The Washington, DC Chapter of the ROCKS, Inc. will be holding elections at the May 20, 2021 meeting. The Chapter is seeking nominations for the following Executive Board Officers. You may nominate two people per position form submission. All nominations must be submitted before 6 pm on May 20th. You do not have to nominate someone for every category, and may leave categories blank if you want. Voting will take place after the LPD on 20 May 2021. You must be a member to vote. Details about the position will be posted before the nomination line. If you have any questions you can contact email@example.com.
The Vice President(s)
The Chapter shall have a Vice-President for Administration and a Vice-President for Operations. Each position shall report directly to the Chapter President with each having supervisory over watch and decision making authority for their designated committees and activities. As required, each can assist the other in the execution of their respective duties. Each Vice-President will recruit chairs and members for their respective committees and activities and operate the committee or activity if no members are assigned. On average, this position will require 35 hours per month.
The Vice-President for Operations shall provide over watch of the following committees: Hospitality, Mentorship, Military Installation/Activity, Leadership Outreach, Programs, and others as directed by the President. Additionally, the Vice President for Operations shall be responsible for the coordination and maintenance of the annual calendar of events for the chapter and posting the events on the chapter website. The incumbent is second in line to perform the duties of President in his or her absence or upon request.
In the event of the incapacity, resignation, permanent absence, or removal of the President, the Vice-President assumes the duties of the President for the remaining portion of the term of office. Line of succession to assume the duties of the President in the aforementioned circumstances shall be the Vice-President for Administration then the Vice-President for Operations. In the unlikely event that this should occur, the new President shall appoint a new Vice-President to occupy the vacated position until such time as the regularly scheduled elections take place in May.
Records the minutes of all Chapter General Membership and Executive Board meetings, distribute copies of the minutes to each member of the Executive Board, submit meeting minutes for approval, and maintain a permanent record of each copy of the minutes.
Assures that there is a record of every motion that is adopted.
Assumes responsibility for the procurement, custody, and disbursement of organizational forms and stationary, with the exception of scholarship material, unless performed by contracted Administrative Company.
Responsible for the submission of permanent documents (i.e., meeting minutes) to the Administrative Company, when contracted and to the Chapter Historian or Archivist.
Responsible for the record of attendance at General and special Membership meetings.
On average, this position will require 35 hours per month.
The Assistant Secretary
Assumes the duties of the Secretary in the Secretary’s absence.
On average, this position will require 35 hours per month.
When a contracted administrative management firm exists.
Provides oversight on all Treasurer duties below performed by the contracted administrative management firm:
Receives, deposits, and accounts for Chapter funds.
Prepares and maintains all records attesting to the receipt, custody, and authorized disbursement of Chapter funds.
Prepares checks for the Treasurer’s signature in order to meet authorized Chapter obligations
Provides data required, including planned receipts and expenditures as submitted in budget requests by committees and authorized individuals to the Finance Committee and Treasurer in order to prepare a proposed budget for the upcoming year.
Ensures availability of all financial records for examination by any member of the Chapter Executive Board and upon request in compliance with Internal Revenue Service (IRS) regulations.
Prepares monthly and annual finance reports to the Treasurer in order to be presented to the Executive Board and membership meetings, as well as appropriate documents to the auditor for financial audits.
Coordinates, as required, for the submission of correspondences and the annual tax return to the IRS.
Presents the monthly and annual financial reports at the Chapter Executive Board and Membership meetings.
Ensures Chapter operates in compliance with IRS regulations.
When a contracted administrative management firm DOES NOT exists:
Receives, deposits, disburses, and accounts for Chapter funds.
Prepares and maintains all records attesting to the receipt, custody, and authorized disbursement of Chapter funds. Ensures website is properly updated and funds accounts are appropriately annotated.
Writes and signs checks to meet authorized Chapter obligations.
With the Finance Committee prepares a budget based upon planned receipts and expenditures as submitted in budget requests by committees and authorized persons.
Ensures availability of all financial records for examination by any member of the Chapter Executive Board and upon request by other individuals in compliance with IRS regulations.
Provides annual finance report to the Executive Board and appropriate documents to the auditor for financial audits.
Ensures the annual tax return is submitted to the Internal Revenue Service tax return, as required.
The Assistant Treasurer
Assists the Treasurer in the performance of all duties and assume the Treasurer’s duties in that person’s absence or departure.
The Following Positions are Vacant
Collects, records, and documents financial transactions at executive board, general membership meetings, and other events as required.
Provides receipts to individuals as required. Submits funds to WSC for processing and accountability.
Provides general legal counsel to the Executive Board and committees of the Chapter.
Reviews and makes recommendations to the Chapter Executive Board concerning all contracts and agreements of the Chapter prior to their approval, signing, and execution
Files or causes to be filed any amendments to the Chapter’s Articles of Incorporation with the IRS and State.
General Counsel must be licensed in Virginia and receive authorization to serve from the JAG Corps and from the Virginia Bar Association.
On average, this position will require 20 hours per month.
Compiles, archives, and maintains official records of the Chapter.
On average, this position will require 12 hours per month.
c/o WSC Associates, LLP
P.O. Box 47435
Forestville, MD 20753
United States of America
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