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| President |
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| The chief administrative duty of the president is to represent the organization. The president signs all legal documents; supervises over the activities of the organization; represents, or speaks for, the organization; and presides at meetings. However, the president should never bind the organization to contracts that the board has not agreed to.
The president should be familiar with the basic rules of calling a meeting to order: establishing and following an agenda or order of business; the proper steps in making, debating, and voting on motions; and the different classes or types of motions and how they are ranked.
The president should review the agenda. The president should be familiar with any unfinished business and any new business that will be on the agenda.
The president should have a thorough working knowledge of the governing documents (i.e. bylaws, rules of order, parliamentary authority, etc).
The president should call the meeting to order on time and determine that a quorum is present before proceeding with the meeting.
The president should announce all business in the proper sequence and entertain every motion that is in order. If a member raises an issue that is not in order at that time, the president should stop the incorrect procedure immediately.
It is the president’s duty to protect the assembly from frivolous or dilatory motions and from any attempt by a few members to push an action through without following the democratic process.
Summarized Detailed Points:
- Serve on Chicago Chapter Executive Board
- Overall planning, guidance, and follow-up on Association matters
- Attend social functions of other organizations as a representative of ALPFA
- Return key phone calls (messages) related to the Association
- Address and resolve Association-related concerns
- Ensure all officers carry out their duties
- Set goals for the applicable year with the help of all other board members
- Organize 2 retreats for the board per year (goals, duties, and concerns should be addressed)
- Speaks at all ALPFA events
- Build and maintain relationship with sponsors
- Primary National/Regional contact
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| Immediate Past-President |
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| To maintain continuity between the terms of the current President and the previous one, the role of the Immediate Past-President, who served as President for the previous term, is to act as an advisor to the current President on the affairs of the chapter. |
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| Executive Vice President |
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| The office of the Executive Vice President shares in the duties of the president and at times presides in meetings and events when the president is unable to attend. The vice president takes over if the office of the president is vacated for any reason.
Summarized Detailed Points:
- Serve on Chicago Chapter Executive Board
- Oversee the Director of Events, Director of Membership, Director of Professional Development, and Director of Student Affairs
- Keep President informed on a timely basis of all items/issues
- Ensure process documentation and transition of positions
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| Secretary |
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| The Secretary maintains the official documents of the organization, including the bylaws, rules of order, standing rules, correspondence, committee reports and minutes. The bylaws and other governing documents are kept up-to-date with any changes made through the amendment process by the Secretary; these documents should be brought to meetings if needed.
The Secretary e-mails notice of each forthcoming board meeting and major board deadlines. Documents minutes at all board meetings, handling the correspondence, and preparing the agenda for the meetings. Minutes should be sent to all board members no later than one week after the respective meeting; prior to sending these should be reviewed by the President and Executive Vice President. In the event that the Secretary cannot attend the meeting, the Secretary should appoint a member (preferable) to take the minutes in his/her place.
Together with the President, the Secretary should notify members of their election to office and furnish them with the proper documents. If the Secretary position is up for election that year, this will be the responsibility of the Executive Vice President.
Summarized Detailed Points:
- Serve on Chicago Chapter Executive Board.
- Oversee the Director of Philanthropy and Community Affairs, Director of Public Relations, and Director of Information Technology.
- Document minutes for each meeting (board and general) and send draft minutes within one-week time frame; prior to sending, these should be reviewed by the President and Executive Vice President. The minutes should be approved and ratified at the next meeting.
- Ensure compliance with National and Chapter bylaws.
- Collect or assign someone to collect mail from PO Box and forward accordingly.
- Order letterhead and envelopes from printing as needed (coordinate with President).
- Work closely with all Board members and assist where possible.
- Call venues to setup all board meetings.
- Order Board nametags and business cards.
- Assist President and Vice President on various matters as needed.
- Prepare certificates of appreciation and obtain token gifts for Association speakers.
- Prepare agendas for all Association Board and General Meetings.
- Provide new board members with proper documentation.
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| Treasurer |
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| Treasurer receives and deposits dues and event fees in coordination with ALPFA Nationals. A treasurer should never keep association monies in his/her personal account.
Treasurer gives members receipts for their dues and pays the bills that the board has voted on. The Treasurer should excise prudent judgment in determining whether a bill is authentic and whether the amount is within the range agreed on by the board.
Balance and reconcile the bank account and giving financial reports at board meetings.
Record which members have paid their dues, when bills are paid and the check number, and maintain other items (i.e. bills, invoices, contracts, bank statements, reconciling spreadsheets, and deposit slips) that will be necessary in order for a member to review the books at random.
Prepare and file any required forms with the federal, state, or local authorities, including any applicable tax returns. The treasurer should advise the board on any tax matters or situations that may affect the chapter’s not-for-profit status. It is extremely important that the Treasurer understands the regulation behind a 501c6 entity, as well as the ALPFA One National Financial Principles and Guidelines.
Summarized Detailed Points:
- Serve on Chicago Chapter Executive Board.
- Ensure that applicable signatures (i.e. President and Treasurer) are properly documented at the bank
- Make timely deposits of all monies received at least monthly.
- Perform timely bank reconciliations and provide to Board at all Board meetings.
- Provide an up-to-date report of payables and receivables at all Board meetings.
- Invoice members for Corporate Development events, banquets, summits etc.
- Ensure that monies are collected for any NSF checks, receivables, etc.
- Work with Director of Corporate Development and President in preparing budgets and profit/loss statements for applicable events.
- Coordinate with the National Executive Director and National Treasurer all due to/from balances for amounts owed to Chicago Chapter for dues paid to National.
- If dues are paid directly to the Chicago Chapter, dues should be submitted to National.
- Adhere to signing limits and coordinate with President if a dual signature is required (refer to letter sent to the bank for limits).
- Ensure Association payables are paid when due.
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| Director of Events |
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Director of Events proposes social, Corporate Development, and educational general membership meetings; upon board approval facilitates the formation of the event. By default, the Annual Picnic, Annual Banquet, and Christmas Party is the responsibility of the Director of Events.
- Form and chair Events Committee for general meetings and other functions.
- Prepare a calendar of events for the year, which should be compiled with the board. There should be a calendar of events laid out for 12 months in the future.
- Set attendee goal/profit target for events.
- Set budget for events with the help of the Treasurer and Committee.
- Set a timeline for details to be carrier on prior to the event (i.e. mailing of the invitations, venue, security, advertisement, etc.) and submit to Executive Board.
- Work with committee to follow-through with all tasks for event.
- Identify and form relationship with other professional organizations and corporations.
- Identify events that we could partner with other professional organizations.
- Work with Treasurer to invoice applicable individuals subsequent to the event, if needed.
- Keep Executive Vice President informed on a timely basis of all items/issues surrounding “events.”
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| Director of Membership |
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| Form and chair Membership Committee. This committee updates and maintains a database of all members and non-members of the organization. The committee should also come up with ways to increase membership and organize membership drives. The Director of Membership should bring an updated membership list to every board meeting.
Summarized Detailed Points:
- Serve as advisor for the Membership Committee
- Set goals for membership (i.e. student and professional)
- Find creative ways to increase and retain membership and implement
- Be the voice for the members
- Organize membership drives
- Work with National Executive Director in gathering census data on our membership
- Maintain and keep membership database current
- Maintain and keep general database used for mailing current
- Provide labels for all mailings, as necessary
- Work with the Treasurer and National for receipt of membership dues
- Provide a listing of members with phone #’s to distribute among the board and committee members in order to make personal phone calls prior to meetings and other events
- Keep Executive Vice President informed on a timely basis of all items/issues surrounding “membership.”
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| Director of Corporate Development |
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| The Director of Corporate Development identifies key contacts for sponsorship. Sponsorship should be classified into three tiers: Recruiting, Branding, and Philanthropic.
Summarized Detailed Points:
- Form and chair Corporate Development committee.
- Help set revenue goals and present to Board.
- Plan all Corporate Development events and ensure everything is organized at each event.
- Work with Treasurer to ensure receivables are invoiced and collected.
- Set a “profit” target for each event and work with Treasurer to detail a profit/loss statement for each event.
- Obtain trophies and/or award plaques for Corporate Development events.
- Work with the Director of Student Affairs to ensure student members are sponsored.
- Work with President to obtain event sponsors (i.e. general meetings, catering, venue, etc.)
- Contribute to the associations’ calendar of events for the year. There should be a calendar of events laid out for 12 months in the future.
- Keep President and Treasurer informed on a timely basis of all items/issues surrounding “Corporate Development.”
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| Director of Professional Development |
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| Director of Professional Development proposes educational forums for the professional membership; upon board approval facilitates the formation of the event.
Summarized Detailed Points:
- Form and chair Professional Development Committee
- Seek new professional development forum opportunities for professional members.
- Set attendee goal/profit target for professional development forums.
- Set budget for events with the help of the Treasurer and Committee.
- Set a timeline for details to be carrier on prior to the event (i.e. mailing of the invitations, venue, security, advertisement, etc.) and submit to Executive Board.
- Work with committee to follow-through with all tasks for event.
- Identify and form relationship with other professional organizations and corporations.
- Identify events that we could partner with other professional organizations.
- Work with Treasurer to invoice applicable individuals subsequent to the event, if needed.
- Keep Executive Vice President informed on a timely basis of all items/issues surrounding “events.”
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| Director of Student Affairs |
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| Director of Student Affairs proposes educational forums for the student membership; upon board approval facilitates the formation of the event.
Summarized Detailed Points:
- Form and chair Student Affairs Committee.
- Develop plan and goals for all Student Chapters.
- Develop and plan an annual retreat for each Student Chapter.
- Work on the formation of new Student Chapters.
- Make Board members aware of calendar of events for student member activities
- Be the liaison between the professional and student chapter
- Provide a listing of the student chapter board representatives with applicable information (i.e. telephone, address, school, etc) to the Professional Board members
- Coordinate with Board student attendance at all Association sponsored events (i.e. annual banquet, convention, etc.)
- National Scholarship Committee contact
- Prepare and/or update mailing list of school accounting clubs, colleges, etc.
- Promote/advertise scholarship to students, membership, and other college campuses
- Scholarship recipient contact
- Keep track of scholarship recipients and their sponsors for historical purposes.
- Present scholarships at award banquet and coordinate with the Director of Events to ensure awardees are present at the banquet and properly sponsored, including the awardees guest
- Prepare a brief biography description for each awardees to be announced at the annual banquet; ensure scholarship presentation is included in the annual banquet program.
- Contribute to the associations’ calendar of events for the year. There should be a calendar of events laid out for 12 months in the future.
- Keep President informed on a timely basis of all items/issues surrounding “student affairs.”
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| Director of Philanthropy and Community Affairs |
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| The focus of the Director of Philanthropy and Community Affairs seek opportunities for the association to contribute to the community. They should also develop new relationship with not-for-profits and think of ways to nurture existing relationships.
Summarized Detailed Points:
- Form and chair Philanthropy and Community Affairs committee.
- Coordinate tax program with the Internal Revenue Service (IRS).
- Identify and form relationship with not-for-profits and corporations.
- Organize initiatives that will benefit the Hispanic communities.
- Contribute to the associations’ calendar of events for the year. There should be a calendar of events laid out for 12 months in the future.
- Keep Secretary informed on a timely basis of all items/issues surrounding “philanthropy and community affairs.”
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| Director of Public Relations |
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| Their focus is to develop new relationships with professional organizations and other community based institutions and build awareness of ALPFA. They should also think of ways to nurture existing relationships. The Director of Public Relations seeks to introduce other individuals to the organizations by attending the functions of other organizations and corporations.
Summarized Detailed Points:
- Form and chair Public Relations Committee.
- Seek new opportunities with other professional organizations.
- Seek corporate sponsors.
- Nurture existing relationships.
- Bring awareness of ALPFA to Chicago and its surrounding areas.
- Attend other functions of other organizations and corporations.
- Prepare chapter newsletter.
- Form and chair Committee.
- Issue press releases for all major events.
- Obtain media coverage for all major events.
- Keep Secretary informed on a timely basis of all items/issues surrounding “public relations.”
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| Director of Information Technology |
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| The Director of IT manages all ALPFA Chicago Website duties and responsibilities. The committee researches technology (i.e. web resources, software, hardware) that may promote the usefulness of the association and upon Executive Board approval facilitates the implementation of the new technology. This committee will update, enhance the design, and increase the functionality of a local chapter website based on National and Local initiatives.
Summarized Detailed Points:
- Form and chair Information Technology Committee.
- Responsible for chapter website.
- Posts jobs on the web and coordinates with the Chicago Chapter Treasurer for billing.
- During the elections process, works with the individual taking charge of the process to put up the elections pages on the web.
- Works on special projects throughout the year that are related to technology.
- Researches technology that may promote the usefulness of the association and upon Executive Board approval facilitates the implementation of the new technology.
- Should be a member or have constant communication with the National Website Committee.
- Keep President informed on a timely basis of all items/issues surrounding “technology.”
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