Local Council Organizational Guide

No two Councils are run or manage themselves in exactly the same way. There are traditions and precedents and even organizational styles that in many organizations have become an institution. If they work for everyone, good, if they need some evaluation then some of the material in this guide can be helpful. Your National office is available to answer any specific problems or questions you might have as you organize yourself for the upcoming year. Many guides are available to councils to assist them. The key to successful application of the material is it's use. Feel free to copy the material, modify it, personalize it any way you want, but do use it. If you have a system that works well, why not send a copy of it to us and we will share it with other councils. To receive the full satisfaction from your year (s) in leadership positions nothing was ever more true than the saying "plan your work and work your plan.

ROLES OF OFFICERS:
To maximize the efficiency and effectiveness of the local estate planning council, we have listed below an example of a defined organizational structure and the duties of officers and committee chairpersons. This should help you in your efforts to develop or revise a similar guide for your council.

EXECUTIVE COMMITTEE PRESIDENT:
The President presides at all Board of Directors, Executive Committee and local council meetings. He/She also prepares an agenda for each meeting and in some councils will be responsible for a program from his/her discipline and will coordinate all council activities during his/her tenure.

VICE PRESIDENT:
In the absence of the President, the Vice President presides at meetings of the Board of Directors, Executive Committee and local council meetings. The Vice President is a member of the Executive Committee and Board and assists the President in preforming any duties delegated. In some councils he/she will be responsible for one program from his/her discipline. Usually the Vice President is the program chairperson.

SECRETARY:
The Secretary maintains records of the local council including minutes book, original incorporation papers, charters, tax records, including a tax exempt letter and the membership roster. He/She also prepares and files an annual information tax return form 990 when necessary. Usually the Secretary will secure meeting facilities and send out notice of meetings and in some councils he/she will be responsible for one program for their respective discipline.

TREASURER:
The financial records including maintaining checkbook, paying bills, billing and posting membership dues, securing signature cards for council checking accounts are some of the responsibilities of the Treasurer. A Treasurer may also be responsible for securing a meeting place, for having tax records prepared and in some councils will be responsible for one program from his/her discipline.