AFSA Chapter Officer Training

1. AFSA Chapter Officer Training Module 1Officer Roles and Responsibilities

2. 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

3. 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.

4. 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

5. 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.

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

7. 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).

8. 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

9. 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

10. 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

11. 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.

12. 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.

13. 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!