Leadership
President
- Preside over meetings of the Executive Committee and general members.
- Provide overall leadership and vision for BAAZ.
- Oversee the organization’s overall activities.
- Sign, with the Secretary or any other proper officer of the BAAZ, all deeds, contracts, or other instruments.
- Designate official delegates and representatives to other groups, with the approval of the BAAZ executive committee members.
- Ensure that the Bylaws, policies, procedures, and code of conduct are adhered to when managing BAAZ events or activities.
- Ensure that the organization is in good standing with the AZ Corporate Commission, and its non-profit status is maintained.
- Represent BAAZ in external matters.
- Ensure the organization’s goals are pursued effectively.
- Be accountable to the BAAZ executive members and the general members.
Vice-President
- Assist the President in their duties.
- Assume the President’s role in their absence.
- Oversee specific projects as assigned by the President.
- Collaborate with other committee members to achieve BAAZ objectives.
- Renew the Foundation’s registration status in the state where it is registered and maintain the 501(c)(3) status with the Internal Revenue Services.
- Be accountable to the President, BAAZ executive members, and the general members.
General Secretary
- Organize meetings of the BAAZ Executive members and all other principal meetings of BAAZ upon approval from the President.
- Maintain accurate records of meetings and activities.
- Handle official correspondence and communication.
- Coordinate with committee members for event planning.
- Manage membership records and updates.
- Assist and liaise with the Election Commission for elections, appointments, or replacements.
- Work as the Foundation’s representative in the absence of the President and Vice President.
- Be accountable to the President, BAAZ executive members, and the general members.
Finance Director
- Oversee the financial affairs of BAAZ.
- Be the custodian of the funds of BAAZ.
- Lead fundraising efforts with other executive committee members.
- Look for avenues for revenue generation for BAAZ.
- Operate the financial account along with another designated member by the Executive Committee.
- Develop budgets and financial reports.
- Ensure proper financial record-keeping.
- Provide financial updates to the Executive Committee and members.
- Arrange audits with an external auditor.
- Submit annual tax returns and resolve tax-related issues if any.
- Be accountable to the President, BAAZ executive members, and the general members.
Program/Event Director
- Plan and organize events and programs.
- Collaborate with committees for successful event execution.
- Evaluate and assess the impact of BAAZ programs.
- Seek opportunities for new initiatives aligned with BAAZ goals.
- Create and maintain a calendar of events.
- Be accountable to the President, BAAZ executive members, and the general members.
Science/Technology Director
- Promote science and technology initiatives within the BAAZ community.
- Organize seminars, conferences, training, research and development studies, and any other suitable events related to Education, Science, Technology, Job fair, and Professional Development.
- Facilitate collaboration among members in related fields.
- Organize events and programs focused on technological advancements.
- Be accountable to the President, BAAZ executive members, and the general members.
Communication Director
- Manage internal and external communication strategies.
- Oversee BAAZ’s online presence, including social media.
- Post the organization’s regular newsletter and other publications to the webpage and other social media platforms.
- Manage the official website as per the needs of the Organization.
- Coordinate the creation and distribution of promotional materials.
- Ensure effective communication between members and the Executive Committee.
- Be accountable to the President, BAAZ executive members, and the general members.
These duties are illustrative and not exhaustive, and each Executive Committee member shall perform any additional duties assigned by the President or as determined by the needs of BAAZ.
Advisors Board
An Advisory Board consisting of 3 to 5 BAAZ general members who are Arizona-based BUETians may be chosen by the Executive Committee with a two-thirds consensus. Advisors will be selected on an ad hoc basis as needed.
- Advisory Board members will assist the Executive Committee in making important decisions regarding the goals, objectives, and projects of BAAZ.
- Advisors may work as a team or individually on any BAAZ-related projects.
- Advisory Board members will not vote in Executive Committee meetings to reach decisions.
Ad-hoc Committee
The Executive Committee may form committees for specific projects or programs, comprising BAAZ members.
As BAAZ continues to thrive, these committees contribute significantly to its growth and impact. Together, they shape the organization’s future endeavors and foster collaboration among its members.
Formation
The Executive Committee, in consultation with the Advisory Board, shall form an Election Commission at least 6 weeks prior to the election.
Composition and Independence
The Election Commission shall consist of 3 to 5 registered BAAZ members. Members of the Election Commission cannot contend for any position on the board. It operates independently without influence from the Executive Board.
Responsibilities
The Election Commission will:
- Hold a free and fair election according to the BAAZ Constitution and Bylaws within the stipulated amount of time.
- Validate, update, or extend the BAAZ Membership Directory as necessary.
- Work with the current Executive Board to fulfill any election needs.
- The chair of the Election Commission will be determined by the Executive Board.
Election Process
Elections shall be held every two years by the end of January, either electronically or on-site. The Commission shall provide nomination forms at least 4 weeks prior, notifying members and publishing results within 48 hours after the election.
Nomination and Validation
Nominees must:
- Meet the eligibility requirements according to Article IV, Section 3 of the BAAZ Constitution.
- Be nominated and seconded by registered members.
- Note that one person can be nominated for only one position. The Election Commission will confirm with the nominee to choose one position if a nomination is filed for more than one position. The Commission will communicate validation results at least two weeks prior to the election.
- Additionally, any member of BAAZ shall not compete for any position in BAAZ for a consecutive third term. Nomination papers submitted to compete for a consecutive third-term election by any BAAZ member shall be invalid.
Ineligibility
If a nominee is deemed ineligible, the Commission will provide a detailed explanation to the nominee and the nominator.
Additional Time
If needed, the Election Commission may request additional time and notify the Executive Board and voting members.
As BAAZ members exercise their right to vote, the Election Commission diligently carries out its responsibilities, fostering trust and accountability within the community.
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