Duties of Officers and Directors

 

DUTIES OF THE OFFICERS AND DIRECTORS

OF THE AMERICAN PRIMROSE SOCIETY

All officers and directors should familiarize themselves with the Mission Statement and the Constitution and Bylaws of the American Primrose Society.

MISSION STATEMENT

Uphold the general aims of the society: “…to bring the people interested in Primula together in an organization to increase the general knowledge of, and interest in, the collecting, growing, breeding, showing and using in the landscape and garden of the genus Primula in all its forms and to serve as a clearinghouse for collecting and disseminating information about Primula.”

The following lists of duties are given as basic guidelines.  They were compiled by the Secretary from the input of board members between 2008 and 2009.



Duties of the President

 

A. MISSION STATEMENT

Uphold the general aims of the society: “…to bring the people interested in Primula together in an organization to increase the general knowledge of, and interest in, the collecting, growing, breeding, showing and using in the landscape and garden of the genus Primula in all its forms and to serve as a clearinghouse for collecting and disseminating information about Primula.”

 

B. CONSTITUTION

Read and become familiar with all sections of the APS constitution and bylaws.

 

C. MEETINGS

1. Chair all board meetings as far as possible (See Vice-President, point D2). This applies especially to the AGM.

2. Become conversant with Roberts Rules of Order in order to conduct meetings efficiently.

3. Vote only to break a tied vote, when a simple majority is required to pass a motion.

4. Draw up a draft agenda for each meeting after consulting all board members and committees (Note: This is not the job of the secretary.).

5. Send the draft agenda to the secretary for final formatting and distribution. Note that the agenda must go out at least ten days before a meeting according to our constitution.

6. “The president shall at the annual meeting establish the calendar of meetings from the current annual meeting to the next annual meeting and have these dates posted on the society’s website no later than thirty days from the end of each annual meeting.” (Bylaws Article II, Section I)

 

D. COMMITTEES

1. Appoint such committees and committee chairpersons as are needed to successfully carry on the work of the society.

2. Oversee the functioning of committees, for example, Editorial, Website, Seed Exchange, Judging, Nominating, Membership, Constitution.

a. Attend committee meetings as an observer or participant or

b. appoint the vice president to oversee some committees as a participant or chair.

c. If necessary, appoint an audit committee of at least two persons to conduct an audit of the treasurer’s accounts, or any committee chairperson’s accounts (Bylaws Article I, Section IV).

 

E. ELECTIONS

Ensure that the posts of officers and directors remain filled by:

a. keeping a watch on when posts come up for election

b. appointing a Nominating Committee to solicit nominations in good time for the results of an election to be announced at the AGM and published in the Primroses quarterly following the AGM.

 

F. CHAPTERS

1. Keep in close contact with the presidents of APS chapters and groups in order to encourage and assist them.

2. Remind chapters to send regular reports (preferably each quarter) on activities and finances. (Note that the financial reports are important in order to maintain tax-exempt status in the USA.).

3. Notify the board if a chapter’s membership falls below ten members, so that the board may determine what action to take to assist the local club to remain a chapter (Chapters must have a minimum of ten members. If nothing can be done to increase a chapter’s membership, the chapter reverts to group status and thereby its representative loses the right to vote at regular board meetings).

 

G. REPRESENT THE APS TO THE PUBLIC

Act as the contact person between other societies and the APS. In order to do this, the President should become familiar with the contact people in other plant societies with similar interests, such as alpine plant societies.



Duties of the Vice-President

The APS constitution states, “The vice-president shall assist the president in every way possible and assume the office of acting president in case of absence or incapacity of the president.”

 

A. MISSION STATEMENT:

     Uphold the general aims of the society: “…to bring the people interested in Primula together in an organization to increase the general knowledge of, and interest in, the collecting, growing, breeding, showing and using in the landscape and garden of the genus Primula in all its forms and to serve as a clearinghouse for collecting and disseminating information about Primula.”

B. CONSTITUTION

Read and become familiar with all sections of the APS constitution and bylaws.

 

C. STAND IN FOR THE PRESIDENT

Assume the duties of the president, including chairing board meetings, when the president is unable to fulfil those duties or requests help. Be familiar with the president’s duties in order to do this if/when needed.

D. MEETINGS

1. Attend all board meetings as far as possible. This applies especially to the AGM.

2. When the President is unable to chair a meeting, act as chair. In such cases, vote only to break a tied vote, when a simple majority is required to pass a motion.

3. Become conversant with Roberts Rules of Order in case the president is unable to chair a meeting and you are called on to act as chairperson.

4. Assist the president in consulting all board members and committees when drawing up a provisional agenda.

 

E. COMMITTEES

Assist the president in overseeing the functioning of committees, for example, Editorial, Website, Seed Exchange, Judging, Nominating, Membership. This may involve attending committee meetings as an observer, participant or chair, as directed by the president.



Duties of the Secretary

A. MISSION STATEMENT

Uphold the general aims of the society: “…to bring the people interested in Primula together in an organization to increase the general knowledge of, and interest in, the collecting, growing, breeding, showing and using in the landscape and garden of the genus Primula in all its forms and to serve as a clearinghouse for collecting and disseminating information about Primula.”

 

B. CONSTITUTION

Read and become familiar with all sections of the APS constitution and bylaws, especially those concerning meetings.

 

C. MEETINGS

1. Become conversant with Roberts Rules of Order.

2. Consult with the president, vice president, treasurer and other board members in drawing up a draft agenda for each meeting.  The draft agenda is ultimately the president’s responsibility.

3. Prepare the layout of the agenda “…with the treasurer’s report, previous minutes, editor’s report, webmaster’s report and any optional reports or documents such as chapter and interim committee reports.” (Bylaws Article II, Section I)

4. Send out the agenda ten days before a meeting: “The secretary shall distribute to the board of directors an agenda…at least ten days prior to any meeting.” (Bylaws Article II, Section I)

5. Record the minutes and send them out electronically as soon as possible

a. to all other board members and

b. to the editor of the Primroses quarterly in good time for publishing in the upcoming issue.

D. CORRESPONDENCE

“The secretary shall conduct the official correspondence of the society.” (Bylaws, Article I, Section V).

E. SOCIETY RECORDS

“The secretary shall record the minutes and maintain the files and records of the society.” (Bylaws, Article I, Section V) Keep the following on (electronic) file, ready to pass on to the next secretary:

a. all minutes

b. all treasurer’s reports

c. the latest version of the constitution and bylaws

d. a copy of the APS judging rules

e. any important correspondence

F. ELECTIONS

1. New officers and directors take up their posts immediately after the AGM, which is usually held at the end of April or early May. All election arrangements are timed to this end.

2. Prepare the ballot based on the recommendations of the Nominating Committee (and solicit a brief bio to accompany the name of each candidate).

3. Votes are usually sent by letter mail to the secretary’s home address.

4. Count the votes.

5. Tell the board the results of the election two weeks before the AGM.

6. Ensure the election results are announced at the AGM and published in the Primroses quarterly.

7. Send new officers and directors their list of duties as given in this website.



Duties of the Treasurer

 

A. MISSION STATEMENT

Uphold the general aims of the society: “…to bring the people interested in Primula together in an organization to increase the general knowledge of, and interest in, the collecting, growing, breeding, showing and using in the landscape and garden of the genus Primula in all its forms and to serve as a clearinghouse for collecting and disseminating information about Primula.”

 

B. CONSTITUTION

Read and become familiar with all sections of the APS constitution and bylaws, especially those concerning the treasurer’s duties.

 

C. BUDGET

Prepare a budget proposal for the board’s approval at least six months before the beginning of the next fiscal year (January 1 to December 31). Use historical records and input from committee chairpersons.

 

D. INTERNAL REPORTS (Computer skills and knowledge of a good accounting program are necessary for this work.)

1. Submit a ‘year to date’ report at each board meeting (a quarterly report) and an annual report at the AGM of all receipts and expenditures, and relate them to the appropriate line of the budget.

2. Detail the current worth of the society in each report.

3. Solicit reports from all committee chairpersons concerning their respective accounts prior to each meeting, so they can be included in the treasurer’s reports.

4. Submit a membership list and a membership report to accompany the financial report for each meeting. The preparation of this report may be delegated to a membership secretary or membership committee.

 

E. EXTERNAL REPORTS

Prepare Internal Revenue Service tax returns, State of Oregon corporation and non-profit organization reports, state sales tax exemption documents if applicable, etc., within the time limits established by such agencies. Ann Lunn is the contact person and takes care of filing Corporate Filing Annual Report. Ann pays the fee (currently $50.00), for which she will need reimbursing.

 

F. INCOME AND SAFEGUARDING OF MONIES

1. Keep a record of all payments to the society by budget line item category.

2. Deposit receipts promptly in a checking account.

3. Deposit funds in excess of current need in secure, high interest-bearing accounts.

4. If possible, use a banking institution which accepts foreign checks for deposit without a service charge. Otherwise, insist on international money orders.

5. Establish a charge card account to facilitate payment from international members. Impose a surcharge on such payments to offset the bank service fee (Check with the board how much the current surcharge is.).

6. Keep donations and gifts confidential (These are usually given to help print the quarterly.).

7. Funds may be received from the back-issues chairperson for sales of old quarterlies after the chairperson has discharged the cost of postage, envelopes, etc.

8. Keep all receipts.

 

G. DISBURSEMENTS

1. Pay the society’s obligations promptly and in accordance with good business practice.

2. Verify the validity of the billing with the committee chairperson concerned with the obligation.

3. Make no disbursements for items which are not part of the budget or otherwise approved by the board.

4. The website chairperson will have charges to pay during the year for use of the website and the domain name.

5. Keep all receipts.

 

H. MEMBERSHIP (The following duties may be assigned to a Membership Secretary or Membership Committee)

1. Maintain a list of members’ names, addresses, telephone numbers email addresses and membership expiration dates for accounting and Quarterly mailing purposes (Computer skills are necessary).

a) Because of differences in postal rates, maintain the list of current members in three parts: US, Canadian, and International Membership.

b) Keep a fourth file, Expired Membership, so that such members can be reminded to renew, and a historical record can be kept.

2. As stated in item D4 above, submit a membership list and a membership report to accompany the financial report for each board meeting.

3. Send reminders to members who have not paid their dues by November 15th.

4. Send reminders to all members whose membership will lapse by January 1st.

5. Send a New Member Pack to each new member. This includes a letter of welcome from the president, a listing of APS chapters and groups with the contact addresses of their current presidents, a starter list of “easy” primula and their cultural requirements, tips for growing primula from seed, seed and plant sources, a list of useful books, etc.

6. Respond promptly to enquiries concerning membership dues.

(The following duties should remain with the treasurer)

7. Collect all dues (These must be sent to the treasurer) and deposit them in the APS checking account. Some international members send money by direct transfer.

a) Make sure the year renewed is recorded

b) Record if the member paid by check, credit card or other method.

c) Usually, international members pay by credit card.

8. Send an updated membership renewal list to the Membership Chairperson as follows:

a) Weekly in November and December

b) Bi-weekly in January and February

c) Monthly from March onward (Not many renewals come after March)

9. Prepare invoices for dues from businesses and mail these invoices in mid-November.

 

I. THE QUARTERLY PUBLICATION PRIMROSES

1. Provide guidance to the editor by estimating the number of copies that should be printed for each issue.

2. Shortly before the mailing of the quarterly, have mailing labels printed for each current member.

a) Put the labels in zip code order for the US and Canada.

b) Put them in alphabetical order by country for international members.

c) The person responsible for mailing the quarterly may specify some other method.

d) Send the labels to the person responsible for mailing the quarterly.

 

J. THE SEED EXCHANGE

a) Liaise with the Seed Exchange Coordinator, and provide financial instructions and advice concerning the Exchange.

b) At the time of writing this document (2010), the Seed Exchange Coordinator takes care of all transactions and provides the initial funding from his own pocket. At the end of the seed exchange, any profit is sent to the treasurer. Any loss is reimbursed to the chairperson, after the approval of the APS Board. However, in future the Seed Exchange Coordinator, after consultation with the Treasurer, may wish to apply to the Board for funding before the purchase of seed and supplies.  The annual amount has been between $1,000 and $1,500.

c) Remind the Seed Exchange Coordinator to maintain accurate records and keep all receipts.

 

K. PROCEDURES ON TAKING UP THE POST OF TREASURER

1. Set up a new checking account at a local bank.

a) Get a free Small Business checking account

b) Get a debit card

c) Try to get at least one other board member on the account.

d) The past treasurer will close out the old checking account and send the balance to the new treasurer.

2. Set up a Merchant Charge Account at the same branch

a) Use a seasonal account for credit cards to reduce bank charges (December, January, February, September)

b) There is a minimum sign-up contract period (usually 2-3 years).

c) There is a monthly minimum charge when the account is active.

d) Monthly statements

e) Charges vary from bank to bank. Try to find the best deal.

f) Get at least one other board member on the account.

3. Things needed to set up accounts:

a) Tax ID number (supplied by the previous treasurer) – Keep in your records

b) Business registry Business Name (supplied by the previous treasurer) – Keep in your records.

4. Records

Use “Quicken 2000”, supplied by the previous treasurer

5. Statements

Use Excel, and previous treasurer’s financial statements as a template (Statements since June 2006 are in Excel.).

6. Notify other societies of your appointment – For example, provide your name, address and email to the NAPS (all three sections) and NARGS.

7. Ensure your contact information is on the APS website and in the quarterly.


 


Duties of Directors

 

A. MISSION STATEMENT

Uphold the general aims of the society: “…to bring the people interested in Primula together in an organization to increase the general knowledge of, and interest in, the collecting, growing, breeding, showing and using in the landscape and garden of the genus Primula in all its forms and to serve as a clearinghouse for collecting and disseminating information about Primula.”

B. CONSTITUTION

Become familiar with the Constitution and Bylaws of the American Primrose Society.

C. BOARD MEETINGS

Attend the four quarterly board meetings held each year, beginning with the Annual General Meeting which is held during the National Show, usually in late April or early May. One important duty is to read the Treasurer’s reports before these meetings and be ready to make comments if necessary.

D. COMMITTEES

Take part in at least one APS committee. Committees may change from time to time, but long-standing committees are the Editorial Committee, Website Committee, Membership Committee, Seed Exchange Committee and Advertising Committee.

E. WEBSITE

All directors should attempt to contribute to the Members’ Forum or the APS Facebook page several times a year. This contribution could be as simple as a short comment on a previous entry. The webmaster will also request specific types of articles from time to time, and contributions from directors will be most welcome.

F. QUARTERLY (PRIMROSES)

Make every effort to contribute at least one article, whether long or short, during your term of office. Contact the Editor for suggestions for suitable articles.

 

 

Revised October 1st, 2010