Officers of the Jacksonville Chapter

Provides administrative guidance and direction for the chapter's structure and programming, and officially represents the chapter at all levels.

Key Responsibilities

• Voting representative at National Conventions, National Executive Board Meetings, and Regional Conferences.
• Provides a written report to the chapter membership at the first chapter business meeting.
• Serves as Chair of the Executive Committee and Ex-officio non-voting member of all committees.
• Signs all contracts for the chapter and is one of three persons authorized to sign all Purchase Orders (except the President's own).
• Leads ritualistic services and ceremonies — traditional festivities, celebratory events, and more.
• Ensures the chapter operates under an approved budget and reviews the Internal Audit report before submission.
• Completes and signs the Acceptance of Fiduciary Responsibility Form, ensuring all Fiscal Officers do the same.
• Strengthens public relations and maintains cooperative ties with other veteran organizations.
• Calls special meetings only when essential, and represents the chapter at national, regional, and community events.

Performs all duties of the Chapter President in the President's absence, resignation, or incapacitation.

Key Responsibilities

• Serves on the Chapter Executive Committee.
• Acts as alternate chapter representative at National Executive Board Meetings and Regional Conferences in the absence of the President.
• Provides a written report to the Chapter membership at the first chapter business meeting after representing the chapter.
• Serves as ex officio member of the Membership Services Committee.
• Assists the Chapter President in appointing program chairpersons.
• If acting as President, fiscal duties are shared with the Executive Committee until a new President is elected.

Voting member of the Executive Committee and custodian of all chapter records, minutes, and votes.

Key Responsibilities

• Sends meeting notices to membership and records accurate minutes of all chapter, executive, special, and called meetings.
• Presents minutes of chapter meetings to the President within five days following the meeting.
• Distributes previous minutes to members and maintains accurate attendance records.
• Records all chapter votes and secures committee reports in a permanent media of record.
• Maintains records for the time required by county, state, and federal laws.
• Compiles all committee appointments for distribution to chapter members.
• Ensures motion forms are available at executive committee and chapter meetings.

Voting member of the Executive Committee responsible for managing all incoming and outgoing chapter correspondence.

Key Responsibilities

• Reads correspondence to membership and sends meeting notices.
• Picks up the chapter's mail weekly and informs the President of all incoming correspondence.
• Distributes committee correspondence to the appropriate Chair or designee.
• Provides a log of National, Regional, State, and Local correspondence at Executive Committee and general meetings.
• Maintains all yearly correspondence in a secure, permanent file.
• Works in conjunction with Public Relations as needed for events and programs.

Receives, records, and reports all income to the chapter, and authorized to sign bank checks.

Key Responsibilities

• Issues receipts and keeps records of all income and related funds, coordinating with the Treasurer for deposit within two business days.
• Assists the Treasurer with National-level dues payments and the annual financial report.
• Prepares written and verbal reports for each monthly Executive Committee and Chapter meeting.
• Notifies members via Corresponding Secretary, Membership, and President of dues amounts and deadlines.
• Serves on the Budget and Finance Committee and prepares the roster of financial chapter members.
• Notifies the President of any lapse in eligibility of officers, appointed positions, or committee chairs.
• Turns books over to the Internal Audit Committee two weeks after the fiscal year closes.
• Completes and signs the Acceptance of Fiduciary Responsibility Form and attends finance training workshops.

Serves as keeper of chapter funds and accounts, monitoring all expenditures of the chapter budget.

Key Responsibilities

• One of three persons authorized to sign Purchase Orders, Reimbursement Vouchers, and checks (except the Treasurer's own).
• Disburses all outgoing funds, balances monthly bank statements, and prepares written and verbal reports for each Executive Board and Chapter meeting.
• Serves as Chair of the Budget and Finance Committee and prepares a three-year budget, modifying as needed.
• Works closely with the Financial Secretary to ensure all financial records are accurate.
• Deposits all funds within two business days of receipt and notifies individuals of any returned checks.
• Submits National dues within 30 days of receipt and presents an annual operating budget to the chapter for approval.
• Works toward bonding all fiscal officers and signs the Acceptance of Fiduciary Responsibility Form.
• Turns books over to the Internal Audit Committee two weeks after the fiscal year closes and attends finance training workshops.

Performs all duties of the Treasurer (except signing checks and depositing funds) when needed.

Key Responsibilities

• Steps in at the request of, or in the absence of, the Treasurer — including resignation or incapacitation.
• Serves as a member of the Budget and Finance Committee.
• Completes and signs the Acceptance of Fiduciary Responsibility Form.
• Attends finance training workshops.

Collects and disseminates timely information about the chapter's community service and activities to the public.

Key Responsibilities

• Advises the Executive Board on matters that strengthen public relations in the community.
• Serves as editor of the chapter newsletter and chair of the newsletter committee.
• Collects and edits newsworthy materials for national, regional, state, and local publications.
• Notifies print and broadcast media of all newsworthy chapter activities.
• Responsible for publicity in chapter, regional, and national newsletters and local media.

Advises the Chapter President, officers, committees, and members on parliamentary procedure.

Key Responsibilities

• Guides procedures using the chapter's Policies and Procedures and the current edition of Robert's Rules of Order.
• Serves as chair of the Policies & Procedures Committee.
• Keeps a current copy of the Bylaws, Chapter Rules of Order, Policies and Procedures, and Robert's Rules of Order available at chapter meetings.

Sets the spiritual tone of meetings and serves at chapter gatherings as requested by the President.

Key Responsibilities

• Maintains accurate records of deceased members for reports to the Regional Director and the National Chaplain.
• Serves as Chair of the Spiritual Care Committee.

Assists the President in maintaining order and supervising admittance to chapter meetings.

Key Responsibilities

• Guards against intrusion and ensures members and guest speakers adhere to current Protocol for meetings and ceremonies.
• Notifies the Recording Secretary upon determination of a quorum.
• Distributes and collects voting cards, agendas, and other materials at chapter meetings.
• Provides the Secretary with a list of attendees at chapter meetings.

Maintains an annual chronicle of all chapter activities and preserves the chapter's heritage.

Key Responsibilities

• Keeps a compiled scrapbook with photographs, news clippings, programs, and other artifacts.
• Submits a written chronicle of the year's chapter activities at the end of each fiscal year.
• Maintains a list of chapter awards and certificates and ensures pictures are taken at chapter activities, National Conventions, and Regional Conferences.
• Displays the chapter scrapbook at meetings and special chapter occasions throughout the year.
• Serves as Chair of Heritage and Archives.
• Collects written reports from chapter committees highlighting their activities for the year.
• Advises the chapter on preservation, maintenance, and organization of chapter archives and historical materials.