ORGANIZATIONAL MANUAL OF THE
ASSOCIATION OF
MINNESOTA SOCIAL SERVICE ACCOUNTANTS
THE ORG MANUAL AND CONSTITUTION ON PAGE IS BEING
UPDATED AND MAY NOT BE CURRENT. CLICK ON THE LINK
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AMSSA ORG MANUAL & CONSTITUTION
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THE CONSTITUTION IN WORD FORMAT.
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CURRENT
OFFICERS & DELEGATES
PRESIDENTIAL
DUTIES
GENERAL
COMMUNICATIONS
CONFERENCES
COMMITTEES
VICE-PRESIDENTIAL
DUTIES
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SECRETARY-TREASURER
DUTIES
DELEGATE
AND ALTERNATIVE DUTIES
EXECUTIVE
COMMITTEE
ELECTION
BALLOTS
CONSTITUTION
BY-LAWS
REVISIONS
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2009-2010 OFFICERS
& DELEGATES
If you wish to view the regional breakdown
map please
CLICK HERE.
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PRESIDENTIAL DUTIES
I. GENERAL
The President is responsible to keep the Organization
functioning. To do this,
A. attention must be given to communication among
members and other organizations
B. follow up on community activity
C. regularly review the financial status of the
Organization with the other officers, set budgets for
Committee and administrative expenses, and monitor these
budgets.
II. COMMUNICATIONS
The President is responsible to:
A. Regularly keep the Vice-President and
Secretary-Treasurer informed of current situations.
These officers must be prepared to fulfill the
responsibilities of the chairperson at any time if
necessary.
B. Provide Update of activities or messages to the
membership as needed.
C. Represent the Association to DHS, other service
associations, and the public.
a. Be available upon request to provide input from
an accounting point of view.
b. Or arrange for other Association members to be
available to provide input from an accounting point
of view.
D. Maintain a file of officers of other organizations
with which we should keep communications open, i.e. DHS,
Legislature, Administrators Associations, MSSA, Social
Service and Financial Supervisors.
E. Send notice of new officers with contact address and
telephone numbers to appropriate Organizations as
mentioned in D above.
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VICE-PRESIDENTIAL DUTIES
1. GENERAL
The Vice-President is responsible to:
A. Preside in the absence of the President
B. Chair the Executive Committee.
C. Plan and conduct Executive Committee meetings.
D. Appoint a Nominating Committee with representation
statewide.
E. Coordinate the purchase of an engraved retirement
gift of their choice for any individual retiring from
AMSSA
II. Communications
The
Vice-President is responsible to:
A. Assist President in maintaining open communications
with other organizations.
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SECRETARY-TREASURER DUTIES
1.GENERAL
The Secretary/Treasurer is responsible to:
A. Maintain a record of all financial transactions.
B. Maintain a set of official organizational records by
year. These records shall include the following:
1. Business meeting minutes and a copy of all
handouts.
2.. All financial records and reports.
3. Up-to-date membership roster.
4, Copy of all Executive committee meeting minutes.
5. Current copy of Organizational Manual and
Constitution. Keep a dated record of changes made to
either document.
II CONFERENCES
The Secretary/Treasurer is responsible to:
III. BUSINESS MEETINGS
The Secretary/Treasurer is responsible to:
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DELEGATE AND ALTERNATE DUTIES
I. GENERAL
The Delegate is responsible:
A. Participate as a member of the Executive Committee.
B. Organize meetings within Delegate/Alternate's region
when necessary.
1. Invite resource persons or discuss any problem
situation in the day-to-day business of social
services.
The Alternate is responsible to:
A. Perform the delegate's duties in the absence
of the delegate.
II. COMMUNICATIONS
The Delegate is responsible to:
A. Gather or disseminate information from the President,
Executive Committee, DHS or other service organizations
to their region.
1. Email Executive Committee and Business meeting
minutes to their region. B. Notify Website
Committee of items of interest about members in the
region such as:
1. Retirements (also notify Vice-President)
2. Resignations
3. New Staff
C. Contact new fiscal personnel in your region. Make them aware of the Organization. Refer new members to the information available on the AMSSA website. Encourage them to attend the first conference available.
II. CONFERENCES
The Delegate is responsible to:
A. Obtain nomination of delegates and alternates.
B. Inform the Conference Committee of any retired
members interested in attending Summer Conference so an
invitation may be sent to them.
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IV. COMMITTEES
EXECUTIVE COMMITTEE
This committee is composed of the elected delegates and officers. The Vice-President
is the Chairperson of the Executive Committee.
NOMINATING COMMITTEE
This committee is comprised of three (3)
members appointed by the Vice President as Chair
Person of the Executive Committee. The purpose of
this committee is to solicit candidates for elected
offices.
CONFERENCE COMMITTEE
This committee is comprised of members of the
regions responsible for the Summer Conference. It is
recommended that the Conference Committee be
appointed by region according to a rotation
schedule. It is recommended that the Conference
Committee be appointed by region according to a
rotation schedule. It is also highly recommended
that one person from the previous Conference
Committee work with the new committee. The purpose
of this committee is to plan, organize and conduct
the Summer Conference. The committee reports at
Business and Executive Committee meetings. The
committee is responsible to update the Presidential
Plaque and display it at the Summer Conference.
Minnesota Social Service Association (MSSA) COMMITTEE
This committee is comprised of four (4) members. Three
(3) members will be the current AMSSA officers each
year. MSSA committee terms will follow officer terms.
The fourth (4th) member will be a voting member elected
at the AMSSA's Annual business meeting. The voting
member's term will be a 3 year term effective January
1st following the appointment.
MERIT SYSTEM PERSONNEL COMMITTEE
This committee is comprised of up to three (3)
members appointed by the President at the Annual
business meeting. The purpose of this committee
is to keep in contact with Merit system. This
committee reports at Business and executive
Committee meetings.
TRAINING COMMITTEE
This committee is comprised of up to three (3)
members appointed by the President. The purpose
of this committee is to organize and provide
appropriate training for Association members as
needed.
AUDITING COMMITTEE
This committee is comprised of three (3) members
appointed by the President. The purpose of this
committee is to organize and provide appropriate
training for Association members as needed.
CONSTITUTION COMMITTEE
This committee is comprised of three (3) members
appointed by the President. The purpose of this
committee is to review and recommend updates to
the Organization Manual and Constitution to the
Executive Committee and/or membership at the
business meetings.
WEB SITE COMMITTEE (The official address is : www.AMSSA.com)
This committee is comprised of three (3) members
appointed by the President. The purpose of this
committee is to organize and maintain the AMSSA
website.
EXECUTIVE COMMITTEE
I. GENERAL
A. Chaired by the Vice-President.
B. The membership is composed of officers and delegates.
C. A copy of the minutes is sent to the
Vice-President for approval.
D. The Committee must meet at least once per year.
1. It is also recommended that the Committee meet
occasionally with DHS personnel of various levels
and departments or other resources. 2. It is also recommended that the Committee meet at
each Conference.
II. PURPOSE
To act as an administration force for the
Association President and to assist DHS in
establishing practical and efficient accounting
procedures including data processing procedures.
III. RESPONSIBILITIES
A. Gather and disseminate information from and
to each region. B. Keep the organization informed or
coordinate assistance when a project is piloted
in a county. C. Express concerns and suggestions to DHS.
D. Responsibilities can be expanded by the
President of the Association.
CONFERENCES
I. GENERAL
A. There are three (3) conferences held during the year:
1. MSSA Spring Conference
this conference is organized by the MSSA organization.
Planning begins a full year prior to the conference. One
individual is selected to represent AMSSA on the MSSA
conference committee. This individual is responsible to
relay information to the MSSA conference committee
regarding workshop and meeting suggestions of interest
to the AMSSA organization.
2. AMSSA Summer Conference
This annual conference is for all accounting
personnel. Organizations are invited to provide training
in problem areas or to provide training in new or
changed programs or services. This conference is
organized by the AMSSA Association and is not
coordinated with any other organization.
3. Supervisors Fall Conference
This conference is organized by a committee comprised of
Social Service Supervisors, Financial Supervisors, Child
Support Supervisors, Clerical Supervisors, and Fiscal
Supervisors.
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MISCELLANEOUS
I. GENERAL
A. Member Reimbursements
1. Meals, mileage and lodging (IRS Guidelines)
that are not reimbursed by member county, may be
reimbursed by the Association Treasure to any AMSSA
member attending meetings requested by an Association
Officer. Meeting to include but not limited to: Delegate
meetings, conference planning meetings, executive board
meetings and special committees as appointed by
Association President (Annual Meeting conference
excluded).
B. Minnesota Social Service Association (MSSA) Membership
1. Each year, AMSSA will become an agency member of
MSSA at the basic rate for small organizations
(currently the rate is $145) With this fee we
receive four memberships (see Minnesota Social
Service Association (MSSA) Committee).
ELECTION BALLOTS
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CONSTITUTION
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BY LAWS
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Initial Writing Revised Writing Revised Writing Revised Writing Revised Writing |
1982 1987 1990 1991 1993 |
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Revised Writing Revised Writing Revised Writing Revised Writing Revised Writing |
1994 1995 1996 1997 B. Ekstrom, Carlton County 1998 B. Ekstrom, Carlton County |
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