ORGANIZATIONAL MANUAL OF THE
ASSOCIATION OF
MINNESOTA SOCIAL SERVICE ACCOUNTANTS
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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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2008-2009 OFFICERS
& DELEGATES
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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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III. CONFERENCES (REQUIRES IMMEDIATE ATTENTION BY
NEW PRESIDENT)
The President is responsible to:
A. Be sure the Accountant's Conference Committee is
functioning. Remember all Conference Committees work a
full year prior to the designated conference.
B. Be sure the Conference Committee schedules an
Executive Committee Meeting.
C. Prepare an agenda for the Business Meeting to be held
at the summer and fall conferences.
There are three (3) conferences held during the year:
1) MSSA Spring Conference
Planning begins a year ahead of the Conference.
Notify MSSA of the President's name and our Spring
Conference Committee Chairperson. MSSA is in charge
of the total Conference, however, we need
representation on the MSSA Committee. Our conference
Committee will be assigned a number of slots by MSSA
to fill with workshops, business meetings, etc.
Generally opening and closing sessions and one other
slot is left open so fiscal persons can attend other
meetings.
2) AMSSA Summer Conference
This is for all accounting personnel. Other DHS
personnel are invited to give training in problem
areas or to give training in new or changed programs
or services. This workshop is totally organized by
the Association and is not coordinated with any
other organization.
3) Supervisors Fall Conference
4) Conduct all organizational business meetings.
5) The Annual Meeting is held at the Summer
Conference. The President is expected to give a synopsis
of the previous year's activities of the organization.
6) Authorize the minutes of each business meeting.
7) Instruct the Secretary to include the minutes in
the Summer Conference package.
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IV. COMMITTEES
1) EXCUTIVE COMMITTEE
This is composed of the elected delegates, the
alternate delegates and officers. The Vice-President
is the Chairperson of the Executive Committee.
2) NOMINATING COMMITTEE
This is appointed by the Vice President as Chair
Person of the Executive Committee
3) CONFERENCE COMMITTEE
Summer Conference Business Meeting:
a.Request volunteers for next year's Spring
Conference.
b.Appoint a Regional Committee for the next
year's Summer conference according to a rotation
schedule.
c.Appoint a Regional Committee for the next
year's Fall Conference according to a rotation
schedule.
It is recommended that the Conference committees
be appointed by region according to a rotation
schedule. A rotation schedule will assure all
regions take responsibility for planning
conferences. It is also highly recommended that one
person from the previous Conference Committee work
with the new committee.
4) MERIT SYSTEM PERSONNEL COMMITTEE
This is a special committee to keep in contact with
Merit System. This committee reports at the Business
Meeting and makes membership appointments for the
Committee as needed.
5) OTHER SPECIAL PROJECT COMMITTEES
6) TRAINING COMMITTEE
This committee is for the purpose of organizing and
providing appropriate training for the Association.
Members are appointed to the committee at the Annual
Business Meeting.
7) AUDITING COMMITTEE
This committee will consist of three (3) appointed
members who will provide an annual audit report at
the Summer conference business meeting.
8) BY-LAWS COMMITTEE
This committee is appointed by the President, as
required, to review and recommend updates to the
Organization Manual, Constitution and By-Laws to the
Executive Committee.
9) Meals, mileage and lodging (IRS Guidelines)
that are not reimbursed by member county, may be
reimbursed by the Association Treasure to any AMSSA
member attendint meetings requested by an Association
Officer. Meeting to inclue but not limited to: Delegate
meetings, conference planning meetings, executive board
meetings and special committees as appointed by
Association President (Annual Meeting conference
excluded).
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VICE-PRESIDENTIAL DUTIES
1) Keep in contact with the President to be prepared
to fill in when necessary.
2) The Vice-President is Chairperson of the Executive
Committee and is responsible for planning and calling
committee meetings.
3) Appoint a Nominating Committee with representation
statewide wia telephone area codes.
4) The Organization Manual will be updated annually.
It should be reviewed by the officers and the Executive
Committee prior to the Annual Business Meeting.
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SECRETARY-TREASURER DUTIES
1) Record minutes of all business meetings.
a. Have minutes reviewed by the President.
b. Copies of the minutes will be mailed to all
counties not in attendance.
2) Membership Rosters
a. Maintain current conference registration
participation.
3) Maintain a record of all financial transactions
a. Give Treasurer's report at all business meetings.
4) Maintain an up-to-date list of fiscal personnel by
county with the following data:
- Job classification
- Phone number
- E-mail address
- Address
- Beginning date of service
a. This list is maintained by notice received from
regional delegates of new appointments.
b. This list is to be forwarded to the
Vice-President after the Secretary has documented
the information.
c. Be sure each delegate is notified of the
Secretary's name and address as contact person for
the updated notice.
d. Supply each member with the updated list at the
annual business meeting.
5) A limited number of the Organization Manual,
By-Laws and Constitution will be available at the annual
business meeting. Additional copies will be mailed to
members upon request.
6) The By-Laws and Constitution will be an agenda
item. The President will invite suggestions or updates.
7) Maintain in a neat and orderly fashion a set of
officeal organizational records by year.
a. Business meeting minutes and a copy of all
handouts.
b. All financial records and reports.
c. By-Laws and Constitution.
d. Up-to-date membership roster.
e. Copy of all committee minutes. Keep separate from
business meeting minutes.
f. Current copy of the Organizational Manual. Keep a
dated record of changes made to the manual.
8) Prepare previous year's records for permanent
storage.
9) Purchase an engraved retirememt gift of their
choice for any individual retiring from AMSSA. Delegates
from each region should inform the President of any
retired person(s) interested in attending our Conference
so an invitation may be sent to them.
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DELEGATE AND ALTERNATE DUTIES
1) Active member of the Executive Committee.
2) Hold meetings within your region.
a. To gather or disseminate information from the
President, Executive Committee, DHS or other service
organizations.
b. Keep the fiscal people in your region well
informed.
c. to invite resource persons or discuss any problem
situation in the day-to-day business of social
services.
d. Obtain nomination of delegates and alternates
when Nominating Committee requests.
3) Notify the Secretary-Treasurer of items of
interest about members in your region.
- Retirement
- Resignations
- Illness
- New People
4) Contact new fiscal personnel in your region. Make
them aware of the organization. Supply them with
Organizational Manual, By-Laws and Constitution.
Encourage them to attend the first conference available.
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EXECUTIVE COMMITTEE
1) Chaired by the Vice-President.
2) The membership is composed of officers, delegates
and alternates.
3) Appoint a secretary to record the minutes. A copy
of the minutes is sent to the President and organization
Secretary for permanent record.
4) The Committee must meet at least once per year.
a. It is also recommended that the Committee meet
occasionally with DHS personnel of various levels
and departments or other resources.
b. It is also recommended that the Committee meet at
each Conference.
5) Purpose
a. To act as an administration force for the
Association President.
b. To assist DHS in establishing practical and
efficient accounting procedures including data
processing procedures.
6) Responsibilities
a. The delegates will gather and disseminate
information from and to their Region.
b. Keep informed or assist when a project is being
tried in a pilot county.
c. Express concerns and suggestions to DHS.
d. Each delegate is responsible to obtain
nominations for delegate and alternate from their
region and report to the Nominating committee when
terms are expiring or to fill a vacancy.
e. Review notice from delegates of new fiscal
personnel. It is the delegate's responsibility to
contact new personnel within their region.
f. Review the membership roster for the purpose of
contacting non-member counties to encourage them to
join the organization.
g. These responsibilities can be expanded by the
President of the Association.
h. Amend the Constitution, if expediently necessary,
and report any amendments to the membership at the
next Association business meeting for ratification.
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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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