AFSA Chapter Officer Training Module 1 Officer Roles and Responsibilities

Officer Information Locations AFSA Manual (AFSAM) 100-1, Bylaws of the AFSA AFSAM 100-2, Policy & Procedures of the AFSA AFSAM 100-3, Standards for All AFSA Officers AFSAM 100-4, Daily Operations & Requirements (Majority chapter management guidelines) AFSAM 100-5, AFSA Awards & Recognition Programs NOTE: Manuals are available to download from the HQs website

Qualifications for Office Any nomination should be: A respective AFSA member A member in good standing for at least six months Be versed in all aspects of the applicable operation management. NOTE: Any waivers to the above provisions must be approved by the International President. Bylaw 4, Section 3 deals with component positions.

AFSA Chapters Positions President (Elected) Vice President (Elected) Three Elected Trustees (Elected) Secretary (Appointed) Treasurer (Appointed) Committee Chairs (Appointed) Other appointed Trustees (May include Family Matters, Airman Activity, Retention, etc) Senior Advisor (Appointed - generally a past Chapter President) NOTE: See AFSAM 100-2, Principle 10 for required activities guidance

Chapter Officer Roles and Responsibilities Chapter President: Manages all the chapter’s activities Accountability of assets and other means of assuring responsible financial management. Serves as of the Chapter Executive Council chairperson and chairs all chapter meetings. A member, ex-officio, with voting rights on any committees and task forces covering any and all activities except the nominating activity Makes all required appointments with the approval of the Chapter Executive Council Communicates, during Chapter meetings, to the general membership about matters/suggestions that promote the welfare and increase the usefulness of the chapter. Serves as the local International Executive Council representative in the chapter area. Chief delegate to the AFSA Annual Division and International Conferences/Conventions/Meetings.

Chapter Officer Roles and Responsibilities, Cont. Vice President: Responsible for such duties as the President, with approval of the Chapter Executive Council, assigns.

Chapter Officer Roles and Responsibilities, Cont. Trustees: A minimum of three Trustees Responsible for attending and participating fully in deliberations and decisions of all chapter executive council meetings May be assigned duties as component representatives and perform other duties as directed by the President NOTE: For additional information, see AFSAMs 100-1, Bylaws 11 & 12 Division/Chapter officers); AFSAM 100-2, Principle 7 (all officers) & 100-2, Principle 11 (all appointed officers).

Appointed Officers Secretary: Manages their Chapter’s books and records. Creates minutes for both board and membership meetings. Manages committee decisions (by the board), if permitted by the Bylaws and other AFSA governing documents. Ensures meeting notices, ballots and other related materials are properly distributed (If Bylaws provide for elections by actions without a meeting) Responsible for Quarterly reports and Directory of Officers

Appointed Officers Cont. Treasurer Pays bills approved by the Chapter Executive Council Creates the budget, keep up with the collection of assessments and other related matters of a financial nature Ensures that all financial records are safeguarded; a position requiring a high level of trust. Responsible for quarterly financial reports, IRS 990 form, Budget and Audit

The Chapter Board of Directors Functions as “Corporate Board of Directors” and trustees of Chapter assets Ensures the Chapter is well managed and remains fiscally sound Exercises oversight of the Chapter’s operations and maintains the legal and ethical accountability of its staff and volunteers. Acts in a fiduciary role by maintaining oversight of the Chapter’s finances Evaluates financial policies, approves budgets, and reviews financial reports to ensure Chapter have the necessary resources to carry out its mission Steers Chapter towards a sustainable future by adopting sound governance and financial management policies, and ensuring adequate resources

The Three D’s Duty of care: Board members are expected to actively participate in organizational planning/decision-making and make sound and informed judgments. Duty of loyalty: Board members must put the interests of AFSA before any personal or professional concerns and avoid potential conflicts of interest. Duty of obedience: Board members must ensure the Chapter/AFSA complies with all applicable federal, state, and local laws/regulations, and that it remains committed to its established mission.

AFSA Officers Ethics Standards (AFSAM, 100-3, Standards) An officer of the Air Force Sergeants Association will Represent the interest of all members; not favor special interests inside/outside of AFSA. Not use AFSA, or your position, for personal gain or for the advantage of friends/supporters. Keep confidential information confidential. Approach all council issues with an open mind, prepared to make the decision that best serves all members of the Association. Do nothing to violate the trust of those who elected/appointed you or of those you serve. Focus your efforts on the mission of AFSA and not on a personal agenda or goals. Never exercise authority as a council member, except when acting in a meeting with any of the full councils or as delegated by any of these councils.

Summary Chapter Officers are HQs AFSA’s frontline officials & MVPs! Chapter leaders will “Make or Break” a Chapter Chapter leaders are vital to the Association's success It’s a tough job but very rewarding! Thank you for taking your membership to the next level!