Vice-President, Treasurer, and Membership Director -
These are two year terms to be held by Professional Members.
Role of the Vice President
Be familiar with the Presidential duties as well and the organization’s structure.
Be familiar with the bylaws of the Chapter and the national organization.
Become Familiar with the various committees. Attend committee meetings on a rotation basis with the President.
Serving as the Program or Symposium Chair is a good way of becoming familiar with the various aspects of the Chapter, i.e., membership, finances, committees, program.
Maintain communication with the President.
Perform Presidential duties in the absence of the President.
Vice President will work along with the President to mentor any appointed student representative (See: Representative Roles).
Vice President will support the secretary in phone and e-mail correspondence if needed and appropriate.
Role of the Treasurer
Supervise and maintain all funds and securities of the Chapter.
Become familiar with the bookkeeping procedures of AATA, including filing of reports with the Budget and Finance Committee.
Maintain all accounting records (to include receipts and transactions) and national correspondence in according to the policies and procedures of the National Organization.
Prepare a financial statement for each business meeting and work with board to maintain chapter budget.
Prepare a financial summary at the beginning and end of the year. Review the Chapter finances annually with at least one officer. Provide the National Office with an annual financial statement as directed by the Budget and Finance Committee.
Work with Director of Membership to maintain an up-to-date record of membership dues and fees paid.
Chapter is tax exempt under AATA’s group exemption letter, the Treasurer will prepare and submit financial reports to AATA as required. See section on Tax Exempt Status.
Role of Membership Director
Maintain roster of current paid members and send notifications when membership fees are due.
Maintain roster of non-renewed members to increase communication and knowledge about why members did not renew.
Maintain roster of voting members (professionals and new professionals) to be used for yearly elections.
Maintain contact with student members after graduation (ie confirm post-graduate email addresses) to encourage them to maintain their membership in order to become professional voting members of the chapter.
Communicate with new members by email upon receipt of membership payment to AATA. Welcome new members, provide members-only website logins, and VATA membership card.
Create members-only website logins for all new members.
Upon receipt of monthly membership report from AATA (received on or around the 1st of each month), update Gmail contact list of current members as well as regional contact lists.
Support the Executive Board by confirming memberships for all art therapists seeking to participate in members-only VATA events.
Coordinate yearly membership drive and participate in recruiting new members to grow the Chapter.
Moderate members only access on the website.
President, Secretary, and Delegate to the Assembly of Chapters -
These are two year terms to be held by Professional Members.
Role of the President
Conducting a meeting is one of the most effective means of displaying your role as a leader. Prepare and review the agenda in advance.
You are an ex-officio member of all committees. You have the same right as other committee members, but you are not obligated to attend committee meetings nor are you counted upon in determining if a quorum is present. Try to show your support through communication and attendance at the various meetings.
Learn to delegate responsibilities. As President, you conduct the meeting and maintain the organization’s format. However, listen to the voice of the membership – it is their organization.
Direct, assist, support, recognize, trust and enjoy your Chapter leadership role.
Maintain contact with AATA as needed and appropriate.
Hold regular Board Meetings to:
Establish Chapter goals and objectives for the year. Consider the chapter’s strategic plan. Address the above at the first meeting of each year.
Review committee assignments and progress.
Formulate/review policies by which the Chapter will function.
Prepare an agenda for the Business Meeting.
7. Board Meeting scheduling:
Plan Board Meetings so that officers can attend.
Appoint committee chairs prior to the first Board Meeting so they may attend.
Establish Board Meeting times and notify all members. At the time of notification, ask for suggestions for agenda items.(Secretary may provide support in this area)
Prepare an agenda for the meeting and give a copy to the Secretary for advanced distribution.
Conduct the meeting in a structured manner in order to cover the agenda items within a reasonable period of time. (Secretary may provide support in this role)
8. President will work along with the Vice President to mentor any appointed student representative (See: Representative Roles).
Note: It is suggested that any person nominated for the role of President have past experience on the Chapter Board of Directors, committee chair, or similar role in an organization.
Role of the Secretary/ Director of Social Media
Be responsible for all official Chapter correspondence as directed or requested by the President. Assure that then President receives a copy of all official correspondence received and distributed.
Accurately record, transcribe and distribute to all Board Members, within 30 days, the minutes of all official meetings of the Board of the Chapter.
Must have writing, editing, and computer/technology experience.
Maintain an accurate, up-to-date file of officers and all official correspondence and minutes (working documents remain on the google drive and official chapter documents are managed on Glasscubes)
Be familiar with the Chapter Bylaws and Robert’s Rules of Order, and help Chapter follow these.
Secretary is also social media lead (Director of Social Media). Must have experience with social networking and understanding of website maintenance /updating (or would have enough technology experience to be trained in this task).
Design and distribute newsletters and other published materials.
Responsible for writing, collecting, editing and posting art therapy blogs on Wordpress.
Responsible for promotion of VATA news and events through social media networks such as Facebook, Twitter, and LinkedIn.
Mentor website maintenance and updates which may include work to support the Treasurer in collection of fund for events via Pay-Pal.
Role of the Delegate to the Assembly of Chapters
There can be two delegates (Official and Alternate). They are elected by the voting membership or appointed by the President of each Chapter.
a. One Delegate is known as the Official Delegate, represents each Chapter, and is entitled to vote and hold office in the Assembly of Chapters.
b. The second Delegate is known as an Alternate and serves only if the Official Delegate is unable to serve and if the Speaker, Assembly of Chapters has been officially notified by the President of the Chapter.
1. Duties of Delegates
a. Each Chapter Delegate is responsible for attending all sessions of the Assembly of Chapters and represents his/her Chapter by presenting the views and concerns of his/her constituents before the Assembly. Delegates are also responsible for communication back to the Chapter of any proceedings and actions taken by the Assembly.
b. Delegates are responsible for submitting the required information/documents (updated information, officers and committee chairs, etc.) concerning their Chapters to the American Art Therapy Association, Inc. annually.
c. Delegates can serve as their Chapter Governmental Affairs Representatives, receive and distribute legislative information provided by the National Association Governmental Affairs Committee, and report state legislative activities to the National Association’s Governmental Affairs Committee Chairperson.
d. Delegates may serve on Assembly committees and are entitled to vote and hold office in Assembly positions. Delegates who are elected to an Assembly office may not simultaneously hold office on the Board of Directors of the National Association except if serving as the Speaker of the Assembly, who automatically serves as a member of the national Board of Directors.
e. An Alternate Delegate serves only when the Chapter’s Official Delegate is unable to serve. At such time as the Official Delegate is able to return to his/her term of service, the Alternate Delegate steps down and the Official Delegate again assumes the role of the Chapter’s Official Delegate.
f. Alternate delegates may attend all sessions of the Assembly but are not entitled to vote unless they are officially representing their Chapter.
g. Non-voting delegates may be granted permission to speak by majority vote of the voting delegates.