EX OFFICIO
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EX OFFICI0
Revised by the P & P committee January 2010
General Statement
The Ex Officio is the immediate past President of the AWCP.
Policy
1. The Ex Officio has the right to attend all AWCP Board Meetings as a non-voting advisor.
2. In the event that there is no immediate past President to assume the role of the Ex Officio, the duties pass in this order to: the immediate past First Vice President, Second Vice President, Third Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Assistant Treasurer, or Historian.
3. If the person next in line to become Ex Officio is holding a position on the current Board, she must resign that position to become the Ex Officio.
4. The Ex Officio acts as the Chief Warden for the Warden Alert System.
5. The Ex Officio acts as a liaison between the AWCP and the attorneys.
Duties
The responsibilities of the Ex Officio include:
1. Assisting the current President
2. Coordinating the activities of the Warden Alert System
3. Works closely with the AWCP attorney to handle legal matters for the club.
4. Assuming such duties as requested by the President
5. Delegating the duties of this Office to another Board member when she is out of town or otherwise unavailable to carry out her duties
6. Preparing and submitting a Year-end Report on the activities of the Office
Procedures
Assisting the President
Immediately after elections, the outgoing President, who will become the Ex Officio, should meet with the President-elect to effect a smooth transition of office. She should maintain close contact with the new President for the first few months of her term in office.
The outgoing President should help the President-elect become familiar with the By-laws and Board Policy & Procedures Manual, emphasizing those areas that are particularly important in the execution of the duties of the President.
Coordinating the Warden Alert System
The Ex Officio acts as the Chief Warden for the Warden Alert System, the AWCP's means of disseminating information in times of civil unrest or other emergency situations in Manila, the Philippines or the region. She receives the initial security call from the US Embassy and activates the Warden’s System to relay the message.
The Ex Officio coordinates the activities of the Warden Alert System. She establishes the procedures and guidelines for compiling the Warden's List and activating the System. The AWCP membership database at the office is used to create the Warden's List, which divides the membership by zones or neighborhoods. Area Wardens are assigned to ach region. The number of wardens in an area depends on the number of AWCP members living in that area, since the purpose of the Warden System is to relay urgent messages to members as quickly as possible.
The Warden System is activated only for messages of extreme importance to AWCP members and their families. These messages may be categorized into three types:
1) Security Alerts: Notifications concerning terrorist threats and/or potentially serious civil disturbances are the most common.
2) Emergency situations: Unusual information on such events as typhoons, earthquakes and other natural disasters may be deemed important enough to alert the membership.
3) Unforeseen events: In extremely rare situations, the Warden's System may be used to notify members of an unavoidable circumstance, such as the cancellation or rescheduling of a General Meeting because, for example, the venue's kitchen burned down.
Warden Alert advisories will be relayed only to AWCP members or an adult member of the family. They are not read to household helpers; however, a message may be left indicating that the member received a "Security Call" and he/she is asked to return the call to (name of his/her Area Warden).
Assuming such duties as requested by the President
The President may request that the Ex Officio assume certain other duties as a representative of the President, herself, or the AWCP.
The Ex Officio may determine a particular service to the Club that she wishes to perform, such as sitting on an ad hoc committee.
Expenses incurred by the Ex Officio are deducted from the Club’s administrative budget.
Delegating the duties of this Office to another Board member when she is out of town or otherwise unavailable to carry out her duties
Because of the responsibilities of this Office, it is important for the Ex Officio to find a replacement when she is out of town or otherwise unavailable. The replacement must be another Board member. The Board and the office staff should be advised as to who will be in charge.
Preparing and submitting a Year-end Report on the activities of the Office
The Ex-Officio will prepare a Year-end Report on the activities of the Office during the year and supply copies to the President, Historian and her successor.
Planning a Budget:
Planning the budget is to be coordinated with the Treasurers, and the President.
Normal expenses incurred by this position include, but are not limited to, the following:
a. Admin
