Honorary Officer Roles

Honorary Officer Roles & Responsibilities
AICA Ireland

All Honorary Officer roles are on a volunteer basis. There is no remuneration and expenses are covered only in exceptional circumstances agreed at quarterly meetings. Each officer is Primus Inter Pares and represents the membership. Individual missions are discouraged and decisions are made by consensus at Quarterly Meetings.

President

The President of AICA Ireland must play an active part in life of the Section and ensure its smooth operation. They are responsible for the Acts of the Association and ensure that AICA Ireland is in harmony with the statutes of AICA International.

Key Responsibilities:
To convene and preside over the Quarterly Meetings and AGM in suitable accessible locations which are convenient to the majority of members.
Following elections of honorary officers at AGMs, to set up a Board, of current members of the Section  consisting of, at the minimum, a President, a Secretary and a Treasurer, whose roles broadly correspond to those of the office-holders, at international level. The Treasurer’s duties may, if necessary, be combined with those of the Secretary or the President.
To keep the Secretary-General regularly informed of their activities and send them an annual list of new members accompanied by a completed AICA International Biographical Form for each new member.
To submit to the Secretary-General an annual report on the activities of the Section, including information about the members of the National Board, for posting on the members’ section of the Association’s website, one month before the General Assembly.
To work with the Secretary and the Treasurer to ensure that subscriptions should be paid in a single payment to the Association’s euro, or US dollar account, by the end of February at the latest. All payments in the Euro Zone must be made in euros; elsewhere, payments may be in euros or, exceptionally, in the US dollar equivalent of euros.  Only in exceptional circumstances can payment be made in more than one payment and then only with the prior agreement of the Treasurer. Payments must be net of all bank charges and commissions on currency exchange.
To work with the Secretary and the Treasurer to ensure that new membership applications and proposals are dealt with in compliance with the Association Statutes.

As of the Paris Meeting 2016, the President will also be responsible for the review of our current statutes so as to ensure compliance with new AICA International statutes passed at the March General Assembly.

Membership Secretary

The Membership Secretary plays a key role in ensuring that a list of current members is maintained and new members are processed according to AICA International procedures.

Key Responsibilities:
To arrange, with the President and Treasurer, the location, time, agenda, and minute taking for quarterly meetings and the AGM.
To maintain up-to-date details of members’ email addresses and other relevant contact details, to assist the AICA Office with maintaining up-to-date records.
To submit a list of all members with contact details, indicating who is paid-up, to the Secretary-General and Treasurer one month in advance of the General Assembly. This list provides a record of eligible voters at the General Assembly.
To work with the President and the Treasurer to ensure that subscriptions should be paid in a single payment to the Association’s euro, or US dollar account, by the end of February at the latest. All payments in the Euro Zone must be made in euros; elsewhere, payments may be in euros or, exceptionally, in the US dollar equivalent of euros.  Only in exceptional circumstances can payment be made in more than one payment and then only with the prior agreement of the Treasurer. Payments must be net of all bank charges and commissions on currency exchange.
To work with the President and Treasurer to issue annual invoices for membership renewals and for new members, and to work with the treasurer to record payments.

Treasurer

Key Responsibilities:
To work with the National President and Secretary to issue annual invoices for membership renewals and for new members, and to work with the treasurer to record payments.
To work with the National President and the Secretary to ensure that subscriptions should be paid in a single payment to the International Association’s euro account, by the end of November at the latest. All payments must be made in euros. Only in exceptional circumstances can payment be made in more than one payment and then only with the prior agreement of the International Treasurer. Payments must be net of all bank charges and commissions on currency exchange.
Towards the end of the calendar year, to reconcile members’ subscriptions, checking stickers and replacement cards issued against payments received and to send the AICA Office a copy of this reconciliation of accounts, together with the balance of fees not collected earlier in the year, unused stickers for the current year and an updated list and contacts of all members, paid-up and not. The stickers’ Order Form must be completed on the AICA website by 30 November to enable mailing to National Sections to distribute stickers to their members by the end of the year. Please note that email requests will not have priority.

Specific to Ireland, the officers are also responsible for the maintenance of the website (currently a WordPress site) and also for ensure the delivery of the monthly AICA newsletter to all branch members (currently using Mailchimp). They are also responsible for the maintenance of the membership database (currently hosted by Membership Works).