Board Member and Officer Elections

Eligibility and Requirements:

If you are not  a member and/or your membership has lapsed, dues must be paid prior to the submission of nomination materials. Individuals elected, agree to serve. Elected officers are members of the board and must be and remain Association members in good standing.

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Nomination Materials:

Nominated candidates must submit (1) a letter of interest and (2) a CV or biography. If a graduate student, a letter of recommendation may be included but is not required. Collate required materials into a single pdf or word document.

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Full details about each position are elaborated upon below. 

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1. The duties of the President include, but are not limited to, serving as the Chief Executive Officer of the Association and subject to the control of the Board, shall be the General Manager of the Association and shall generally supervise, direct and control the Nonprofit Corporation’s activities, affairs and officers. The President shall be responsible for the preparation of the agenda for the Board of Directors meetings, conducting the Board of Directors meeting, acting as the official spokesperson for the Association, establishing and overseeing advisory committees as necessary, communicating through the AMECYS listserv account, and helping publish a periodic newsletter, in concert with or separate from that to which the Communication’s Chair is assigned, academic journal, special journal issue or edited volume, and/or other works like one targeted to and including children and youth. 

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Except as otherwise expressly provided by law, by the Articles of Incorporation, or by the Bylaws, the President shall, in the name of the association, execute such deeds, mortgages, bonds, contracts, deposits of money, drafts and checks, or other instruments which may from time to time be authorized by Board of Directors in lieu of, or in addition to the Treasurer. The President shall endorse for deposit notes, checks and drafts received by the association as ordered by the Board of Directors, making proper vouchers for the deposit, and disburse funds and issue checks and drafts in the name of the association, which may from time to time be authorized by the Board of Directors in lieu of, or in addition to the Treasurer.

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During the second of the remaining three years of board membership and or until which time as a new Past President comes into being, she or he will continue to oversee the filing of the association’s annual reporting requirements. Upon mutual agreement with the board and as needed, formerly Past-Presidents from any period, may continue to be oversee the association’s reporting requirements.​

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2.     The duties of the Vice President include, but are not limited to, acting as President in the President’s absence or disability or in the event of a vacancy in the office, and performing all the duties of the President, subject to all the restrictions upon the President. The Vice President shall perform such other duties as from time to time may be assigned to him/her by the Board or the President, including chairing of the key committee for the association (currently the Program Committee). The Vice President is elected for a renewable two-year term. At the end of the Vice President’s term, they shall provide the incoming Vice President with an accounting of the overall health and status of AMECYS current or future key committee/s.

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3. The duties of the Treasurer include, but are not limited to, collecting dues for membership, coordinating finances for conferences, publications, or awards, and maintaining, accurate financial records for the association (e.g. of paid member dues), submitting a biennial report on Association finances in order to assist with annual tax filings and as any internal financial audits. The Treasurer will also help to raise funds. Except as otherwise expressly provided by law, by the Articles of Incorporation, or by the Bylaws, the Treasurer shall, in the name of the association, execute such deeds, mortgages, bonds, contracts, deposits of money, drafts and checks, or other instruments which may from time to time be authorized by Board of Directors. The Treasurer shall endorse for deposit notes, checks and drafts received by the association as ordered by the Board of Directors, making proper vouchers for the deposit, and disburse funds and issue checks and drafts in the name of the association, which may from time to time be authorized by the Board of Directors. 

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4.     The duties of the Communication Chair include, but are not limited to, creating, maintaining and updating social networks, producing an online newsletter, maintaining and updating the Association website, and notifying the Treasurer and President no less than 6 months prior, of an impending expiration of the website domain and servers. The Communication Chair is elected for a renewable two-year term. As needed, at the end of their term, the Communication Chair will be responsible for training the incoming Chair on website domain and server use, and providing all social and other media passwords.

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5.     The duties of the Secretary include, but are not limited to, overseeing elections and coordinating nominations, scheduling and coordinating board meetings, and when relevant, committee meetings, maintaining all electronic files for the organization, including but not limited to, articles of incorporation and bylaws, ongoing membership lists, board member contact information and correspondence files, notifying the President and Treasurer no less than 1 month prior of an impending expiration of data storage, taking, maintaining and distributing Board meeting minutes and when member to a committee, taking minutes of said meetings. The Secretary chairs and composes the Nominating Committee. The Nominating Committee will solicit nominations forboth Members of the Board and Officers of the Board. The Nominating Committee will organize and oversee the annual elections as well as special elections, when needed. The Secretary is elected for a renewable two-year term. Like all other board members, the secretary must serve on one advisory committee. At the end of their term, the Secretary shall educate the incoming Secretary on any specific and customary practices in place for minute taking (including accounting of those present, votes and where to archive minutes).

 

5. The Duties of the Student Representative include, but are not limited to, attending the annual Board meetings where he/she will present a brief report on graduate student affairs in the field. The report will detail numbers of graduate student members and projected members, their scholarly foci, and numbers of students seeking senior mentorship, and of what nature. The Student Representative will help solicit new graduate student members. The Student Representative must be a registered graduate student and in good standing at their institution of study.​

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Additionally, all officers are responsible for the following duties:

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All officers must submit (brief) annual reports to the Board of Directors, including an accounting of duties performed, activities accomplished, time allocated to those and during what, if any, approximate times during the academic year those duties are performed, and recommendations to future officers. 

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At the end of their terms, all officers are expected to provide incoming officers with access to requisite resources under the duty of the given office, and as needed, educate the incoming officer on any specific customary practices in place for ensuring duties can be executed with reasonable care, including, but not limited to, by providing them with the resources specifically described under each office above.

 

7.     Duties of Board Member-at-Large include participating in board-wide activities and serving on at least one advisory committees. Presently, these include program, graduate, award, media and growth committees. As with officers, board members must be and remain Association members in good standing.