These are the duties of the officers of GIHANA for the term 2007-08. The duties does not replace the Bylaws, but together, strengthen the operations of the association. The duties were given as the needs of the association were identified, and are subjected to change as the needs of the association changes.

These duties are relevant to all assisting officers of the association.

DUTIES OF THE PRESIDENT

The duties of the President shall include the following:
A. To maintain overall responsibility for the operation of the Association.
B. To call and preside over all meetings of the Association.
C. To sign all contracts and obligations of the Association.
D. To be responsible that each officer understands and performs his or her duties as established by the duty list and the By-Laws.
E. To appoint any committee deemed necessary.
F. To serve as an official representative of the Association.
G. To undersign all Association’s releases.
H. To serve as an ex-officio member of all committees with voice but no vote.
I. To establish an operating budget for the association.
J. To establish and manage a school project and sponsorship committee.
K. Carry out all the duties outlined in the bylaws of the association..

DUTIES OF THE SECRETARY

It shall be the duty of the Secretary to do the following:
a) Send Meeting Agenda, and any relevant enclosures (such as minutes of the last meeting, reports, etc.) to all board members.
b) Keep a record of the proceedings of all GIHANA meetings.
c) The secretary shall transcribe the minutes of each meeting and circulate it by e-mail; the secretary shall maintain a filed copy of the same and submit a copy of these minutes to the school administrative office.
d) Prepare a membership package and e-mail to new members.
e) Organize membership drives.
f) Maintain a list of members;
g) Send to members such notices as the business of the association.
h) Prepare and submit dues reminder letters to returning members.
i) The secretary shall submit a report to the members at its annual meeting.
k) The Secretary shall also maintain a Procedural Manual. This Procedural Manual shall spell out the detailed responsibilities for all officers, members of the association, and shall describe time schedules and methods for maintaining continuity, among other responsibilities.
l) To submit an operating budget for approval.
m) Establish and manage a hospitality committee.
l) Carry out all the duties outlined in the bylaws of the association..

DUTIES OF THE TREASURER

The association’s treasurer maintains all financial records for the association. The following duties are assigned to the treasurer:

a) To collect, deposit, and expend funds for the association as requested by the president and authorized by the Board of Directors.
b) Maintain a checking account in a bank or savings institution approved by the Board.
c) Make prompt payment of all association’s bills or debit accounts (website fee, PO Box fee, etc)
d) To maintain association’s financial records in a complete and accurate method.
e) The treasurer should balance the accounts each month and ensure that all documentation for income and disbursements is kept in order.
f) To prepare a quarterly financial report.
g) To prepare, sign and submit an audited annual financial statement for each fiscal year. An auditor appointed by the Board or the President must certify each annual financial statement as to its accuracy. The auditor must be a disinterested third party (not a member of the association or the Board of Directors, and not an employee or supervisor of the treasurer).
i) To file all the association’s tax and financial report on or before the due date.
j) To submit a 6-month treasury department operating budget
k) To compile all the other departments budgetary figures and prepare for Board approval. The budget should also include a comparison of the previous year's expenditures and receipts of funds to those proposed for the new budget.
l) To establish and manage a fund-raising committee.
m) Carry out all the duties outlined in the bylaws of the association.

DUTIES OF A PUBLIC RELATIONS OFFICER

The Communications and PR Office is responsible for the following:
a) Promoting the association’s image both among its members, and also to various external audiences.
b) To enhance and promote the reputation of the association through a variety of activities.
c) To act as a go-between for the association and the media.
d) Assist with all the association’s events.
e) Help with all association’s publications, as well as any other promotional materials.
f) Publish a periodic newsletter and distribute it via e-mail to all members.
g) To manage the content of the association’s website. This includes the association’s latest news stories, a list of forthcoming events, brief summaries of media coverage received by the association, and all announcements.
h) To do a public relation strategy development plan and to provide a PR operating budget.
n) To establish and manage a communication committee.
o) To carry out all the duties outlined in the bylaws of the association.