Alexandria Historical Society  
 

BOARD OF DIRECTORS DUTIES

 

PRESIDENT

The President is the principal officer of the Society and shall preside at all meetings. In accordance with the By-Laws, the President shall appoint such chairs and committees as are required to conduct the business of the Society. The President is responsible for both substantive and administrative decisions regarding society plans and activities. In particular, the President:

  1. Appoints representatives and chairs of committees;
  2. Sees that information in the AHS Handbook is updated, and provides copies to the Board, committee chairs, et.al.
  3. Presides over meetings of the AHS Executive Board;
  4. Presides over meetings of the AHS membership;
  5. Represents AHS in a variety of professional activities, that may include presenting testimony before the Alexandria City Council, presiding over AHS programs, responding to public queries, and speaking on professional issues;
  6. Signs checks in the absence of the Treasurer, and is a cosigner on any financial accounts requiring two signatures; ensures that the budget is well formulated and accurate.
  7. Writes a president's column for the Newsletter.
  8. Oversees progress of strategic planning.

IMMEDIATE PAST PRESIDENT

The Immediate Past President attends all Board meetings and provides continuity by informing the Board of past procedures and activities. Specifically, the Immediate Past President:
  1. Develops a program with a checklist and arranges for materials for new chairs and officers;
  2. Acts as a resource, mentor, cheerleader for interest group chairs.

VICE-PRESIDENT

The Vice-President shall preside at meetings in the absence of the President. If the office of the President is vacated, the Vice-President shall assume all duties of the President until the next election of officers. Additionally, the Vice-President is responsible for the lecture programming of the Society. Specifically, the Vice-President:

  1. Coordinates the lecture programming and committee activities, and keeps a master calendar of AHS activities;
  2. Organizes the annual awards ceremony;
  3. Ensures that program information is carried in the Newsletter.

SECRETARY

The Secretary shall keep accurate records of the meetings and proceedings of the Society and shall notify the Board of Directors of meetings and other events as designated by the President. In particular, the duties of Secretary are:

  1. To take minutes of Executive Board meetings and distribute them to the Board prior to the following meeting;
  2. To keep minutes of the business meetings of the membership;
  3. To keep on file all committee reports;
  4. To make the minutes and records available to all members
    1. deposits annually the Society records with the Alexandria Public Library
    2. furnishes current records on request
  5. To have on hand at each meeting a list of all existing committees and their members;
  6. To maintain record book(s) in which the By-Laws, special rules of order, standing rules, and minutes are entered, with any amendments to these documents properly recorded, and to have current record book(s) on hand at every meeting;
  7. To send to the Executive Board and Committee Chairs a notice of each meeting. (A telephoned or faxed message may be substituted for a written notice);
  8. To handle correspondence addressed to the Secretary and additional correspondence as directed by the President or Executive Board; Supplies stationery.

TREASURER

 The Treasurer shall be responsible for the safekeeping of the Society's funds and for maintaining adequate financial records.

  1. The Treasurer shall collect dues and other monies, and shall deposit them in a banking institution that is federally insured and that has an office physically located in Alexandria.

  2. The Treasurer shall submit an Annual Budget for adoption by the Board of Directors by the first meeting of the fiscal year of the new board.

  3. Monies shall be paid out by numbered check signed either by the President or the Treasurer for amounts of $2,500 or less. Financial transactions of more than $2,500 shall require the signature of the Treasurer plus any one other officer.

  4. The Treasurer shall render a report at Board of Directors meetings, the Annual Meeting, and at other membership meetings as requested by the President or the membership.

  5. The financial records shall be audited annually at the conclusion of each fiscal year and the results reported to the President and Board of Directors.

  6. The Treasurer shall be responsible for maintaining the roster of paid members.

  7. The Treasurer shall serve as the registered agent.

  8. The Treasurer shall furnish to the President such financial information as is required for submission of filings with State and Federal authorities to preserve the legal and tax-exempt status of the Society.

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