Chapter Elections
Qualifications for Chapter Executive Officer:
Executive Board Members of the Wisconsin Chapter shall be Regular Members in good standing of the Association. Candidates seeking an Executive Board position with Wisconsin Chapter must demonstrate that they have been actively involved in Chapter and/or Association matters through activities such as holding or have held a chapter office, appointment as an advisor, committee chair, or other activities which the prospective candidate has volunteered his/her time.
Candidates are required to have a letter of support from their organization and must provide a 250-word max biography, profile picture is optional but encouraged.
Election Schedule:
Even year elections are President & Secretary. Positions start January 1st of odd year.
Odd year elections are 1st Vice President, 2nd Vice President, & Treasurer. Positions start January 1st of even year.
Election process:
Contested elections are done online. The International Office will send e-ballots to all chapter members on the first business day of November. Chapter members can cast their vote anytime during the next two weeks (exact end date & time to be provided with the ballot link). The International office will tally the results and forward the results to the Chapter’s Nominations committee on or about the next business day after the election closes. The winners will be notified and announced at the next chapter General Meeting. During the meeting the new officers will be sworn in with their new duties taking effect January 1st of the next year.
Job Descriptions:
CHAIRPERSON
This position is not an elective position nor is it a mandatory position for the Chapter. The outgoing president of the Chapter moves to this position, or a past president of the Chapter may be appointed to this position if the current past president is unable to take this role. The term of office is based on the terms for officers established by the Chapter. The role is to mentor the incoming Chapter President and incoming Chapter officers.
PRESIDENT
The President’s role is to oversee the Chapter’s day-to-day operations, preside over the scheduled Chapter business meetings and training seminars, and represent the Chapter at the International Board Meetings (minimum one per year.) The President, also delegates Chapter duties as needed, is the liaison between the International Office and the Chapter, reviews Chapter financials, and oversees the Chapter committees.
1ST VICE PRESIDENT
The 1st Vice President will assist the Chapter President with the day-to-day operations. The 1st Vice President role will be assigned by the Chapter President and as an example may assist with the scheduled Chapter business meetings and help set the agenda for each Chapter meeting, to include scheduling speakers for the Chapter meeting. The 1st Vice President may also assist with the annual Chapter training seminar and may oversee the Chapter Membership Committee. The 1st Vice President shall assume the duties of the Chapter President in the event of a vacancy.
2ND VICE PRESIDENT
The 2nd Vice President will assist the Chapter President and/or 1st Vice President with the day-to-day operations. The 2nd Vice President role will be assigned by the Chapter President and as an example may assist with the scheduled Chapter business meetings and help set the agenda for each Chapter meeting, to include scheduling speakers for the Chapter meeting. The 2nd Vice President may also assist with the annual Chapter training seminar and may oversee the Chapter Membership Committee. The 2nd Vice President shall assume the duties of the Chapter President in the event of a vacancy and if the 1st Vice President is also unavailable.
SECRETARY
The Chapter Secretary shall keep Minutes of all business meetings of the Chapter; preserve all Chapter Minutes, papers, letters, and transactions of the Chapter. The Secretary shall ensure that the Minutes of each Chapter business meeting are forwarded to the International Office, within 30 days of the Chapter Meeting, and a copy of these Minutes be posted to the Chapter website for historic reference.
The Secretary will also be responsible for communications, for the President, to the Chapter Members; to include notices regarding upcoming Chapter meetings and events. The Secretary shall be involved with the Chapter Content Manager who provides the information to the International Office for posting to the Chapter website and will also perform other duties for the Chapter as needed.
The Secretary (or designee) should retain the membership records for the Chapter Members. On an annual basis, members who have retained membership for a minimum 5, 10, 15, 20, 25 and 30 years, should be acknowledge at a designated Chapter Meeting. This information should be submitted to the International Office who will verify the member’s membership records. The International Office will provide recognition memorabilia to the Chapter for acknowledgement.
TREASURER
The Treasurer shall collect, receive and have charge of all funds of the Chapter and shall deposit said funds in a bank approved by the Chapter board. The Treasurer shall maintain a current record of expenditures and financial standing and report at each Chapter business meeting.
The Treasurer has a general responsibility to ensure that a relationship of trust is built among the members and IAFCI when it involves Chapter finances. This office requires an individual with minimum, basic accounting knowledge, who will continuously monitor the Chapter’s financial position through the following responsibilities:
1. Receive all monies and fees from Chapter activities
2. Deposit in an account with a well-established banking institution, all funds collected in the name of the Chapter.
3. Take, receive, hold, and safely keep, as custodian on behalf of the Chapter, all property and other physical assets that from time to time may come into the ownership, possession, or control of the Chapter, except as otherwise provided in the ByLaws.
4. Pay all Chapter invoices when they are due in order to maintain a good credit standing.
5. Keep all receipts and disbursements in appropriate accounting records, making such records available at all reasonable times for inspection by all officers and Chapter members in good standing, by authorized representatives of the Chapter Executive Committee, IAFCI International Treasurer, IAFCI Executive Director, the Audit Committee of the IAFCI and the Association CPA.
6. Prepare the Treasurer’s report on a monthly basis, distributing it to the Chapter President.
7. Present at each regular meeting of the Chapter, a detailed report of the Chapter’s accounts, showing the accounts received and disbursed since the last preceding regular meeting as well as the Chapter’s account balance as reflected by the accounting records. Ensure that the financial information on the Chapter activity report is accurately completed each month.
8. Reconcile the bank statements and the Chapter accounts on a monthly basis, providing copies no less than annually (year-end) to the Audit Committee of the Chapter, to the International Office, Association CPA and upon request to the International Treasurer. (The entire year of bank statements, along with a general ledger accounting are to be submitted annually with the Annual Cash/Flow Statement to the International Office who in turn provides to the Association CPA for tax reporting and audit.)
9. Prepare an annual operating budget and present to the Chapter Board for review and approval.
10. Adhere to Chapter reporting as set forth by the IAFCI as set forth in this Compliance Handbook.
11. In the case of Chapter abandonment, the Chapter will transfer to IAFCI any remaining funds in the bank accounts or any other financial accounts.