CURRENT OFFICERS & DELEGATES PRESIDENTIAL DUTIES GENERAL COMMUNICATIONS CONFERENCES COMMITTEES VICE-PRESIDENTIAL DUTIES	SECRETARY-TREASURER DUTIES DELEGATE AND ALTERNATIVE DUTIES EXECUTIVE COMMITTEE ELECTION BALLOTS CONSTITUTION BY-LAWS REVISIONS

2008-2009 OFFICERS & DELEGATES

 

	OFFICERS
	President Sheila Ellingboe, Kandiyohi County Vice-President Jerry Vyskocil, Nobles County Secretary Treasurer Leon Anderson, Otter Tail County
	DELEGATES
	REGION 1 2 3 4 5 6E/6W 7E 7W 8 9 10 11	TERM EXPIRES June 2009 June 2010 June 2009 June 2010 June 2009 June 2010 June 2009 June 2009 June 2010 June 2009 June 2010 June 2009		DELEGATE Gwynne Roadfeldt Roseau County Janelle Vance Beltrami County Kathleen Ryan Atkin County Shannon Bode Pope County Amie Spartz Wadena County Val Mersch Renville County Von Meyer Mille Lacs County Marsha Kutz Wright County Lyn Rayburn Redwood County Kelly Pauling Watonwan County Candance Dammen Olmsted County Denise Heckmann Carver County	ALTERNATE David Stene Norman County Carolyn Hutman Hubbard County Roxanne Mertes Itasca County Don Kuismi Douglas County Chris Soule Todd County Donna Valek Big Stone Terry Price Kanabec County Cindy Bayles Sherburne County Bob Pankratz Cottonwood County Lisa Stadler Nicollett County Nicki Moline Wabasha County Vacant
	COMMITTEE TERMS
	Audit Committee			Constitution Committee
	Sheila Ellingboe Kathy Werner Lisa Stadler	June 2009 June 2010 June 2011		Larry DeMars Mark Jenson Kathy Ryan	June 2009 June 2010 June 2011
	Website Committee			Merit System
	Jerry Vyskocil Kelly Pauling Shelley Koen		June 2009 June 2010 June 2011	Nancy Walker	2010

If you wish to view the regional breakdown map please CLICK HERE.

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


This conference is organized by a Committee representing social Service Supervisors, Financial Supervisors, Clerical Supervisors and Fiscal Supervisors. Be sure the new Chairperson of the Fall Conference Committee knows who our representatives are.
The President is responsible to:

a. Be sure the Accountants 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.

 

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

Appointed as required

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

Link HERE to view the Constitution.

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BY LAWS

Link HERE to view the By Laws.

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