These are the descriptions for all positions on the board that can be elected but only a subset of these will be up for election each year. The positions will be staggered in their term length so that the Vice President, Corresponding Secretary and Treasurer positions will be elected in different years than the President and Recording Secretary as per the Alamo City Tres Dias bylaws. All positions will be 2 years in length with the exception of At-Large-Members, which will always be only 1 year.
President ( 2 Years )
The President shall be the chief executive officer of the Corporation and of the Secretariat, and, subject to the provisions of these bylaws, shall have general supervision of the activities and affairs of the Corporation and shall have general and active control thereof. The President shall preside when present at meetings of the Secretariat and the Annual Meeting of the Community. The President shall have general authority to execute bonds, deeds and contracts in the name of the Corporation and to affix the corporate seal thereto; to cause the employment or appointment of such employees and agents of the Corporation as the proper conduct of operations may require and to fix their compensation; to remove or suspend any employee or agent and in general to exercise all the powers usually pertaining to the office of president of a corporation, except as otherwise provided by statute, the Articles of Incorporation or these bylaws. The President should chair the delegation to the Assembly of Tres Dias Secretariats (hereafter known as the Assembly). In the absence or disability of the President, the duties of such office shall be performed and the Vice President may exercise the powers, unless otherwise determined by the Secretariat.
Vice-President ( 2 Year )
The Vice President shall generally assist the President and shall have such powers and perform such duties and services as shall from time to time be prescribed or delegated to such office by the President or the Secretariat. The Vice President should coordinate the delegation to the Assembly.
Recording Secretary ( 2 Years )
The Recording Secretary shall keep and attest true records of all proceedings at all meetings of the Board. The Recording Secretary shall maintain a calendar of activities for the Secretariat. The Recording Secretary shall have charge of the corporate seal and shall have authority to attest any and all instruments of writing to which the same may be affixed. The Recording Secretary shall keep and account for all books, documents, papers and records of the Corporation, except those for which some other officer or agent is properly accountable. The Recording Secretary shall generally perform all duties usually pertaining to the office of secretary of a corporation, except those specifically delegated to the Corresponding Secretary. In the absence or disability of the Recording Secretary, the duties of such office shall be performed by the Assistant Secretaries in the order of their seniority and shall exercise the powers, unless otherwise determined by the Recording Secretary, the President or the Secretariat.
Corresponding Secretary ( 2 Year )
The Corresponding Secretary shall see that notice is given of all annual meetings of the Community and regular or special meetings of the Secretariat; shall handle correspondence as necessary for the Secretariat; shall maintain the master Community membership database, which shall include the newsletter mailing list(s); shall record each Community member’s service experience in the master Community membership database and shall perform such other duties as may from time to time be assigned by the President or the Secretariat. This data shall be used for the conducting of Alamo City Tres Dias business only. At the end of the term for this position the outgoing Corresponding Secretary will transfer all information and knowledge of the current requirements and processes of this position to the new incoming Corresponding Secretary in a timely manner and to the best of their ability.
Treasurer ( 2 Year )
The Treasurer shall be the chief accounting and financial officer of the Corporation and shall have active control of and shall be responsible for all matters pertaining to the accounts and finances of the Corporation and shall direct the manner of certifying the same; shall maintain control of all Corporation budgets as approved by the Secretariat; shall make recommendations for budget changes to the Secretariat: shall make financial analyses of overall costs and revenues to develop recommendations to the Secretariat regarding future planning; shall supervise the manner of keeping all vouchers for payments by the Corporation and all other documents relating to such payments; shall receive, audit and consolidate all operating and financial statements of Corporation and its various departments; shall have supervision of the books of account of the Corporation, their arrangements and classification; shall supervise the accounting and auditing practices of the Corporation and shall have charge of all matters relating to taxation and of the filing of all required taxation and related forms each year as per the requirements for non-profit organizations; both federal and state.
The Treasurer shall have the care and custody of all moneys, funds and securities of the Corporation; shall deposit or cause to be deposited all such funds in and with such depositories as the Secretariat shall from time to time direct or as shall be selected in accordance with procedures established by the Secretariat; shall advise upon all terms of credit granted by the Corporation; shall be responsible for the collection of all its accounts and shall cause to be kept full and accurate accounts of all receipts, disbursements and contributions of the Corporation. The Treasurer shall have the power to endorse for deposit or collection or otherwise all checks, drafts, notes, bills of exchange or other commercial papers payable to the corporation, and to give proper receipts or discharges for all payments to the Corporation.
The Treasurer shall generally perform all duties usually pertaining to the office of treasurer of a corporation. In the absence or disability of the Treasurer, the duties of such office shall be performed and the Assistant Treasurers in the order of their seniority shall exercise the powers, unless otherwise determined by the Secretariat.
If the person(s) fulfilling the role of Treasurer does not have an understanding of basic accounting methods and practices, it is the responsibility of the Secretariat to secure the services of an external accountant or organization to assist with the month-to-month obligations of the organization, so that at no time the Corporation is delinquent regarding any of its financial or tax-related requirements. The accountant position should be filled in accordance with Section 6.2. Appointive Officers. In the absence or disability of the Treasurer, the duties of such office shall be performed by the Assistant Treasurers in the order of their seniority and shall exercise the powers, unless otherwise determined by the Treasurer, the President or the Secretariat.
At-Large Members ( 1 Year )
The At-Large Members' primary duty is to represent the Community at the Secretariat meetings. There shall be four (4) At-Large Members. The immediate past president shall hold one of the available positions for one or both of the At-Large Member terms that occur during the current president’s term, if he or she so chooses. It is expected that each At-Large Member will attend the meetings of the Secretariat and will contribute to the general management of the Corporation and shall perform such duties as may from time to time be assigned by the President or by the Secretariat. Each At-Large Member shall have the one vote.
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Alamo City Tres Dias