EXECUTIVE BOARD POSITION DESCRIPTIONS

The Executive Board has the duty to transact the business of the association including policy matters and programs; to study all matters referred to it by the members of the association; and to perform such other duties as may be deemed to pertain to the advancement, welfare and the best interest of the association and its members. [IGFOA Bylaws Article III, Section 3.2].  Volunteer leaders are responsible of the direction of the association and the profession it represents. Refer to the Bylaws and Nominating Committee for information on elections and succession.

 

Officers

voting

Board members

voting

Board members advisory

non-voting

President

Member at large - 3

GFOA State Representative
Vice President Chicago Metropolitan Chapter Representative Associate Member Representative
Treasurer South Metropolitan Chapter Representative  
Secretary Downstate Chapter Representative  
Immediate Past President  

 

Responsibilities of each Executive Board Officer and Member

The general responsibilities of the Executive Board members are the following:

  • Promote the association and the profession.
  • Determine the association's mission and purposes, setting priorities for the association to follow.
  • Participates in strategic planning for IGFOA.
  • Determine, monitor and strengthen the association's programs and services.
  • Attends all Executive Board meetings and participates in the discussion and decision making process at the meetings.
  • Supports, respects and upholds the decisions of the Executive Board.
  • Maintains the confidentiality of all matters pertaining to the IGFOA
  • Remains politically nonpartisan on association issues.
  • Participates in programs to learn about the proper duties and functions of a board member and stays abreast of trends and issues affecting the profession.
  • Support the Executive Director and periodically assess performance in carrying out priorities.
  • Copies all correspondence relative to IGFOA matters to the President of the Executive Board and the IGFOA Executive Director.
  • Completes the full term of office.
  • Answers all correspondence in a timely manner and maintains a record of such correspondence.
  • Review the periodic and year-end financial statements of the Association and suggested improvements, if applicable, to internal controls and procedures that may be identified during the course of annual review by an independent certified public accountant, taking action as appropriate.
  • Reviews job descriptions for respective Executive Board positions and committees annually; submits recommended revisions to the Executive Board for approval.
  • Informs the Secretary and/or management staff of address or telephone, fax or e-mail number changes.
  • Ensures that assigned projects/activities stay on schedule and within the approved budget.
  • Submits reimbursement forms and receipts in a timely manner as prescribed by Board policy.
  • Completes assigned tasks in a cost-effective, efficient manner.
  • Orients the successor to the position.
  • Attends IGFOA Annual Meeting.
  • Represents IGFOA at other organizational meetings as requested by President.

President:
The duties of the IGFOA Executive Board President shall be to preside at all meetings of the Executive Board and to ensure that the articles, bylaws and rules adopted by the Executive Board are faithfully executed. The term of office is for one year. The President shall, in general, perform all duties customary to the office of President and such other duties as may be requested by the Executive Board. The President may designate another Officer to act in their behalf. In the event of the President’s inability or refusal to act, the Executive Board shall appoint an Officer to assume the duties of President. The responsibilities of the Executive Board President, in addition to the responsibilities of each Executive Board Officer and Member, are the following:

  • Preside over all meetings of IGFOA.
    1. Prepare the agenda, coordinate and preside over the annual meeting of IGFOA and other meetings as necessary.
    2. Assures that agenda and additional meeting materials are prepared and distributed to members in a timely manner.
    3. If deemed necessary, schedule meetings and conference calls to facilitate communication among Executive Board and/or IGFOA members.
  • Delegate projects, duties and tasks to the members of IGFOA as necessary.
  • Officially represent IGFOA at the annual meeting and other organizational meetings as appropriate.
  • Appoint Committee Chairs and Board Liaisons to each Committee.
  • Review, revise and update the purpose, goals and policies and procedures of IGFOA in collaboration with the IGFOA Executive Board every year.
  • Maintain open communication with the IGFOA Executive Director related to the management of IGFOA operations and administration.
  • Review association management contract compliance and assess Executive Director performance in carrying out Board priorities.
  • Establish and maintain communication with liaisons of other local government associations and organizations as appropriate.
  • Appoint members of the Nominating Committee.
  • Appoint members of the Associate Forum to fill open terms.
  • Appoint ad-hoc committees and task forces as needed.
  • Assures that the Board reviews the periodic and year-end financial statements of the Association and suggested improvements, if applicable, to internal controls and procedures that may be identified during the course of review by an independent certified public accountant.
  • With Executive Director, recognize volunteer contributions in a regular and timely manner.
  • Reviews monthly financial statements, reports regarding the financial condition of Association, performance to budget, investment accounts, and projected financial status
  • Review Executive Board Manual and recommend improvements to the Board.

Vice President:

The duties of the IGFOA Executive Board Vice President shall be to participate in all meetings of the Executive Board and fulfill the responsibilities of President should the President be absent and such other duties as may be assigned by the President of the Executive Board. The term of office is for one year. The responsibilities of the Executive Board Vice President, in addition to the responsibilities of each Executive Board Officer and Member, are the following:

  • Serves as Chair of the Conference Committee.
  • Attends all meetings of the Executive Board and provides a summary of the Conference planning activities.
  • Serves as Board Liaison to a Committee as assigned.
  • Other duties as assigned by President.

Secretary:
The duty of the Secretary shall be to maintain written records of all meetings, conference calls and other appropriate information relevant to the proceedings of IGFOA and, in general, perform all duties customarily incident to the office of Secretary and such other duties as may be assigned by the President. The term of office is two (2) years. The responsibilities of the Executive Board Secretary, in addition to the responsibilities of each Executive Board Officer and Member, are the following:

  • Serve as Conference Program Chair during the second year of tenure.
  • Work with Board Liaisons and Executive Director to compile year end reports of committee activities and progress in meeting Board priorities.
  • Other duties as assigned by President.
  • Records and prepares the minutes of the Annual Business meeting and any special meetings called in accordance with the bylaws.
  • Records and prepares the minutes of all IGFOA Executive Board meetings and conference calls.
    1. Forward the draft of minutes to IGFOA within thirty (30) days after each meeting.
    2. Request that any corrections and revisions of the minutes be submitted back to the Secretary within fifteen (15) days of reviewing the minutes.
    3. Submit the final draft of minutes for approval at the time of the next meeting.
    4. Forward final approved minutes to the Executive Director for association archives.

Immediate Past President

The duties of the IGFOA Executive Board Past President shall be to participate in all meetings of the Executive Board and such other duties as may be assigned by the President. The term of office is for one year. The responsibilities of the Executive Board Past President, in addition to the responsibilities of each Executive Board Officer and Member, are the following:

  • Serves as liaison between the Executive Board and Nominating Committee.
  • Assists the President in review of association management contract compliance and assessing Executive Director performance in carrying out Board priorities.
  • Chairs the Past Presidents Circle, hosting at least one meeting of the Past Presidents each year.
  • Reviews bylaws and recommends changes as appropriate for consideration by the Executive Board.
  • Attends all meetings of the Executive Board and provides an update on Nominating Committee and Past Presidents' Circle activities.

Treasurer:
The duty of the Treasurer shall be to serve as financial officer of the association reviewing revenue and expenditures of IGFOA, ensuring that financial records are maintained and archived for future review, making recommendations pertaining to changes which may affect the financial status of the association and, in general, perform all duties customarily incident to the office of Treasurer and such other duties as may be assigned by the President. The term of office is two (2) years. The responsibilities of the Treasurer, in addition to the responsibilities of each Executive Board Officer and Member, include the following:

  • Understand financial accounting for nonprofit organizations.
  • Prepare and authorize checks and complete ACH approvals twice each month.
  • Manage the association’s cash flow to assure liquidity.
  • Collect quarterly and year-end financial information from each chapter.
  • Assist staff with a review of year-end closing activities, review standard closing entries and authorize additional entries as needed.
  • Prepare drafts of the Association's year end financial statements (Balance Sheet and Budget vs. Actual report), for review by the Executive Director and the President. Forward final draft year end statements for review by an independent certified public accountant retained by the Board. Work with the independent CPA to prepare a draft of IRS Form 990.  File Form 990 with the IRS via certified mail no later than November 15th of each year.
  • Prepare and file other required regulatory reports as needed.
  • Secure and maintain appropriate banking services, updating account authorizations in keeping with the Executive Board policy on internal controls.
  • Collaborate with the Executive Director and President to prepare a recommended annual budget for consideration by the Executive Board.
  • Review financial statements, including the year-to-date budget. Meet or participate in conference calls as needed with the Executive Director and President to review the financial status of IGFOA.
  • Submit timely written reports of the financial status to the Executive Board for review and acceptance at each meeting, and answer board members’ questions about those reports.
  • Serve as administrator of the association’s general ledger and on-line banking services.
  • Review the IGFOA financial policies and procedures annually and make recommendations for improvement as appropriate to the Executive Board.
  • Serve as Conference Program Chair during the second year of tenure.


Member at Large:

The duty of the IGFOA Member shall be to help assure that the IGFOA programs and services are responsive to the needs of members and local government finance staff and such other duties as may be assigned by the President. There are three Member at Large positions on the Executive Board.  Two of the Member at Large positions have a term of 1 year, while the third Member at Large serves a two year term and must not be the chief financial officer (CFO) (i.e. not the finance director or comparable official) of his or her government at the time of election. The responsibilities of all Members at Large, in addition to the responsibilities of each Executive Board Officer and Member, include:

  • Serves as Board Liaison to a Committee as assigned.
  • Encouraged to serve on IGFOA Annual Conference Committee.

Duties of individual Members at Large as assigned by President include:

  • One Member at Large serves as Assistant Treasurer - responsibilities include monthly bank reconciliation no later than the 15th of each month, and preparation of monthly and quarterly financial reports.  Refer to IGFOA Internal Control Procedures for specific assignments.
  • One Member at Large serves as IGFOA coordinator of the joint conference with Wisconsin GFOA, recruiting other IGFOA volunteers as needed and working with Wisconsin GFOA volunteers to plan and deliver the annual program.
  • The non-CFO Member at Large serves as chair of the Assistants Network and is responsible for coordinating and recruiting other IGFOA volunteers as needed to plan and deliver at least three meetings of the Assistants Network each year.
  • The non-CFO Member at Large will encourage Assistant Finance Directors and Professional Staff to participate in IGFOA programs through attendance and volunteer service.
  • The non-CFO Member at Large will work with Committee Chairs to include opportunities for Assistant Finance Directors and Professional Staff to volunteer and to include topics of interest to this audience in IGFOA programs.
  • The non-CFO Member at Large will report on activities and issues for non-CFO members at each Executive Board meeting.

Chapter Representatives

The membership of each recognized regional chapter of the Illinois Government Finance Officers Association shall each elect an active member, who is also an active member of the Illinois Government Finance Officers Association, to serve as that chapter’s representative to of the Executive Board. Such chapter representatives shall have the full rights and responsibilities of other active Executive Board members. [IGFOA Bylaws Article IV Section 4.3.]  The term of office is for one year.  Chapter Representatives may serve subsequent terms as elected by their respective chapter. The responsibilities of the Chapter Representatives, in addition to the responsibilities of each Executive Board Officer and Member, include those are the following:

  • Facilitate communication between IGFOA and their respective chapter.
  • Report on activities and issues for their respective chapter at each Executive Board meeting.
  • Participate in periodic chapter officer update meetings and training.
  • Communicate Executive Board decisions and policy changes to their respective Chapter Board.
  • Guide their respective chapter in implementing the IGFOA Chapter Handbook.
  • Recommend changes and updates to the Chapter Handbook as appropriate.

GFOA State Representative:
The duty of the GFOA State Representative from the IGFOA shall be to provide communication between IGFOA and GFOA. The liaison must be a current public sector member of the IGFOA, as well as a GFOA, and will be appointed by the President of the IGFOA. The GFOA Representative is a non-voting member of the IGFOA Executive Board. The GFOA Representative may serve consecutive terms as recommended by Executive Board President to the GFOA. The responsibilities of the GFOA State Representative, in addition to the responsibilities of each Executive Board Officer and Member, are the following:

  • Possess an understanding of the local, state, and national public finance issues.
  • Facilitate communication between GFOA and IGFOA.
  • Attend the annual conference of the GFOA, particularly the State Representatives meeting.
  • Coordinate IGFOA volunteers to present GFOA Budget and CAFR awards and encourage non-members receiving the award to join IGFOA.
  • Other duties as may be assigned by the President.

Associate Member Representative

The duty of the Associate Representative shall be to provide communication between IGFOA Executive Board and Associate Members. The representative must be a current associate member of the IGFOA. The Associate Representative is a non-voting member of the IGFOA Executive Board. The term of office is for one year.  The Associate Representative may serve subsequent terms as elected by the membership. The responsibilities of the Associate Representative, in addition to the responsibilities of each Executive Board Officer and Member, are the following:

  • Chair the Associate Forum, the associate members' advisory committee to the Executive Board.
  • Facilitate communication between associate members and IGFOA.
  • Encouraged to serve on Conference Committee
  • Make regular reports to the Executive Board regarding the activities and accomplishments of the Associate Forum.
  • Work with staff to provide relevant information about the association and, as appropriate, host informational meetings for prospective and new associate members.
  • Other duties as may be assigned by the President.

TABLE OF CONTENTS

                             

Acknowledgement

Welcome

Mission, Vision and Strategic Priorities

History of IGFOA

Bylaws

Legal Responsibilities

Board Position Descriptions

Board Members Conduct

Antitrust Statement and Policy

Conflict of Interest Statement

Sarbanes Oxley Act Observance

Board Meeting Minutes

Board Policies

Ethics

Financial Matters

Parliamentary Procedure Guide

Nominations and Succession

Organizational Chart and Staff Responsibilities

Board meeting schedule and agenda

Current Executive Board Officers and Members

Chapters

Committees

Glossary of Association Definitions

 

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