ELECTIONS:

Please see the below descriptions and qualifications for each role:
 

A. The officers of the Chapter shall be: (1) a President, (2) a Vice President, (3) a Recording Secretary, (4) a Corresponding Secretary, (5) a Financial Secretary, (6) an Assistant Financial Secretary, (7) a Treasurer, (8) an Assistant Treasurer, (9) a Parliamentarian, (10) a Sergeant-at-Arms, (11) a Chaplain, (12) a General Counsel, and (13) a Historian. All officers, except the General Counsel and the Historian, shall be duly elected. The General Counsel and Historian shall be appointed by the President.

B. No person may hold more than one elected office at a time.

C. Only active Chapter members shall be eligible to hold office. Only active alumni Chapter members shall be eligible to hold the offices of President, Financial Secretary, Assistant Financial Secretary, Treasurer, or Assistant Treasurer.

D. The President, Financial Secretary, and Treasurer are to be the authorized signatories for the Chapter’s banking account(s).

E. Each officer shall regularly attend Chapter executive board and general membership meetings, and perform the duties of office as outlined in this Constitution, Bylaws, and other governing rules, as adopted by the Chapter.

F. The term for elected officers shall coincide with the fiscal year, currently July 1 – June 30.

G. Each officer shall be elected for a two (2) year term or until the officer’s successor is duly elected and takes office; unless, (a) the officer has been removed from office or (b) the officer chooses to vacate the office.

H. No elected officer shall be eligible to hold the same office for more than three consecutive terms.

 

SECTION IV

DUTIES AND RESPONSIBILITIES OF OFFICERS

 

A. The President shall:

 

Preside at all Chapter regular, special, and executive board meetings, and hearings.

Be the official representative of the Chapter in all pertinent matters.

Coordinate the work of officers and committees in order to promote the objectives of the Chapter.

Appoint chairpersons to standing and ad hoc committees, except the Nominating and Election Committees.

Serve as an ex-officio member of all standing committees, except the Nominating Committee.

Serve as an authorized signatory for the Chapter’s financial accounts and countersign payments made by the Chapter, except those made payable to the President.

Not obligate the Chapter to any fiscal commitment, without the approval of the general membership.

Review, with General Counsel, and approve all legal documents and other documents pertinent to the Chapter (contracts, Form 990, etc.).

Review and approve all Chapter correspondence (Internet, telephone, and all other forms of external communication).

Prepare an annual report to the Chapter membership at the September meeting.

Coordinate with stakeholders – primarily the University, the Association and the Region.

Serve as a member of the National Alumni Association Northeast Region Executive Board and regularly attend the Region’s executive board and membership meetings.

Appoint two active Chapter members who will serve as Chapter representatives on the Region’s executive board (NER Board Members). The appointment of these two NER Board Members requires approval by a Chapter majority vote.

Provide Chapter-related reports and documents to the Association and to the Region, as required.

Qualifications

 

The President shall be a strategic planner, have good communication skills, good management and organizational skills, be a consensus builder, and have knowledge of the Chapter’s Constitution, Bylaws, Robert’s Rules of Order Newly Revised, and other governing documents.

 

B. The Vice President shall:

 

Perform the duties of the President when the President is unavailable or is not able.

Assist the President, when requested by the President, in coordinating the work of officers and committees, in order to promote the objectives of the Chapter.

Chair the Program and Strategic Planning Committee.

Qualifications

The Vice President shall have the ability to learn and understand the duties and responsibilities of the President, the ability to assume the duties of President if necessary, good communication skills, good organizational skills, and good management skills.

 

C. The Recording Secretary shall:

 

Record and produce written minutes of all Chapter general membership meetings and present the minutes of the previous meeting at the next general membership meeting.

Record and produce a written summary of executive board meetings and present the written summary of the previous meeting at the next executive board meeting.

Provide copies of the membership and executive board meeting agendas.

Maintain a repository of the minutes, sign-in sheets, copies of contracts, and other pertinent business documents for the Chapter.

Qualifications

 

The Recording Secretary shall have the ability to listen, record, and report accurate minutes of the Chapter’s meetings; be skillful in using tools and technology to conduct the duties of office; and have good organizational skills.

 

D. The Corresponding Secretary shall:

 

Notify Chapter members and the executive board of general membership and executive board meetings, respectively.

Perform or supervise all clerical duties related to correspondence for the Chapter.

Retrieve Chapter correspondence from the post office box or electronic mail.

Distribute correspondence to appropriate persons in a timely manner.

In conjunction with the Membership Committee, keep a current register of members in the Washington, DC area.

Publish and disseminate the Chapter calendar of events.

Send correspondence on behalf of the Chapter or the President.

Serve as a member of the Communication Committee.

Qualifications

The Corresponding Secretary shall be skillful in technology used to disseminate communication, be willing to obtain and distribute Chapter correspondence, and have good organizational skills.

 

E. The Financial Secretary shall:

 

Provide a written detailed monthly report of all income at each regular membership and executive board meeting.

Be primarily responsible for receiving all funds for the Chapter and submit to the Treasurer for depositing in the Chapter’s financial account(s). All monies must be submitted within 10 days of receipt.

Provide written receipts for all monies received.

Coordinate and verify, with the Assistant Financial Secretary, all income collected prior to submitting funds to the Treasurer.

Serve as an authorized signatory for all payments made by the Chapter, except those made payable to the Financial Secretary.

Submit to the Auditing Committee, annually, the Chapter’s financial records of income no later than July 31, or immediately upon vacating the office of Financial Secretary during a term of office.

Assist the Treasurer, upon request, in preparing the Chapter’s required tax documents.

Serve as a member of the Finance Committee.

Qualifications

The Financial Secretary shall be skillful in accurate accounting, have the ability to timely transact finances by multiple methods (e.g., paper, electronic), have good organizational skills, and be eligible for bonding.

 

F. The Assistant Financial Secretary shall:

 

1. Serve as an additional officer responsible for receiving funds for the Chapter in the absence of the Financial Secretary and assist in receiving funds, at the request of the Financial Secretary.

2. Provide written receipts for all monies received.

3. Submit to the Financial Secretary all monies collected, within 10 days of receipt.

4. Coordinate and verify, with the Financial Secretary, all income collected prior to the Financial Secretary submitting funds to the Treasurer.

5. Assist the Treasurer, upon request, in preparing the Chapter’s required tax documents.

6. Serve as a member of the Finance Committee.

Qualifications

The Assistant Financial Secretary shall be skillful in accurate accounting, have the ability to timely transact finances by multiple methods (e.g., paper, electronic), have good organizational skills, be eligible for bonding, and be willing to assist the Financial Secretary when needed.

 

G. The Treasurer shall:

 

Be responsible for balancing the finance records for the Chapter.

Submit timely payments of membership dues and Chapter assessments to the Association and to the Region.

Collect monies from the Financial Secretary. Deposit said funds in the Chapter’s financial account(s) within five business days of receipt.

Maintain copies of all documents pertaining to securities, investments, title papers, and other financial matters.

Serve as an authorized signatory for all payments made by the Chapter, except those made payable to the Treasurer.

Provide a written detailed monthly report of all expenditures at each regular membership and executive board meeting.

Receive all financial statements, canceled checks, and reconcile bank statements in a timely manner.

Submit to the Auditing Committee, annually, the Chapter’s financial records of expenditures no later than July 31, or immediately upon vacating the office of Treasurer during a term of office.

Timely prepare the Chapter’s IRS Form 990 and other required tax documents.

Timely send letters to donors acknowledging and documenting all donations (cash, in-kind gifts, etc.) in the amount of, or valued at, $10 or more.

Serve as a member of the Finance Committee.

Qualifications

The Treasurer shall be skillful in accurate accounting, have the ability to timely transact finances by multiple methods (e.g., paper, electronic), have the ability to responsibly manage the finances of the Chapter, be willing and able to learn tax form requirements for non-profit organizations, have good organizational skills, and be eligible for bonding.

 

H. The Assistant Treasurer shall:

 

Serve as an additional officer responsible for disbursing funds for the Chapter in the absence of the Treasurer and assist in disbursing funds, at the request of the Treasurer.

Submit to the Treasurer or to the Chapter’s banking accounts all monies collected, within 10 days of receipt.

Coordinate and verify, with the Treasurer, all income collected prior to the Assistant Treasurer submitting funds to the banking account(s) or when transferring money to the Treasurer.

Assist the Treasurer, upon request, in preparing the Chapter’s required tax documents.

Serve as a member of the Finance Committee.

Qualifications

The Assistant Treasurer shall be skillful in accurate accounting, have the ability to timely transact finances by multiple methods (e.g., paper, electronic), have the ability to responsibly assist in managing the finances of the Chapter, be willing and able to learn tax form requirements for non-profit organizations, have good organizational skills, be eligible for bonding, and be willing to assist the Treasurer when needed.

 

I. The Parliamentarian shall:

 

Ensure the proper conduct of Chapter business according to the Chapter’s Constitution and Bylaws, the current edition of Robert’s Rules of Order Newly Revised, and other adopted rules governing the Chapter.

Serve as a member of the Bylaws Committee.

Provide clear and concise guidance based on interpretation of each of the Chapter’s governing documents.

Qualifications

The Parliamentarian shall have good working knowledge of the Chapter’s Constitution and Bylaws, Robert’s Rules of Order Newly Revised, and any other Chapter governing documents and have good communication skills.

 

J. The Sergeant-at-Arms shall:

 

Preserve order at all Chapter meetings and other activities when appropriate.

Serve as the custodian of Chapter property – maintain property inventory, etc.

Provide a sign-in sheet at each Chapter meeting and submit to the Recording Secretary for filing.

Set up the room prior to each meeting and re-set the room, if needed, at the end of each meeting.

Qualifications

The Sergeant-at-Arms shall have the ability to ensure and maintain decorum for meetings, be timely, and have good organizational skills.

 

K. The Chaplain shall:

 

Lead the religious activities of the Chapter and offer prayers as appropriate at meetings and events.

Send congratulations and well wishes for celebrations and achievements; send spiritual support and comfort for bereavement and illnesses, to Chapter members and FAMU DC Metro students and parents.

Upon request of the bereaved family, prepare or arrange resources of support.

Communicate with the University, regarding the passing of alumni, through the Fallen Rattler Form.

Prepare for presentation documents such as courtesy resolutions, tributes, etc., as deemed appropriate and approved by family members.

Qualifications

The Chaplain shall be of good moral character, be willing and able to effectively reach out to Rattlers and others in times of need, and have good communication skills.

 

L. The General Counsel shall:

 

Review with the President and advise the Chapter on:

all legal documents

any communication transmitted from the Chapter (Internet content, voice, hard copy, electronic, etc.) that may have legal consequences to the Chapter.

Render an opinion on any legal issues that may arise.

Assist in all other legal matters as requested by the President.

Qualifications

The General Counsel shall have the ability to interpret the law, have good communication and negotiation skills, and be licensed to practice law in the United States. If a licensed attorney is not available, the President may appoint a legal assistant to provide guidance on legal matters. It is recommended that the General Counsel be a member of the District of Columbia, Maryland, and/or Virginia Bar Association.

M. The Historian shall:

 

Accurately document and preserve the history of the Chapter.

Documentation shall be by written accounts, photography, or other appropriate means to capture the pertinent information.

Creative means should be used to preserve the Chapter history.

Promote awareness of University and Chapter historical and other notable events.

Verify all information prior to submission to the Chapter. The Chapter membership shall approve the documentation prior to it being accepted as official Chapter history.

Qualifications

The Historian shall be skillful in preserving documents, be willing to learn Chapter and University history and notable events, have good organizational skills, and have good written communication skills.