A. DUTIES OF ALL BOARD MEMBERS
1. Attend all Board Meetings. If unable to attend, inform the Board
2. Keep circle members informed on all ACC activities and issues.
3. Support and attend all-Association activities and meetings as able.
4. Serve on a Board Committee. The ACC Board is a working board;
all members are expected to assume responsibility for a needed
5. Contribute to the newsletter.
6. If chair of a committee, submit a written report at year’s end to the
ACC President for review and filing in the ACC office.
7. Search out and determine the feasibility of special fundraising
projects to be sponsored each year by the entire Association.
B. DUTIES OF THE EXECUTIVE COMMITTEE
2. Review the agenda prior to each meeting.
3. Supervise and review the performance of the Office Coordinator.
4. Represent the ACC at outside activities.
5. Appoint board members to fill vacancies.
6. Orient new board members.
7. Compose, sign, and mail tax letters acknowledging gifts/donations.
8. Attend committee meetings when requested or needed.
9. Update the annual ACC calendar.
10. Edit the ACC newsletter.
11. Acknowledge Board members at the June meeting, both those
completing their terms and those newly appointed.
- FIRST VICE-PRESIDENT
2. Oversee designated committee activities as appointed by the President.
3. Arrange the June luncheon/dinner in conjunction with the end-of-year June Board Meeting.
a. Choose date, location, and menu.
b. Consult the Board regarding arrangements.
c. Work with the ACC Office to email invitations that include
retiring and incoming Board members.
d. Collect money for the meal and send to the ACC Office to be recorded and forwarded the Treasurer.
e. Submit all receipts to the Treasurer.
4. Assume the position of President upon completion of the preceding President’s term.
- SECOND VICE-PRESIDENT
2. Chair the Nominating Committee.
3. Assist the President with orientation of new Board members.
2. Record amendments in minutes and ensure that changes are made to by-laws.
3. Prepare minutes of all Board and general meetings: include the date, time, and place of the next meeting. Submit to the ACC Office Coordinator for distribution to Board members and circle chairs prior to the next Board meeting.
2. Disburse funds as requested by the Board.
3. Report the income and disbursements at Board meetings.
4. Submit a complete financial report to the Association at the end of the fiscal year.
5. Attend any all-Association fundraising activity in the capacity of Treasurer when requested.
6. Prepare a proposed budget to present to the Board for approval.
7. Serve on the Funding Review Committee.
C. STANDING COMMITTEES
Each of the following requires a chair, to be appointed by the President. Chairs are responsible for recruiting the committee members they determine are needed.
- FUNDING REVIEW
2. Develop guidelines for prospective fund recipients.
3. Hold timely meetings to review requests submitted for ACC funding.
4. Recommend fund allocation to the ACC Board for approval.
5. Respond by letter in a timely manner to all requests for funding. The letter is to be signed by the ACC President and Funding Review chair.
2. Help organize new ACC Circles.
3. Coordinate new member parties.
4. Follow-up with people who express interest in joining the ACC and assist them in connecting with a circle.
5. Provide materials for the new member packet and ensure it is sent to each new member.
6. Provide support to new circles.
7. Promote knowledge of the ACC in parishes.
2. Coordinate advocacy efforts with the CCS Advocacy Coordinator.
- CHRISTMAS GIFTS FOR CHILDREN
2. With the ACC Office, contact circles in early fall. Determine if a circle will purchase gifts or donate money to the ACC Holiday Fund.
3. Send Holiday Fund money to the ACC Office for recording and from there, sent to the ACC Treasurer.
4. Purchase gifts and gift certificates based on Holiday Fund money.
5. Turn in purchases to the ACC Office Coordinator for distribution to the programs.
6. Submit receipts to the Treasurer.
- MEMORIAL CELEBRATION MASS
2. Contact the ACC Office Coordinator to find out who will be honored. With Office assistance, contact those members’ circles to see who would like to attend to represent member remembered.
3. Plan the liturgy, select the readings, assign readers, arrange for music and flowers, and plan the memorial candle-lighting during the Mass.
4. Work with the ACC Office to update and print the programs.
5. Arrange for brunch following Mass.
6. Work with the ACC Office on financial details, including collecting
RSVPs and money from those attending the brunch, collecting and sending receipts to the Treasurer, and arranging for a check from the ACC for the priest.
- ENDOWMENT DEVELOPMENT (committee is being phased out)
2. Educate ACC members on the purpose of the Endowment Fund and market it to them to ensure member participation in growing the fund.
3. Provide for an Endowment Investment Committee to work with financial professionals to meet the investment policy objectives, measure and monitor disbursements, and communicate with the ACC Board.
(President, First Vice President, Second Vice President, Treasurer, and Secretary).
2. Contact identified candidates to ascertain interest.
3. Present the names of viable candidates to the Board for voting purposes.
Note: This is the only ACC Committee that does not include the current ACC President as an ex officio member.
2. Transport items from the ACC office to facilities determined by the ACC for mailing purposes, and assist with labels and other addressing duties as needed.
3. Assist the ACC Office Coordinator in staying up-to-date on any Post Office changes to mailing procedures.
- CATHOLIC COMMUNITY SERVICES (CCS) PROGRAM CONTACT
2. Inform the Board and ACC members (via the newsletter) about volunteer opportunities available in CCS programs and facilitate volunteer efforts as needed (for example, youth center holiday parties: make sure circles are aware of opportunities to help and assign them to specific locations).
2. Submit a report of expenses to the ACC Treasurer for payment if needed.
- ACC PROGRAM CONTACT
2. Act as an advocate for the program represented. Make sure the ACC’s CCS Program Contact is informed of needs.
3. Assist with programs as needed (for example, youth center holiday parties).
2. Compile a yearly summary file of “All Association” activities (for example, the Memorial Mass, Labor of Love, and the May Luncheon, and the every-other-year Celebrate the Children and Tour of Homes).
3. Periodically write a newsletter article about the history of ACC.
- MAY LUNCHEON AND RAFFLE
2. Select the menu with approval of ACC Board.
3. Work with the ACC Office on reservations as needed.
4. Invite honored guests as requested by the President and/or Endowment Committee.
5. Plan and arrange decorations.
6. Map seating of circles.
7. Arrange for help with registration and to seat guests.
2. Print and distribute raffle tickets to sell to all circles.
3. Manage the raffle and record winning names.
4. If a winner is not present at the event, organize getting the winning item to them.
5. Determine location for central raffle sales and display of items at the luncheon.
6. Submit all money received to the ACC Office to be recorded and forwarded to the Treasurer.