General Responsibilities

1. Attend all meetings of the Board of Directors and the Annual Conference, unless prevented from doing so for health or other unavoidable circumstances.
2. Submit requests for any budget allocations to the Treasurer and Vice President early in the fiscal year. Emergency budget allocations can be submitted upon identification of need.
3. Submit reports of activities, concerns and recommendations prior to the midyear Board of Directors meeting and the Annual Conference.
4. Provide the President and Vice President with copies of all correspondence concerning duties at the time of sending.
5. Provide a suitable briefing and follow-up report for their successor in office, in person or in writing, shortly after the conclusion of their term of office.
6. Make recommendations for Ford Award recipients.
7. Serve as a voting member of the Ford Award.

President

General responsibilities outlined above.

Constitutional Responsibilities

Preside at all meetings of the Association, of the Executive Committee and of the Board of Directors (Article IV, Section 4).

Appoint other such offices and committees as may be deemed necessary for a period of one year, with the approval of the Board of Directors (Article IV, Section 8).

Appoint three months prior to an Annual Meeting, with the approval of the Board of Directors, a nominations committee of three individual members and designate one from among them as chairperson (Article V, Section 1).

Other Responsibilities

1. Provide leadership to maintain CFEA as a worthwhile organization for its membership and as a member of the interfraternal community.
2. Serve as a spokesperson for CFEA, including designation of appropriate representation of the CFEA at such official functions as the annual meetings of the National Interfraternity Conference (formal wear may be required), Association of Fraternity Advisors, Fraternity Executives Association, National Pan-Hellenic Council, National Panhellenic Conference, Professional Fraternity Association, Association of College Honor Societies and others as deemed necessary and appropriate.
3. Make arrangements to hold the CFEA Board of Directors meeting in conjunction with the Midyear Conference.
4. Contact CFEA affiliate members for Directory information and encourage them to participate in CFEA programs, including attendance at the Annual Conference.
5. Write a President’s Message for the Directory and the CFEA website.
6. Suggest topics/articles/authors to the Editor of The Fraternity Editor, and review all material to be included in each issue, in advance of publication.
7. Inform members of CFEA programs and progress through the Directory, The Fraternity Editor and other appropriate means.
8. Prepare meeting agendas (Board of Directors and Annual Meeting).
9. Immediately after the Annual Conference and periodically during the year, consult with the Board of Directors, in general, and the Vice President, in particular, about the work for the year and the personnel involved.
10. Appoint all committee chairmen and members, and—with the Vice President’s assistance—direct them in the performance of the year’s work.
11. Direct all officers in the performance of their responsibilities and assigned activities.
12. Serve as an ex-officio member of the Varner Award contacting the recipient and his/her fraternity to inform them of the honor.
13. Appoint a chair for the Ford Award Committee from prior Ford Award recipients, and serve as a voting committee member.
14. Accompany the CFEA Annual Conference Chairman on the annual Conference site visit, if possible.
15. Review the Constitution and the Handbook annually with the Vice President and the Parliamentarian.
16. Appoint a parliamentarian for the Annual Meeting, in cooperation with the Constitution Committee.
17. Present awards and serve as master of ceremonies as required at the Annual Conference.
18. Host the President’s Reception at the Annual Conference, subject to the availability of funds toward the event.
19. Appoint two non-officers to the audit committee.
20. Appoint and convene a Constitution and Resolutions Committee as needed.
21. Serve as the main contact for the Insurance Policy.

Vice President

General responsibilities outlined above.

Constitutional Responsibilities

Perform the duties of the President at all meetings at which the latter is absent (Article IV, Section 5).

Other Responsibilities

1. Provide consultation, immediately after the Annual Conference and periodically during the year, for the President about the work for the year and the personnel involved.
2. Supervise committee chairmen in the performance of their responsibilities and assigned activities, including compiling reports — planned activities, schedule and budget income/expenditures — for the midyear Board of Directors meeting and the Annual Meeting.
3. Prepare the annual schedule of committee activities, including mailing dates for various materials.
4. Compile year-end reports — achievements according to planned activities, schedule and budget income/expenditures, as well as recommendations — from committee chairmen for assessment and transmittal to incoming chairmen.
5. Review and revise, as appropriate, job descriptions for officers and committees.
6. Chair the Audit Committee.
7. Serve as a member of the Ford Award Committee.
8. Prepare and send, on the behalf of the board, a letter of thanks to the presidents and executives of the organizations of all officers and committee chairs shortly after the conclusion of the midyear board meeting.
9. Review the Constitution and the Handbook annually with the President and the Parliamentarian.

Secretary

General responsibilities outlined above.

Constitutional Responsibilities

Keep accurate minutes of the meetings of the Association, of the Executive Committee and of the Board of Directors (Article IV, Section 6).

Other Responsibilities

1. Distribute minutes to all members of the Board of Directors within three weeks of meetings (and to others on request and approved by the President).
2. Distribute the previous year’s Annual Meeting minutes to all members at the current Annual Meeting.
3. Notify the editor of The Fraternity Editor when minutes are available for distribution upon request.
4. Arrange for production of CFEA stationery.
5. Conduct such CFEA correspondence, including mail ballots of the Board of Directors, as would normally be considered the function of the Secretary and/or as assigned by the President.
6. Chair the Directory Committee, assuming responsibility for Directory copy development, proofreading, production and distribution—with distribution as early in the fiscal year as possible.
7. Serve as a member of the Ford Award Committee.
8. Maintain inventory of special materials, including new member pins, past president medallions, service recognition pins and Varner awards, and, if necessary, order any additional special materials.
9. Compile a list of editors eligible to receive service recognition pins at the Annual Conference.
10. Serve on the Audit Committee.
11. Maintain the CFEA web site as a tool of the office.
12. Update the CFEA membership; provide current membership labels to any member who requests them.
13. Confirm registered agent for incorporation annual renewal.

Treasurer

General responsibilities outlined above.

Constitutional Responsibilities

Be in charge of the Association’s funds, subject to the supervision of the Board of Directors (Article IV, Section 7).

Other Responsibilities

1. Secure a bond on the individual serving as Treasurer.
2. Solicit information to be received early in the fiscal year from committee chairmen as to anticipated income and expenditures relative to the committee’s planned work for the year.
3. Prepare and distribute to the Board of Directors by the current year’s proposed budget.
4. Receive all income and pay all bills of the Association, performing such responsibilities within two weeks.
5. Balance the checking account monthly.
6. Distribute to the Board of Directors and committee chairs quarterly balance sheets of the various CFEA funds and a general statement on the overall financial condition.
7. Present reports of the various CFEA funds and the overall financial condition at all Board of Directors meetings and the Annual Meeting.
8. Invest funds in the amount and manner approved by the Board of Directors.
9. Send membership renewal invoices with the spring Annual Conference solicitation.
10. Contact, by phone, any organizations not renewing membership after one or two notices; report non-renewal reasons to the Board of Directors.
11. Forward membership information received with dues to the Secretary for inclusion in the CFEA Directory.
12. Supervise the maintenance of the CFEA mailing list by verifying and updating information with the Secretary, based on dues payments and related information received from member organizations.
13. Review CFEA’s tax status.
14. Provide a list of new members to the Membership Recruitment Committee and the New Member Committee.
15. Provide a list of new members to the Secretary for new member pins.
16. Serve as a member of the Ford Award Committee.
17. Renew insurance policy annually.

Executive Committee

Consists of the President, Vice President, Secretary, and Treasurer.

Constitutional Responsibilities

Fill vacancies in elected offices, when they occur, for the remainder of the term (Article IV, Section 3).

Meet at such times and places as the President may determine, or by agreement of a majority of the Committee (Article VI, Section 3).

Directors

General responsibilities outlined above.

Constitutional Responsibilities

Serve on the Board of Directors (Article IV, Section 2.)

Other Responsibilities

1. Provide such service as required as a committee chairman or member.
2. Provide leadership and service to CFEA in every way possible.
3. Act as a liaison with the general membership, being sensitive to individual and collective needs.
4. Serve as a member of the Ford Award Committee.

Immediate Past President

General responsibilities outlined above.

Constitutional Responsibilities

Should the Immediate Past President not wish to continue to serve on the Board of Directors, the membership will elect an additional member to the Board of Directors.

Other Responsibilities

1. Serve as an interfraternity liaison.
2. Serve as a member of the Varner Award Committee.
3. Serve as a member of the Ford Award Committee.
4. Be available to the President and the Board of Directors for counsel regarding Association programs and policies based on experience gained through tenure and position of leadership.
5. Serve as a member of the Audit Committee.
6. Serve as Chairman of the Past President’s Advisory Committee.

Board of Directors

Consists of the Executive Committee, Directors and Immediate Past President

Constitutional Responsibilities

Designate the fiscal year for this Association. (Article III, Section 2).

May extend associate membership upon payment of annual dues, as established by the Board of Directors, to any person, commercial suppliers, vendors and others whose resources enhance fraternalism (Article II, Section 3).

May extend honorary membership to any individual based upon past outstanding service to the Association, including but not limited to, service as an elected member of the Board of Directors (Article II, Section 4).

Govern this Association by conducting meetings of the Board of Directors between the Annual Meetings (Article III, Section 1).

Approve other such offices and committees as may be appointed for a period of one year by the President (Article IV, Section 8).

Approve three months prior to an Annual Meeting, a nominations committee of three individual members appointed by the President, one of whom the President has designated as chairperson (Article V, Section 1).

Conduct special meetings from time to time, but transact only such business as specified in the call (Article VI, Section 2).

Meet in concert with the Executive Committee at such times and places as the President may determine, or by agreement of a majority of the Committee (Article VI, Section 3).

Determine the registration fee to be levied for individuals attending the Annual Conference or special meetings of the Association (Article VII, Section 2).