AAHE - SECTION 1

BOARD OF DIRECTORS

The Board of Directors consists of: the elected officers (President, President-elect, Vice-president for Annual Conference Program, Treasurer, Recording Secretary), Immediate Past President, appointed officers, three elected Directors, three elected Professional Section Chairpersons, and standing committee chairpersons. (10/93)

It shall be the responsibility of all board members to:

1.	Attend all business meetings of the Association and Board meetings as specific in Article B.9 of the AAHE By-laws.

2.	Receive from Treasurer the baseline budget amount by September 1. (10/90)

3.	Submit proposal by December 1 for use of supplementary funds for any amount of additional funding needed greater than the baseline budget amount. (10/90) Budget allocations of supplementary funds should be expended by November 30th of the following year. (10/91)

4.	Submit to the Treasurer, one month prior to the annual conference, all operating expenses (except those directly related to the annual conference) to be paid and charged to that year's approved budget. Association voucher forms are to be used and receipts attached. (10/73; 10/77)

5.	Submit to the Executive Director an annual report to be placed in the association records. (10/69)

6.	Send records to the Executive Director for sorting and filing at the end of their term of office; only those essential to the records of the Association need be retained. (10/69)

7.	Obtain from the Executive Director a copy of AAHE Policy Handbook. (10/90)

EXECUTIVE COMMITTEE

The Executive Committee consists of the following elected officers of the Association: President, President-elect, Vice-president for Annual Conference Program, Treasurer, and Recording Secretary. It shall be the responsibility of the Executive Committee to:

1.	Carry on the business of the Association between meetings of the Board.
	1.1.	Confer at the call of the President or upon request to the President by any three members thereof.
	1.2.	Report all transacted business to the Board of Directors at its next meeting.
	1.3.	Review and approve minutes of Executive Committee meetings and Board meetings within one month of meetings, so the reading of minutes at following meetings can be dispensed with. (3/96)

President

It shall be the responsibility of the President to:

1.	Serve as chief executive officer of the organization.
	1.1.	Act as chairperson at all Board and business meetings of the organization.

	1.1.1.	Schedule Board and business meetings during annual conference, plus a mid-year Board meeting.
	1.1.2.	Open and close the sessions of the annual conference.
	1.1.3.	Send to the proper persons or organizations the resolutions passed by the membership at the annual conference.

1.2.

Coordinate the work of all elected and appointed officers

	1.2.1.	Officially appoint committee chairpersons and chairpersons-elect at the beginning of term of office as President (with confirmation by the Board).
	1.2.2.	Write to heads of departments or supervisors to thank them for making it possible for officers, directors, committee chairpersons, and editors to participate in AAHE affairs and to point out the value of such participation to departments, colleges, universities, business, or organizations.
	1.2.3.	Supervise the work of the Executive Director.

	1.2.3.1.	Authorize Executive Director to provide special typing, copying, and mailing support to Board.
	1.2.3.2.	Authorize distribution of membership lists or mailing labels. Requests to use membership lists for information purposes is left to Presidential discretion. (1/78)
	1.2.3.3.	Authorize update, printing, and distribution of Constitution and By-Laws, Articles of Incorporation, IRS tax-exempt certification, AAHE Long-range Plan, AAHE Policy Handbook, and all revisions or amendments of same.
	1.2.3.4.	Receive quarterly reports on memberships and renewals.
	1.2.3.5.	Receive semi-annual report of activities one month before the annual conference.

	1.2.4.	Receive semi-annual financial statements from Treasurer. (8/84)
	1.2.5.	Consult with Treasurer and Executive Director before authorizing expenses not included in the approved budget.
	1.2.6.	Receive for approval from officers and section and committee chairpersons expenses to be paid and charged to that year's approved budget.

	1.3.	File important correspondence in the headquarters' office.
	1.4.	Represent the Association at public functions and to housing-related government, business, and industry groups.
	1.5.	Seek applications from institutions or agencies to serve as host for annual conference for two years in advance. Provide copies of short version of AAHE Annual Conference Planning Manual to potential hosts.


2.	Provide program leadership.
	2.1.	Be aware of the Long-range Plan and committee annual plans of work and encourage their accomplishment.
	2.2.	At the beginning of the term deliver the President's address at the annual conference to define views of program thrust of year. At the close of the term give an address summarizing achievements.
	2.3.	Appoint committees as needed to develop policies on internal and external access to AAHE e-mail addresses and listserves. (3/97)


3.	Communicate with members of the organization.
	3.1.	Prepare welcoming form letter to be sent by Executive Director to new AAHE members.
	3.2.	Prepare column for each issue of In House.
	3.3.	Receive from members written proposals (including resolutions) and send to appropriate officers or committee chairpersons for study and recommendation; for example:

	3.3.1.	Proposed amendments to the Constitution and By-Laws to the Constitution Committee, chaired by the President-elect.
	3.3.2.	Suggested scholarships to the chairperson of the Awards Committee.

3.4.

Receive annual election results from the Nominating Committee and immediately notify all nominees, the Executive Committee, and the Executive Director in writing and the membership via the newsletter.

President-elect

It shall be the responsibility of the President-elect to:

1.	Perform the duties of the President when that officer is unable to carry out the duties, and assume the Presidency in case of a vacancy.

2.	Take leadership in the development, implementation, assessment and marketing of the Long-range Plan. (9/92; 10/93) See Appendix C for details.

2.1.

Develop the Long-range Plan.

	2.1.1.	Co-chair with a director, appointed by the President, the Long-range Plan Committee and direct development of the planning process.
	2.1.2.	Present the draft of the Long-range Plan to the Board and solicit input from Board members.
	2.1.3.	Present the final draft of the plan to the Board at the Fall Board Meeting.
	2.1.4.	Make copies of the plan available to the membership during the annual conference.

2.2.

Implement the Long-range Plan.

	2.2.1.	Receive from Professional Section and committee chairpersons their programs of work by end of annual conference. Summarize plans of work for inclusion in the November issue of In House.
	2.2.2.	Receive progress reports from Professional Section and committee chairpersons at mid-year (before the mid-year Board Meeting) and one month before the end of the fiscal year. Give copies of mid-year reports to Recording Secretary for inclusion in the minutes.
	2.2.3.	Edit Professional Section and committee annual reports and distribute at the annual conference. (Give copies of annual reports to the for inclusion in the minutes.)
	2.2.4.	Conduct an orientation session on the Long-range Plan for the current Chairs following the first Board meeting.

2.3.

Assess the Long-range Plan.

	2.3.1.	Provide an annual summary of progress toward goals for the Board and membership and forward the report to the incoming President-elect for Annual Conference Program.
	2.3.2.	Prepare or coordinate an aggregate summary of the status of the current Long-range Plan (only if in office during the fourth year of the plan).

2.4.

Market the Long-range Plan.

	2.4.1.	Take the lead in recruiting support for the Long-range Plan.
	2.4.2.	Contribute on a regular basis articles encouraging members to commit to and report on individual activities which relate to the Long-range Plan.


3.	Coordinate and promote the work of the Standing Committees of the Association. (10/93)

4.	Work with officers and chairpersons to revise and update the Policy Handbook as needed.

5.	Coordinate selection of committee chairpersons-elect and appointed officers for presentation to the Board at the beginning of the term as President (close of annual conference).

	5.1.	Consult with committees in selecting committee chairpersons-elect.
	5.2.	Appoint three at-large members of the Publications Policy Sub-committee.
	5.3.	Appoint a Refereed Papers Editor and Proceedings Editor for the next annual conference. (1/84)
	5.4.	Appoint one director and one at-large member to the Friends of AAHE Fund Committee. (4/89)
	5.5.	Appoint executive officer to Distinguished Service Award Committee.
	5.6.	Appoint a Policy Handbook Editor; (3/91)
	5.7.	Appoint one Director; to co-chair the Long-range Plan Committee with the President-elect. (9/92)

Vice-president for Annual Conference Program

It shall be the responsibility of the Vice-president for Annual Conference Program to:

1.	Serve as Chairperson of the Program Committee for the annual conference held at the end of the year of his/her term of office. See Program Committee for details.

	1.1.	Provide leadership in developing the theme and establishing the format of the annual conference program.
	1.2.	Work with personnel at the host institution to utilize any local talent, facilities or events for the annual conference program.
	1.3.	Work with committee and section chairpersons to provide for presentations and meetings during the annual conference.
	1.4.	Write to thank those who present programs at the annual conference.
	1.5.	Submit a file copy to Headquarters of all documents related to the annual conference, by January 1 following the completion of the conference. (3/94)
	1.6.	Complete the annual update of the AAHE Conference Planning Manual, according to the guidelines found in the manual. (Also, refer to section 2.8, under the responsibilities of the Executive Director.) This update includes all five copies of the manual and the computer disks. (3/95)

	1.6.1.	Prepare a summary report of the annual conference for which he/she was Chairperson of the Program Committee. This report is to be included in the AAHE Conference Planning Manual. Guidelines for the summary report are found in the manual.
	1.6.2.	Redistribute the five copies of the AAHE Conference Planning Manual as needed.
	1.6.3.	Update the AAHE Conference Planning Manual-Short Version as needed.

Treasurer

It shall be the responsibility of the Treasurer to:

1.	Prepare a baseline budget in consultation with the Executive Director, based on previous income and expenditure patterns. (10/90)

	1.1.	Format the budget in the same manner as other financial reports using categories established by the Headquarters bookkeeping system. (10/90)
	1.2.	Mail baseline budget and estimate of special funds (supplementary and earmarked funds) to all board members by September 1 and publish it in the September issue of In House. (10/90)


2.	Serve as chairperson of the Budget Committee (see Budget Committee for responsibilities).

	2.1.	Receive by December 1 requests for use of special funds. (10/90)
	2.2.	Present budget at the last business meeting of the annual conference for approval there or by subsequent Board action.
	2.3.	Receive one month prior to annual conference from all elected officers, section and committee chairpersons all expenses to be paid and charged to that year's approved budget. Excepted are expenses directly related to the annual conference.
	2.4.	Confer with Executive Director and President before approving expenses not included in the approved budget.

3.	Receive and approve a detailed quarterly income and expenses report from the Executive Director.

4.	Receive and approve semi-annual Association financial statements from the Executive Director (specifically, one for distribution at the annual conference and one for the mid-year Board meeting) and submit to the President. (8/84) (3/95)

5.	Prepare and file annual IRS Section 501 (C) (3) tax-exempt organization return.

6.	Recommend to the Board the best options for investment of Association funds and provide guidance to the Executive Director on timing of investment fund allocations. Manage AAHE funds to generate the greatest interest income within a conservative investment strategy. (3/87)

7.	Employ co-signing procedure for the AAHE money market account with Executive Director as co-signer.

8.	Maintain Life Memberships Fund, Symposium Fund, Scholarship Fund, Friends of AAHE Fund, and General Fund in separate accounts or in one account at the discretion of the Treasurer. (10/76; 8/84)

9.	Divert any interest accruing to the Symposium Fund to the General Fund. Use remaining money in the Symposium Fund as a revolving loan fund for groups planning symposia on topics appropriate to AAHE purposes. (10/86)

10.	Invest life membership dues and (to the degree possible) only the interest be used by AAHE. (10/81)

11.	Withdraw an amount equal to active member dues on the last accounting day of the membership year for each life member. (1/83)

12.	Prepare and file quarterly with the Internal Revenue Service the AAHE Social Security contribution for AAHE employees.

13.	Serve on Friends of AAHE Fund Committee. (4/89)

	13.1.	Manage the investment moneys of the Fund. (4/89)
	13.2.	Submit annual reports to the AAHE Board of Directors and membership. (4/89)


14.	Advance $200 to department of the journal editor every 6 months to cover routine telephone and mailing costs associated with production of Housing and Society. An accounting for the expenditures is due to the Treasurer at the Fall and Mid-year Board meetings. (10/91)

Recording Secretary

It shall be the responsibility of the Recording Secretary to:

1. Be responsible for the minutes at all Board and business meetings.

	1.1.	See that the minutes are transcribed and submitted to the Board for review and correction within two weeks after the meeting at which the minutes were taken.
	1.2.	Request that Board members send approval or suggested corrections to minutes within two weeks after receiving a transcript.
	1.3.	Receive from President-elect a copy of all Section and Committee mid-year and annual reports for inclusion in the minutes.

2. Distribute Board-approved minutes as follows:

	2.1.	Complete sets of all minutes to Board members, Policy Handbook Editor and Executive Director for Headquarters.
	2.2.	Summary only of all motions adopted to be published in In House.
	2.3.	Complete set of annual conference Board and business meeting minutes to Proceedings editor for inclusion therein.

IMMEDIATE PAST PRESIDENT

It shall be the responsibility of the Immediate Past President to:

1. Serve as chairperson of the Nominating Committee.

DIRECTORS

It shall be the responsibility of the Directors to:

1. Serve as the policy making body of the Association.

	1.1.	Be familiar with the Constitution and By-Laws and guide the business of the Association toward the fulfillment of its purposes.
	1.2.	Be aware of the progress of the programs of the Association, as outlined in the Long-range Plan and annual plans of work, and stimulate action.
	1.3.	Study issues and prepare written proposals (with justifications) for Board action prior to Board meetings, to expedite the work of the Board.
	1.4.	Solicit membership input before regular and mid-year Board meetings.


2.	Serve as Board liaison to one or more committees as assigned by the President. Contact committee chairpersons at least twice during year (prior to Board mid-year and annual conference meetings) to offer help or respond to questions.

3.	Transmit the policies of the Association to new officers, directors or committee chairpersons. Assist the President-elect in maintaining and transferring committee work folders as committee chairpersons change.

4.	Submit expenses (except those directly related to the annual conference) to be paid and charged to that year's approved budget to the Treasurer one month before the annual conference.

5.	Submit proposal to Treasurer by December 1 for use of supplementary funds if baseline budget is insufficient. (10/90)