APAA Leadership Roles

President

This position is the face of the organization. Activities should complement the health of the APAA organization as well as the undergraduate experience. Ensure compliance with all appropriate federal, state, city, Rutgers University, and Central Office laws, regulations, and guidelines. Areas of responsibility to focus on but not limited to:
 

1. Leadership

a.    Encourage open and honest communication between
Board members and with the Actives

b.    Confirm the meeting agenda and run the Board meetings

c.    Coordinate and lead Long Range Planning meetings as needed
(typically annually) to meet the ongoing and future needs of the organization

d.    Ensure completion and approval of all meeting minutes

e.    Meet with Actives as needed to address specific issues
and / or to present information

f.     Attend as many Alumni events as possible

g.    Interact with outside organizations as needed to ensure compliance
with requirements or requests

h.    Attend the National Convention

i.     Facilitate growth and rejuvenation of the Board

j.     Ensure compliance with the Financial and Tax Compliance Policy

k.    APAA liaison with the Memorial Foundation (attend MF meetings as needed)

l.     APAA liaison with the Central Office 

2. Delegation

a.    Ensure that the flow of work, outside of specific position responsibilities, is evenly distributed across the Board members

b.    Outline the specific scope of each assignment / project

c.    Ensure follow ups are completed

d.    Establish and staff Committees as needed

Vice President/Lodge Management

Manage activities related to the physical plant of the Lodge to ensure that the structure is sound, that it is properly maintained and cared for, and that the undergraduates have the physical resources to maximize their experience of living in the Lodge. Ensure compliance with all appropriate federal, state, city, Rutgers University, and Central Office laws, regulations, and guidelines. Areas of responsibility to focus on but not limited to:

1. Property management

a.    Management of Handyman (in conjunction with the Treasurer)

b.    Management of cleaning services

c.    Repairs / Maintenance

d.    Monthly Elevator Checks / Annual Inspection

e.    Small to medium Capital projects

f.     Beginning and end of semester inspections to support damage deposit assessments

g.    Follow up on violations or activities related to 3rd party inspections, including state, city, university, recycling, fire, kitchen, etc

h.    Identify and monitor outside contractors when necessary

2. Coordination with the Active Lodge Manager on physical plant activities

a.    Provide guidance on activities to include in the weekly Lodge clean up schedule and oversee assessments of fines for missed clean ups

b.    Identify and propose plans for improvements or corrections

c.    Coordinate coverage of appropriate personnel for inspections or contractor activities

d.    Maintain a list of contractors

3. Work with the Active and Alumni Treasurers to help Active Lodge Manager to develop and execute budget for operating supplies (Cleaning supplies, paper towels, TP, etc.).

4. Attend as many Alumni events as possible.

Vice President/Alumni Affairs

Establish and maintain clear channels of communications between the Alumni Association and the general Alpha Rho Alumni population. Ensure compliance with all appropriate federal, state, city, Rutgers University, and Central Office laws, regulations, and guidelines. Areas of responsibility to focus on but not limited to:

1. Communications

a.    General communications (Fb, LinkedIn, Instagram, email)

b.    Events and activities

c.    Annual Meeting Notice

d.    Fund Raising Thank You notes
 

2. Recruitment of resources for Alumni Board and Committees

3. Identification of special Alumni resource needs or requests

a.    Events

b.    Initiation

c.    Speaker Series Participants

4. Liaison with Chi Psi Central Office

5. Attend as many Alumni events as possible.

Secretary

Ensure that all documents pertaining to meetings or related events are developed, distributed and filed in an accessible, virtual environment. Ensure compliance with all appropriate federal, state, city, Rutgers University, and Central Office laws, regulations, and guidelines. Areas of responsibility to focus on but not limited to:

1.    Meetings

a.    Provide draft Meeting Agenda

b.    Provide draft Meeting Minutes

c.    Record outcomes of all Board votes 

2.    Establish and maintain a common APAA Calendar of Events.

3.    Maintain and Organize the documents stored in the APAA Drop Box account

4.    Facilitate the recording and storage of Historical Documents

5.    Attend as many Alumni events as possible

Treasurer

Develop and ensure adherence to an annual budget and make sure that all fiscal responsibilities of the Alumni Association are met in a timely manner. Assist and mentor the undergraduate #4 and #4.5 in their financial operations as necessary. Ensure compliance with all appropriate federal, state, city, Rutgers University, and Central Office laws, regulations, and guidelines. Areas of responsibility to focus on but not limited to:

1.    Annual Budget

a. Establish and maintain an annual budgeting and tracking process

b. Determination of Live In costs (rent, meals, parking)

c. Determination of Live Out parlor fees

d. Estimate all income and expenses to create a draft budget for the fiscal year.

e. Cash flow analysis for APAA

2.    Fiscal Responsibilities

a. Ensure compliance with the Financial and Tax Compliance Policy

b. Liaison with Upper Crust for dining plans and numbers of participants

c. Maintain Greek Capital Management (GCM) accounts for all undergraduate
Brothers for billing and collections (Rent, Meal plan, parlor fee, security
deposits, and parking)

d. Insurance Payments - liability, property

e. Tax Payments - State, Federal, City, Property

f.  Loan Payments – Magyar Bank Mortgages and SBA Loan

g. Utility Payments – Gas and Electric, Water and Sewer, Trash and
Recycling, Pest Control, and Phone Lines (Fire Alarm and Elevator)

h. Collect and track Alumni Dues and Contributions

i.  Miscellaneous expenses (Repairs, Maintenance, Supplies, etc.)

j.  Maintain Bank Accounts (Morgan Stanley, TD Bank)

k. Track all transactions using the APAA Quicken Ledger

3.    Documents

a. Issue and Collect License Agreements (Live in study room,
Live out active, and parking)

b. File annual tax returns (including Grants received) (Form 990 and 990-T)

c. Approve vendor contracts as necessary.

4.    Attend as many Alumni events as possible.

Trustee

These positions are key to ensuring the success of the APAA Board as they provide ideas, input and actions. Ensure compliance with all appropriate federal, state, city, Rutgers University, and Central Office laws, regulations, and guidelines.

Areas of responsibility to focus on but not limited to:

1. Role

a.    Act as an advisor

b.    Bring knowledge and experience

c.    Help to move the APAA forward

d.    Provide recommendations

e.    Utilize external resources as applicable

2. Responsibilities

a.    Attend monthly APAA meetings

b.    Contribute and vote on motions concerning APAA matters

c.    Participate in and/or lead ad-hoc committees as needed

d.    Project Work (such as:)
i. Rho Boat Assistance

ii.   Event Coordination

iii.  Website Management

3. Attend as many Alumni events as possible.