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    AAEOP Board & Committee Descriptions

     

    Position Duties
    President * Shall preside at all meetings of AAEOP & of the Executive Board * Call all special meetings * Appoint all committee chairs with approval of Exec Board* Serve as ex-officio member of all committees except Nominating Committee * Perform other duties as assigned by Exec Board * Selects theme of year * Ensure all Exec Board members have current procedures manual & will provide orientation session. * President approves all requests for payment or reimbursement up to $100. Exec Board approves all others. * Write an article for each issue of newsletter.
    President-Elect * Represents Association in absence of President. * Serves as chair of Budget/Finance Committee, preparing annual budget recommendation for approval by Exec Board & general membership at first meeting of the year. * Orders gift presentation for outgoing President. * Becomes familiar with Procedures Manual and duties of board members. * Select theme for upcoming year. This will be the theme of the Awards Ceremony in the spring. * Select Committee chairs for upcoming year.
    Vice President * Will preside over meetings in absence of President & President-Elect. * Will serve as Chair of Program Committee, planning a minimum two-hour program for each general meeting, one "make and take" workshop during the year and a two-hour retreat workshop (in coordination with the Retreat Chair).
    Secretary * Prepare minutes of each general meeting and Exec Board meeting and submits for approval. * Amends minutes as approved by Exec Board or general membership. * Signs minutes after approval. * Each page of minutes will show meeting title and meeting date. * Will keep record of attendance at each meeting and be responsible for having certificates available for workshop participants.
    Treasurer * Receipts all monies received. * Keeps accurate books and makes regular reports to Exec Board. * Prepares detailed financial report for presentation at each general meeting. * Serves as ex-officio member of Budget/Finance Committee. * Serves as Membership Committee Chair. * Keeps record of active and inactive members and distributes membership list by the end of November.
    Immediate Past President * The immediate past president shall serve on the AAEOP Executive Board in an advisory capacity during the year immediately following their service as president.
       
    Committee Duties
    “Administrator of the Year” Award Committee * Committee to meet ASAP after new Board takes office to plan and prepare application. * Copies of application form will be provided to each member. * Keep membership informed about how forms are obtained and the deadline for nomination. * Secure three judges and send them applications allowing approximately 3 weeks for judging. * Nomination forms must be postmarked by March 15th. These must be sent to judges no later than March 20th. * Committee will compile results to determine winner. Chairman will notify all nominees and the AAEOP President of results. * Winner invited to Awards Ceremony. * Chair must submit application for last year's winner to SCAEOP by February 1st.
    Budget & Finance Committee The Treasurer serves as an ex-officio member of the AAEOP Budget and Finance Committee.
    Bylaws * Committee shall review bylaws and keep them current by recommending any changes necessary to insure activities of Association. * Chairman shall provide a copy of proposed amendments to Newsletter Chair for publication prior to next general meeting. * Chairman shall submit a copy of amended bylaws to Handbook Chair for inclusion in updated handbook.
    Community Service Committee * Committee should choose, plan, and carry out at least one community service opportunity in which the Association members can participate.
    Decorations * Committee should plan decorations for each meeting and special event of the Association.
    Devotional * Prepare and give (or be responsible for) inspirational thoughts and/or prayer at each general meeting.
    “Ed Office Employee of the Year” Committee * Committee to meet ASAP after new Board takes office to plan and prepare application. * Copies of application form will be provided to each member. * Keep membership informed about how forms are obtained and the deadline for nomination. * Secure three judges and send them applications allowing approximately 3 weeks for judging. * Nomination forms must be postmarked by March 15th. These must be sent to judges no later than March 20th. * Committee will compile results to determine winner. Chairman will notify all nominees and the AAEOP President of results. * Winner invited to Awards Ceremony. * Chair must submit application for last year's winner to SCAEOP.
    Committee Duties
    Handbook / Brochure Handbook: * Handbook Committee shall revise and reprint handbook when changes are made in bylaws of Association and/or when changes are made in programs of the Association.
    Brochure: * Brochure Committee will revise & reprint brochure each year to update listing of officers and committee chairpersons of the Association. * Executive Board will approve brochure design.
    Historian / Public Relations Historian: * Collect pertinent information to preserve history of AAEOP. Includes pictures, press releases, newsletters, programs from all meetings, etc. * Responsible for organizing Association scrapbook.
    Public Relations: * Publicity regarding conferences/meetings/banquets, award programs and other events. * Must send AAEOP info to SCAEOP for newsletter at least once a year.
    Hospitality Committee This committee is not included in the AAEOP Procedures Manual. Specific duties have not been assigned.
    Leadership Conference Committee * Will plan one retreat for general membership. * Present plans for retreat (including cost) to Board for approval before presentation to general membership. * Retreat Chairman will work with Vice President / Program Chairman (Lynda) to allow a minimum period of two hours for a workshop at the retreat.
    Membership Committee * Maintain up-to-date list of members, receiving all applications and dues for membership. * Will hav e custody of all Association funds, keeping accurate books and making disbursements. * Make regular reports to Exec Board * Prepare detailed financial report for presentation at Fall business meeting. * Provide written reports for each meeting. * Keep Association funds in two separate bank accounts (general and scholarship).
    Newsletter * Professionally Speaking newsletter should be published in September, December and March of each year. * Will include news and pictures about AAEOP meetings, SCAEOP information, NAEOP information, and articles which promote professional growth for educational office professionals.
    Nominating Committee Nominating Committee will consist of 3 members – one Executive Board member and 2 regular members.
    * Prepare article for newsletter requesting contact from those who are interested in becoming candidates for the upcoming year. * Shall present to Executive Board, at least 30-days prior to third regular meeting, a slate of candidates including at least one nomination for President, President-Elect, Vice President, Secretary, & Treasurer. * Candidates must have been declared eligible by Membership Committee and have signified their willingness to run for office.
    Parliamentarian * Advise President by seeing that parliamentary procedure is used in conduct of all meetings
    PSP Committee * Answers questions submitted by AAEOP members. * Chairman will verify information on National PSP forms and sign them for applicants. * Will conduct or arrange to have conducted a PSP workshop for AAEOP at least once a year. * Will submit article to newsletter. * Will recognize those who earned certification that year at the annual Awards Ceremony. * PSP Chair will submit to President a list of CEOE recipients at least three weeks prior to Awards Ceremony so Lamp of Knowledge trophy can be ordered.
    Program Planning Committee * Plan a minimum two-hour program for each general meeting * Plan one "make and take" workshop during the year * Plan a two-hour retreat workshop (in coordination with the Leadership Conference Committee Chair).
    Refreshments Committee * Plan refreshments for each meeting, which is not designated as a "meal" meeting and delegate members to bring refreshments.
    Scholarship Committee * Committee to meet ASAP after new Board takes office to plan and prepare application. * Copies of application form will be provided to each high school in ASD1, ASD2 and the CTC. * Send brief article to newsletter editor to inform members that forms are available and have been sent to schools. * Application deadline is March 15th. * Committee will compile results to determine winner. Chairman will notify all applicants. * Winner invited to Awards Ceremony. * Committee will solicit monies for scholarship fund each yar. Chairman will write thank you notes businesses that contribute.
    Ways & Means Committee * By the first Executive Board meeting after September 1st, the committee should plan various methods of raising money necessary to fund the budget. The Executive Boad must approve all plans before any commitment is made. * The committee should make arrangements to carry out approved plans, including getting bills to treasurer.
    Website This committee is not included in the AAEOP Procedures Manual. Specific duties are not noted but include designing and updating the AAEOP website.