Monday, June 4, 2012 at 7:23PM
TGEA Rules and Procedures for Board Positions and Board Elections
Version 1.0, August, 2012
This document defines the TGEA Board positions and responsibilities, and the rules and procedures governing elections of board members. This document is authorized by the TGEA Bylaws, and in all cases of conflicting statements, the Bylaws shall be considered correct and governing.
There are seven (7) voting board positions, with definitions and responsibilities as outlined in Section 1.1. There is also one (1) non-voting corporate officer position, as described below. The current President, Secretary and Treasurer are also corporate officers.
1.1 Roles and Responsibilities of the Board Positions
The President is the chief executive officer of the Association and will supervise and control all the business affairs of the Association, execute directives of the Board of Directors, preside at meetings of the membership and Board of Directors, assure coordination of all functions of the Association including communication among officers, serve as liaison with other organizations, and be the official spokesperson for the Association to outside groups and individuals. The President will be an ex-officio member of all standing and ad hoc committees. The President can establish ad hoc committees and appoint project leaders as needed.
The Vice President will assist the President in administration of the affairs of the Association and will assume the duties of the President when the President is unable to perform said duties. The Vice President will coordinate with the Activities Director and Membership Director in activities and arrangement for meeting facilities.
The Treasurer will maintain, with the Membership Director, accurate membership lists; collect, maintain, and disperse funds; prepare, with the other Directors and committee chairs, budgets for all functions of the Association as a whole; generate monthly financial reports and, with the President, an annual financial report for the Board of Directors and the membership at large; and generate financial projections for the coming year. The Treasurer shall also compile and submit all tax forms to the appropriate agencies.
The Secretary is responsible for preparing and making available the minutes of each annual, special, regular and Board of Directors meeting, and signing certain legal documents as required by state regulation and the rules of the Association’s financial institution.
The Membership Director will maintain with the Treasurer, accurate membership lists; maintain the membership database; provide all special notices to the membership, and converse with perspective new members that wish and answer any questions they may have about the organization.
The Communications Director is responsible for developing, producing, directing, and delivering to the membership a newsletter; for developing and tracking a budget for the newsletter; and for executing the production of the newsletter. The Director provides oversight and final approval of the website, and any other official publication of the organization. The Communications Director is responsible for any advertising in official TGEA publications.
The Activities Director is responsible for coordinating all programs conducted at the monthly membership meetings, maintaining a current schedule of planned programs, and administering the program budget, and is also responsible for the development of an effective and aggressive outreach program to the general public and professionals.
Board members may be required to propose and manage budgets for their specific set of activities.
The Corporate Agent will serve as liaison between all Federal, State, County and Local Governments agencies and the Board of Directors of the Association. The Corporate Agent is appointed by, and serves at the pleasure of the Board. The Corporate Agent must live in and be a citizen of the state in which the organization is incorporated. The Corporate Agent’s address will be the official address of the Association. The Corporate Agent may be any member or Board member of the Association. The Corporate Agent position is not an elected position, and is also not a voting Board position.
2. Election Procedures
2.1 Qualifications for Candidacy for Board Positions
Any member in good standing can nominate or be nominated for any position on the Board of Directors. Any member nominated must acknowledge and accept the nomination to be placed on the ballot.
Members who have demonstrated a history of insufficient performance in past board positions may be disqualified from running again.
A list of all members nominated will be published in the newsletter. Each nomination must be seconded by another member in good standing. A member may not run for more than one position in a specific election, and no member can officially hold multiple board positions at the same time.
2.3 Election Procedures
The term of office for Board members shall be 1 year, from September 1 of each year until the August 31 of the following year. Elections shall be held once a year, with all board positions being open at this election. Voting shall be held at the June general membership meeting, and nominations shall be opened at the April meeting and closed at the May meeting.
The ballots shall be counted by at least 3 of the standing board members. For each position, a simple majority of votes cast is sufficient for election. Write-in candidates must receive at least 5 votes in order to be elected.
Board members elect shall be expected to attend the board meetings in July and August after their election, this will be the transition period from the prior board to the new board.
Balloting shall occur at the June meeting, and all members in good standing are eligible to vote. Printed ballots shall be available at the meeting. Ballots shall also be printed in the Pinnacle issue preceding the elections, and members may submit ballots by mail when accompanied by a signed certification (with their name and signature, to allow certification of active membership). Mail-in ballots must be received at the TGEA PO Box by the time set by the board. Email voting is currently under study. Proxy votes are not allowed.
2.5 Procedures for Removal from Office:
Board members may be removed from their board position if the board finds that the member acted in a manner not in keeping with the best interests of TGEA, for gross misconduct or neglect of duties while in office, or for misconduct that would justify removal of any other member. The board member in question has the right to participate in the discussion of the matter, but does not have a vote in the motion to remove. The board must vote on the matter, with at least 2/3 of the elected board voting for removal.
2.6 Election to Fill an Unexpired Term:
If a Board member resigns or is removed from office, the remaining Board has the option of holding a special election at the next possible date or waiting to fill the empty office at the next regular election. Special elections follow the same procedure as regular elections, except that they are scheduled as necessary.