RESPONSIBILITIES, RIGHTS, AND OBLIGATIONS OF THE MEMBERS Subject to ASFPM bylaws, each member of the Association shall be entitled to: A copy of the bylaws and understanding of its contents. Receive all notices and attend all membership meetings. Present business, participate in debate, and vote on matters as needed Inspect the Association's records. Insist upon enforcement of the bylaws, standing rules, and rules of parliamentary procedure. Each member shall be obligated to: Promptly pay dues. Accept majority rule on decisions. Work and collaborate effectively with the elected officers and Board of the Association. Recruit new members and generally promote the goals and objectives of the Association. Be a contributing member, serve on committees, and when offered, complete assignments in a timely and professional manner. Offer friendly assistance to new members and be supportive of the mission of the Association at all times. Protocol within the Association meetings requires that members: Arrive on time for a meeting and attend the meeting as long as personal/professional circumstances allow. Develop the art of listening, be well-mannered and attentive at all times. RESPONSIBILITIES OF THE PRESIDING OFFICER The presiding officer at meetings of the Association and of the Board of Directors normally shall be the Chair of the Association. It shall be the duty of the presiding officer of an assembly to: Open the meeting at the appointed time by taking the Chair and calling the meeting to order. Announce in proper sequence the business that comes before the assembly in accordance with the prescribed agenda. Recognize members who are entitled to the floor. State and to put to vote all questions that legitimately come before the assembly as motions or that otherwise arise in the course of proceedings, and to announce the result of each vote. Refuse to recognize obviously frivolous or dilatory motions. ASFPM Policy and Procedures 19 Revised: 2/7/2006
Follow accepted rules relating to debate, and to order decorum within the assembly. Expedite business in every way compatible with the rights of members. Authenticate by signature, when necessary, all acts, orders, resolutions, and proceedings of the assembly. Declare the meeting adjourned at the time prescribed in the agenda, or where applicable, when the assembly so votes. RESPONSIBILITIES OF THE CHAIR The Chair is the chief elected official of the Association. In that capacity and subject to ASFPM bylaws, the Chair shall: Call meetings of the Association and of the Board of Directors and be the presiding officer at such meetings. Create, appoint, discharge and serve as a non-voting member of all committees (except the nominating committee). Present annual goals and objectives and a budget for approval by the Board of Directors. Represent the Association in all matters or as duly delegated by the Board, or delegate such representation to other members or staff of the Association. Oversee the day-to-day activities of the Executive Director, who shall oversee all other Association staff. This will include a yearly evaluation of the Executive Director, providing the basis for an evaluation thereof to the Board of Directors. Perform other duties as are customary to the office and as outlined in the Constitution, By-Laws and this manual or other Board directives. The Chair may appoint the Parliamentarian for the Association. The Chair shall provide the Parliamentarian with a copy of the Rules of Order as set forth in the Constitution and the Bylaws of the Association. RESPONSIBILITIES OF THE VICE CHAIR As an elected official of the Association and subject to ASFPM bylaws, the Vice Chair of the Association shall: Serve on the ASFPM Board of Directors and fulfill the obligations of a Board member. Preside and serve as Chair in the absence of the Chair. Assist the Chair in administering the programs of the Association. Assume other duties as the Chair and the Board of Directors may deem necessary from time to time. Hold quarterly conference calls with the Association Policy Committee Chairs Serve as a liaison to the Policy Committees in order to pass along timely information and/or solicit relevant Committees for responses to federal legislative issues and other matters ASFPM Policy and Procedures 20 Revised: 1/9/2007
RESPONSIBILITIES OF THE SECRETARY As an elected official to the Association, and subject to ASFPM bylaws, the Secretary in cooperation with the office of the Executive Director shall: Serve on the ASFPM Board of Directors and fulfill the obligations of a Board member. Notify members of all meetings as required by the Bylaws. This function may be delegated to the Executive Office. Keep a complete set of the official minutes of all general membership and Board of Director's meetings. Establish policies and procedures for keeping official records of the Association including membership lists, resolutions, and the Constitution and Bylaws. RESPONSIBILITIES OF THE TREASURER As an elected official to the Association, and subject to ASFPM bylaws, the Treasurer in cooperation with the office of the Executive Director shall: Serve on the ASFPM Board of Directors and fulfill the obligations of a Board member. Establish policies and procedures for keeping and disbursing all the funds of the Association as directed by the Board of Directors. Establish policies and procedures for maintaining the Association's financial books and distribute a quarterly financial statement to the Board of Directors. Establish policies and procedures for causing an annual audit of Association finances to be prepared. Establish policies and procedures for preparing and submitting a federal tax statement to the Internal Revenue Service. RESPONSIBILITIES OF REGIONAL DIRECTORS Regional Directors are designated individuals representing the members within the geographical areas of the country that correspond to the delineated regions in the ASFPM by-laws. Subject to ASFPM bylaws, Regional Directors shall: Serve on the ASFPM Board of Directors and fulfill the obligations of Board members. Conduct regional meetings as necessary and at the request of regional members. Solicit, compile, and present the interests and concerns of their regional members to the Board of Directors and to FEMA regional offices. Disseminate ASFPM information to regional members as necessary. Promote the goals of the Association within their region, recruit new members and encourage active participation in the Association of its members. ASFPM Policy and Procedures 21 Revised: 1/9/2007
Prepare once a year a report summarizing significant issues within the region for publication at the annual meeting and on the Association s web site and membership directory. Collaborate and when possible and appropriate attend, or find representation to attend chapter conferences, meetings, workshops and other relevant gatherings of other organizations in that region with similar goals and missions as the Association. RESPONSIBILITIES OF CHAPTER DIRECTORS Chapter Directors are designated individuals representing state or multi-state chapters. Subject to ASFPM Bylaws, the Chapter Directors shall: Serve on the ASFPM Board of Directors and fulfill the obligations of a Board Member Solicit, compile, and present the interests and concerns of chapters to the Board of Directors. Disseminate ASFPM information to the chapters. Promote the goals of the Association, recruit new members and encourage active participation in the Association by members. Prepare an annual report for publication at the annual meeting and to post on the ASFPM website, summarizing significant activities and issues among the chapters in their district, efforts made to help established state and regional floodplain associations to become chapters, and efforts made to assist emerging floodplain associations. Collaborate and when possible and appropriate attend, or find representation to attend Chapter meetings, other meetings, workshops and other relevant gatherings within their chapter district of other organizations with similar goals and missions as the Association. RESPONSIBILITIES OF THE BOARD OF DIRECTORS The Board of Directors is the governing body of the Association, and in this capacity and subject to ASFPM bylaws, shall: Consider and act on all appropriate Association business. Determine when and how Committee Reports and actions of the Board shall be made public. Be the custodian of all Association property. Act on and approve all Association policy positions. Review, amend, and approve the goals and objectives and annual budget of the Association. Establish procedures to authorize or approve all contracts covered above and expenditures through the use of email and/or conference calls as appropriate. Review Association Committee programs and budgets prior to Board meetings and be prepared to comment and take action when the Board convenes. Assign and brief an appropriate Proxy, if not able to attend a Board meeting. Regional Director Proxies need to be a MEMBER from that Region. A Chapter Director Proxy must be an ASFPM member and a ASFPM Policy and Procedures 22 Revised: 1/9/2007
member of an ASFPM Chapter in the District the Chapter Director represents. An Officer proxy can be any member of ASFPM. Committee Chairs can be proxies. RESPONSIBILITIES OF COMMITTEE CHAIRS Committees are the vehicles used by the Association to shape policy which will accomplish its goals and objectives. Committee Chairs shall: Call meetings of their committees and be the presiding officer at such meetings. Attempt to attend all Association general membership and Board of Directors meetings. Develop Goals and Objectives along with an action plan to carry out those Goals and Objectives and submit same to the Board of Directors for approval annually. Cause policy to be reviewed and developed in their areas of committee interest and recommend such policy to the Board of Directors for adoption. Assist Board of Directors in the development of Goals and Objectives for the Association as a whole. Implement Board of Directors policy relating to their committee. Represent the Association in matters related to their committee, or as duly delegated. Delegate committee work assignments to committee members or Sub-Committee Chairs where possible as a means to groom new leaders in the Association. Prepare an annual progress report on the accomplishments of the committee to be presented to the Board of Directors and General Membership at the Annual Conference and to be incorporated into the Annual Summary Report in the Membership Directory and on the web site. Work with the ASFPM Vice-Chair, who is the Policy Committee Coordinator to ensure the interests of the Association are being adequately addressed. Conduct outreach activities to develop contacts outside the Association who can help the Association meet its objectives and to recruit new members. When appropriate and timely, develop position papers on relevant matters of interest and if appropriate, work with the ASFPM Project Manager to develop and solicit projects for ASFPM Executive office to pursue in the interest of furthering ASFPM issues. Large Committees will need to delegate tasks to Sub-Committees for research and development of an issue. Sub-Committee Chairs are responsible to their respective Committee Chair for the following: Take an issue and develop it to its conclusion (position paper, draft resolution, etc.) Work with the Committee Chair and if appropriate the Association Project Manager to develop the scope of work for the designated work assignment. Use members of the Committee, Association staff, other Association members and/or outside resources to develop the issue and arrive at the appropriate and reasoned conclusion. Keep the Committee Chair informed through periodic progress reports. Prepare a final report prior to the ASFPM Annual Meeting describing the progress toward achieving the stated objective of the subcommittee. Submit final work products (position paper, resolution, etc.) to the Committee Chair for submittal to the Board of Directors. ASFPM Policy and Procedures 23 Revised: 1/9/2007
RESPONSIBILITIES OF POD FACILITATORS The Pod Facilitator is to assist with the communication and administrative operations of policy committees (those which have significant overlapping goals and objectives), while enhancing joint committee interactions and communications. Additionally, the Pod Facilitator provides information and assistance to the group committees but does not limit the committees scopes of activities or their ability to interact with the Board, Officers, or Executive office staff. In general, the Pod Facilitator will coordinate and represent the pod. The Facilitator will serve in the role of transferring information from his or her respective committees to the Board, but preferably, the Committee Chair or designee will fulfill this responsibility. Example duties are: Work with the ASFPM Vice-Chair, who is the Coordinator for all the Association s Policy Committees, in assisting the committees achieve the goals and objectives of ASFPM. Call meetings of the policy committee co-chairs (of the pod) for status updates, cross committee discussions, annual goal development, and preside at such meetings. Represent the interests and concerns from the committees in the Pod at ADCO retreats. Attempt to attend all Association general membership and Board of Directors meetings. Monitor and participate on Policy Committee Chair meetings called by the Vice-Chair. Solicit from each pod member committee its Goals and Objectives; facilitate the integration of the same with other committees within the Pod in a manner to recognize any overlaps. Compile a summary of the Pod s top priority Goals and Objectives as well as action plans, and submit to the Executive Office and Vice-Chair. Provide a quarterly report of Pod activities to Executive Office and Vice-Chair for distribution to Board. Committees may also submit separate reports on their activities. Assist the Vice-Chair in coordinating the preparation, by each policy committee in the pod, of an annual progress report on the accomplishments of the policy committee to be presented to the Board of Directors and General Membership at the Annual Conference and to be incorporated into the Annual Summary Report in the Membership Directory and on the web site. In coordination with the Vice-Chair, provide verbal report of the activities of the committees within the Pod and Pod activities at the annual members meeting. Recommend to ASFPM Chair candidates to fill policy committee co-chair vacancies. ASFPM Policy and Procedures 24 Revised: 1/9/2007