3rd VP
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THIRD VICE PRESIDENT
Revised by the P&P committee January 2010
General Statement:
The Third Vice President oversees the operation of the two AWCP offices.
Policy:
1. The Third Vice President, with the approval of the Board, sets the guidelines for the operation of both AWCP offices.
2. The AWCP offices and equipment are for the exclusive use of AWCP
members in the service of the Club.
3. The AWCP Office Manager oversees the day-to-day business activities transacted in both offices.
4. The Office Assistant/Bookkeeper handles all financial aspects and other Club business transacted in the Makati office.
5. The office staff is hired to carry out general club business. Time does not permit them to fulfill the responsibilities of individual Board members.
6. The AWCP office staff will be evaluated by Board members in December of each year. Recommendations for salary and benefit changes will be based on performance evaluations which will be presented to the Board for approval in January.
7. Keys to the AWCP offices are issued to Officers and Standing Committee Chairmen on an as needed basis, as determined by the Third Vice President.
8. Items offered for sale through the AWCP office must be approved in advance by the Board of Directors. Approval will depend on available space, suitability, convenience for members, nature of the seller and expected profits.
9. The bulletin board outside the AWCP Makati office is for Club-related business and members only. Items of community interest may be posted at the discretion of the Third Vice President.
10. Water available in the offices is for members and AWCP office staff only.
Duties:
The responsibilities of the Third Vice President include:
1. Overseeing the operation of the AWCP offices according to established policy procedures;
2. Supervising the office staff;
3. Planning the administrative budget with the assistance of the Office Manager, President and Treasurers;
4. Maintaining a good relationship with the Dean of Holy Trinity and his staff and with the administration of the Park Trade Center;
5. Advising the Board of the activities of the two offices;
6. Assuming such other duties as delegated by the President;
7. Having the office safe combination and being aware of its contents;
8. Preparing and submitting a Year End Report on the activities of the Office;
Procedures:
Overseeing the operation of the AWCP offices:
There are a number of aspects associated with managing the AWCP offices.
These include:
a. Establishing office procedures;
b. Coordinating with the Treasurer to ensure that regular bills are paid in a timely manner, including rent, telephone charges, government fees and invoices, as they are received;
c. Ensuring that the office staff is paid on the 14th and 29th of each month;
d. Maintaining a current inventory of the AWCP’s fixed assets;
e. Arranging for routine maintenance of equipment including fire extinguishers for each office;
f. Arranging for regular cleaning of both offices;
g. Reconciling the count on the copier with the log of copies made;
h. Keeping a current list of Board members who have keys to the offices.
Supervising the office staff:
The Third Vice President is responsible for the training, supervision and evaluation of the office staff. The staff should be instructed and regularly reviewed in established office procedures. The Third Vice President should maintain regular communication with the staff to become aware of possible problems and work toward solutions.
Performance evaluations of the office staff take place in December of each year. The evaluation forms will be emailed to the Board members one week before the December Board meeting. The staff will be evaluated individually by Officers and Standing Committee Chairmen who require the staff’s assistance on a regular basis during the year. An Employee Evaluation Form, which sets criteria for performance assessment, will be used. The results of these evaluations will be presented at the January Board meeting.
The Third Vice President will meet with the office staff to discuss the evaluations, commenting on the strengths, as well as discussing improvement strategies for weak areas. Salary increases may be given based on evaluation scores and per approval of the Board of Directors.
The Third Vice President should remember the staff appropriately on their birthdays, Secretary’s Day (February 16), and at Christmas.
Maintaining a good relationship with Holy Trinity and Park Trade Center
The Third Vice President is responsible for maintaining a good relationship with the Dean of the Episcopal Church of the Holy Trinity and his staff, as well as the management of the Park Trade Center.
Early in her term, the Third Vice President should make an appointment with the Dean to discuss any areas of concern, including procedures necessary for the smooth running of the Makati office.
The Third Vice President must remember to get permission for and keep the Church advised of changes in office hours and staff, as well as exceptional activities which will occur in and/or around the premises, including the parking area.
The Dean should be remembered at Christmas and members of the grounds staff should be given a bonus. Included in the gratuities are the chief custodian and his helpers. Others may be included, as deemed necessary by the Third Vice President. A list of gifts is kept at the Makati office each year.
Advising the Board of Office activities
The Board should be advised of pertinent activities pertaining to office operations, such as changes in office hours, closings for holidays, schedules for routine cleaning and the like.
Holiday closings should be announced at Board meetings and timely notices should be submitted to Inklings and sent to the membership via email.
Other duties
In the course of the year, there may be occasions which require the sending of flowers or presentation of gifts. The Third Vice President should use her discretion in these decisions.
The Third Vice President presents the outgoing President with a gift at the February General Meeting on behalf of the membership. She may buy the gift herself or delegate the purchase to others. The budget for the gift is at her discretion, with approval of the Board.
Preparing and submitting a Year End Report
The Third Vice President will prepare a Year End Report on the activities of the two offices during the year and submit copies to the President, Historian, and her successor.
Planning a Budget:
Planning the administrative budget is the responsibility of the Third Vice President, with the assistance of the Office Manager, the Treasurers, and the President.
a. Fixed assets: equipment and furnishings
b. Office staff salaries and benefits
c. Office Space rental and association dues
d. Repair and maintenance fees of office equipment
e. Professional and service fees for the attorney, auditing firm, cleaning service, bank fees, etc.
f. Office supplies, including stationery, paper, envelopes and other miscellaneous supplies
g. Board expenses (business cards)
h. Office operation expenses such as utility, phone, and water
i. Gift for outgoing President
j. Exceptional gifts and /or donations
k. Bereavement (for staff members immediate family members only)
l. Employee loans
m. Employee training (as approved by Board)
n. Arrival Survival books
o. Interest income
p. Petty cash (to be no greater than 1% of ‘Budgeted Expenses’ for 3rd VP
