Officers Responsibilities

Arkansas District Court Clerk Officers’ Description and General Duties

Are you interested in becoming on officer for the Association?    We need your help and would like for you to become involved with the activities going on within the Association.   All nominees must be Association members in good standing. If you are a deputy clerk, you will need a letter from your chief clerk to confirm your availability to attend all the necessary meetings associated with the position.   Officers are requested to attend all Clerk’s Conferences and Executive Committee Meetings.   Any member in good standing may recommend a person to serve as an officer.   If you are interested in serving on the Board of Officers, please submit this form to the current Association President  or a member of the Nominating Committee.

Thank you for your interests.  If you have any questions or would like some additional information, please contact a member of the Board of Officers.

 

PRESIDENT

The President represents the members and the Board of Officers according to the highest standards of professionalism.   It is essential that the President uphold the Constitution and Bylaws, administer the work of the organization through its Board, administer the work of the committees and represent the Association’ s interests in all of its dealings.   The President shall act as the executive management of the Association’ s operations, however, subject to the control of the Board.

The President’s duties:

  • Discharge all duties incumbent upon the President as prescribed by the Constitution and Bylaws;
  • The President or any other officer designated by the President shall preside at all business sessions of the Association and of the Executive Committee and he/she shall perform the duties usually belonging to such office;
  • Exercise a general supervision over all of the Association’ s affairs;
  • Preside over all meetings of the Association and of the Board of Directors, including the Annual Meeting, which includes accepting formal motions, managing discussions and overseeing voting;
  • Prepare a welcome letter to be included in the newsletter prior to the annual meeting and to be included in the new clerks package;
  • Prepare and agenda of items to be discussed prior to each meeting, including the business meeting and the award luncheon held at the Annual Conference;
  • Review the minutes of the business meeting for approval;
  • Assure that all issues and concerns of the membership are addressed in a timely manner;
  • Distribute information and proper documentation to membership as necessary;
  • Report committee activities to the membership at the Annual Conference;
  • Appoint all committee members and committee chairpersons after the Annual Meeting or as vacancies occur;
  • Serve as an ex-officio member of all committees except the Nominating Committee and the Clerk of the Year Committee;
  • Create additional committees and task groups necessary to support the work of the Association;
  • All committees shall report their activities or concerns to the President for subsequent presentation to members of the Association;
  • Forward pertinent information to the webmaster to keep the Association web-site up to date;
  • Demand the highest standard of ethical behavior in all Association business.

FIRST VICE PRESIDENT

The First Vice President shares in the governance of the Association with the President.   The First Vice President assumes the duties of the President when, for any cause, the President is unable to act.   The First Vice President performs duties as assigned by the President.

The First Vice President’s duties:

  • Assume all duties of President when, for any cause, the President is unable to act;
  • Perform duties as assigned by the President;
  • Assist the President in conducting the business of the Association;
  • Serve as an officer of the Association and as a member of the Executive Committee;
  • Assist the President with coordinating the Annual Conference;
  • Serve as Chairperson for the Annual Meeting Committee;
  • Prior to each meeting, contact the At-Large Representatives to confirm that their hospitality suite duties are being fulfilled;
  • Coordinate with each committee chairperson to ensure that their duties are being fulfilled;
  • Make recommendations to the Nominating Committee for the upcoming slate of officers;
  • Make recommendations to the President to fill committee vacancies as they occur;
  • At each meeting, greet and welcome new members and invite them to join the Association if they have not already joined.

SECOND VICE PRESIDENT

The Second Vice President assists in the governance of the Association with the President and the First Vice President.   The Second Vice President assumes the duties of the President when, for any cause, the President or First Vice President is unable to act.

The Second Vice Presidents duties:

  • Assume the duties of the President when, for any cause, the President or First Vice President is unable to act;
  • Assume the duties of the Parliamentarian when she is unable to attend a meeting;
  • Perform duties as assigned by the President;
  • Assist the President and First Vice President in conducting the business of the Association;
  • Serve as an officer of the Association and as a member of the Executive Committee;
  • Make recommendations to the Nominating Committee for the upcoming slate of officers;
  • Make recommendations to the President to fill committee vacancies as they occur;
  • Assist the President with forwarding pertinent information to the webmaster to keep the Association’ s web-site up to date;
  • At each meeting, greet and welcome new members and invite them to join the Association if they have not already joined;
  • Review the new chief clerk’ s “Welcome Packet” on an annual basis.   Make recommendations to the President for approval of revisions to keep the packet up to date.
  • Send out a “Welcome Packet” to new chief clerks.

TREASURER

The Treasurer maintains the financial records for the Association.   The Treasurer will be responsible for the general accounting of Association funds, recording revenues, disbursement of funds as necessary subject to approval by the President, maintaining a ledger of all monetary transactions, and submitting the books for audit as requested by the Executive Board and/or the Audit committee.   The retiring Treasurer shall immediately after the close of the Annual Conference, deliver to the newly installed Treasurer, receipt books, the account ledger, bank records, active member listing, and any other financial records belonging to the Association.

The Treasurer’s duties:

  • Serve as on officer of the Association and as a member of the Executive Committee;
  • Keep general charge of financial records and accounts for the Association;
  • Make the records available to the Audit Committee during the Annual Conference for the annual audit;
  • Prepare a Treasurer’ s Report of all financial transactions prior to each Annual Conference;
  • Submit the Treasurer’ s Report to AOC to be included in the Annual Conference registration packets;
  • Maintain an account ledger that reflects all revenue and expenditures of the Association;
  • Issue checks for payment of Association expenses;
  • Reconcile the Association bank account;
  • Ensure that the person maintaining the certification hours has an updated listing of paid members;
  • Forward a copy of all financial reports to the webmaster for posting;
  • Prior to the Annual Conference, prepare a preliminary budget for the President to review and for subsequent presentation to the membership at the Annual Business Meeting;
  • Notify the Executive Committee of excess funds in the Association account so that the funds can be invested in a manner chosen by the Board of Officers;
  • Purchase gifts for the annual conference and as necessary;
  • Perform duties as assigned by the President.

SECRETARY

The Secretary maintains the official record of all Association business.   The Secretary is responsible for keeping an accurate record of all proceedings of all meetings of the Association and of all Executive Committee Meetings.   The Secretary is responsible for maintaining the educational hours and certification records of the Association.   The Secretary administratively supports the work of the officers and committee chairs on projects and task forces of the Association as required by the President.   The Secretary is responsible for delivering to his/her successor all Association records and property immediately after the installation of a new secretary during the Annual Conference.

The Secretary’s duties:

  • Serve as an officer of the Association and member of the Board of Officers;
  • Attend all meetings and conferences;
  • Perform duties and tasks as requested by the President;
  • Keep a complete record of all proceedings and official correspondence;
  • Take minutes of all business meetings of the Board of Officers and the business meeting of the Annual Conference;
  • Forward a copy of the minutes, after approval from the President, to the webmaster for posting;
  • Preserve and retain all papers, letters, and transactions of the Association;
  • Archive all official documents of the Association;
  • Circulate questionnaires and other reports for distribution to the membership;
  • Maintain an electronic and written copy of the Association’ s official records (Constitution and Bylaws, the Officer Responsibilities, Committee Descriptions, Certification Hours, and Active Member List);
  • Assist the Second Vice President and the webmaster by gathering information to keep the web-site up to date.

HISTORIAN

The Historian maintains the pictorial records of the Association.   The Historian is responsible for delivering to his/her successor all Association equipment and property immediately after the installation of a new historian during the Annual Conference.

The Historian’s duties:

  • Serve as an officer of the Association and member of the Executive Committee;
  • Attend all meetings and conferences.   If unable to attend a conference, make arrangements for someone to take pictures during the conference;
  • Bring photo albums to the all meetings;
  • Take pictures of speakers, award ceremonies, candid shots of members, etc.;
  • Take a picture of the “Clerk of the Year”;
  • Take pictures of the newly installed officers at the Annual Conference and a picture of the clerks receiving certification;
  • Maintain supplies and camera equipment belonging to the Association;
  • Archive the Association photos by creating a digital scrapbook through the Association’s Shutterfly account;
  • Assist the webmaster by forwarding pictures to be posted on the web-site.

PARLIAMENTARIAN

The Parliamentarian advises the Board of Officers in proper procedure.   The Parliamentarian assists the President in upholding the Constitution and Bylaws of the Association. The rules contained in the “Roberts Rule of Order Revised” govern the proceedings of the Association in all cases in which they are applicable, if not inconsistent with the Constitution and Bylaws of the Association.   The Second Vice President shall assume the duties of the Parliamentarian when he/she is unable to attend.

The Parliamentarian’s duties:

  • Serve as an officer of the Association and a member of the Executive Committee:
  • Attend all meetings and the conferences.   If unable to attend, make arrangements with the Second Vice President to assume your responsibilities during your absence;
  • Perform tasks as directed by the President;
  • Assist the Constitution and Bylaws Committee as necessary;
  • Offer guidance to the President during the business meeting at the Annual Conference;
  • Maintain peace and decorum at all meetings of the Association.

DISTRICT REPRESENTATIVES

There is a representative from each of the four (4) Congressional Districts as well as two (2) at-large representatives.   One(1) at-large representative will represent the 1st and 3rd districts and the other will represent the 2nd and 4th districts.   The Representatives are responsible for the social events of the Association and welcoming first time attendees at the meetings.   If a Representative will not be able to attend a meeting or conference, he/she will be responsible for notifying other representatives to assure that the hospitality suite duties will be assumed by other representatives.   If, for any cause, none of the representatives are able to perform the hospitality suite duties, the President must be notified so other members of the Board can be assigned the duty.

The Representatives’ duties:

  • Serve as an officer of the Association and a member of the Executive Committee;
  • Perform tasks as directed by the President;
  • Solicit members of the Association from your district to serve on committees and as an officer.   Forward recommendations to the Nominating Committee;
  • At each meeting, greet and welcome new members;
  • Contact Clerks that do not belong to the association and invite them join;
  • Plan social events when the Annual Conference is in your district;
  • Assist the At-Large Representatives with the hospitality suite duties.

The At-Large Representatives’ duties:

  • Serve as an officer of the Association and a member of the Executive Committee;
  • Perform tasks as directed by the President;
  • Plan social events when the Annual Conference is in one of the districts that you represent;
  • The At-Large shall take full responsibility for the hospitality suite.   If, for any cause, an At-Large Representative is unable to fulfill the duties of required to host the hospitality suite, the At-Large Representative will be responsible for finding another person to fulfill the duties;
  • Prior to each meeting, contact the Treasurer to determine hospitality budget;
  • Purchase food and beverages for the hospitality suite;
  • Submit receipts to the Treasurer for reimbursement (Receipts are required for reimbursement);
  • Set up and clean up of the hospitality suite;
  • Properly store non-perishable items to be used at subsequent meetings;
  • Request assistance for the hospitality suite from the District Representatives as necessary.

SECRETARIAT – CONTRACTED POSITION

The Secretariat serves as a resource for the ADCCA Executive Board and assists the ADCCA Treasurer with general financial duties. The Secretariat also serves as a liaison between the District Judges and District Court Clerks.

The Secretariat’s Duties:

  • Bill for membership dues and registration fees as applicable;
  • Collect and record all dues and registration fees;
  • Retain dues records for one (1) year;
  • Maintain a ledger of all fees collected and forward to ADCCA Treasurer;
  • Issue membership cards;
  • Maintain a current list of paid members. List to be kept current at all times;
  • Provide a listing of paid members to the person maintaining the certification hours prior to each ADCCA Meeting;
  • Forward a copy of all reports to the webmaster for posting;
  • Assist the web-master with keeping the web-site up to date;
  • Prepare newsletter by compiling reports and information provided by the Executive Board and the committee chair-members;
  • Keep the Executive Board comprised of legislative actions that affect the ADCCA;
  • Set up conference calls as requested by the ADCCA President;
  • Attend Executive Board meetings as requested by the ADCCA President;

Perform other duties as requested by the ADCCA President.