ppc-chapter officer training guidelines

8/6/2019 PPC-Chapter Officer Training Guidelines

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CHAPTER OFFICER TRAINING GUIDELINESOAK RIDGE CHAPTER

INTERNATIONAL ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS

Prepared By

Jean A. Norris CPS/CAPEllen B. Queener CPSAlice C. Wittmer CPS

Members, Past Presidents CouncilOak Ridge Chapter

January 31, 2008


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CHAPTER OFFICER TRAINING GUIDELINESOAK RIDGE CHAPTERINTERNATIONAL ASSOCIATION OF ADMINISTRATIVE PROFESSINALS

Members desiring to serve as a Chapter officer should discuss with their employers andhave an understanding and agreement (U/A) regarding support including financial.Having U/A up front leads to more enjoyable experiences and also helps Chapter infinancial planning when employer cannot cover expenses for delegate and/or alternate.

The following guidelines give an overview of responsibilities associated with being anofficer. The intent of these guidelines is to first help members decide if they would liketo serve the Chapter and second to help them once they decide which office they wouldlike to consider.

The Chapters Executive Board is composed of a President, a President-elect, a VicePresident, a Secretary, a Treasurer, two Board Members and an Advisor.

A candidate for office shall have been a member for at least one year prior to the

time of nomination and shall be a member with exemplary attendance at all

Chapter functions (Bylaws, Article III, Section 2-A).

A candidate for the office of President shall have served as an officer of the Chapter

for at least one full year prior to the time of election (Bylaws, Article III,

Section 2-B).

Terms of all officers shall begin on July 1 and continue through June 30. The

President and President-elect shall serve one term only. Other officers shall serve

no more than two consecutive terms in the same office.

REVIEW BASIC DOCUMENTS

Chapter Bylaws, Standing Rules and ProceduresChapter Membership Manual

Chapter Strategic PlanTennessee Division Bylaws, Standing Rules and ProceduresInternational Bylaws and Standing RulesRetirement Trust FoundationProtocol GuidelinesRoberts Rules of Order, Newly Revised, 10th Editionwww.iaap-hq.org (Resources Section)
http://www.iaap-hq.org/http://www.iaap-hq.org/


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REVIEW RESPONSIBILITIES, ATTACHMENT I

PresidentPresident-elect

Vice PresidentSecretaryTreasurerBoard MembersAdvisorPast Presidents CouncilParliamentarianBoard Contacts

MEETINGS (Members are welcome and encouraged to attend Chapter Executive

Board meetings.)

Joint Executive Board Meeting Held after the June meeting and before the July meetingwith outgoing and incoming officers (Procedures No. 7).

Regular Executive Board Meeting Held prior to each Chapter meeting, usually on thefirst Monday of the month (Bylaws, Article IV, Section 3).

Chapter Meetings held on the second Monday of the month (Bylaws, Article VI,Section 1-A).

Division Presidents Forum Usually held in the fall (Division President sets time/place).

Tennessee Division Annual Meeting Usually held during early June at locationsapproved by the Division Board four years out.

Tennessee Division Leaders Conference Held after Annual Meeting and beforeInternational if possible. Division President sets date and location.

International Convention and Educational Forum Usually held in July or August atlocations approved by International Board six years out.

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COMMITTEES

Description of the Chapters Standing and Special Committees is covered in the Bylaws,Article V, Sections 2 and 3, respectively.

Standing Committees include:BylawsCPS/CAP Service and EducationStudent Chapter ProgramNominationsEducation and ProgramMembershipPublicity

Description of these committees and other special committees is outlined in the ChapterMembership Manual.

Special committees are appointed when deemed necessary by the Executive Board.

Committee appointments are approved at the Joint Executive Board Meeting

(Bylaws, Article III, Section 5-A-2) and by members at the July Chapter meeting.

Committee plans require Executive Board approval prior to presenting to membership(Bylaws, Article V, Section 4).

Committee Chairman must provide written report by May 31 for inclusion in PresidentsAnnual Report (Procedures No. 14).

Committee Chairman transfers files to successor or the Executive Board within 15 daysafter conclusion of appointment (Procedures No. 13).

President is an ex officio member of all committees except Nominations (Bylaws,Article III, Section 5-A-3).

EXECUTIVE ADVISORY BOARD (Bylaws, Article III, Section 5-B-3)

President-elect serves as Chairman, presents recommendations for new members asneeded to Executive Board for approval prior to presenting to Chapter, prepares anddistributes agenda and conducts quarterly meetings.

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ANNUAL MEETING/INTERNATIONAL FORUM AND EDUCATIONAL

SEMINAR

Delegate and Alternate At the Chapter meeting prior to each of these meetings, thename of the delegate and alternate delegate shall be presented to the Chapter members

and a vote will be taken to send these representatives to the meetings instructed oruninstructed (Standing Rule No. 7).

Membership is to be provided written reports within 30 days after attending these

meetings (Standing Rule No. 3)

Employer Approval for Travel

REPORTS

Beginning of Year President or designee provides via e-mail to the Division VicePresident by August 1 a record of the Chapter membership as of July 1 for use inpreparing the Division Directory (Procedures No. 20). Provides updates as changesoccur.

Special/Updates provides appropriate input to Division President when requested.

Annual Report - prepared by President and distributed to membership by July 1(Procedures No. 14). Committee Chairmen and Treasurer present written reports forinclusion.

Avery Dennison - prepared by President-elect (Bylaws, Article III, Section 5-B-4).

Award of Excellence prepared by Vice President (Bylaws, Article III,Section 5-C-3).

Appreciation Letters to Committee Chairmen or Members who have served during theyear prepared by President.

ELECTION AND INSTALLATION OF OFFICERS

Chapter elects Nominating Committee at the April meeting (Procedures No. 5).

Secretary sends slate of recommended candidates to membership at least two weeks priorto May meeting (Procedures No. 6).

Chapter elects officers at the May meeting (Bylaws, Article III, Section 3-C).

Officers are installed at the June meeting (Standing Rule No. 5).

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STEPS TO CONDUCTING A MEETING

Issue an Agenda on Tuesday prior to Executive Board and Chapter meetings(Procedures No. 22).

Check meeting room and set up podium (display banner if podium is not used).

Call to order.

Have Chapter Bylaws, Standing Rules and Procedures; Tennessee Division Bylaws,Standing Rules and Procedures; International Bylaws and Standing Rules; and RobertsRules of Order, Newly Revised beside podium. Parliamentary Advisor should be seatedto immediate right and Secretary to immediate left.

Follow Protocol Guidelines (Attachment 6) for introducing Head Table.

Establish if quorum is present for Executive Board meetings (Parliamentary Advisorsresponsibility to let President know).

Welcome

Installation of new members

Make sure Program Chairman is aware of protocol for introducing speaker(Attachment 6).

Approval of Minutes

Treasurers Report

Committee Reports (list on agenda)--Chairmen should deliver reports from podium

Unfinished Business

New Business

Good of the Order

Adjourn

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HANDLING OF MOTIONS(Summary of Excerpts from Roberts Rules of Order, Newly Revised)

How a Motion is Brought Before the Assembly

The three steps by which a motion is normally brought before the assembly are asfollows:

1. A member makes the motion.2. Another member seconds the motion.3. The presiding officer states the question on the motion.

Neither the making nor the seconding of a motion places it before the assembly; only theChair can do that, by stating the question. When the Chair has stated the question, themotion is pending. It is then open to debate. If the assembly decides to do what a motionproposes, it adopts the motion or the motion is carried; if the assembly decides against

doing what the motion proposes, the motion is lost or rejected.

The Stating of the Question by the Chair:

When a motion that is in order has been made and seconded, the Chair formally places itbefore the assembly by stating the question; that is, she states the exact motion andindicates that it is open to debate. The basic form used by the Chair is: It is moved andseconded that--repeating the motion. The Chair then normally turns toward the makerof the motion to see if she wishes to be assigned the floor. If the maker does not claimthe floor and, after a pause, no one else does, the Chair may ask, Are you ready for thequestion? The Chair may state the question by saying, It is moved and seconded toadopt the following

Until the Chair states the question, the maker has the right to modify the motion or towithdraw it. If the maker of a motion modifies it before the question is stated, a personwho has seconded it has the right to withdraw her second; but, if a modification isaccepted as suggested by another membereither before or after the motion has beensecondedthe suggester has in effect seconded the modified motion, in order that noother second is necessary.

Consideration of a Main Motion Basic Steps:

Once a main motion has been brought before the assembly through the three stepsdescribed above, there are three further basic steps by which the motion is considered inthe ordinary and simplest case (unless it is adopted by unanimous consent). These stepsare as follows:

1. Members debate the motion (unless no member claims the floor for that purpose).2. The Chair puts the question (that is, puts it to a vote).3. The Chair announces the result of the vote.

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When the debate appears to have closed, the Chair may ask, Are you ready for thequestion? If no one rises to claim the floor, the Chair proceeds to put the questionthatis, she puts it to a vote after once more making clear the exact question the assembly iscalled upon to decide. Where there is any possibility of confusion, the Chair beforecalling for the vote should make sure that the members understand the effect of an aye

vote and of a no vote. In putting the question, the Chair should stand and shouldespecially project her voice to be sure that all are aware that the vote is being taken. Thevote on a motion is normally taken by voice unless, under certain conditions, it is takenby rising or show of hands.

Chairs Announcement of the Voting Result, Verification Procedures and Cases wherethe Chair Votes:

The Chair, remaining standing, announces the result of the vote immediately. Amajority vote in the affirmative adopts a motion unless it is one of the motions thatrequire a larger vote under parliamentary law or the rules of the organization.

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HANDLING OF BOARD RECOMMENDATIONS(Summary of Excerpts from Roberts Rules of Order, Newly Revised)

Rules related to the preparation, approval, and presentation of committee reports apply toExecutive Board reports as well. If possible, every report should be in writing; and the

annual report should always be in writing.

A board report is generally prepared by the President and/or Secretary. It should containonly such information, recommendations, and resolutions (motions) as have beenofficially approved through board action and should be signed by the President andSecretary. If it contains a recommendation which requires follow-up action by thesocietys assembly or general membership, the report should close with a resolution ormotion carefully worded to bring the action about. At the conclusion of the presentation,the member who presents the report, usually the Secretary should move the adoption ofthe resolution or motion. Example: Madam President, by direction of the ExecutiveBoard, I move the adoption of the recommendation just read.

These motions do not require a second, since they come from committees in whichmore than one person has already recommended their consideration. They are stated bythe Chair as any other main motion would be and are subject to debate and amendment.

In preparing and presenting a report, it must be remembered that a recommendationmerely indicates an opinion that a certain item would be a good idea. A resolution ormotion proposes that action be taken regarding that item.

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NOMINATIONS AND ELECTION OF OFFICERS(Summary of Excerpts from Roberts Rules of Order, Newly Revised)

Nominations by a Committee:

Members of the nominating committee are elected at the March meeting according toChapter Procedures No. 4. The committee report is usually prepared by the Chairman.It should be signed by all members who concur with it. The Chairman generally signsfirst without adding the word Chairman after her name. However, if circumstancesprevent the committee from being able to sign and it authorizes him to sign for thecommittee, she adds the word Chairman after her name as her official title. Thecompleted report goes directly to the assembly unless the rules stipulate otherwise.

The committees work is ordinarily completed and is automatically discharged when itsreport has been presented to the membership at the May Chapter meeting. However, if anominee withdraws her name before the election is held, the committee must reassemble

and make a sincere effort to provide the name of another candidate.

Report of the Nominating Committee from the Floor:

Society rules or customs determine when a nominating committee presents its report. Ifthere is no rule to establish its place in a days agenda but the Bylaws require that thereport be given in a particular meeting, it is usually listed as Special Order in the order ofbusiness for that meeting.

Before nominations begin, the Chair or Secretary reads to the assembly those sections ofthe organizations Bylaws (Article III, Section 3-B) and Roberts Rules of Order, NewlyRevised (Chapter XIV No. 45,Nominees), which prescribe its procedure for nominations,and the Chair answers any questions which may arise about the procedure.

Nominees: Members of the nominating committee are not barred from becomingnominees for office themselves. To make such a requirement would mean, first that

service on the nominating committee carried a penalty by depriving its members of one

of their privileges; and second, that appointment or election to the nominatingcommittee could be used to prevent a member from becoming a nominee.

When called upon, the Chairman or other reporting member of the committee rises andreads the entire report. Example: Chairman: Madam President, the nominatingcommittee submits the following nominations:

For President: John DoeFor President-Elect: Same DoeFor Vice President: Sue DoeFor Secretary: Jean DoeFor Treasurer: Jim DoeFor Board Members: Pat Doe, Chris Doe

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The Chairman concludes by adding the names of the committee members.

The written report is handed to the Chair. No action is taken on the report itself. Amotion to accept it is not proper, for this would be tantamount to endorsing the nomineesbefore an election has taken place.

Procedure for Nominations from the Floor:

After the report of the nominating committee is read, the Chair calls for nominationsfrom the floor, office by office, being careful to give members adequate opportunity topresent names of their choice. When all who desire to do so seem to have named theirnominees, the Chair asks again whether there are further nominations for that office. Ifno one responds, she declares nominations closed and proceeds directly to nominationsfor the next office. Nominations can also be closed through adoption of a motion to closenominations, though there is little need for such a motion except possibly in very largeassemblies. It is out of order if made while a member is attempting to obtain the floor in

order to make a nomination.

The report of the committee has been read in full, and the Chair has stated thatnominations from the floor are in order.

Chair: Mr. John Doe has been nominated for President. Are there any furthernominations for President? (After a reasonable pause) If not (pause), nominations forthe office of President are closed.

Member: (Rising) who wishes to make a nomination for any office as called out, risesand addresses Chair. Madam President, I nominate Jim Brown for ---------.

Chair: Mr. Jim Brown has been nominated for ------------------------. Are there furthernominations for --------------------? (Pause) If not (pause), nominations are closed.

Continue through list of officers. After nominations have been closed, many Chairsreread the entire list of nominees, asking the candidates to stand as their names are read.This is usually followed by an announcement concerning arrangements and rules for thecoming election.

Election of Officers:

Tellers or the Election Committee. Tellers are generally appointed by the Chair,

preferably before the meeting, though their names are frequently announced just beforethe time of the election. The first-named teller is the Chairman. The number of tellers tobe appointed depends upon the number of voters and the number of offices to be filled.For a small group, two or three tellers are usually sufficient. Tellers should be honest,accurate, and dependable and have no direct personal involvement in the election. If theyare qualified voters, they may vote at any time prior to the closing of the polls.

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Ballots: The nominating committee prepares a ballot listing names from its report withspace for members to write in any nominations from the floor. Just prior to thedistribution of the ballots, the Chair reads or directs the Secretary to read to the assemblythe portion of the Bylaws (Article III, Section 3-C) and other special rules which pertainto elections.

Distributing the Ballots: When balloting is to take place in the same room in which themeeting is being held, special care must be taken to see that ballots are distributed only tothose eligible to vote. The tellers are responsible for seeing that ballots are given only toproperly qualified voters. The Chair, if a member of the assembly, receives a ballot andvotes at the same time that other members do.

Marking the Ballots: Members mark their ballots as directed, voting for no more thanone candidate for each office unless instructed to do otherwise as in the case of electingmore than one member to a board or to a committee.

Collection of Ballots: After the ballots have been marked, they are folded in a mannerannounced in advance or stated on the ballot itself and collected by the tellers.

Closing the Polls: After the collection of ballots, the Chair makes certain that all havevoted who wish to. (No member can be forced to vote.) The polls are then closedthrough an announcement to that effect by the Chair or through adoption of a motion thatthe polls are closed. This motion requires a second and a two-thirds vote. (To reopen thepolls requires a motion, second, and majority vote.)

Counting the Ballots: After the polls are closed, tellers take the ballots to an area inwhich they can work in privacy.

The Tellers Report: The tellers report must show the number of votes cast for eachoffice.

Unless a special time has been set for hearing the result of the balloting, the Chair usuallycalls for the report of the tellers as soon as they return to the meeting room. If the Chairdoes not notice their return, the Chairman of the tellers can stand, address the Chair, andupon being recognized, announce the tellers are ready to report. The Chairman thenreads the report and hands it to the Chair. The reporting teller does not declare the resultof the ballot vote; that is the responsibility of the Chair.

The Chair rereads the report and announces the results for each office.

Chair: Mr. John Doe having received a majority of the votes cast is elected President.Should a candidate for any office not receive a majority vote, the Chair announces thereis no election for that office and it will be necessary to reballot for that office. When anoffice remains unfilled, the balloting for that office should be repeated as many times asnecessary to obtain a majority vote for one of the candidates.

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ATTACHMENT I

RESPONSIBILITIES

THE PRESIDENT(Excerpts from Pointers on Parliamentary Procedure)

At least in the public eye, a president carries the major responsibility for the success,effectiveness, and reputation of an organization. A capable president must therefore be ajack-of-all-trades and a master of one the ability to get along with people. Knowledgeof basic parliamentary principles and how to apply them is, of course, important and canbe acquired through study and practice.

As a presiding officer, through the manner in which she plans and conducts a meeting,the President sets an example for the assembly in fairness, courtesy, and operation under

rules. She always keeps in mind that proper procedure is based on:

1. Courtesy to all;2. One item at a time;3. Majority rule with respect for the rights of the minority;4. Consideration for the rights of individual members, absentees, and the

organization as a whole; and5. Partiality for none and justice for all.

A meeting is planned through preparation of an agenda (our Procedures No. 22 states theagenda should be distributed no later than Tuesday prior to meeting). Most organizationsadopt an outline or order of business around which their agendas are to be planned. Thisoutline is generally included in the organizations special rules of order (but not in thebylaws) and usually provides for all or most of the following:

1. Opening of the meetingCall to orderInvocation and/or a patriotic ceremony or other opening formality or ritual

2. BusinessReading and approval of minutesReports of officers and boardsReports of standing committeesReports of special committeesSpecial ordersUnfinished business and general ordersNew businessGood of the order

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The agenda may be prepared by the President and/or the Secretary and should beorganized after consultation with those members who will probably be involved i.e., theofficers, chairmen, members of the board, and any others known to have an intent ordesire to bring business before the meeting. The Chapters agenda is usually set after theExecutive Board meeting, which is usually held a week prior to the Chapter meeting.

On the day of the meeting, the President should make certain that all preparations forcomfort and efficient operation have been completed. Details of arrangements should becarried out by the proper committees; but the wise President will want to make certainthat a table and chairs are set up for the officers, that any lectern provided is of acomfortable height, and that the microphone works. Also, it is a good idea for aninexperienced President to practice using the microphone before the meeting begins inorder that she may feel at ease while using it later on. Committee chairmen should alsopractice when they know they will be giving reports.

The President is expected to:

1. Open the meeting at the scheduled time with one rap of the gavel. The meetingwill come to order.2. Announce the business before the assembly in the order in which it is to be acted

upon. The next business in order is .3. Recognize a member entitled to speak, after that member has risen and addressed

the Chair. The Chair recognizes Ms. Doe, or simply, Ms. Doe.4. State clearly all questions properly brought before the meeting or necessarily

arising in the course of the proceedings. It is moved and seconded that $150 becontributed to the Memorial Scholarship Fund.

5. Be impartial in assigning the floor in debate, by giving both sides an opportunityto speak. Several members have spoken for this motion. Does any member wishto speak against it?

6. Put the question to vote. The question is on the adoption of the motion that $150be contributed to the Memorial Scholarship Fund. Those in favor, say aye.Those opposed, say no.

7. Announce the result of the vote. The ayes have it, the motion is carried, and thetreasurer will send a check for $150 to the Memorial Scholarship Fund.

8. Protect the meeting from annoyance by refusing to recognize frivolous or dilatorymotions. (Firmly) The Chair cannot entertain such a motion.

9. Assist in expediting business. Would the member care to put that in the form ofa motion?

10. Enforce the rules relating to debate, order, and decorum. The member hasexhausted her two minutes of debating time. This member has already spoken.Does any other member wish to speak to this question? Ms. Doe has the floor.Other members will be seated.

11. Decide all questions of order (subject to appeal by the assembly). The Chairrules that the proposed amendment is germane and therefore is in order at thistime.

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12. Respond to inquiry of members regarding procedure and the business before theassembly. Yes, a call for the Previous Question would be in order at this time.No, the chapter has not participated in a project of this nature in recent years.

13. Inform the assembly. In accordance with the Bylaws, nominations from thefloor will be in order at the May meeting. An emergency message has been

received for Dr. Jean Doe. Is she in the room?14. Declare the meeting adjourned. The meeting is adjourned.

Etiquette of the Presiding Officer: Except in a small board or committee meeting, thePresident should stand when calling a meeting to order or declaring it adjourned, whenruling on a point of order, while putting a question to vote, and when announcing theresult of the vote. She should also stand when speaking on an appeal or in defense of herreasons for a ruling on a point of order. During the debate, she remains seated and paysattention to the speaker.

While presiding, the President represents and acts for the assembly and not as an

individual member. She should always remain impartial and refer to herselfimpersonally. Instead of saying I, she says the Chair oryour president. Shepresents the Chairs decision not my decision and refers to the board not tomy board. The term Chair is used as a symbol of impersonal authority.Personalities should never enter into a formal business meeting.

Expressing Opinion: While the President is expected to inform and explain to theassembly, she should refrain from expressing her own opinions on pending questions. Ifshe feels she must speak for one side, she should call upon the President-elect to assumethe Chair temporarily. Then she must follow the same rules of the assembly and notresume her position in the Chair until that pending question has been disposed of. Agood President remains completely impartial at all times.

The President should always be in controlyou never say turn the floor

meaning meetingover to anyone. You ask the appropriate officer, committeechairman, and/or member to speak.

Specific Chapter duties are outlined in the Bylaws, Article III, Section 5-A.

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THE PRESIDENT-ELECT

The President-elect presides when the President is absent and fills the vacancy if avacancy occurs in the office of the President between elections.

The President-elect should be familiar with all duties of the President; be willing to serveas the Presidents right-hand-man; and be prepared, if necessary, to preside at anymeeting without previous notice.

Specific Chapter duties are outlined in the Bylaws, Article III, Section 5-B.

THE VICE PRESIDENT

The Vice President recognizes from the time of her election the need to ready herself toserve as an aide or alternate to the President.

To be prepared, she reviews and studies the objects and policies of the currentadministration and of the organization as a whole. She becomes familiar with basicprinciples of parliamentary procedure and with the Bylaws and other rules of theorganization in order that she will be able to preside wisely and firmly when called upon.

The Vice President should also be familiar with all duties of the President and beprepared, if necessary, to preside at any meeting without previous notice.

Specific Chapter duties are outlined in the Bylaws, Article III, Section 5-C.

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THE SECRETARY(Summary of Excerpts from Pointers on Parliamentary Procedure)

Keeper of the Records and Aide to the President. These words describe the duties of thatall important officer, the Secretary.

Duties of the Secretary:

Special duties of a Secretary should be specified in an organizations Bylaws. Generalduties, as described in Roberts Rules of Orders, Newly Revised, include:

Recording Minutes: Minutes should be kept in a substantial book with numbered pagesor in a binder. They should be recorded electronically, typed, or written legibly inpermanent ink and should be signed by the Secretary. Minutes should be as brief aspossible and should be reported in the order in which the business was presented in themeeting. They should record action taken by the group including:

1. The exact wording of motions used by the Chair when putting them to a vote.(The Chair can require any main motion or amendment to be in writing before itwill be stated by the Chair. The Secretary can request the Chair to insist that thisbe done.)

2. Usually requires the name of the member who moved the adoption of animportant motion but not the name of the seconder unless the assembly orders thatit also be included.

3. The action taken on the motion.

Personal opinions and details of debate or discussion are not included. What is done bythe assembly, not what is said by the members, should be recorded.

Outline of Minutes: In writing minutes, the following outline is generally used:

1. Kind of meeting regular, special, annual, adjourned regular, adjourned special,or adjourned annual.

2. Name of the organization or assembly.3. Date, place (when it is not always the same), and time of meeting.4. The presence of the President and Secretary or, in the absence of the regular

officers, the names of their substitutes.5. Whether the minutes of the previous meeting were read and approved or whether

the reading was dispensed with, for later approval.(All of the above information should be given in the first paragraph of theminutes.)

6. A separate paragraph for each subject covered, including, as appropriate:a. Hearing of reports and action taken.b. All main motions and motions to bring a main motion again before the

assembly, except any which were withdrawn, and the wording in whicheach was adopted, defeated, or otherwise disposed of. (The Secretary

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records the motions in exactly the same words as used by the Chair whenputting them to a vote.)

c. The disposition of main motions and motions to bring a question againbefore the assembly which were neither adopted nor defeated. In such acase, all adhering secondary motions, such as amendments, etc., are also

recorded.d. Announcements of previous notice of motions to be made at a latermeeting.

e. Points of order and appeals, whether sustained or lost, including thereasons given by the Chair for her ruling.

2. Hour of adjournment.3. Signature of Secretary.

Other Duties: Whenever Bylaws or other rules are amended, the Secretary should recordfor ready reference on the margins of these documents the date and page numbers of theminutes of the meeting in which each change was approved.

When the President, President-elect and Vice President are absent, the Secretary calls themeeting to order and presides until a Chairman pro tem is elected.

At every meeting, the Secretary reads the minutes of the previous meeting unless orderedotherwise by the assembly, notes on them any corrections made, and marks the minuteswith the date and her initials as approved or as approved as corrected.

When requested to do so, the Secretary counts a rising vote.

The Secretary reads recommendations of the Executive Board, special resolutions,

and excerpts from the Bylaws and other rules as requested.

Chapter specific duties are outlined in the Bylaws, Article III, Section 5-D.

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THE TREASURER

The Treasurer is responsible for all funds of the Chapter and for the records of itsfinancial affairs. Specific duties outlined in the Bylaws, Article III, Section 5 include:

Keep a complete and accurate record of Chapter membership.

Perform such other duties as may be assigned by the Executive Board.

Be bonded with premium from Chapter funds.

Prepare an annual budget, with assistance from the Executive board, which will beapproved at the Joint Executive Board meeting and adopted at the July Chapter meeting.

Arrange for an annual audit of the financial records of the Chapter, immediatelyfollowing the closure of the books (June).

Present auditors report to Executive Board and membership for approval (Bylaws,Article VII).

Present financial reports for the year after audit is completed for inclusion in the ChapterAnnual Report which is distributed to the membership.

Present monthly reports.

Secure Past Presidents pin for retiring President (Procedures No. 15).

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THE BOARD MEMBERS

The two elected Board Members are part of the Executive Board (Bylaws, Article IV,Section 1). The position of Board Member gives the two members time to (1) observe

the duties and responsibilities performed by the officers and (2) understand what will berequired in order to seek an officer position. Board Members may serve two consecutiveyears and have voting privileges.

THE ADVISOR

The Advisor is the immediate Past President and serves as Advisor to the President andthe Executive Board. The Advisor has voting privileges.

The Advisor is responsible for securing the retiring Presidents plaque

(Procedures No. 15).

The immediate Past Chapter Advisor will automatically be a member of the NominationsCommittee (Procedures No. 4).

The immediate Past Chapter Advisor serves as chairman of the Past Presidents Council(Procedures No. 18).

THE PAST PRESIDENTS COUNCIL

The primary mission of the Past Presidents Council is to provide their expertise in solvingproblems the Chapter may encounter. The Past Presidents Council is comprised of thepast presidents of the Oak Ridge Chapter.

Duties and Responsibilities include:

Coordinates and presents A New Member Orientation/Refresher sessions quarterly tonew members and other interested Chapter members.

Provides assistance to committees, when needed.

Handles special requests.

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THE PARLIAMENTARIAN(Excerpts from Pointers on Parliamentary Procedure)

Many organizations permit the President to appoint a parliamentarian to serve as advisorand consultant for the President, other officers, committees, and members of matters of

parliamentary procedure.

During a meeting, the role of a parliamentarian is that of giving advice to the Chair and,when requested, to any other member. She should also, as inconspicuously as possible,call to the attention of the Chair any errors in the proceedings or violations of rules whichmight affect the basic rights of the members. She should be seated to the right of theChair in order that quiet and pertinent consultation can take place as needed.

A parliamentarian may be asked to explain a point or to give an opinion, but the Chairand only the Chair can make a ruling.

When a member of a society serves as its parliamentarian, she has the same duty ofimpartiality as the Chair, and may not make motions, participate in debate, or vote exceptby ballot. Unlike the Chair, she may neither cast a deciding vote, nor temporarilyrelinquish her position in order to exercise such rights on a particular motion.

THE BOARD CONTACTS

The Chapter instituted the Board Contact System several years ago. Under the system,Board of Directors are assigned Committee Chairmen to work with during the year. TheBoard Contacts are to keep in touch with Committee Chairmen throughout the year andreport to the Board of Directors.

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