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          BPA: Officer Duties

          Home > Oklahoma > Northeast Technology Center-Kansas BPA > Local Officer Duties

          Local Officer Responsibilities

          The following is a list of suggested local chapter officers and their duties.

           

          The President

          A good leader is one who can work with people and in turn get people to work with him or her for the good of the organization. He or she knows the work that has to be done and recognizes that it will take many people to do the job. The leader is able to judge impartially the interest and abilities of others and to determine where they can make the best contribution to the program. The leader keeps informed at all times of the efforts and progress of those to whom a responsibility has been given and sees that the organization is moving forward. The first duty of the president is to preside over all meetings. The manner in which this is done can make the difference between the success or failure of the chapter and its meetings. Characteristics of good leadership are indicated when:

          • meetings begin on time and proceed in the pattern established by the order of business.
          • the presiding officer shows a complete understanding of the matters under discussion and the possible effect of any recommendations on the organization.
          • the president fully understands his or her function as a presiding officer and never interjects personal opinions or in any way dominates the situation.
          • meetings are conducted by good parliamentary procedure and ample, but not excessive, time is allowed for discussion. A good president can bring the issue to a satisfactory conclusion when the discussion is being monopolized by certain individuals or when discussion is dragging because of insufficient response.

            In presiding over meetings, the president should keep the following points in mind:

          • Always have an agenda for a meeting.
          • Read the agenda and state the purpose of the meeting at the beginning.
          • Keep the meeting moving.
          • Speak clearly and audibly.
          • Prevent the meeting from breaking up into a series of private conversations.
          • Speak to the entire group, not just one individual.
          • Summarize what has been said and get a decision on a topic.
          • When discussion indicates the members are not coming to an agreement, refer the item to a committee.
          • Maintain control of the meeting without cutting off discussion.
          • Serve as an umpire, not a contestant; don’t argue with a speaker.
          • Turn the meeting over to someone else if you have a point to make.
          • Be aware of the physical comfort of all attending–temperature, drafts, lights, and thirst.
          • Before adjourning the meeting, make sure that nothing has been omitted.

            Other duties would be to: 

          • keep members on the subject and the discussion within a time limit.
          • appoint committees and serve as an ex-officio member on them.
          • call other officers to chair as necessary and desirable.
          • represent the chapter at special school events and before outside organizations.
          • coordinate chapter activities by keeping in close touch with other officers, the membership, and the advisor.
          • keep chapter work moving in a satisfactory manner by following up on progress being made on all activities.
          • call special meetings.

           

          The Vice President

          The office of vice president usually carries specific responsibilities for program planning. In most organizations, this is a major task involving many skills and much hard work. Generally, a committee is appointed to assist the vice president in determining the program topics and personnel involved, securing speakers, arranging for adequate facilities, and developing the printed program. Work on the program should start early in the year and be completed as early as possible to provide an effective and successful year of activities. 

          The vice president in Business Professionals of America chapters has the specific responsibility of coordinating all Torch Awards Program activities–from encouraging members to participate to making sure the résumés are completed accurately and sent in by the prescribed deadlines. The vice president also assists the president by meeting with all committees, coordinating the program, and assuring that all activities are in keeping with general chapter practices. It is important to note that the vice president must be prepared at any time to assume the office of president when necessary.

           

          The Secretary

          A good secretary contributes much toward the efficiency of a chapter. Some chapters have one or more recording and corresponding secretaries while others have only one secretary who performs all the duties belonging to that office. Whether your chapter has one secretary or more than one, you may find the following list of suggested duties helpful. 

          • Keep a complete and accurate account of proceedings of the chapter’s business meetings and the meetings of officers. Minutes of meetings should include: a. name of organization b. kind of meeting c. place, date, and time d. name of presiding officer e. approximate number present f. all business proceedings g. reports of committees, motions stated, and action taken h. signature of secretary
          • Keep a membership list and record of attendance at meetings.
          • Serve as chairman of the membership committee.
          • Call meeting to order in absence of the president and vice president, and entertain a motion for a temporary chairman.
          • Read minutes of meetings and call president’s attention to any unfinished business.
          • Count the vote on either side, when a vote is by raising hands or standing, unless tellers have been appointed.
          • Read correspondence directed to the group.
          • Answer all correspondence promptly, and file the letters and the replies for future reference.
          • Collect and record reports of all committees and all written resolutions.
          • Advise the president on matters of business to be taken up or business procedures to be followed.
          • Include in the secretary’s book the following: a. minutes of meetings b. list of state and local officers c. list of local committees d. local, state, and national programs of work e. local and state constitutions

            The following suggestions may be helpful to the secretary in recording minutes. 

          • Use a uniform heading for reports. Such headings should include: identification of the meeting, date, place, time (usually), and members present (use number if group is large; use individual list if group is small).
          • Use underlined headings and a separate paragraph for each different item of the agenda.
          • Start a new page for the report of each meeting.
          • Allow margins on each page.
          • Use only one side of the paper.
          • Number each page.
          • Write minutes in third person.
          • In a meeting which tackles a problem or issue, state the problem, note the major points of agreement and the conclusion. If you are not certain a conclusion was reached, ask.
          • Ask the group to check the accuracy of your record when you are in doubt about their opinion on a point.
          • Record items in the order they are discussed. Notes can be cut apart and organized under headings later.
          • Collect all committee reports and attach them to the minutes. It is not necessary to take notes on the reports–only on acceptance, rejection, or modification.
          • Record the names of persons making motions. It is not necessary to record names of those seconding motions.
          • Get the motions in the words of those who made them. If necessary, ask that the motion be written out.
          • Tell the disposition of the motion.
          • Keep the minutes as brief as possible, but include all essential information.
          • State facts, not the opinions of the secretary.
          • Read the minutes at the following meeting where necessary changes and corrections are made in order to secure approval.
          • Include the minutes in the secretary’s book in the approved form, typed (preferably) or written in longhand. Sign. They then become a permanent chapter record.

            Chapter secretaries should have a copy of the Leadership Development Series booklet “2-Parliamentary Procedure Knowledge.” It contains additional information about preparing agendas and minutes.

           

           

          Short Description:

           

          BPA Officer Duties

          President -- The president is responsible for leading the association in all its worthy undertakings. He/she will be responsible for presiding over all meetings of the members and officers, providing an agenda of business to be transacted, assigning committees and committee chairs, and representing the association when called upon.

           

          Vice President -- The vice president's duties are to assist the President at all times in directing the work of our organization, presiding over meetings in his or her absence, and help to keep all committees working efficiently. The Torch Awards program will be under the direction of the vice president.

            

          Secretary -- The secretary's duties include keeping accurate minutes of all meetings, carrying on all correspondence of our organization, and presiding over meetings in the absence of both the President and Vice President, or until a temporary chairman has been chosen. He/she is responsible for association reports. The Secretary has custody of the constitution, bylaws, and other reports of the association. He/she will keep an accurate list of members and furnish membership cards. He/she should provide the President with a statement of all business to be transacted at each meeting along with a list of all committees.

           

           

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