As the chief executive, the president is responsible for determining that all officers, directors and committee chairmen are performing their assigned functions on time, and shall report any failures to perform to the board of directors. He should analyze the financial statements of the association and take any steps necessary, and within his authority, to correct mistakes or reduce expenditures to stay within the budget. He may amend the budget or other expenditures with the approval of a majority of the executive committee, as required to protect the financial condition of the association. The president shall work with the executive director and the board chairman to develop agendas for the board of directors and general membership meetings. The president shall submit articles for the newsletter. The president may appoint and replace all standing committee chairmen during his administration in accordance with how the bylaws allow. The committee chairmen shall be allowed to select their own committee members except where the constitution or bylaws dictate otherwise. The president shall make a written report to the board and general membership, summarizing his year’s activity. The report shall be filed with the executive director. The president shall develop an agenda and printed program for the annual banquet. During the annual banquet he shall present the authority of the presidency to the incoming president. If the president feels that a member (active or supporting or of the board) has done an outstanding job during the past year, working above and beyond expectations, he/she may award that individual the “President’s Award” at the annual banquet. The new president may host a breakfast, usually the morning after the conference, for all past presidents, including the outgoing president. The president may ask the past presidents for advice and recommendations.
The vice president shall attend all meetings and be an assistant to the president. In the president’s absence, he shall preside at such meetings where the president normally presides. The vice president should become president the following year, unless circumstances dictate otherwise. The vice president shall be chairman of the Awards in Crafts Program.
The secretary’s duties are traditional and prescribed in the bylaws: the accurate recording and compilation of minutes of official board of directors and general membership meetings. The minutes shall be furnished to the executive director within 15 days of such meetings for publication in the newsletter. If possible, the secretary shall arrange for reproducing the minutes of the pre-conference board of directors meeting for distribution at the beginning of the general membership meeting, eliminating the need for reading such minutes and allowing the membership to study them and ask appropriate questions. The secretary shall read the minutes at board and general membership meetings unless such minutes previously have been published and a motion is made to suspend the reading. There should be two copies of the minutes. An original (green book) copy shall remain the possession of the executive director. The other (a black binder) shall be passed on from secretary to incoming secretary. It is important that the secretary keep his/her copy current with all approved minutes, reports, etc. He/she shall provide the executive director with originals of all minutes and reports for the office original minute book. The banquet is a combination of the general membership meeting; therefore the secretary shall take minutes at the banquet, noting all individuals who receive plaques or checks as contest winners and all sponsors of such contests.
The duties of the treasurer are incorporated in the duties of the finance committee.
Officers serve for a limited period, but the executive director normally serves for many years in order to be familiar with the details of each office and each committee. While the executive director thus shall be a source of continuity and assistance to each committee chairman, the chairmen, in turn, shall keep the executive director advised of committee activities. The executive director shall advise the president of any problem which appears to be developing in any committee. The executive director may not terminate his contract without cause unless 30-day notice is given the board of directors. In addition to the duties required by the president and board of directors, the duties of the office should include:
- Maintaining a central office and performing day-to-day functions of the association. To that end, having the office provided with the necessary files and equipment, as well as printed materials.
- The executive director shall handle the business of the association and shall be responsible to the finance committee for:
- Keeping correct, accurate financial records or all income and disbursements of the association in accordance with the association’s cash-basis system.
- Paying all bills in a timely fashion. Any expenditure in excess of $500 must have written approval from the treasurer and the president.
- Maintaining a healthy financial status for the association and communicating any problems to the treasurer immedi-tely.
- Collecting and maintaining a record of conference fees and expenditures.
- Paying legitimate expenses of officers, committee chairmen and directors.
- Preparing midyear and annual financial reports for presentation to the board of directors and publication in the newsletter. These statements shall include a listing of each budgeted account and actual income/expense compared with the budgeted amount. The midyear report shall be audited by the finance committee along with the bank justified bank statement. The year-end report shall be audited by a responsible outside firm.
- Fulfilling any request from any committee chairman or officer for a financial report.
- Creating a budget in cooperation with the treasurer and finance committee.
- Preparing and submitting all official corporation documents and fees on time. Preparing and submitting all documents and fees required by the IRS on time, including Form 1988 involving payment to the executive director and any of’ persons for contract work.
- Preparing a listing of all properties and documents owned by the association at the end of the fiscal year.
- Obtaining the necessary bonds for the treasurer and himself.
- Obtaining all insurance necessary for the protection of the association properties.
- Keeping computerized records of members and doing any analysis of membership desired by the board, the president or any committee chairman. The records shall be duplicated in a backup copy on separate disk.
- Publishing an annual membership directory in professional manner.
- Maintaining continuity planning for agendas of all board and annual meetings and alerting all committee chairmen of reports they are to give.
- Keeping the board aware of all matters pertaining to the operation of the association.
- Attending all meetings of board and the membership. Travel and all other expenses shall be reimbursed.
- Attending conferences of fellow organizations, as dictated by the board of directors, to transmit greetings and study their operation. (SEOPA, POWA, TOWA, OWO).
- Working with all committee chairmen and providing continuity to their programs as well as helping to insure that the programs are carried out in a professional manner.
- WorkIng actively on membership recruitment, including recruitment of corporate members.
- Ordering all plaques and engravings.
- Publishing proposed amendments to the constitution and bylaws.
The executive director is the executive conference coordinator being responsible for:
- Obtaining sponsorship of meals, with the assistance of the corporate liaison.
- Obtaining information for the corporate member liaison from the conference site facility:
- Managing written contract for meal prices including:
- Policy on meal guarantee and deadline for meal count;
- Additional charge for room use;
- Room charge for hospitality rooms;
- Beverage charges for hospitality times, including policy on serving liquor brought in from outside facility;
- Prices for break-time refreshments.
- Cooperate with corporate member liaison and meal sponsors whenever needed.
- When all charges have been determined, set the conference fee, including a 15 percent surcharge for unforeseen expenses (may add with approval of board).
- Obtain a plaque of thanks to present to meal and hospitality suite sponsors, suitable for hanging on their company wall.
- Supervise conference registration, which includes:
- Receive pre-conference registration;
- Establishing computerized list of registered conference attendees for records and registration desk;
- Assist registrar and aides.
- Provide signage for conference to include:
- Banners, posters for directions and displays;
- Billboard for notices;
- If necessary and permitted by city, post signs at major intersections guiding members to site.
- Obtain from conference chairman program material and have quality programs printed. Retain 12 for permanent records.
- Publish in newsletter a map and directions to meeting site. Provide detailed instructions to supporting members on site facilities available.
- Arrange for all audiovisual equipment needed by speakers and meal sponsors.
- Post conference responsibilities:
- Executive director send thank you letters to all conference helpers, meal sponsors and program participants.
- Add to records any current tabulations of program interests and other conference comments from any conference evaluations. Make this information available to conference committee/program chairman for next conference.
- Provide board with complete conference report.
- The nominating committee shall be composed as stated in the bylaws.
- The chairman shall advise the membership through the newsletter when and where the nomination committee is meeting and request nominations with an accompanying resume (where available), a listing of reasons, and a picture, if possible. The chairman shall certify that the nominees are active members.
- The committee members shall submit nominations, particularly from their geographical area but are not restricted to that area.
- The committee shall seek nominees who are active in and knowledgeable concerning the activities of the organization and its members. It also should make an effort to select members reflecting the geographical distribution of the organization.
- The slate of nominees should reflect the consensus of the committee. The list of names for each office shall be put L vote of the committee members. If no clear choice is indicated, the one with the lowest number of votes shall be elimi nated and the rest of the list resubmitted to a vote until one candidate for each office receives a majority of the committee members voting.
- Each member shall be contacted and made fully aware of the duties attached to the office before asking whether he will be willing to serve. Among those duties shall be the necessity of attending all meetings pertaining to his or her office. No nomination shall be made without the concurrence of the nominee.
- The chairman then shall carry out the provisions of the constitution and bylaws pertaining to elections.
- The results of the election shall be announced privately to those elected before the annual conference banquet. Those elected shall keep silent as to their election until the banquet.
- Results of the election also shall be given the chairman of the public relations committee as soon as possible after the results have been determined so news releases may be prepared for hometown publications, along with pictures.
CONFERENCE SITE SELECTION COMMITTEE
- The conference sites shall be selected two years in advance by the board of directors at each midwinter board meeting.
- The conference site committee chairman shall insure that bids for future conferences will be available at the board meeting and that such bids are complete as prescribed by the bidding form. The bid form should include the following items:
- The number of rooms available to the association.
- The percentage of discount per room. (The conference chairman and executive director shall negotiate the best price for rooms and meals at the appropriate time.)
- The number of meeting rooms available.
- Seating capacity for each room, banquet, board and theater seating).
- Charges, if any, for such rooms.
- Facilities available (public address systems, platforms, speaker stands, etc.).
- Food policies (prices will be negotiated).
- Policy concerning beverages in hospitality rooms.
- Number of hospitality rooms available (suites).
- Can sponsors supply their own liquor but buy setups from the hotel?
- Prices for such brands as Jack Daniels, Jim Beam, Canadian whiskies, and other liquors as gin, vodka, bloody marys, etc.
- Number of complimentary suites furnished (president, executive director, etc.).
- Known sponsors available for first evening’s functions (convention bureau, etc.).
- Clerical personnel available for assistance in registering.
- Parking available. Parking for RVs with electric. Or nearest campgrounds.
- Available press room facilities (typewriters, telecom., phones, etc.).
- Discounted or free rooms for midwinter board meeting (minimum 8 rooms).
- If the conference site for the immediate following year has been found unacceptable for any valid reasons, it shall be the duty of the conference site chairman to investigate and propose a new site for approval by the board. The executive committee, however, first must agree that the prior site is unacceptable.
- The conference site must not be more than 400 miles from the center of membership, as determined by an executive director analysis, unless an exception is allowed by the board of directors.
- The dates of the conference shall not conflict with those of any fellow organization nor with any event such as opening of hunting season which may detract from attendance.
- The executive director shall visit the site to determine how well its facilities satisfy the association’s requirements.
CONFERENCE COMMITTEE / PROGRAM COMMITTEE
- The conference committee shall include: AGLOW president, general chairman and chairman of the conference program. Vice president, chairman of conference site committee. Executive director, executive conference coordinator. Corporate member liaison. One or two member(s) at-large from the area of the conference. Chairman(men) of local arrangements. Any additional members that the board deems necessary.
- The executive director should be the conference coordinator (see responsibilities under Executive Director Conference Responsibilities).
- Conference committee chairman (president) should be responsible for providing an article about the conference each issue of the newsletter. Some of this assignment may be given to another committee member.
- The conference committee chairman should designate someone to be res responsible for providing an inspirational thought related to the outdoors before each meal, if requested by the meal sponsor.
- The conference committee chairman should assign members to collect meal tickets (if used) or check for official badges worn by members and guests at each meal. This count must be given to the executive director immediately following the meal. This information is needed by the meal-sponsoring company or companies.
- Conference committee should arrange for someone to be in charge of arranging for special seating at one meal for the purpose of networking and become acquainted.
- Conference committee chairman and executive director should notify protocol committee to take action regarding any unethical conduct during the conference.
- As program chairman for the conference, the president should:
- Set the length of the conference with the approval of the board. However, all fishing and hunting activities shall be scheduled before or after the seminar sections of the conference.
- See that a half-day breakout shall be scheduled with the arrangements for this event being the responsibility of the corporate member liaison.
- Select the number of seminars and topics to be presented, keeping in mind that they should include:
- Information on the immediate area’s hunting, fishing, recreation, conservation, etc.
- Basic career interests of the membership: newspaper, magazine, photography, radio, TV, etc.
- National and Midwest hot issues.
- Information on craft improvement.
- Obtain seminar speakers and panelists;
- Obtain seminar leaders to introduce speakers, supervise seminars including timing and speaker’s needs;
- Obtain a keynote speaker;
- Schedule times for
- Opening and closing meeting (if needed)
- board of directors and general membership meeting
- contest awards ceremony
- raffle and auction
- outdoor activities
- closing banquet
- As local arrangements chairmen their responsibilities are:
- Obtain outdoor activity information, including before, after and during conference activities, and present to conference committee for approval
- Make complete arrangements for outdoor activities, including licensing information and arrangements, etc.
- Submit complete information on outdoor activities to executive director and newsletter editor.
- Receive reservations for activities (when necessary).
- Provide table during conference registration to give information member and nonmember activities.
- Plan nonmember activities for both men and women. Make arrangements for places where men/ women can play golf, tennis, fish, visit places of local interests during seminar times (special rates, directions, etc.)
- Provide executive director and newsletter editor with details for nonmember activities.
- Cooperate with supporting member liaison arranging breakout activities.
- Assist with obtaining local dignitaries to speak or be present at the conference.
- Assist public relations committee with local press arrangements.
USE OF ASSOCIATION LOGO
The Association logo shall be used only in the manner provided by Article XIII of the Bylaws of the Association.
a) The logo shall never be used upon any correspondence, article or any other written communication which in any way could be interpreted to have a political purpose or activity. A violation of this policy shall be viewed as the most serious violation of the policies because such activity could jeopardize the not for profit status of the Association. Any member found to have violated this subsection.
(b) agrees to pay any fine imposed by a majority vote of the Board of Directors not to exceed the sum of One Thousand Dollars ($1000.00). In addition to or in lieu of imposing a fine for a violation of this policy, the Board of Directors may suspend or expel any member who is found to have violated this policy by a vote of two thirds (2/3) of those present and voting at any regular meeting of the Board. The procedure for imposition of any penalty shall be the same procedure set forth in the policy entitled “Sanctions.” Any member sanctioned for violating this policy shall have all of the appeal rights provided in the policy entitled “Sanctions.” USE OF ASSOCIATION DIRECTORY The Association directory (mailing list) shall not be used for any political solicitation or political purpose. Any member using the Association mailing list for a political solicitation or purpose, agrees to pay any fine imposed by a majority vote of the Board of Directors not to exceed the sum of One Thousand Dollars ($1000.00). In addition to or in lieu of imposing a fine for a violation of this policy, the Board of Directors may suspend or expel any member who is found to have violated this policy by a vote of two thirds (2/3) of those present and voting at any regular meeting of the Board. The procedure for imposition of any penalty shall be the same procedure set forth in the policy entitled “Sanctions.” Any member sanctioned for violating this policy shall have all of the appeal rights provided in the policy entitled “Sanctions.”
By applying for membership in AGLOW and by remaining a member after the adoption of this policy, all 6 members of all classes of members agree to abide by the Constitution, Bylaws, or Policies of the Association. Except as otherwise provided, the Board of Directors by majority vote of those present at any regular meeting shall have the authority and power to impose a fine not exceeding the sum of Five Hundred Dollars ($500.00) for each violation upon any member of any class of members who violates any provision of the Association’s Constitution, Bylaws, or Policies. In the event any fine is imposed by the Board of Directors, written notice of he nature of the violation and the amount of the fine shall be mailed by certified mail to the address provided by such member for the Association Directory. Such notice shall be mailed within five (5) days following the vote finding a violation and imposing a fine. Any finding of violation or imposition of fine may be appealed to the Executive Committee by giving written notice of intent to appeal the fine within thirty (30) days following date of the vote of the Board of Directors finding such violation and imposing a fine. The ruling of the Executive Committee shall be final and shall not be subject to further appeal. The obligation to pay any fine imposed by the Board of Directors shall be contractual. Any fine imposed by the Board of Directors shall be paid within sixty (60) days. Any fine imposed shall be deposited in the Wendy Schmidt Scholarship Fund and shall be treated as a charitable contribution for all purposes.
CONFERENCE TRADITIONS AND COURTESIES
These are not hard and fast rules, however, they have been established over the years as ways of doing things in AGLOW. These customs will no doubt be changed as members of AGLOW change and customs of the day change.
- All members should attend as many conference seminars as possible. When not attending a seminar, members should 4-4 refrain from disturbing the sessions
- Every member should try to meet and network with as many AGLOW members as possible, giving special attention to new green ribbon members.
- Conference speakers shall be considered guests of the association and shall receive one night’s (or two if deemed appropriate by executive director and conference chairman) lodging and meals.
- Representatives of government agencies such as conservation departments shall pay the fee if attending the entire confidence, or be charged regular meal price plus 15 percent.
- Each member shall be limited to one member of the immediately family as a guest. Additional guests will pay the conference fee of $100 and meal costs plus 15 percent.
AWARDS IN CRAFT COMMITTEE / GOLDEN GLOW AWARDS COMMITTEE
The committee shall consist of chairman of the board of directors and the past presidents’ council. Procedure for nominating a Golden Glow Award candidate:
- Names and a brief reason for nominating should be submitted to the nominating past president at the annual meeting of the past presidents’ council at AGLOW annual meeting.
- Past presidents attending are requested to give consideration to other nominees and send that information to the chair before the end of the year (presuming the annual meeting is held in September).
- Nominating past president will submit to the chair, in writing, names of nominees, background information and his/her reasons for the nomination.
- The board chairman will send all past presidents (by early November) names of nominees and request additional names. Each past president is required to submit at least one name. Names and information should be sent back by Dec. 3 1.
- Each Golden Glow Award category should have five or more nominees.
- A list of nominees, with accompanying biographical notes and reason for person/company’s nomination should be compiled as a primary ballot and mailed to each past president on or before Feb. 1.
- Each past president should vote for three nominees in each of the awards categories. Ballot must be returned to the chairman by April 1.
- The three winners in each category will be placed on the final ballot. Final ballots should be mailed to past presidents by May 1. They should vote for one entry in each category and return the ballot by June 15.
- Chairman notifies all winners and invites them (or a designated representative) to attend the awards ceremony at the annual meeting. Accommodations will be provided by AGLOW for one night at the conference.
- Chairman designs the plaque, stating briefly the reasons award is being made. Information for plaque will be sent to executive director who will order the plaque and bring it to the conference.
- Chairman will appoint a past president lo make award presentation at the awards ceremony.
- Chairman should notify public relations committee, chairman of award nominees and winners for publicity.
The committee has the responsibility of seeking out and certifying worthy candidates for scholarship grants in amounts set by the board of directors. It also shall have the responsibility of entertaining requests from members for financial aid in taking studies to further their knowledge or skills in fields related to outdoor communications. All evidence of need and certification of worth shall be presented to the board of directors for its decision. Approval by the board shall be by a majority vote of the members voting in the annual meeting.
AUCTION & RAFFLE COMMITTEES
Although there shall be separate committee chairman, both committees must work together to avoid duplication. They will assure that adequate items are collected or cancel the event. The raffle chairman will have the executive director buy or print raffle tickets to be sent to members prior to the conference and within the laws governing the U. S. mails and the law of the appropriate state. The two chairmen will work together to conduct the auction and drawings on the designated evening. They shall provide the treasurer with a list of the products used in both events, who donated them and the price paid, if any. They shall assist the treasurer and executive director in recording who received the products and, in the case of the auction, how much was bid. The treasurer and executive director shall collect purchase price from members and/or guests prior to the end of the evening. The two chairmen will write thank-you letters to those who furnished items. 100 percent of the raffle funds will go into the association’s general operating budget. Auction funds will be split at the discretion of the Board of Directors: 40 percent to the scholarship fund; 50 percent to membership education, and 10 percent for public education. Separate accounts should be maintained for each and the funds used only for their intended purposes.
MEMBERSHIP RECRUITMENT COMMITTEE
A chairman shall be selected for recruitment of regular members, and a separate chairman for supporting members. It will be the duty of the chairman and his committee to encourage membership by all qualified candidates. It also shall be the duty of this committee to pursue all members delinquent in their dues. Suggested sources for potential members would include (but not be restricted to) the following:
- Members in state or national organizations with purposes similar to this association.
- Outdoor communicators active in publications, radio, television and other outdoor communications media.
- The board of directors which is charged with membership recruitment.
- Area industries with which there would be mutual benefit from membership. The chairman shall utilize the newsletter to encourage membership assistance in seeking applications from prospective members. The committee shall make recommendations to the board of directors for any changes in membership requirements, including recommendations of which it approves on any changes suggested by other members. The committee shall contact potential applicants directly or provide names to the executive director who shall mail a person letter inviting them to join, along with a copy of the newsletter, association brochure, and an application form.
USE OF STATIONERY
Association stationery may be used only for official association business. The executive director, any officer, board member or general member found using association letterheads for personal business, or any other business not related to the business or functions of this association may be dismissed as a member of officer of the organization after consideration by and opportunity to appeal such dismissal to the board of directors at a time and place and under such procedures as it may designate.
Membership dues shall be paid annually by January 1. Associate member dues shall be the same as active. Applicants approved for membership shall pay an initiation fee. If a member becomes delinquent on his dues for more than one year, or if such member resigns, and rejoins later, he or she shall pay another initiation fee. Applicants approved for membership prior to lune 30 shall pay full dues. Applicants approved for membership after June 30 shall be required to pay one and one-half years’ dues. Students with associate status shall pay half dues. Active-retired members shall pay 75 percent of the active fee. The board of directors shall decide all dues subject to the approval of the membership.
MEMBERSHIP SCREENING COMMITTEE
The chairman of the membership screening committee also called the manager shall receive all applications for membership, along with proof of the publications or other proof required for meeting membership requirements as listed in the constitution and bylaws. The chairman and his committee shall decide by majority vote of those voting whether the evidence is adequate and essentially correct and if it qualities the applicant for membership and to which classification. When the screening committee’s decision has been made, the chairman shall present all materials to the board of directors with a motion, based on the committee’s decision, to approve or disapprove membership; if approved, in which classification. The board’s decision shall be final. The applicant, however, shall have the right of a hearing before the board to appeal the decision. It also shall be the duty of the chairman and this committee to reconsider or review any or all decisions on membership. Such review or reconsideration shall be initiated only upon request by the board of directors, which also may include its recommendations for action. The results shall be submitted to the board. The committee also shall make recommendations to the board for changes on the renewal-of-dues form.
The finance committee functions as an advisory body to the board of directors, providing advice regarding all corporate financial matters. The advice should encompass current fiscal year operations and subsequent years’ financial planning. The finance committee chairman will advise the executive committee between board meetings of matters which need to be brought to its attention. The committee shall assure proper maintenance of corporate financial records. The finance committee chairman shall examine the following financial records from the treasurer:
- Monthly, reconciled bank statements.
- Quarterly, midyear and annual financial statements.
- The finance committee chairman shall check to insure that:
- Monthly bank statements are presented to the president, executive director and chairman of the board.
- All financial records are accurate and kept in accordance with the association’s approved cash basis accounting system outdoor communications. The adviser should submit articles on rhetoric to the newsletter and through these articles and through consultations with members, do everything possible to improve the members’ skills.
Authorized out-of-pocket minor expenses of officers, board members and committee chairmen, such as telephone, postage and similar items, may be approved by the executive director for reimbursement. However, major items exceeding $75 must receive approval from the board of directors or the executive committee. Any expenses that may be foreseen or those of a recurring type such as the phone bill of the recruiting chairman, the travel of the site selection chairman shall be budgeted and approved by the board in advance. The board of directors may appoint a person to replace temporarily the discharged officer or director until a replacement has been duly qualified and elected or appointed in accordance with the requirements of the association.
AMENDMENT OF POLICY MANUAL
Unlike the constitution and bylaws, this policy manual is a growing manual, subject to many revisions during its early years of formation. As it outlines duties of officers and members, it will change constantly as circumstances dictate. For this reason, the items may be amended by the board of directors by a simple majority of those present and voting.