Elected Position Eligibilities and Responsibilities
President
Position Title: Chapter President
Purpose
The Chapter President sets the direction and pace of the Chapter’s activities based on the vision that has been determined by the Chapter membership, Chapter Board, and other Chapter Officers. The Chapter President serves as a leader, planner, mentor, mediator, and facilitator.
Eligibility
In addition to being a Professional member in good standing and signing the Chapter Volunteer Code of Conduct, she/he must meet one or more of the following requirements:
Completed one term year as a Chapter Board member within the last three years.
Completed one term year as a Chapter committee chair or member within the last two years.
Completed one term year as a National Board member, National Standing Committee Chair, or National Standing Committee member within the last two years
Authority
The authority of the Chapter President is conferred by the Chapter membership through election and as specified in National AMTA Bylaws and Policy.
Accountability
The Chapter President is accountable to the Chapter Board, Chapter members and AMTA National Board of Directors by virtue of election. The Chapter President agrees to uphold and abide by the Chapter Volunteer Code of Conduct. Term of Office The Chapter President shall be elected every even year for a term of two (2) years, not to exceed two (2) consecutive elective terms. In the event that no eligible candidate steps forward to run for the office of Chapter President, the current Chapter President remains in office until a successor is elected.
Relationship
The Chapter President works most closely with Chapter Board members and appointees, and National AMTA staff. The Chapter President also communicates with Chapter members, other Chapter Presidents, the Chapter Relations Committee, and/or other National volunteers, as appropriate.
Responsibilities
Is a voting member of the Chapter Board and is familiar with Robert’s Rules of Order.
Prepares the agenda for Chapter membership and Board meetings, and provides the agenda and all supporting documentation to Board members and appropriate appointees at least one week prior to the Board meeting.
Attends and presides over, or delegates authority, maintains order, and expediently conducts business at all Chapter meetings and Board meetings.
Delegates authority to any Chapter Board member when scheduled to be unavailable for more than one week.
Shall not be the Chair of any committee, sub-committee, special committee, or workgroup.
Serves as ex-officio (non-voting) member of all Chapter committees.
May temporarily assume/delegate the responsibilities of vacant volunteer positions while working with the Chapter Board, Chapter Relations Committee and National staff to fill the vacancy
Attends (or delegates attendance) national meetings of the Association, at the Chapter Board’s direction, as per policy, and/or as budgeted.
Identifies, recruits, cultivates, and mentors future Chapter leaders.
Appoints standing committee, subcommittee, special committee, and workgroup chairs (except the nominations committee), with the approval of the Chapter Board.
Approves appointments of committee members made by committee chairs.
Supervises the affairs of the Chapter.
Prepares and submits appropriate information for Chapter communications.
Reviews documents and records produced by the Chapter, including:
a) Minutes from Chapter Board of Directors meetings.
b) All contracts.
c) Legislative activities.
d) Financial Reports.
e) Committee Reports.
f) Newsletter or other communications such as e-mail announcements, social media, etc.
Oversees Chapter’s budgeting and financial activities.
Is available to receive direct feedback from members and answer their questions about actions of the Chapter Board.
Directs and refers members to volunteer and staff contacts as appropriate.
Reports to the membership at the Chapter meetings.
Ensures Chapter operations are consistent with the AMTA Strategic Plan.
Fulfills the fiduciary, due diligence, and other responsibilities of Chapter Board members as described in the Chapter Volunteer Code of Conduct.
Maintains orderly records of issues and actions taken during her/his term and supplies the incoming President with those records.
Facilitates the efficient, positive, and productive activities of the Chapter through consultation with other Chapter officers, National volunteers, and/or National staff.
Once a Chapter President has served two consecutive terms, in the event that no eligible candidate steps forward to run for the office of Chapter President, the current Chapter President remains in office until a successor is elected.
Time Commitment
The time commitment is approximately 5 - 15 hours per week, depending on Chapter activities. The time commitment may be higher before and/or during certain National or chapter events or activities.
Vacancy
A vacancy in the President’s position will be filled according to AMTA Bylaws and Policy.
Removal from Office
An officer may be removed from office for failure to:
Fulfill her/his duties and responsibilities (dereliction of duties).
Abide by the Chapter Volunteer Code of Conduct.
Keep AMTA membership dues current.
Removal shall occur upon recommendation from a Chapter Board member with a two-thirds vote of the entire Chapter Board. The National Office must be contacted prior to Chapter Board voting on removal of a volunteer.
Approved via motion #1006:81 2 Revised November 2006 Updated: Motion: #1016:44
Secretary
Position Title: Chapter Secretary
Purpose
The Chapter Secretary is the official keeper of the Chapter records and is responsible for recording, maintaining and updating Chapter records during her/his term of office.
Eligibility
In addition to being a Professional member in good standing and signing the Chapter Volunteer Code of Conduct, she/he must meet the following requirement:
Completed one year of AMTA membership.
Authority
The authority of the Chapter Secretary is conferred by the Chapter membership through election, as specified in National AMTA Bylaws and Policy.
Accountability
The Chapter Secretary is accountable to the Chapter Board, Chapter Members and AMTA National Board of Directors by virtue of election. The Chapter Secretary agrees to uphold and abide by Chapter Volunteer Code of Conduct.
Term of Office
The Chapter Secretary shall be elected every even year for a term of two (2) years or until a successor is elected.
Relationship
The Chapter Secretary works most closely with Chapter Board members and appointees and National AMTA staff. The Chapter Secretary also communicates with Chapter members, other Chapter Secretaries, the Chapter Relations Committee, and/or other National volunteers, as appropriate.
Responsibilities
Is a voting member of the Chapter Board and is familiar with Robert’s Rules of Order.
Distributes announcements of Chapter Board meetings and Chapter membership meetings.
Attends Chapter Board and membership meetings and ensures that attendance, votes and the proceedings of the meetings are recorded, maintained and retained according to the National record retention guidelines.
Submits required reports and volunteer rosters to the National Office.
Distributes minutes of Chapter Board meetings to Board members. Provides access to minutes from Chapter meetings to the Chapter membership upon request.
Accepts responsibilities for Chapter/Association assignments as delegated by the Chapter President.
May temporarily assume the responsibilities of vacant volunteer positions while working with the President, the Chapter Relations Committee and staff to fill the vacancy.
Shall not be the Chair of more than two (2) committees, sub-committees, special committees or workgroups.
Identifies, cultivates and recruits future Chapter leaders.
Makes recommendations to the President for committee appointments.
Directs and refers members to appropriate volunteer and National AMTA staff contacts as applicable.
Is available to receive direct feedback from members for input to the Chapter Board and to communicate appropriate information regarding actions of the Chapter Board.
Fulfills the fiduciary, due diligence and other responsibilities of Chapter Board members as described in the Chapter Volunteer Code of Conduct.
Maintains orderly records of activities and timelines relevant to her/his position during their term and supplies the incoming Secretary with those records to ensure a smooth transition.
Time Commitment
The time commitment is approximately 2 – 4 hours per week, depending on Chapter activities.
Vacancy
A vacancy in the Chapter Secretary position will be filled according to AMTA Bylaws and Policy.
Removal from Office
An officer may be removed from office for failure to:
Fulfill her/his duties and responsibilities (dereliction of duties)
Abide by Chapter Volunteer Code of Conduct.
Keep AMTA membership dues current.
Removal shall occur upon recommendation from a Chapter Board member with a two-thirds vote of the entire Chapter Board. The National Office must be contacted prior to Chapter Board voting on removal of a volunteer.
Approved via National Board Motion #1206:94 Revised March 2008 Updated: Motion: #1016:44
Financial Aministrator
Position Title: Chapter Financial Administrator
Purpose
The Chapter Financial Administrator supports the financial operations of the Chapter.
Eligibility
In addition to being a Professional member in good standing, and signing the Chapter Volunteer Code of Conduct, she/he must meet one or more of the following requirements:
Completed one term year as a Chapter Board member within the last three years.
Completed one term year as a Chapter committee chair or member, within the last two years.
Completed one term year as a National Board member, National Standing Committee Chair or National Standing Committee member within the last two years.
Authority
The authority of the Chapter Financial Administrator is conferred by the Chapter membership through election and as specified in National AMTA Bylaws and Policy.
Accountability
The Chapter Financial Administrator is accountable to the Chapter Board, Chapter members and AMTA National Board of Directors by virtue of election. The Chapter Financial Administrator agrees to uphold and abide by the Chapter Volunteer Code of Conduct.
Term of Office
The Chapter Financial Administrator is elected every odd year for a term of two (2) years or until a successor is elected.
Relationships
The Chapter Financial Administrator works most closely with Chapter Board members and appointees, and National AMTA staff. The Chapter Financial Administrator also communicates with Chapter members, the Chapter Relations Committee, and Finance staff, and/or other National volunteers, as appropriate.
Responsibilities
Is a voting member of the Chapter Board.
Attends Chapter Board, Chapter membership, and any Chapter committee meetings for which the Chapter Financial Administrator has responsibility (i.e. Chapter budget meeting).
Accepts responsibilities for Chapter/Association assignments as delegated by the Chapter President.
May temporarily assume the responsibilities of vacant positions while working with the President, the Chapter Relations Committee and staff to fill the vacancy.
Shall not be the Chair of more than two (2) committees, sub-committees, special committees or workgroups.
In cooperation with the President, conducts the regular day-to-day financial business affairs of the Chapter.
Adopts, uses, and complies with the Chapter Internal Controls detailed in AMTA Policy.
Manages and oversees the Chapter Budget.
a. In collaboration with Chapter Board members and/or Chapter Finance Committee, prepares the annual Chapter budget, for presentation to the Chapter Board and the Chapter membership for approval.
b. Submits approved budget to national office finance department by deadline in accordance with AMTA Policy.
c. Ensures that Chapter records are maintained according to the record retention guidelines, and submits required reports to the National Office.
d. Ensures that expenses are budgeted and allowable.
e. Provides information to the Chapter Board regarding budgetary restrictions and alerts the Chapter Board when projects, programs, or units are in danger of going over budget.
f. Brings all unapproved and/or unbudgeted requests for funds and payment to the Chapter Board.
g. Proposes cost cutting measures and budget adjustments.
h. Reports line item financial status of the Chapter, actual vs. budgets, to the Chapter Board quarterly and to the Chapter members annually.
Keeps the Chapter Board current regarding status of investments, when applicable.
Approves reimbursement to members, appointees, or other volunteers, for budgeted or approved expenditures made on behalf of the Chapter. a. Submits required documentation to the national office to support each payment in order to allow proper recording in the chapter financial records.
Signs and submits certification letter to national office finance department by deadline in accordance with AMTA Policy.
Submits checks and cash received as payments for chapter events and other income to the national office finance department within 5 business days of receipt.
Reviews Chapter expenditures and financial status on a regular basis to ensure overall fiscal responsibility.
Reconciles total credit card statement monthly, ensuring all receipts are received and in order.
Annually updates Chapter Board on changes to National financial policies.
Communicates with Chapter membership, through regular reports, the financial status of the Chapter, including income and expenses to date and account balances.
Identifies, recruits, cultivates, and mentors future Chapter leaders.
Makes recommendations to the Chapter President for committee appointments.
Directs and refers members to appropriate volunteer and staff contacts as appropriate.
Is available to receive direct feedback from members for input to the Chapter Board and to communicate appropriate information regarding actions of the Chapter Board.
Ensures Chapter financial operations are consistent with AMTA National Bylaws and Policy.
Fulfills fiduciary, due diligence, and other responsibilities of Chapter Board members as described in the Chapter Volunteer Code of Conduct.
Maintains orderly records of activities and timelines relevant to his/her position during their term and supplies the incoming Chapter Financial Administrator with those records to ensure a smooth transition.
Time Commitment
The time commitment is approximately 5 hours per week. Time commitment may be considerably greater for short durations during preparation of budget, annual reports, etc.
Vacancy
A vacancy in the Financial Administrator position will be filled according to AMTA Bylaws and Policy.
Removal from Office
An officer may be removed from office for failure to:
Fulfill her/his duties and responsibilities (dereliction of duties).
Abide by the Chapter Volunteer Code of Conduct.
Keep AMTA membership dues current.
Removal shall occur upon recommendation from a Chapter Board member with a two-thirds vote of the entire Chapter Board. The National Office must be contacted prior to Chapter Board voting on removal of a volunteer.
Approved via motion #1006:82 3 Revised November 2006/Revised March 2008 Updated: Motion #1016:44
Board Member
Position Title: Chapter Board Member
Purpose
Chapter Board Member will assist the Chapter President in achieving Chapter goals and implementing decisions made by the Chapter Board.
Eligibility
In addition to being a Professional member in good standing and signing the Chapter Volunteer Code of Conduct, she/he must meet the following requirement:
Completed one year of AMTA membership.
Authority
The authority of a Chapter Board Member is conferred by the Chapter membership through election, and as specified in National AMTA Bylaws and Policy.
Accountability
Chapter Board Member is accountable to the Chapter Board, Chapter members and AMTA National Board of Directors by virtue of election. Chapter Board Member agrees to uphold and abide by the Chapter Volunteer Code of Conduct.
Term of Office
One Chapter Board Member shall be elected every odd year for a term of two years or until a successor is elected. One Chapter Board member shall be elected every even year for a term of two years or until a successor is elected.
Relationship
Chapter Board Member work most closely with Chapter Board members and appointees, and National AMTA staff. Chapter Board Member also communicates with Chapter members, the Chapter Relations Committee, and/or other National volunteers, as appropriate.
Responsibilities
Is a voting member of the Chapter Board and is familiar with Robert’s Rules of Order.
Accepts responsibilities for Chapter/Association assignments as delegated by the Chapter President.
May temporarily assume the responsibilities of vacant volunteer positions while working with the President, the Chapter Relations Committee and staff to fill the vacancy.
Shall not be the Chair of more than two (2) committees, sub-committees, special committees or workgroups.
Attends Chapter Board, Chapter membership, and any Chapter committee meetings for which the Chapter Board Member has responsibility.
Identifies, cultivates and recruits future Chapter leaders.
Makes recommendations to the Chapter President for committee appointments.
Directs and refers members to appropriate volunteer and staff contacts as applicable.
Is available to receive direct feedback from members for input to the Chapter Board, and to communicate appropriate information regarding actions of the Chapter Board.
Maintains communication with Chapter membership through regular reports, and reports at Chapter membership and Chapter Board meetings.
Fulfills the fiduciary, due diligence, and other responsibilities of Chapter Board members as described in Chapter Volunteer Code of Conduct.
Maintains orderly records of activities and timelines relevant to her/his position during their term and supplies the incoming Chapter Board Member with those records to ensure a smooth transition.
Time Commitment
The time commitment averages approximately 5 - 8 hours per week, depending on Chapter activities. The time commitment may be higher before and/or during certain Chapter events or actions.
Vacancy
A vacancy in the Chapter Board Member position will be filled according to AMTA Bylaws and Policy.
Removal from Office
An officer may be removed from office for failure to:
Fulfill her/his duties and responsibilities (dereliction of duties).
Abide by Chapter Volunteer Code of Conduct.
Keep AMTA membership dues current.
Removal shall occur upon recommendation from a Chapter Board member with a two-thirds vote of the entire Chapter Board. The National Office must be contacted prior to Chapter Board voting on removal of a volunteer.
Approved via National Board Motion #1206:94 2 Updated: Motion: #1016:44
Delegate
Position Title: Delegate to the Assembly of Delegates (AOD)
While not an eligibility requirement, the Delegate position should not be considered as an “entry level” volunteer position. Applicants for the position of Delegate should be encouraged to consider the following questions when choosing to become a candidate for the position.
What is the context of health and wellness in my state?
What are the things that are impacting massage therapy in my state? (including but not limited to):
a. Education requirements
b. Regulation
c. Continuing education
d. Cultural issues e. Socio-economics
f. Diversity
g. Employment practices
Eligibility
Must be a professional member in good standing for at least 1 year
Must be assigned to the Chapter they are elected to serve
Must have a basic understanding of technology (e.g. email, online discussion boards, mobile applications)
Must sign the AMTA Chapter Volunteer Code of Conduct and AOD Code of Conduct.
Shall not be an AMTA National Board member, National Standing Committee Chair, National Commission Chair, or the Moderator of the Assembly of Delegates.
Authority
Delegate is given authority by National Bylaws and Policies and through election by the Chapter membership.
Accountability
Delegate is accountable to fulfill their duties through reporting the activities of the Assembly as well as the meeting outcomes.
Term of Office
The Delegate shall serve a term of office of two years, beginning at the same time as chapter officers’ terms and shall be elected in alternating years. The delegate shall serve no more than three consecutive elected terms.
Purpose
Delegate represents the massage therapy profession in the AOD and related activities as they pertain to the profession in their state.
Relationship
Delegate works with her/his Chapter members and fellow Chapter Delegates, as well as Delegates from other Chapters and Assembly of Delegates Advisory Committee (AODAC), to follow timelines and carry out the assignments and charges applicable to the AOD function.
Responsibilities
Responds to applicable chapter communications on a regular and timely basis via phone, e-mail, or other appropriate means.
Provides written reports to the Chapter Board as requested.
Participates in discussions on the volunteer HUB as they pertain to AOD agenda items, discussion items and AOD duties.
Attends chapter meetings as requested by the Chapter Board to address agenda items pertaining to the work of the Delegates.
Maintains a working knowledge of materials provided for the AOD meeting.
Prepares and reviews all necessary materials prior to all AOD meetings.
Attends and participates in the AOD meeting at National Convention.
At least annually, Delegate reports the actions of the AOD to the Chapter membership.
Participates in the selection of the AMTA position statement ideas to be sent to the writing group per policy.
Provides input to the AOD think tank through the lens of the massage therapy profession in their specific state. Input may be provided at the annual AOD meeting and the Volunteer HUB during their term of service.
Time Commitment
The time commitment averages about 2-4 hours per month; time commitment will be considerably higher during the lead up to National Convention, Annual Convention and AOD meeting.
Vacancy and Succession
If a delegate is unable to attend the AoD meeting at National Convention due to unexpected circumstances the Chapter Board shall appoint an eligible volunteer to assume the Delegate position for that meeting.
Upon submittal of sufficient documentation, the AoDAC may determine a Delegate absence as excusable, and reinstate the original Delegate after the AOD meeting to resume their role and fulfill their term.
In the event of a vacancy, the chapter board of directors shall appoint an eligible volunteer to assume the Delegate position for the remainder of the unexpired term.
Removal from Office
A Delegate may be removed from office for failure to:
Fulfill her/his duties and responsibilities (dereliction of duties).
Abide by the AMTA Articles of Incorporation, Bylaws, Policy, Code of Conduct, Rules of Engagement, or Position Description.
Keep AMTA membership dues current.
Removal shall occur upon recommendation from a Chapter Board member with a two-thirds vote of the entire Chapter Board. The National Office must be contacted prior to Chapter Board voting on removal of a volunteer.
Approved via National Board Motion #0617:29