Home Constitution and By-laws ARTICLE VI – Officers

ARTICLE VI – Officers

  1. The AAFSA shall elect from its membership a person to serve as President, Vice President, Secretary, Assistant Secretary, and Treasurer.
  2. Nomination and Election of Officers
    1. Each year the Membership and Nomination Committee shall put together a slate with at least one candidate for each of the offices up for election.
    2. Additional nominations for each office may be made from the floor at the spring general meeting, provided such nominees have been previously contacted and have consented to serve if nominated and elected.
    3. The election of officers shall be held during the April general membership meeting or by mail ballot, if necessary. At least a two-week notice shall be given for the election meeting.
    4. Elections shall be by ballot and the person receiving the highest number of votes for each office shall be declared elected.
    5. Secret ballot voting shall consist of a submission of votes with the voting member’s signature.
    6. Tabulation shall be a confidential process where only Membership and Nomination Committee Chair will count the ballots and the President remains on standby.
    7. Selection of officers shall be determined by a simple majority vote. In the event no candidate receives the a simple majority vote, the President shall have the tie breaking vote and the vote shall be kept confidential between the Membership and Nomination Committee Chair and President.
    8. The preceding procedures shall be followed under all circumstances. If any question should arise, Robert’s Rules of Order shall be consulted.
    9. Elections for all Executive Officers of AAFSA shall follow the preceding process.
  3. Term of Office – Officers are elected for a two year term with The President,  and Treasurer in even years and the Vice President, Secretary, and Assistant Secretary in odd years. Officers may not serve for more than two consecutive terms. Exceptions to these term restrictions are allowable in the event there are no qualified candidates in a given election year.
  4. Duties of Officers:
    1. President: The President presides at all meetings of the AAFSA and the executive committee. Prepare the agenda for executive committee and general meetings. Appoint chairpersons of the standing committees. Act as the formally designated public spokesperson for the AAFSA. Prepare and present the annual report of the AAFSA at the Fall/Spring general meetings. The President will also coordinate the duties of the officers and committees of AAFSA in order that the mission and purpose may be promoted.
    2. Vice President: The Vice President shall perform the duties of the President in his or her absence. The Vice President will assist in coordinating all the committees AAFSA.
    3. Treasurer: The treasurer shall be the chief financial officer and shall be responsible for the management of all the funds of this organization. The treasurer shall produce financial reports monthly; collect dues; maintain the membership roster; coordinate the budget process; and propose an annual budget. All financial transactions shall be approved by the Treasurer and President or Executive officer in absence of President.
    4. Secretary: The Secretary shall be responsible for documenting all official meetings of the association; shall distribute minutes to all members and maintain all documents, records, contracts and agreements; and shall maintain the AAFSA listserv. Serve on the Membership and Nomination committee.
    5. Assistant Secretary: The Assistant Secretary shall assist the Secretary in performance of his / her duties and perform the duties of the Secretary in his / her absence. Be responsible for preparing and mailing AAFSA correspondence. Maintain AAFSA website. Promote the goals, objectives, and programs of the association, and facilitate internal and external communication. Will keep the Membership and community at-large informed through the following means (but not limited to): email correspondence, invitations, business letters, publicity and promotional materials, press releases and telephone
  5. Installation of Officers- The immediate past president shall be responsible for the installation of the President shall be responsible for installation of officers using the following:
     
    “Do you agree to discharge the duties of your respective offices faithfully, impartially, and to the best of your ability as prescribed by the By-laws of the African American Faculty and Staff Association?”