• Receive and record the receipts from the Membership Committee and Conference Committee (and any other committees that may generate revenue) to include income as well as expenditures as per the Finance Policies and Procedures.
• Prepare quarterly financial reports and disseminate to the Executive Board.
• Reconcile all accounts.
• Make a financial report at each general and special meeting of the membership and of the Executive Board.
• With input from the past Conference Chair, provide a financial report on the annual conference account at the summer Executive Board meeting.
• Forward items of historical value to the Secretary.
• Help conduct negotiations with the conference hotel.

The Past President shall:

Be a non-voting consultant to the Executive Committee and may be recalled by the Executive Committee or the membership like any other member.  If the Past President cannot serve his/her term, the President may appoint someone to carry out the duties of Past President and:

Chair the Elections Committee and be responsible for oversight of the call for nominations, balloting, and report election results. All results must be verified by at least two other committee members

Section II:  Standing Committees

• The following standing committees may exist: Awards, Certification, Chapters, Constitution & By-laws, Distance Learning, Diversity, Elections, Membership, Peer Tutoring, Publications, Public Relations, Research, Standards & Ethics, and Conference. 
• Chairpersons of the standing committees shall be appointed by the President upon consultation with and majority approval of the Executive Board.
• Special committees may be created as deemed necessary by the President or the Executive Board.
• Standing Committee Chairs serve at the pleasure of the President and the majority of the Executive Board.

Chairpersons shall:

• Select the membership of their committees, except as otherwise noted in ATP legislation.
• Arrange meetings of their committees.
• Conduct the correspondence of their committees.
• Coordinate committee activities.
• Submit a written report at each regular meeting of the Executive Board.
• Approve committee expenditure requests.
• Recommend future committee activities.
• Provide for a smooth transition to the new chairperson, including the transfer of records.
• Perform other duties as requested by the President or Executive Board
• Attend the annual conference.
• Forward items of historical value to the Secretary.
• Be available to work before, during, and after the annual conference as requested by the President and Conference Chairs.
• Be certified ATP members in good standing at the time of their appointment and maintain membership in good standing throughout their appointed terms..
• Be notified by the President in writing of their appointment within thirty days of the conclusion of the annual meeting.
• Receive from the President the following list of duties in writing, along with the written charge to their committees.

Membership Chair: 

• All membership records belong to the ATP. No one person or group has sole right to deny access to these records or to prevent the reasonable usage of these records for the good of the association.
• The Chair of the Membership Committee shall ensure that all databases are maintained and updated to include all members of the association.
• Membership information may not be used for commercial purposes.

Publications Chair:

• Publications shall encompass the website and the newsletter.
• The Chair shall be responsible for the initial design and set-up of these publications.
• Final approval of all published materials is reserved to the Executive Board.
• The Chair shall manage the website which will, according to the By-Laws, be required to contain the Constitution and the By-Laws.

Certification Chair:

• Certification requirements must be approved by a majority vote of the Executive Board.
• Certification fees shall be paid to the Treasurer for deposit into the ATP account
• A Certification Committee shall review and approve all requests for certification. Standards and requisites must be maintained. No changes to this requirement shall be made without a majority vote of the Executive Board. 

Section III: Special Committees

Special committees may be created as deemed necessary by the President or the Executive Board and with a majority vote of the Executive Board.

Section IV:  Financial Holdings

The ATP shall keep a master checking account and support checking accounts for the membership and conference committees (and any other committees that may generate revenue) through which to conduct any necessary organizational transactions.  The committee chairpersons are responsible to report income and expenses to the treasurer as per the Finance Policy and Procedures. The Treasurer is responsible for making a financial report at each general and special meeting of the membership or the Executive Board. The Finance Policies and Procedures that have been approved by the board will govern all financial activities of the ATP.

Section V:  Membership

The ATP will maintain equal membership fees for professional administrators (Regular Members) and Student tutors for the present.  However, the fee structure may be changed as the Executive Board determines the best means to cover the expenses incurred by the association.

Section VI:  Conference

At Conference Immediately After Induction:

1. Preside at the final Executive Board meeting during or at the close of the annual conference:

• Introduce new officers and obtain address and telephone list of all Board members.  Obtain list of new officers' presidents/deans and their institutional addresses.
• Call for transfer of officers' notebooks to new officers.  Each of these notebooks should include a description of duties and possible annual budgetary needs of the office. Determine stationery and brochure needs of officers.
• Select date for summer Board meeting, with Board approval.
• Call for new business.

2. Appoint chairpersons with the advice of the Executive Board.

Immediately after Conference:

1. Write President's column for ATP Newsletter.
2. Write letters to corporate sponsors to thank them for their services
3. Write letters for outgoing and incoming Board members; write thank-you letters to conference planners and presenters, and send letters to their presidents/deans informing them of the participation of their faculty/staff member(s) at the conference and thanking them for their institutional support. (These letters should be sent within one month of the conference.)
4. Write a letter to hotel management thanking those responsible for accommodations provided.

First Quarter after conference:

1. Provide to the Membership Coordinator revised letters for new and renewing members.
2. Handle any issues needing immediate attention raised at the annual conference Board meetings.
3. Work with the Secretary and Membership Coordinator on updating the Association brochure, website and other promotional materials as needed.
4. Begin working/communicating with Conference Committee Chair and the Executive Board regarding conference site selection for three years into the future.
5. With assistance of Treasurer, provide a report on the annual conference account at the summer Executive Board meeting.
6. Close conference account and return any leftover monies to General Fund.

Second Quarter After Conference:

1. Work with Treasurer on budget-related needs from officers, chairs, standing positions, etc.
2. Determine dates the Board will meet at the annual conference; notify Board.

Third Quarter After Conference:

1. Write President's column for Newsletter.
2. Invite NADE, CRLA President-Elect to annual conference Board meeting.
3. Discuss with the Board the focus of the conference plenary session. Follow through on decisions for implementation of ideas.
4. Distribute draft of annual conference Board meeting agenda and request additional items.
5. Notify committee chairs and standing positions of annual conference report needs. 
6. Review agreements of collaboration with other organizations, and update or revise as necessary.

Immediately before Conference:

1. Confirm with Elections Chair that ballots are ready for distribution.
2. Notify membership of upcoming election
3. Distribute final annual conference Board agenda.
4. Request names of persons to receive Certificates of Appreciation at the conference; arrange to have certificates printed.  Coordinate the presentation of awards with Awards Chair, and other Executive Board and Committee members.
5. In concert with President-Elect, determine chairpersons who will be reappointed and those who need to be replaced. Correspond with new designees to get their approval prior to conference, if possible. Forward new chairs their job descriptions, specific charges and/or goals, and time frames for the forthcoming year.
6. Update President's "notebook" in preparation for transition to incoming president.

At Conference, moving into Past-Presidency:

1. Conduct Conference Board meetings and preside at all general sessions.
2. Conduct the State/Regional Director's and Chapter President's Leadership Institute.
3. Induct incoming President. Give Presidential plaque and gavel. 
4. Transfer to incoming President correspondence and office-related information

After Conference:

1. Write Past-President's column for ATP Newsletter.
2. Prepare versions of presidential address and submit to ATP Newsletter

At Annual Conference Preceding:

1. Participate (as non-voting member) in pre-conference Board meetings and as a voting member at end of conference Board meeting.
2. Distribute Calls for Proposals at the conference.
3. "Recruit" potential speakers at the conference.
4. Observe, discuss, listen for ideas for the next conference.

Immediately following Annual Conference upon induction:

1. Serve as conference program chair.

a. Contract keynote speakers.

b. Prepare specific documents for Board approval at the summer Executive Board meeting:

• Conference budget, including input and projected amounts for conference manager;
• Conference timeline of events;
• Conference schedule;
• Registration and approximate meal function costs;

c. Prepare publicity for forthcoming conference:

• Advance registration form for inclusion in fliers, brochure and ATP Newsletter;
• Conference advertisement to be submitted to appropriate journals and other publications in timely manner; arrange for their payment
• Call to Conference and “Sneak Preview” advertising the conference to be submitted to members and others in general mailing
• Advertisement for institutes in the Newsletter
• Column for each issue of the Newsletter  addressing conference and related information
• Design and write the program; make arrangements for its printing and delivery to conference manager and registration committee.
• Sell advertising space in conference program booklet, if possible. 
• Try to get speakers and presenters who are published. 
• Coordinate program preparation with Conference Manager activities.  Plan for extra days before and/or during spring board meeting to meet with on-site committees and hotel personnel.

In fall, six months before Annual Conference

Assume primary responsibility for conference spending and account reconciliation.

At Annual Conference

Present annual financial reports on ATP operations to the Executive Board and to the membership.

At Summer Executive Board  Meeting

Assist President (who was previous Conference Chair) with report on Conference revenues and expenses.

In fall, six months before Annual Conference

Move funds allocated for Annual Conference into a separate account to be administered by the Conference Chairperson (President-Elect) and to be accessible to the President, Program Chair (Vice-President) and Treasurer.

At The Conference:

1. Present an oral report at the business meeting, summarizing the highlights of Board activity over the past year; coordinate with the president.
2. Display a copy of the full minutes from the past year in a high-traffic area such as the publishers’ exhibit area or near the registration table.
3. Attend all board and board-related meetings.  Have on hand minutes from the past year and all updated records/lists (see item #17 below).
4. Take minutes, as necessary, at all general meetings.
5. Assist the President as required.

Section VII:  Email Legislative Procedures

To facilitate the administration of ATP, Executive Board members may at any time make motions via email to adopt resolutions not affecting the Constitution or By-Laws.  (In the following procedures, a day is defined to be 24 hours from the posting of an email.)

1. Such motions must be addressed to an email list containing all current Executive Board members. 
2. Any Executive Board member may second the motion via email. 
3. Following the second, the President will state the motion and call for a quorum.
4. A quorum will be achieved by at least half the Executive Board members acknowledging their “presence” for discussion of the motion within three days.
5. The President may then call for discussion on the motion.
6. The discussion period will be no less than seven days.
7. Following the discussion period, the President may call for a vote.
8. The voting period will be no less than three days.
9. All Executive Board members may vote in the voting period, even those who did not acknowledge their “presence” during the three day period for establishing a quorum.
10. The President will report the results of the voting to the list, including a record of each Executive Board member’s vote. Committees should use similar voting procedures to insure the integrity of email votes.
11. Amendments to the By-Laws or Constitution may be proposed to the Constitution and By-Laws Committee by any Regular Member via email. Such amendments that are cleared by the Constitution and By-Laws Committee may be submitted for consideration to the Executive Board and voted on using the procedures listed above.

Section VIII:  Elections and Terms of Office

1. All terms of office are two years. 
2. The President shall solicit from the membership nominations for the elected offices of President, Vice President, Treasurer, and Secretary at least 60 days prior to the annual conference.
3. Elections will be held at the annual conference.
4. Ballots will be counted and the results will be announced at the annual conference.
5. The winner of the presidential election becomes President-Elect at an installation ceremony to be held before the end of the conference.
6. At installation ceremony, the currently serving President-Elect becomes President.
7. At installation ceremony, the currently serving President becomes Past President.
8. The winners of the elections for Vice President, Treasurer, and Secretary are installed at the summer Executive Board meeting.
9. The President should name new Standing Committee chairs (or ask currently serving Standing Committee chairs to continue to serve) prior to the summer Executive Board meeting.

Section IX: Proxy Voting

1. To facilitate the decision-making ability of the Executive Board during the summer board meeting when attendance may be too low to establish a quorum, proxy voting may be used.
2. Each Executive Board member who will not be attending the summer meeting may appoint another Executive Board member to serve as a proxy for the purposes of voting at the summer meeting.  For transparency and clarity, proxy assignments should be recorded on a shared email list of Executive Board members.
3. An Executive Board member may carry no more than one proxy.
4. Proxies may only be used if a quorum cannot be established by those present for voting during the summer meeting.
5. If proxies are used to establish a quorum all proxy votes carried by Executive Board members should be exercised in all votes held at the summer meeting.

Last revision July 5, 2006