies of pertinent material.
- Prepare a President’s message for each Chapter Newsletter and submit information to the editor for inclusion in the Newsletter that addresses current issues or topics of interest to the membership.
- Organize and preside over the Annual Membership Meeting, which is generally held the first weekend in February, and other meetings organized and sponsored by the Chapter.
- Review all correspondence that goes out from the Chapter.
- Send letters to various agencies, departments, and organizations encouraging their participation at the Joint Annual Meeting.
- Acknowledge the work of out-going officers (except the President) and committee chairpersons with a certificate of appreciation at the Annual Membership Meeting.
- Prepare the Annual Report for the Annual Membership Meeting.
The President-Elect is elected each year by the membership and the term of office is one year. The President-Elect is elected by the Arizona Chapter members for what will be a twoyear term as a Chapter officer, first as President-Elect and then as President. During the term as President-Elect he or she will share the major responsibilities of conducting Chapter business and is expected to attend all Chapter Executive Board and Chapter Membership meetings. The responsibilities of the President-Elect are to assist and fill-in for the President on a variety of assigned tasks, and serve as the Chairperson of the Awards and Nominations Committee. If in any event the President leaves office, the President-Elect will assume the position of President for the remainder of the term and will continue into the following year as President.
Duties of the President-Elect include but are not limited to:
- Become familiar with the Chapter Bylaws and the Chapter Operations Manual.
- Attend and participate in all Chapter meetings, including Board meetings.
- Notify the President of any items to be considered for meeting agendas.
- Serve as Chairperson of the Awards Committee and appoint additional committee members as needed. (See Awards Committee Position Description for details.)
- Serve as Chairperson of the Nominations Committee and appoint additional committee members as needed. (See Nominations Committee Position Description for details.)
- Serve as a liaison with the New Mexico TWS Chapter or the Arizona-New Mexico Chapter of the American Fisheries Society, Program Committee on years they host the Joint Annual Meeting.
- Is responsible for the Chapter Operations Manual, maintains a file on any changes and additions to the Manual, and forwards approved changes to the Corresponding Secretary to revise the electronic Operations Manual file.
- Recruit chairpersons for standing committees prior to the Annual Membership Meeting.
- Assume position of President following the Annual Membership Meeting.
- Upon assuming office of President, present the outgoing President with a Past President’s pin and appropriate plaque.
The Treasurer is elected in odd number years by the membership with a term of office of two years. This term of office was established so that the Treasurer could “close the books” when the Arizona Chapter hosts the Joint Annual Meeting. The Treasurer shall be responsible for the funds of the Chapter and for maintaining financial records and files for the Chapter. Duties include receipt and disbursement of the funds, maintenance of a complete financial record, and preparing financial reports for the Executive Board and the Chapter Annual Meeting. Duties of the
Treasurer include but are not limited to:
- Attend and participate in all Chapter meetings including Board meetings.
- Notify the President of financial items that need to be considered for Board and Annual Membership Meeting agendas.
- Maintain financial records and be responsible for Chapter funds.
- Regularly review the Chapter’s current finances, present the Board with interim financial reports, and advise the Board thereon.
- Sign checks and pay all bills for the Chapter.
- Assist with fund raising activities including training and workshops sponsored by the Chapter.
- Prepare financial statements following any Chapter sponsored symposium, workshop, or meeting. Distribute funds according to co-sponsor’s agreement following the event.
- Prepare a financial report for the Annual Chapter Membership Meeting.
- Furnish records to the Audit Committee prior to the Annual Membership Meeting. Attend the Audit Committee meeting for the Annual Chapter audit.
- Serves as a member of the Continuing Education Committee.
- Submit a financial statement to the parent Society at the end of each calendar tax year using the form provided by the Society.
- Prepare any required State and Federal tax forms or tax-exempt forms and submit to the respective agency.
- Notify bank and savings associations of name changes following installation of new officers. Obtain new officers’ signatures for bank signature card on Chapter accounts.
- Prepare an annual chapter budget for board approval.
- Maintains chapter finances within the approved chapter and annual meeting budgets.
The Corresponding Secretary is elected each year by the membership with a term of office for one year. The Corresponding Secretary shall be responsible for the Chapter files, filing all
necessary documents and correspondence, and maintaining Chapter electronic and hard copy files of important correspondence, manuals, bylaws, and documents.
Duties of the Corresponding Secretary include but are not limited to:
- Provide copies of the Chapter Bylaws and Chapter Operations Manual to new Executive Board members.
- Maintain Chapter files on all activities, including sent and received correspondence, important documents, and committee activities.
- Maintain electronic and hard copy files of the Chapter Bylaws, Chapter Operation Manual, Annual Meeting Manual, Board meeting minutes, newsletter, annual report, position statements and resolutions, official correspondence, and other important documents using Microsoft Word.
- Within ten days after election of Chapter officers, send names and addresses of the elected Chapter officers to the parent Society on a form provided by the President.
- Provide copies of year-end committee reports from previous years, upon request, to committee chairpersons.
- Submit any material that is needed to update the Chapter Operations Manual, such as resolutions, policy statements, award recipients, etc. to the President-Elect
- Provide copies of Chapter Bylaws to Chapter members upon request.
- Serves as a liaison with the Chapter Historian and provides copies of important files for archiving. Files for archiving include yearly newsletters, important correspondence, minutes, and the annual business report. Submit electronic and hard copies of these documents to the historian after they are three years old. Maintain electronic records in the chapter files.
- Provide an electronic copy of important correspondence, minutes and the annual report to the President-Elect (incoming President) at the end of the year.
- Serves as the “Gate Keeper” for the posting on the Chapter Wildlife Alert email distribution and coordinates all postings with an alternate “Gate Keeper”. The Alternate Gate Keeper will be one of the Board Members and will be appointed by the Chapter President. (See Chapter Operation Policies, Wildlife Alert.)
- Prepare a press release announcing the recipients of the Chapter Awards that will be sent to appropriate newspapers, agencies, and the parent Society.
- Send Chapter news to TWS editor of “The Wildlifer”, including notification of meetings and workshops.
- Uses Facebook and Twitter to keep the chapter membership aware of ongoing and upcoming activities and events.
The Recording Secretary’s is elected each year by the membership for a term of office of one year. The Recording Secretary shall be responsible for recording and distributing minutes of the Executive Board and Chapter Membership meetings. Duties of the Recording Secretary include but are not limited to:
- Attend and participate in Board Meetings.
- Record the minutes of all Board and Membership meetings.
- At the appropriate time during each Board meeting, read the minutes of the previous Board meeting.
- Submit summaries of the Board meetings to the Chapter Newsletter Editor.
- At the appropriate time during Chapter Membership meetings, read the minutes from the previous Membership Meeting.
- Distribute copies of Board and Membership meeting minutes to all Board members. Minutes should be distributed as soon as possible after each meeting.
A Board Member’s term of office is for two years. The terms of office for Board Members are staggered such that one Board Member is elected each year by the membership. This procedure was established to provide more continuity in the membership of the Executive Board. Two Board Members are elected to serve on the Executive Board. Board Members are responsible for attending each Executive Board meeting and have full voting rights within the Board. Board Members will share all responsibilities of conducting Chapter business and will assist other Board Members with assigned tasks.
The duties of the Board Members include but are not limited to:
- Attend and participate in Executive Board meetings.
- Notify the President of any items to be considered for meeting agendas.
- Perform tasks and assume duties as directed by the President, including chairperson of committees.
- The senior Board Member serves on the Continuing Education Committee in the absence of the third committee appointment from the membership.