The National American Alsatian Club
Corporate Records

National American Alsatian Club Standing Rules

Standing Rules (SR-1) For the Executive Board

Executive Director

  1. Will have overall strategic and operational responsibility for: staff, programs, expansion, and execution of its mission.
    1. Provide leadership in developing program, organizational and financial plans with the Board of Directors and staff.
    2. Promote active and broad participation by volunteers in all areas of the organization's work.
    3. Maintain official records and documents, and ensure compliance with federal, state and local regulations.
    4. Maintain and develop a deep working knowledge of field, core programs, operations and business plans
  2. In communications, the Executive Director will:
    1. See that the board is kept fully informed on the condition of the organization and all important factors influencing it.
    2. Publicize the activities of the organization, its programs and goals.
    3. Establish sound working relationships and cooperative arrangements with community groups and organizations.
    4. Represent the programs and point of view of the organization to agencies, organizations, and the general public.
  3. In relations with staff, the Executive Director will:
    1. Be responsible for the recruitment, employment, and release of all personnel, both paid staff and volunteers.
    2. Ensure that job descriptions are developed, that regular performance evaluations are held, and that sound human resource practices are in place.
    3. See that an effective management team, with appropriate provision for succession, is in place.
    4. Encourage staff and volunteer development and education, and assist program staff in relating their specialized work to the total program of the organization.
    5. Maintain a climate which attracts, keeps, and motivates a diverse staff of top quality people.
  4. In budget and finance, the Executive Director will:
    1. Be responsible for developing and maintaining sound financial practices.
    2. Work with the staff, Finance Committee, and the board in preparing a budget; see that the organization operates within budget guidelines.
    3. Ensure that adequate funds are available to permit the organization to carry out its work.
    4. Jointly, with the president and secretary of the board of directors, conduct official correspondence of the organization, and jointly, with designated officers, execute legal documents

Standing Rules (SR-2) For the Board of Directors

DUTIES OF BOARD OFFICERS

President

  1. The President shall:
    1. Preside at all meetings of Oregon WOCP and its Board of Directors;
    2. Be a signer on all Oregon WOCP bank accounts and sign checks in case of emergency or as directed by the Board of Directors;
    3. Be an Ex-Officio member of all committees except the Nominating Committee;
    4. Appoint the Chairmen of all Standing Committees with the approval of the Board of Directors
    5. Appoint a Parliamentarian
    6. Oversee the planning of the Annual Convention Committee, and shall serve as Chairman of the Convention Arrangements Committee
    7. Perform such other duties incidental to the office and/or as directed by the Board or these bylaws
    8. Prepare a condensed report of his/her term in office as soon as practical after the Convention, but not later than 60 days after the close of the convention. Such report to be compiled from reports of his/her officers and Committee Chairmen. A copy of the report is to be filed with the Historian, and the original is to be retained in the President's file for his/her successor in office. This report is to be presented to the Board of Directors at their second meeting of the year.
    9. Be a part of the Executive Board (E-Team)

The Vice President

  1. The Vice President shall:
    1. Be the humane resource manager.
    2. Under the direction of the board, employ or contract such other personnel as may be necessary to carry on the objectives of the NAAC.
    3. Act as administrative officer and general manager for the organization and its headquarters.
    4. Be a part of the Executive Board (E-Team)

The Secretary

  1. The Secretary shall:
    1. Be elected by the E-Team for a renewable five-year term.
    2. Keep the minutes of all board meetings and the annual meeting.
      1. Read the minutes of the last meeting and all correspondences at the beginning of all board meetings.
      2. Minutes shall be approved by the board.
    3. Notify all board members of each board meeting.
    4. Send a copy of the minutes to each member of the board within sixty days following the meeting.
    5. In general charge of the records of the organization except the financial records.
    6. Recommends plans of work and conducts the day to day business and correspondence of the corporate office.
    7. Custodian of the organization's membership roster, minutes, journal and all other records of the organization.
    8. Hand over all Notebooks to the new secretary after the bi-annual elections at the NAAC annual show.
    9. May ask the board for a correspondence secretary if the job gets to be too much for one person.
    10. The secretary is the recording officer of the assembly and the custodian of its records except such as are specifically assigned to others, as the treasurers books. These records are open, however, to inspection by any member at reasonable times, and where a committee needs any records of a society for the proper performance of its duties, they should be turned over to its chairman
    11. In addition to keeping the records of the society and the minutes of the meetings, it is the duty of the secretary to keep a register or roll, of the members and to call the roll when required; to notify officers, committees, and delegates of their appointment, and to furnish committees with all papers referred to them and to sign with the president all orders on the treasurer. He/she should also keep one book in which the constitution , bylaws rules of order and standing rules should all be written, leaving every other page black; and whenever an amendment is made to any of them, in addition to being recorded in the minutes it would be immediately entered on the page opposite to the article amended, with a reference, in red ink, to the date and page of the minutes where it is recorded.
    12. The secretary should make out an order of business showing what is necessarily to come before the assembly. He should also have a list of all standing committees and such special committees as are in existence at the time, as well as the bylaws of the organization and its minutes.
    13. He should keep a record of the proceedings, stating what was done and NOT what was said, unless it is to be published, and never making criticisms, favorable or otherwise on anything said or done.
    14. When a committee is appointed, the secretary should hand the names of the committee, and all papers refered to it, to the chairman of the committee.
    15. He should indorse on the reports of committees the date of their reception and what further action was taken upon them and preserve them among the records for which he is responsible.
    16. Be a part of the Executive Board (E-Team)

    THE MINUTES

    1. The essentials of the minutes are as follows:
      1. The kind of meeting, ‘regular’ or stated or ‘special or adjourned regular or adjourned special
      2. Name of the assembly
      3. Date of meeting and place, when it is not always the same
      4. Attendance of the members or meeting
      5. Whether the minutes of the previous meeting were approved
      6. All the main motions (except withdrawn) and points of order and appeals, whether sustained or lost, and all other motions that were not lost or withdrawn
      7. Hours of meeting and adjournment
      8. There should be written at the end of the minutes the word “approved” and the date of the approval, which should be signed by the secretary. They should be entered in good black ink an in a well bound record book.

    Treasurer

    1. The Treasurer shall:
      1. Be elected by the board for a renewable two-year term.
      2. Shall have charge of all funds, securities and financial records of the organization subject to corporate fiscal policies in this Article.
      3. Shall deposit the same in such federally insured banks or depositories, as the board shall designate.
      4. To act as a banker holding the funds deposited with him and paying them out on the order of the society signed by the president and the secretary.
      5. Shall be, at the expense of the organization, bonded in a sum to be determined by the board based upon the amount of funds to be handled.
      6. Shall make a monthly financial report at each board meeting and at such other times as the board chairman or the board shall require and hand over annual reports and vouchers to the auditor in time to be audited before the last meeting. The auditors having certified to its correctness, submit their report and the chair puts the question on approving the treasurer’s report.
      7. Shall provide members of the finance committee and the executive committee with copies of all financial reports
      8. Shall provide an annual financial report to the board
      9. Shall serve as the finance committee chairman
      10. Shall be ex=officio member without vote on all other committees authorized to disburse funds
      11. It should always be remembered that the financial report is made for the information of members. The details of dates and separate payments for the same object are a hindrance to its being understood, and are useless, as it is the duty of the auditing committee to examine into details and see if the report is correct.
      12. Example: Report of the treasurer of the NAAC for the Quarter ending March 31,. 2012
        
         
        
        Receipts
        
        Balance on hand January 1, 2012……………… 25.75
        
        Initiation fees……………………………………………  50.00
        
        Members’ dues…………………………………………  150.00
        
        Fines………………………………………………………..    101.50  210.50
        
        Total………………………………………………………..   236.25
        
         
        
        Disbursements
        
        Rent of hall…………………………………………..…..80.00
        
        Electric…………………………………………………..…..22.00
        
        Stationery and printing………………………..…..15.00
        
        Repair of furniture……………………………..…….10.00
        
        Janitor………………………………………………………60.00  187.00
        
         
        
          Balance on hand March 31, 2012…………… 49.25
        
            Total……………………………………………………. 236.25
        
                           Signed by treasure…..
        
         
        
        Examined and found correct
        
        Signed……
        
        Signed…..
        
      13. Be a part of the Executive Board (E-Team)

    Historian

    1. The Historian/Museum chairperson shall:
      1. Be elected by the NAAC board members for a renewable five-year term.
      2. Preside over the Historian/Museum committee until the completion of the NAAC annual election show and get together.
      3. Generally oversee all historian/museum committee meetings and activities.
      4. See that all important information concerning any and all Historical information or news gets included in the “American Alsatian Quarterly” magazine.
      5. Give a five minute report on any Historic or Museum information at every meeting of the NAAC board.
      6. Take back to the History/Museum committee notes on the NAAC board meetings.
      7. Give a yearly/annual report during the NAAC annual show/get-together.
      8. Hand over all Notebooks to the new Historian/Museum committee chair after the bi-annual elections at the NAAC annual show.
      9. Be a part of the (E-Team)

    Auditor

    1. The Auditor shall:
      1. Audit the General Books of the Oregon WOCP at the close of the fiscal year and present a written Audit Report to the Board at the 2nd Board meeting
      2. Release the Treasurers Ledger and Records in his/her possession after the audit to the new Treasurer
      3. Retain copies of all Audit Reports in a permanent file to be passed on to his/her successor in office.

    Parliamentarian

    Parliamentarian shall attend all meetings of Oregon WOCP and its Board and shall interpret parliamentary procedure when called upon. Questions concerning interpretation of the bylaws shall be referred to this office and or to the Bylaws Committee Chairman

    The powers of the elected and appointed officers are expressly limited to those powers as set forth herein above; provided, however, that additional powers may be granted from time to time by the Board.

    Standing Rules (SR-3)

    Under Construction

>