VI. OFFICER CORPS
The Officer Corps shall consist of all Elected Officers and any Appointed Officers and is referred to as the Executive Committee.
A. All Members of the Executive Committee are considered as Volunteers.
B. No Elected or Appointed officer shall receive any compensation for performing his or her duties as a member of the Executive Committee.
C. Only expenditures preapproved by the Executive Committee may be reimbursed. See also Section XII. B.
D. Elected Officers
1. President
2. Secretary
3. Treasurer
4. Editor
5. Judge
6. Match Coordinator
7. Ratings Officer
8. Vice President
E. Appointed Offices:
From time to time, various positions may be created to better serve the activities of the Society. These positions may be created by a Presidential appointment, with concurrence of a majority of the Executive Committee members. Appointed positions may be discontinued by a majority vote of the Executive Committee. All appointed positions are non-voting positions; appointed officers are allowed and encouraged to offer advice and to participate in policy discussions.
At present standing appointed positions include:
1. Multi-player Coordinator
2. PBEM Coordinator
3. Unit Counter Pool Custodian
4. Archive Custodian
5. Web Site Manager
6. Assistant Web Site Manager
(Appointed positions can also be assigned to and held by elected Executive Committee members.)
VII. DUTIES OF OFFICERS:
A. The President shall:
1. Act as the official spokesperson for AHIKS.
2. Provide leadership and direction for items and issues of interest to the Society.
3. Oversee the day to day activities of the Society by regular communication with the Executive Committee Officer Corps.
4. A State of the Society Address should be submitted to the Editor each year in time for the first published issue of the Kommandeur. (Generally published in February.)
5. Govern by consensus, seeking advice and input from both the Officer Corps and Membership at Large.
6. Notify the membership of vacancies within the Officer Corps by publication in next issue of the Kommandeur after vacancy is established or by any means at hand as soon as possible. a. In the event of an elected officer vacancy, the procedures under IX. D. 2. below will be followed.
b. For non-elected officer vacancies, the procedures under IX D. 1. [match] below will be followed.
7. Receive and keep the official tally of ballots for Society wide elections. Destroy such ballots 30 days after the results have been published.
8. As soon as practical after the cutoff date for a Society wide election, send notification of vote results and count to the Officer Corps and Editor for announcement to the general membership.
9. Issue a call for elections at times specified in these bylaws by submitting for publication to the Editor of the Kommandeur a statement of particulars.
10. In circumstances where the President and Vice-President both are unable to fulfill their duties for any reason, the Executive Committee shall fill in as a body to make decisions collectively until a new President can be appointed.
B. The Vice President shall:
1. Be prepared to assume the Presidency in the event of a vacancy by the President.
2. While still retaining the Vice-President position, temporarily assume the duties of one other vacant officer position as directed by the President or Executive Committee until a replacement is found, or serve as interim President if the President has been incapacitated for more than 60 days or upon his removal from office.
3. Have responsibility for the annual Fassio Award nomination in consultation with the President and Match Coordinator.
C. The Secretary shall:
1. Process any new member applications promptly and efficiently.
2. Work closely with the Match Coordinator, and Match Rating/Roster, and Editor to process changes of address or any other vital data pertaining to any member.
3. Create and maintain files on subjects pertaining to the Society.
4. Receive and retain on file any files forwarded by elected or appointed officers.
5. Maintain an active and up-to-date roster of the Society membership. This is the only authorized active AHIKS membership roster.
a. Prepare and submit to the Executive Committee a complete updated active roster as new members are added or when deemed necessary or requested by members of the Executive Committee. This roster shall be clearly marked CONFIDENTIAL and is for the use of the Officers only. Under no circumstances shall the full roster be made available to anyone not a member of the full Executive Committee. Disclosure by any officer of this roster may be shall be grounds for removal from the Society. Release of the roster to other persons requires the approval of the executive committee.
b. Periodically forward to the Editor for publication in the Kommandeur a list of the membership. Frequency is to be determined by the Executive Committee. Information to be published shall be limited to first name, last name, city, and state, and member number.
c. Create and maintain an official backup active roster and inactive roster of members of the entire Society of AHIKS for Historical purposes.
D. The Treasurer shall:
1. Have been a member in good standing of AHIKS for a minimum of five (5) continuous and uninterrupted years prior to becoming a candidate for, or assuming the office of, Treasurer. If the Treasurer’s position is vacant and no candidates meeting this condition have presented themselves, this requirement may be waived by a majority vote (at least five (5) members agreeing) of the Executive Committee.
2. Act as the official collector for all AHIKS funds.
3. The Treasurer regularly (never to exceed a six-month period) reports about the state of the Society’s funds to the President and Executive Committee. These reports are expected to be published regularly in the Society newsletter.
4. Be responsible for all Society funds in his possession.
5. Funds permitting, issue reimbursement checks to the officers for regular and proper expenditures incurred as a direct result of executing their official Society duties according to the expense guidelines listed in Section XII of these bylaws.
6. Any member in good standing may request accountability of an announced expenditure to include a brief explanation of the expense and a copy of the associated financial receipt(s). This request must be directed to any member of the Executive Committee (except the Treasurer), who will then facilitate a response from the Treasurer.
E. The Editor shall:
1. Ensure that every effort is made to publish and distribute the Society newsletter to the membership at regular intervals, funds permitting. The current bimonthly schedule should be followed.
2. Solicit Society and hobby related news from the membership and Officer Corps for inclusion in the Kommandeur.
3. Publish such announcements and bulletins as the Executive Committee directs.
4. Promptly report to the Treasurer, both the amount of and purpose for, the expenditure of Society funds advanced to him in performance of his official duties.
5. Accept advice and guidance from the Executive Committee and General membership as to the content and format of the Kommandeur. When such advice is unclear or contradictory, the Editor shall use his best judgment as to the content and format of the Kommandeur.
6. The Editor shall have the sole discretion as to what is considered acceptable (within the policies of these bylaws) for publication and to the size of material to be accepted.
7. The Editor is responsible (if desired) for the appointment of his publishing assistant to be known as the Kommandeur Publishing Officer (KPO).
8. Coordinate with the Webmaster to ensure each issue of the Kommandeur is archived in the Members Only Section archives.
F. The Judge shall:
1. Act as an impartial arbiter of game-related rules and procedural questions submitted to him by members in good standing.
2. Create and maintain a reference file of previous rulings by the Judge, including any clarifications/errata issued by the various game publishers in his possession, and distribute such rulings and information to the members upon request. To ensure that such information of changes and newly published errata/clarifications are published in the Kommandeur. 3. Attempt to issue rulings consistent with prior rulings whenever fair and possible.
4. Appoint or replace various Specialists as needed to assist in the interpretation of specific game rules.
a. A Specialist is not an officer of AHIKS, although officers are eligible to become Specialists; he is merely a volunteer aiding and offering advice to the Judge or to any other officer or member of AHIKS.
b. While a Specialist may offer a resolution for a particular situation, the Specialist’s resolution is not binding upon the Judge. The Judge may adopt, alter, or ignore altogether the advice of a Specialist. There is no appeal by the Specialist. Only the Judge is responsible for issuing the final resolution.
5. Maintain up-to-date lists of web sources for errata to use for reference in dispute resolution and also to have available for distribution to members.
6. The Judge’s ruling on a rules or procedural question is final. No appeal of the judgment shall be considered,
7. Expeditiously resolve any complaints filed by members against other members.
G. The Match Coordinator (MC) shall:
1. Create and maintain a file on all matters pertaining to the matching of opponents.
2. Keep an up-to-date reference file of open match requests submitted by the membership.
3. Attempt to find opponents for those members submitting match requests. A match request should be filled from the open match requests.
a. If no match request exists for that specific game, the MC is authorized to fill the match request by direct contact with the membership by whatever means he so desires.
b. A higher priority in matching should go to newly admitted members seeking their first match within AHIKS, whenever possible.
4. Prepare and maintain a stock of ICRKs to be issued to members requesting them for game matches and promptly forward them to members requesting same.
5. Forward a current listing of unfilled open match requests to the Editor for inclusion in the Kommandeur as well as posting the list on the AHIKS forum and AHIKS Facebook page. 6. Prepare and submit to the Treasurer a monthly reimbursement expenses report for any incurred expenses for that particular month.
H. The Ratings Officer:
1. Receive and record all results on completed matches by the membership. Forward all complete rated information to the AREA rating person for further rating update.
2. Update the rankings of each member based upon official notification of match completion and forward results to AREA rating person.
3. On a regular basis, furnish the Editor with an updated ranking list of members for inclusion in the Kommandeur, or when specified by the Executive Committee, or the President.
a. Such rankings may not be published outside the Society without specific approval of the Executive Committee.
b. Individual members shall have the option (in writing) to not have their ranking published, either within or without the Society.
4. Furnish the Match Coordinator a listing of all matches completed and any ICRK code numbers for accountability purposes by year’s end.
5. Maintain a listing of ratings reports by year for Historical purposes.
I. From time to time for various reasons Executive Committee Officers may be unable or unwilling to perform certain job duties as described above. If this situation occurs, these specific job duties may be performed by another elected member as long as both members are willing, and the Executive Committee has no objections. No change in the bylaws job descriptions are required.
VIII. COMMITTEES:
A. Executive Committee:
1. The purpose of this eight-member Committee is to oversee the day to day functions of the Society as well as act as a policy making body. When appropriate, the Executive Committee may refer issues to the membership at large for consultation and/or approval.
2. The Executive Committee is limited to eight (8) elected voting members.
3. The Executive Committee is comprised of the President, Vice-President, Secretary, Treasurer, Editor, Judge, Match Coordinator, and Ratings Officer.
4. The appointed positions are considered part of the executive committee but are non-voting positions.
B. Committee Votes:
1. Any Officer of the Executive Committee may present a matter to the entire Executive Committee for consideration and approval/disapproval. Any member in good standing may submit proposals to the Executive Committee by forwarding the proposal to any member of the Executive Committee, who shall then submit the matter to the Executive Committee.
2. The Executive Committee must place before the Membership at Large any and all matters that these bylaws indicate must have said approval.
3. Unless specifically stated otherwise, the words “approval” or “as directed by” in these bylaws shall mean approval by a majority vote of the members on that committee, not merely those casting ballots. Thus, five affirmative votes are required for approval by the eight-member Executive Committee even if only six votes are actually cast.
4. Votes may be taken by regular mail, email, telephone, or by any other means the committee feels appropriate.
5. The Officer who proposes a vote of the Executive Committee shall act as the collector of votes, unless the Committee directs otherwise, and is responsible for reporting to the Executive Committee the results as soon as possible.
6. The outcome of all Executive Committee votes that affect the Membership at Large are to be promptly forwarded to the Members. “Promptly”, in this case means by publication in the next scheduled Kommandeur.
7. All Executive Committee votes are open roll call votes with the vote of each Committee member made available to the entire Executive Committee and the Membership at Large as requested. No secret ballots by the Executive Committee are permitted or authorized under any condition.
8. All votes by the Membership at Large are by secret ballot. Further, only the final totals of Membership at Large votes will be disclosed. Disclosure of individual votes is unauthorized and prohibited.
9. All votes by the Membership at Large are sent to the President for counting and disclosure, who then forwards it to the Editor for publication.