Board Member Duties

President

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It shall be the duty of the President to have active executive management of the operations of the Association, subject however, to the control of the Executive Board. The President shall preside at all meetings of the Association and of the meetings of the Executive Board; to appoint committees as set forth in Article VII; to discharge all the duties incumbent upon a presiding officer and perform other such duties as these By-Laws provide and to carry out the purpose of the Association. The President shall be the ex-officio member of all committees, except the nominating committee. The President shall be excluded from voting in contested races, including his/her own region. In the event of a tie, the President shall cast the deciding vote.

President-Elect

It shall be the duty of the President-Elect to assist the President in the discharge of his/her duties and, in the President’s absence, to assume the full responsibilities of that office. He/She shall also assume such other duties as are assigned to him/her by the President or the Executive Board until the next general election. The President-Elect shall be designated Parliamentarian and shall govern all meetings of the Association consistent with these By-Laws.
Should a vacancy occur in the office of the President-Elect, the President shall appoint an active member to complete the unexpired term. In the event that the President-Elect cannot take office of the President after their term, the following action will occur. The current President will remain in office as President and will immediately order the Nominations Committee Chairperson to prepare a Declaration of Candidacy to go out in the next WACA newsletter or by immediate mail/email to all members. The President will then designate a filing date and will authorize a mail-in ballot to be mailed/emailed to all members as soon as practical or the ballot may be presented at the next meeting if it is within sixty (60) days of the filing date.

Immediate Past-President

It shall be the duty of the Immediate Past-President to assist the President during the transition period and to serve as an advisor throughout the term of the President. The Immediate Past-President shall be a voting position. In the event that the Immediate Past-President cannot assume the duties of the Immediate Past-President, the most current Past-President, still a member of WACA, shall assume the duties of this position. If there are no Immediate Past-Presidents remaining in the membership, this position will remain unfilled for two (2) years and a waiver shall be given to the By-Law requirement that the “Executive Board shall consist of twelve (12) officers, including the Immediate Past-President.” The duties of the Immediate Past-President will then be assumed by the President.

Secretary

It shall be the duty of the Secretary to keep the minutes of all meetings of the Association and of the Executive Board and shall preserve and retain all papers, letters and transactions of the Association. The Secretary shall be responsible for delivery to his/her successor of all Association property and records in his/her possession immediately after the installation or appointment of a new Secretary. He/she shall also assume all secretarial duties as assigned by the Executive Board. The Secretary shall send minutes, or a synopsis of minutes, of the last board meeting, to all members prior to the next meeting. This may be included in the WACA newsletter. These minutes may be disseminated at the next meeting.

Treasurer

It shall be the duty of the Treasurer to receive, collect and have custody of all funds of this Association. He/she shall deposit funds in a bank convenient as designated by the Executive Board and such funds are to remain on deposit under the name of the Association unless otherwise directed by the Executive Board to place specified amounts in appropriate interest-bearing accounts under the Association’s name, and all interest earned shall be entered and recorded as income for the Association. The Treasurer shall prepare a financial report for each meeting to the Executive Board and members of the Association and shall assume such duties in connection with the work of the Treasurer as shall be designated, specified or assigned by the Executive Board. The Treasurer shall also make a report annually to the Association for all programs and expenditures. These statements will include the amounts budgeted in each category, and the expenditures and balances in each. The itemized ledger for the Association will be available for review by the membership at the annual meeting or upon written request by a member.

The Treasurer shall submit his/her records for financial review as required by the President or by whomsoever the President has designated for the financial review. The outgoing Treasurer shall, at the close of the annual meeting, deliver to the newly elected Treasurer, all money, vouchers, books and papers of the Association in his/her custody.

All checks shall have the signature of the Treasurer, President or President-Elect. No check shall be written for more than $150.00 without approval of the majority of the Executive Board.

The Treasurer may, with the consent of the President of the Association, appoint a member from the Executive Board and/or general membership to assist in his/her duties as deemed necessary. These duties may include the membership drive, bookkeeping duties and other assorted clerical work but will not include signing or issuing checks or other type of payment associated with the welfare of the Association.

Director 1 - Historian/Public Relations

The Chairperson of the Historian and Public Relations Committee shall be responsible for the safekeeping of any memorabilia collected by the Association to include, but not limited to: history book, pictures, scrapbooks, publications and inventory book(s). Provide information regarding important decisions of the Executive Board, maintaining social media and other newsworthy items to the membership. This Committee is to keep a portfolio of the events, schedules and forms used by the committee to be passed to the next Chair of the Committee. It shall be the responsibility of this Committee to prepare any reports or publications of distribution to members or news media, subject to the approval of the Executive Board. This Committee shall be responsible for the Association’s “newsletter” and distribution to the membership at least three (3) times per year.

Director 2 - Education/Legislative

The Chairperson of the Education and Legislative Committee shall be responsible for the planning and development of the educational and legislative programs at the quarterly meetings and such other educational and developmental programs as are appointed by the Executive Board. This committee shall keep track of current and pending legislation concerning the Association and court in general.

Director 3 - Membership/Nominations

The Chairperson of the Membership and Nominations Committee shall prepare nominations for Officers of this Association at least sixty (60) days prior to the annual meeting to permit circulation of the Committee’s nominations to all members of the Association. Any member in good standing, in active membership status, may be nominated from the floor immediately following the recommendations from the Nominating Committee. The list of members as disclosed by the Membership Chairperson’s record, shall be conclusive as to the total membership of the Association. This Committee shall be responsible for the recruiting of members, the maintenance of the membership software and for carrying out decisions of the Executive Board relative to the recruitment, maintenance and eligibility of members of the Association.

Director 4 - Social/Awards

The Chairperson of Social and Awards Committee shall be responsible for securing and reviewing all applications and nominations for awards and scholarships. This Committee shall be responsible for organizing any social functions or activities concerning Civic Project fundraising and other activities requested by the Executive Board for meetings of the Association. He/she shall also be responsible for preparing awards for persons receiving special recognition and notifying their respective cities. The Social and Awards Chairperson will need to be in direct contact with the President-Elect to ensure plaques are ordered.

PA Director

The Chairperson of the PA Director in conjunction with the Education/Legislative Director shall be responsible for the planning and development of the educational and legislative programs for the PA Clerks at the quarterly meetings and such other educational and developmental programs as are appointed by the Executive Board.