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Rights, Responsibilities, & Prohibitions of Officers & Directors

 

 

 

 



Rights, Responsibilities, & Prohibitions of
Officers & Directors of GHA

 

MEMBER OF THE BOD

One of the main functions of a BOD is fiduciary—it provides oversight of the officers of the organization on behalf of the Membership. It insures that the officers use the Membership’s resources, purchased with their dues and their registration money, correctly and to further the organization’s mandates. The BOD, with the President, also engages in strategic thinking for the organization and so makes long-term plans as to how the GHA can further the mandate granted it by its Membership. The BOD authorizes expenditure of money to enable the organization to meet its goals.  The BOD arranges for periodic audits of the GHA’s finances.

Rights of a BOD Member: 

  1. A BOD Member shall be made aware of any meetings of the BOD, whether special or regular.
  2. A BOD Member shall have one (1) vote in all matters the Bylaws permit the BOD to vote upon.
  3. A BOD Member shall be kept apprised by the President and by the Chairman of the BOD of all events which have a significant impact on the GHA.

Responsibilities of a BOD Member: 

  1. A BOD Member should attend BOD meetings.
  2. Although not mandatory, it would be appropriate for a BOD Member to serve on one or more of the GHA’s committees.

 

THE PRESIDENT

The President of the GHA is the GHA’s interface with entities external to the GHA. He acts as the official representative of the organization at public functions. The President coordinates the day-to-day running of the organization and sees, to the best of his ability, that the various committees and the other officers of the GHA prepare timely and adequate reports for the Board of Directors. The President also formulates and proposes initiatives designed to enable the GHA to fulfill its objectives. The specific rights and responsibilities of the President are defined as follows.

Knowledge, Skills, & Abilities: 

  1. Familiarity with Administering a Business.
  2. Excellent Communication Skills, Both Written and Verbal.
  3. Ability to Formulate a Long Range Plan.
  4. Ability to Formulate a Budget.

Rights of the President: 

  1. The President shall have one (1) vote in all matters which come before the Board of Directors for vote.
  2. The President shall have control, along with the Chairman of the Board and the Secretary, of all current passwords related to web sites, bank accounts, and computer systems owned  or leased by the GHA.
  3. Any legally binding actions by the GHA, including but not limited to the entering into of contracts, the opening of bank accounts, the purchase of domain names, must be agreed upon and signed by the current President with the approval of the BOD.

Responsibilities of the President: 

  1. The President sees to the preparation of a yearly budget to be presented to the Board of Directors.
  2. The President formulates mid- to long-range plans of action designed to further the purposes for which the GHA was founded.
  3. The President sees to the coordination of the activities of the various committees the BOD appoints, of all officers of the organization except members of the BOD, and of those committees elected by the Membership.
  4. The President oversees the adherence of the various functional units to the GHA’s Bylaws and may take action to limit access or curtail the activities of any officer or functional unit of the organization which acts in violation of the Bylaws or of any law prescribed by the State of Vermont or the Federal Government. The President must also report all such activities to the Chairman of the Board immediately..
  5. The President monitors the adherence of the functional units of the organization to the annual budget and shall report unexpected need for expenditures to the Chairman of the Board immediately via email or phone.

Prohibitions of the President

  1. Since all officers of the GHA are elected by the Membership, the President is prohibited from dismissing any officer of the GHA. Questions as to the fitness of any officer to fulfill his obligations shall be brought by the President to the Chairman of the BOD for resolution.
  2. The President is also prohibited from dismissing any member of a committee elected by the Membership. Questions of fitness to serve of any committee member shall be brought to the BOD, in the person of the Chairman of the Board, for resolution.
  3. The President may not, on his own initiative and solely, enter the GHA into any legally binding agreement or contract, including but not limited to the opening of bank accounts and the borrowing of money.
  4. The President shall also be prohibited from serving on the Board of Directors while he occupies the office of President.

 

THE VICE PRESIDENT

The Vice President of the GHA acts as an extension of the President under the President’s direction. The Vice President assumes the role of the President should the President become unable to serve or incapacitated. In that case, the Rights, Responsibilities, and Prohibitions of the President as defined above shall apply to the Vice President.  In his own right, the Vice President shall have responsibility for exploring and cultivating means by which the GHA can access sources of funding with which to further its goals and objectives.

Knowledge, Skills, & Abilities: 

  1. Familiarity with Administering a Business.
  2. Excellent Communication Skills, Both Written and Verbal.
  3. Ability to Formulate a Long Range Plan.
  4. Ability to Formulate a Budget.

 Rights of the Vice President: 

The rights of the Vice President are the same as of the President should the President become incapacitated or unable to serve for any reason. In this case, the Chairman of the Board and the Secretary shall share access to all passwords for bank accounts and computer systems with the Vice President.

 Responsibilities of the Vice President

The Vice President shall have responsibility for finding and then cultivating sources of finance for the GHA to further its goals and objectives..

 

THE SECRETARY

 The Secretary serves as the conduit of information from the management of the organization to the Membership and from the management of the organization to the outside world. The Secretary also functions as record keeper of the organization not only by recording the minutes at Board Meetings, but also by recording day-to-day proceedings of the organization. The Secretary is also responsible for maintaining a current membership list. 

Knowledge, Skills, & Abilities:

  1. Familiarity with Microsoft Word or a Similar Product.
  2. Excellent Communication Skills, Both Written and Verbal.
  3. Attention to Detail.

Rights of the Secretary:

  1. The Secretary shall be included in all formal communications from the BOD to the officers and from the officers to the BOD so that he may include these in his records of the proceedings of the organization.
  2. The Secretary shall be included in all formal communications between the officers or BOD and entities outside the organization so that he may include these in his records of the proceedings of the organization.
  3. Where possible, the Secretary shall receive copies of all appearances of the GHA in any published media so that he may preserve them in the GHA’s archives.
  4. The Secretary shall be included in the notification of all changes in membership status, including cessation of membership by any member, change in class of membership, and new membership application.

Responsibilities of the Secretary:

  1. The Secretary shall be present at all meetings of the BOD and of the officers and shall make an accurate recording of the proceedings at such meetings, which shall be made available to the membership within one (1) week of the meeting date.
  2. The Secretary shall maintain an accurate membership listing, including names, addresses, phone numbers, and email addresses, if available, at all times.
  3. The Secretary shall serve as the intermediary through which the President and the Board of Directors communicate information to the Membership via email or the USPS.
  4. The Secretary shall serve as the intermediary through which the President and the Board of Directors communicate information to entities outside GHA via email or the USPS.
  5. The Secretary shall maintain the current and past Policies and Procedures of the organization.

Secondary Responsibilities:

  1. When possible, the Secretary shall see that clippings of press releases and of appearances in print of the GHA and appearances of the GHA in any other communication media are preserved and archived.
  2. When possible, he Secretary shall see that clippings of GHA advertisements in print and audiovisual recordings of GHA promotions are preserved and archived.

Prohibitions of the Secretary:

The Secretary shall not communicate with the entire Membership in his formal capacity without the communication being authorized by the President.

 

THE TREASURER

The Treasurer is the keeper of the GHA’s books. The Treasurer receives money coming into the organization and issues checks to pay the organization’s bills. The Rights, Responsibilities, and Prohibitions of the Treasurer are as follows:

Knowledge, Skills, & Abilities:

  1. Familiarity with Microsoft Excel
  2. Ability to Balance a Checkbook
  3. Familiarity with Generally Accepted Accounting Principles Would Be a Plus But Is Not Required
  4. Familiarity with or Ability to Research Federal and State Tax Reporting Procedures

Rights of the Treasurer:

The Treasurer shall receive communication of all monies from whatever source coming to the GHA along with adequate explanation of the name of the source and the purpose of these funds (i.e., membership, horse registration, donation, purchase from gift shop).

Responsibilities of the Treasurer:

  1. The Treasurer shall keep complete records of all income and all outlays of the GHA.
  2. The Treasurer shall, when directed by the President, pay all bills incurred by the GHA promptly.
  3. The Treasurer shall balance the GHA’s checkbooks upon receipt of statements and attempt to clarify any discrepancy with the bank. Should the discrepancy not be cleared up thereby, he shall report such discrepancy to the President.
  4. The Treasurer shall provide the BOD a report as to the account balances and state of the organization’s finances during regularly scheduled BOD meetings or when requested, after reasonable notice..
  5. Preparation of  Annual and Quarterly Financial Reports including Balance Sheets & Profit & Loss Statements.
  6. Preparation of the Federal (990) and State Tax Returns.

Prohibitions of the Treasurer:

The Treasurer shall not, upon his own authority, pay out monies from the GHA’s accounts.