OEAFCS Officers

Panel of Officers

Duties of Officers

OKLAHOMA EXTENSION ASSOCIATION

FOR FAMILY AND CONSUMER SCIENCES

OFFICERS

2006-2008

Executive Board

Elected:

Duties of Officers
[President]   [Vice President for Public Affairs]   [Vice President for Professional Development]
[Vice President for Member Resources]   [Vice President for Awards and Recognition]  [Secretary]   [Treasurer]
[District Directors]   [President-Elect]   [Secretary-Elect]    [Treasurer-Elect]  
      [Past President]    [Historian]   [Chairman]   [Advisor]

The duties of the President shall be:
A)  Preside at all regular meetings, board meetings, and special meetings.
B)  Member ex-officio of every committee except nominating committee.
C)  Appoint historian, chaplain, and all task force or committee chairman except the nominating committee with the approval  of the executive board.
D)  Official representative of the Association.
E)   Serve and appoint other elected officers from the Association to serve on a joint meeting of OEAFCS, OAE4HA,         OAEAA, and will serve as chairman for 1 year of the group on a regular 3 year rotation.
F)  Work with Association officers and district directors in coordinating their efforts in carrying out the organization's objectives and programs.
G)  Approve the payment of bills.
H)  Strengthen public relations and maintain cooperative relations with other organizations.
I)  Reads and becomes familiar with the Constitution of the Association and the Handbook.
J)  Represents Oklahoma at (NEAFCS) meeting.
K)  Appoint members to all vacancies except directors until Annual Meeting or next called meeting.
L)  Serve a two-year term.
M) Applies for permission to hold meetings on official time from the Associate Director of OCES.
N)  Send notice and agenda of each regular, Board, or other special meet to all members of Executive Board.
O)  Keep in touch with all officers and chairmen and stimulate them to action when necessary.
P)   Provides for appointments of delegates and alternates for National meeting.
Q)  Assumes responsibilities for the Association's records, which includes permanent files, list officers, list of members, and Annual Meeting and Treasurer's reports.
R)  Receives progress reports of Annual Meeting plans from appropriate Annual Meeting chairman.
S)  Consults with and advises the President-Elect on the appointment of new committee members and chairman.
T)  Provides message for membership through newsletters.
U)  Guides each officer and committee chairman in the completion of the Plan of Work appropriate for their position.
V)  At the end of the treasurer's term of office appoints an auditing committee to conduct the bi-annual audit.
W)  Assembles all material pertaining to the office, offers suggestions as to the work of the office and delivers file to her successor.                                                                                                                                                  top of page

The duties of the Vice President for Public Affairs
A)  Perform all the duties of the office of the president in the event of the President's absence.
B)  Shall assume the title and duties of President in case of a vacancy.
C)  Serves as chair ex-officio of the Public Policy Education, Public Relations, and Constitution and Handbook Task Forces and reports to the Executive Board.
D)  Attend all Executive Board and Annual Association Meetings.
E)  Reads and become familiar with the Constitution of the Association and the handbook.
F)  Work in coordination with the other Vice-Presidents in carrying out plans for the Annual Meeting.
G) Work in coordination with the other three Associations in planning joint legislative events.
H) Responsible for the publishing of the Association newsletter.
I)  Assembles all material belong to office, adds suggestions and delivers to successor.                                top of page

The duties of the Vice-President for Professional Development shall be:
A)  Serves as member ex-officio of Professional Improvement, Program and Convention Task Force and reports to Executive Board.
B)  Attends all Executive Board and Annual Association Meetings.
C)  Reads and becomes familiar with the Constitution of the Association and the handbook.
D)  Is Chairman of the Program Committee for the Annual Meeting of OEAFCS, planning and directing Annual Meeting.
E)  Obtains suggestions for the program from officers and members.
F)  Submits tentative schedule and location for the Annual Meeting to the Executive Board for approval and suggestions.
G) Work in coordination with the other Vice-Presidents in carrying out plans for the Annual Meeting.
H) Works with the Convention Task Force in preparing registration forms.
I)  Works with the Convention Task Force in preparing and submitting a budget at appropriate times.
J)  Secures PDU credits for attendance at the Annual Meeting.
K) Coordinates efforts with the President and appropriate Task Force to send out thank-you notes following the Annual Meeting.
L)  Send Committee reports or actions to Vice President for Public Affairs for Newsletter.
M) Assembles all materials belonging to office, adds suggestions and delivers to successor.                               top of page

The duties of the Vice-President for Member Resources shall be:
A)  Attend all Executive Board and Annual Meetings.
B)  Reads and become familiar with the Constitution and handbook of the Association.
C)  Serves as member ex-officio of the Membership, Diversity, and Research and Studies Task Forces and reports to Executive Board.
D)  Coordinate the committee to develop and implement an action plan which addresses issues related to networking opportunities for members with diverse and similar interest. Encourage active participation and leadership.
E)  Works in coordination with the other Vice Presidents in carrying out plans for the Annual Meeting.
F)  Send Committee reports or actions to Vice President for Public Affairs for Newsletter.
G) Assembles all materials belonging to office, add suggestions and deliver to successor.                                   top of page


The duties of the Vice President for Awards and Recognition shall be to:
A)  Attend all Executive Board and Association Meetings.
B)  Read and become familiar with the Constitution of the Association and the Handbook.
C)  Serve as chairman of the Awards & Recognition Committee.
D)  Serve as member ex-officio of Sponsorship and Funding, Assessment and Ceremonies and Recognition Task Force.
E)  Serve as clearinghouse for all state and national awards.
F)  Work in coordination with the other vice presidents in carrying out plans for the Annual Meeting.
G) Maintain files on all state/national awards and their deadlines.
H) Receive all award entry forms and distribute to the proper committees for judging.
I)  Maintain information on each entry for preparation of award booklets.
J) Cooperate with the Ceremony & Recognition Task Force in printing the award booklets.
K) Receive, coordinate judging, prepare entries for state signature and mail by deadline to Southern Region Director.
L) Work with Convention Task Force in arranging award presentations at state meeting.
M) Work with communications department in arranging publicity, pictures, etc. for annual state meeting.
N) Facilitate award presentations.
O) Notify appropriate district and state offices of winners after state and national meetings.
P) Make arrangements for floral tribute for DSA and CE award winners at the national meeting.
Q) Work with Sponsorship and Funding Task Force to develop new awards.
R) Inform membership of new awards.
S) Revise award summary pages in Handbook and notify membership of changes.
T) Keep a file of past entries for reference.
U) Send committee reports or actions to Vice President for Public Affairs for newsletter.
V) Assemble all materials belonging to the office, adds suggestions and delivers to successor.                              top of page

The duties of the Secretary shall be:
A)  Attends all Executive Board and Annual Meetings.
B)  Keep accurate records of all meetings of the Association.
C)  Receive and keep properly filed all important communications.
D)  Attend to correspondence as directed by the President and correspondence for the Vice Presidents for the Annual Meeting.
E)  Order and dispense official stationery.
F)  Reads and becomes familiar with the Constitution of the Association and the Handbook.
G) Preserves the records of all meetings of the Association.
H) Takes the minutes of annual business meetings and Executive Board Meetings.
I)  Following each meeting, send draft copy of minutes to President for review.
J) Has the Secretary's Book at all meetings of the Association with the minutes of the past three years recorded in it.
K) Provides each Board member with copies of minutes of previous meeting for approval.
L) Spends time in training or assistance to the Secretary-Elect.
M) Send copies of minutes of last meeting to identified officers/members within a reasonable timeframe.
N)  Assemble all materials belonging to the office, adds suggestions and delivers to successor.                       top of page


The duties of the Treasurer shall be:
A)  Keeps accurate records of all monies received and disbursed.
B)  Keep a record of the names of active and honorary members and sent current copies to President, Vice-Presidents, Secretary, District Directors, Membership Task Force Chairman and others on request.
C)  Serve as Chairman of the Finance Committee.
D)  To close the books ninety days (within three months) after completing the term of office and to have had the items audited as  of that date. the record/monies will than be passed on to the incoming Treasurer.
E)  Present a proposed budget for coming year for the Association and for the Annual Meeting.
F)  Complete and file with auditor's assistance tax exempt status.
G) Attend all executive Board and Annual Meetings.
H) Reads and becomes familiar with the Constitution of the Association and the Handbook.
I)  Secures insurance bonding (fee paid by Association).
J) Pay all bills approved in the budget and authorized by the President.
K) Prepares monthly financial statement and mails to the President.
L) Submits a complete financial report to the Executive Board at each regular meeting.
M) Presents any budget revisions for Board action.
N) Takes claim forms and checkbook to Board meetings.
O) Cooperates with all Vice-Presidents on Annual Meeting.
P)  Spends time in training and assistance to the Treasurer-Elect. Delivers to successor all reports, books, monies, complete and correct to date within ninety days (within three months).
Q) Secures checking account, and/or savings (c.d.'s), has checks printed.
R) Cooperates with district directors in securing membership information and reporting such at proper time.       top of page

The duties of the District Directors shall be:
A)  Assume responsibility for collecting of National, State, and District dues from all members in their district.
B)  Attend all Executive Board, and Annual Meetings.
C)  Reads and becomes familiar with the Constitution of the Association and the Handbook.
D)  Maintains district accounts, bank statements, and provides for appropriate accounting.
E)  Holds District Meetings of members whenever deemed necessary.
F)  Sends newsletter material to Vice President for Public Affairs.
G) Serve on the nominating committee with the immediate Past President serving as Chairman.
H) Ascertain if all present at any regular business meetings are members of the Association.
I)  Contribute suggestions to Program Committee.
J) Reports membership of District to all members.
K) The Directors from the Northeast and Southeast shall be elected in even years, the Southwest and Northwest Districts in odd years. The Directors shall take office at the close of the meeting of the years in which they are elected.
L) Directors shall pass all records, files and monies of the District to the duly elected successor in a reasonable time frame.
M) Collects and reports all monies from fund raisers if one should occur.
N)  Sends greetings to new member and informs them by letter and telephone of the benefits of membership in the Association.
O) Provides for appropriate gifts to wedding, babies, retirees, and Christmas when necessary.
P)  Develops a file of past award entries for State and National awards to use as reference for new entries.        top of page

The duties of the President-Elect shall be:
A)  Attend all Executive Board, and Annual Meetings.
B)  Reads and becomes familiar with the Constitution of the Association and Handbook. Spends time and questions the President on the functions and actions of the office.
C)  Consults with President on the appointment of Task Force Chairpersons and appointed officers.
D)  Have committees ready to appoint when assuming President's duties.
E)  Attend the Southern Region President's Workshop.                                                                                      top of page

The duties of the Secretary-Elect shall be:
A)  Attend all Executive Board and Annual Meetings.
B)  Reads and becomes familiar with the Constitution of the Association and Handbook.
C)  Spends time and questions the Secretary on the actions and functions of the office.                                        top of page

The duties of the Treasurer-Elect shall be:
A)  Serve on the Budget committee of the Association.
B)  Attend all Executive Board and Association meetings.
C)  Reads and becomes familiar with the Constitution of the Association and Handbook.
D)  Spends time and questions the Treasurer on the actions and functions of the office.
E)  Makes preparations to receive monies of the Association when term begins (locates bank for checking and savings).                                                                                                                                                                          top of page

The duties of the Past President shall be:
A)  Counsels with the President on the overall planning for OEAFCS and with the other officers as need occurs.
B)  Attends all Executive Board Association meetings.
C)  Serves as Chairman of the Past Presidents Award Committee. Contact other Past Presidents for funding. Selects the winners and makes presentations at awards programs.
D)  Cooperates with the Vice President for Awards and Recognition on Past Presidents Award.
E)  Serve as Parliamentarian. Read and become with Robert's Rules of Order, Newly Revised.
F)  Serve as chairman of the Nominating Committee.
G) Reads and becomes familiar with the Constitution of the Association and the Handbook.                               top of page

The duties of the Advisor shall be:
A)  Attends all Executive Board and Association meetings.
B)  Counsels with the President on the business and direction of the Association.
C)  Provides assistance and guidance as needed.
D)  Prepares message for newsletters and/or annual business meeting.                                                                top of page

The duties of the Historian shall be:
A)  Serves as member of Executive Board.
B)  Attends all Executive Board, and Annual Meetings.
C)  Keeps the history/scrapbooks up-to-date.
D)  Secures permanent site for scrapbook (Assistant Dean's Office).
E)  Takes photographs and prepares news articles of all activities of Association.
F)  Shares the history/scrapbook with members at annual business meeting.
G) Shares the history/scrapbook with Public Relations Chairman for printing in newsletter when necessary.
H) Prepares budget for office and presents to Finance Committee at appointed time.                                        top of page

The duties of the Chairman shall be:
A)  Serves as member of Executive Board.
B)  Attends all Executive Board and annual Association meetings.
C)  Is prepared to give uplifting message at all meetings of the Association.                                                        top of page

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