Article V: Duties of Officers

Section 1: The President shall:

  1. Call and preside over all meetings of the Association and the Executive Board.
  2. Prepare and distribute a written agenda for all meetings.
  3. Appoint standing committee chairpersons of the Association.
  4. Serve as an ex-officio member of all committees.
  5. Serve as a delegate to the NACAC Assembly.
  6. Assume such other responsibilities as directed by the Executive Board.
  7. Compile and present an annual report to the membership. Such report should be made at the annual meeting of the voting members at the Annual Conference in June of each year.

Section 2: The President-Elect shall:

  1. Coordinate the Annual Conference.
  2. Represent the President in his/her absence at all official functions of the Association. Preside at any meeting in the absence of the President.
  3. Assume the office of President upon the expiration of the President’s term or for the remainder of the President’s term if the President is unable or unwilling to complete the President’s term.
  4. Assume other responsibilities as directed by the President or the Executive Board.
  5. Serve as a delegate to the NACAC Assembly.

Section 3: The Immediate Past President shall:

  1. Chair the Nominating Committee.
  2. Certify that all delegates and alternates to the NACAC Assembly are individual voting members or principal representatives of institutional voting members of NACAC and NYSACAC.
  3. Serve as a resource and advisor to the President.
  4. Coordinate the annual review of the By-laws, the, policies and procedures of NYSACAC.
  5. Serve as NYSACAC chief delegate to the NACAC Assembly.

Section 4: The Vice President for Professional Development & Planning shall:

  1. Coordinate the work of the College Fairs Committee, College Tour Committee; Professional Development Committee, School-College Relations Committee, and the Summer Institute as well as any related ad hoc and interim committees except those associated with the Annual Membership Meeting.
  2. Provide a written report, which also details issues needing input and/or action, to the Executive Board on the work of the committees at least ten (10) days in advance of the scheduled Executive Board meetings.
  3. Coordinate the preparation of budget proposals and other funding requests for individual committees named in Section 4.A. and present the same to the Executive Board.
  4. Serve as an ex-officio, voting member of the committees named in Section 4.A.
  5. Seek future sites for the Annual Spring Conference.
  6. Assess the site for the annual Summer Institute on a regular basis.

Section 5: The Vice President for Inclusion, Access and Success shall:

  1. Coordinate the work of the Camp College Committee, CBO and Opportunity Program Committee, Government Relations Committee, Human Relations Committee, and the Scholarship Committee as well as any related ad hoc and interim committees except those associated with the Annual Membership Meeting.
  2. Serve as a voice for the priorities of equity, access and legislative initiatives which represent the needs of the membership.
  3. Provide a written report, which also details issues needing input and/or action, to the Executive Board on the work of the committees at least ten (10) days in advance of the scheduled Executive Board meetings.
  4. Coordinate the preparation of budget proposals and other funding requests for the committees named in Section 5.A. and present same to the Executive Board.
  5. Serve as an ex-officio member of the committees named in Section 5.A.

Section 6: The Secretary shall:

  1. Maintain the recorded history of the Association including all pertinent printed materials.
  2. Supervise the taking, maintenance and distribution of the minutes of the General Membership Meetings to the full membership.
  3. Supervise the taking, maintenance and distribution of the minutes of the Executive Board meetings to the Executive Board.
  4. Solicit and distribute Vice President Reports before an Executive Board meeting, and archiving these reports.
  5. Perform such other duties as directed by the President or the Executive Board.

Section 7: The Vice President for Finance shall:

  1. Coordinate the work of the Development Committee, the Finance Committee, and the Member Relations Committee, as well as any related ad hoc and interim committees, except those associated with the Annual Membership Meeting.
  2. Be responsible for the funds of the Association.
  3. Be responsible for payments of all bills of the Association.
  4. Serve on the Finance Committee and help prepare and oversee the annual budget of the Association.
  5. Make regular reports of the financial status of the Association to the Association and Executive Board.
  6. Compile and present an annual report on the financial status and related matters involving NYSACAC at the first Executive Board Meeting following the conclusion of the fiscal year.
  7. Be responsible for scheduling and assisting in a comprehensive financial review of the Association at least once every three (3) years.
  8. Train the Vice President for Finance-Elect in the duties and responsibilities of the Vice Present for Finance.
  9. Maintain and update the NYSACAC Fiscal Policy and Procedures Manual.
  10. Conduct a training session at the Executive Board Retreaton the NYSACAC Financial Procedures Manual
  11. Serve as an ex-officio member of the committees named in Section 7.A.

Section 8:  The Vice President for Finance-Elect shall:

  1. Shallattend all meetings of the committees named in Section 7 of this Article as a non-voting member.
  2. Assume the office of Vice President for Finance upon the expiration of the Vice President for Finance’s term or for the remainder of the Vice President for Finance’s term if the Vice President for Finance is unable or unwilling to complete his / her term.
  3. Prepare to assume the duties of the Vice President for Finance.

Section 9:   The Vice President for Communications shall:

  1. Coordinate the work of the Newsletter Committee, Technology Committee, and the Marketing Committee as well as any related ad hoc and interim committees.
  2. Serve as the primary liaison to all NYSACAC publications and marketing initiatives, except those associated with the Annual Membership Meeting.
  3. Provide a written report, which also details issues needing input and/or action, to the Executive Board on the work of the committees at least ten (10) days in advance of the scheduled Executive Board meetings.
  4. Coordinate the preparation of budget proposals and other funding requests for the committees named in Section 9.A. and present same to the Executive Board.
  5. Serve as an ex-officio member of the committees named in Section 9.A.
  6. Coordinate the preparation of budget proposals and other funding requests for individual committees named in Section 9.A. and present the same to the Executive Board

Section 10:  Vacancies:

A. Vacancy in an office shall be deemed to exist when a member of the Executive Board is no longer able to serve for any reason, or no longer meets the eligibility requirements as established by the By-laws.

B. Vacancies in the offices shall be filled as follows:

  1. In the case of a vacancy in the office of the President, the President-Elect shall become President and that person shall appoint a President-Elect Pro-Temp, chosen from among the elected Executive Board members, to serve as President Elect Pro-Temp until the next annual meeting of the voting members, at which time the voting members shall elect a President-Elect.
  2. In the case of a vacancy in the office of the President-Elect, the President shall appoint a President-Elect Pro-Temp, chosen from among the elected Executive Board members, to serve as President Elect Pro-Temp until the next annual meeting of the voting members, at which time the voting members shall elect a President.
  3. In the case of a vacancy in the office of Vice President of Finance, the Vice President of Finance-Elect shall become the Vice President of Finance and the President shall appoint a Vice President of Finance-Elect Pro-Temp from among the Executive Board members to serve as such until the next annual meeting of the voting members, at which time the voting members shall elect a Vice President of Finance-Elect.
  4. In the case of a vacancy in the office of Vice President of Finance-Elect, the President shall appoint a Vice President of Finance-Elect Pro-Temp from among the Executive Board members to serve as such until the next annual meeting of the voting members, at which time the voting members shall elect a Vice President of Finance.
  5. In the case of a vacancy in the office of Immediate Past President, the position shall be filled by that individual who most recently served in the position of President and who is willing to serve as the Immediate Past President.
  6. In the case of a vacancy in any officer or delegate position, other than in the offices of President, President-Elect, Immediate Past President, Vice President of Finance or Vice President of Finance-Elect, the President shall have the power to appoint, subject to the approval of the Executive Board, a voting member who meets the eligibility requirements set forth in the Bylaws  to fill the vacancy until the next annual meeting, at which time the voting members shall elect a member to complete the vacant term or to serve a new term, as the case may be.

Section 11:  If the Vice Presidents or the Secretary are not fulfilling said responsibilities, the President shall counsel that individual regarding expectations.  If the officer continues not to meet responsibilities, the President may recommend removal from office.

Section 12:  Elected Board members must be employed within the profession at the time of election. Elected Board members who cease to be employed in the profession must renew their membership as described in Article II, Section I-G immediately. If an elected board member fails to secure a position within the profession after one full membership cycle, he//she must resign.