AYSC Board Position Roles
  • Shall preside over all Executive Board and General meetings

  • Shall in general, supervise, using Roberts Rules of Order and be responsible for all activities of the club

  • Shall set the agenda 7 days prior to the next upcoming meeting and forward it to the advisors for final approval

  • Shall at the end of his/her administration serve on the Executive Board to render advice, guidance, and support to the new board

  • Shall be the custodian of all club events and maintain a list of all standing and special projects

  • Shall be a member of the Executive Board and member of the club to set the calendar of events for each administration

  • Shall check all the reports from all Board members and give them an approval before they send out the reports to all the Board members and advisors

  • Shall communicate closely with advisors and other Board members

  • Shall maintain the connections with other community organizations

  • Shall cc Vice Presidents and Advisors on all AYSC related emails

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Eliza Huang

President

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Chun Huang

Vice President

  • Shall check in with co-chairs or board members weekly

  • Shall assume all duties in the absence of the president

  • Shall communicate closely with the president and Vice President of Community Events on all club projects and activities

  • Shall be a member of the Executive Board and attend its meetings

  • Shall assist the president to accomplish the club’s goals and objectives

  • Shall maintain the AYSC Mildred Chinn Memorial Picnic Manual & PAL camp

  • Shall attend all the events and meetings

  • Shall check all the reports from all Board members and give them an approval before they send out the reports to all the Board members and advisors

  • Shall maintain and update the point system for board members with the Corresponding Secretary

  • Shall communicate with the board members if she/he exceed three (3) unexcused absences

  • Shall report to advisors when a board member exceed three (3) unexcused absences

  • Shall cc President, Vice President of Community Events, and Advisors on all AYSC related emails 

  • Shall check in with co-chairs or board members weekly 

  • Shall assume all duties in the absence of the president

  • Shall communicate closely with the president and Vice President on all club projects and activities

  • Shall be a member of the Executive Board and attend its meetings

  • Shall assist the president to accomplish the club’s goals and objectives

  • Shall maintain the AYSC Mildred Chinn Memorial Picnic Manual & PAL camp

  • Shall attend all the events and meetings

  • Shall check all the reports from all Board members and give them an approval before they send out the reports to all the Board members and advisors

  • Shall coordinate all requests from the community to participate in events

    • Ensure that AYSC has received the time of the event 

    • Ensure that AYSC has received the necessary waivers

    • Ensure that there are reasonable tasks for volunteers

    • Maintain the contact information of community members

  • Shall cc President, Vice Presidents and Advisors on all AYSC related emails

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Kelly Lin

Vice President of Community Services

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Hillary Ma

Corresponding Secretary

  • Shall update the Hours:    

    • Make sure to have all the events & meetings down, labeled (Name/Date/Time)

    • Have everyone’s email & number down (Board, general members, members)

    • Send out updated hours at least 7 days before the upcoming board meeting 

    • Ask the co-chairs of each event to go maintain a  sign in/out list

    • Keep accurate and up-to-date information (phone number and email address) for members on the hours

  • Shall maintain and update the point system for board members

  • Shall update the Calling List:

    • Send out with the hours (separate emails)

  • Shall prepare attendance information for upcoming meetings

  • Shall be responsible for adding new members to a team, notifying new members as to which team they belong to and welcome them to the club

  • Shall check in members and take attendance count at all meetings

  • If absent for any meetings or events, tell your assistant or recording secretary to prepare sign in sheets

  • Shall have the President and Vice President to check all the reports for a final approval before sending them out to all the Board Members and Advisors

  • Shall cc President and Vice Presidents on all AYSC related emails 

  • Shall be a member of the Executive Board and attend all its meetings

  • Shall be responsible for recording minutes for every meeting (if absent, notify assistant or corresponding secretary to take minutes)

  • Shall send out the minutes within 2 days after the meeting

  • Shall have all the secretaries to check the minutes before sending it out to the President and Vice President for final approval

  • Shall have the President and Vice President to check the minutes for a final approval before sending them out to all the Board Members and Advisors

  • Shall cc President and Vice Presidents on all AYSC related emails 

  • Shall work closely with the president to form the agenda of upcoming events in collaboration with the advisors

  • Shall check in Members, Advisors and take attendance count at all meetings

  • Shall be a member of the Executive Board and attend all its meetings

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Michelle Lei

Recording Secretary

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Emily Yu

Treasurer

  • Shall be responsible for the Monthly Financial report and maintain monthly Banking statements

  • Shall have President and one of the advisors to sign the reimbursement forms and Financial reports

  • Shall handle and be accountable for all money transactions on all other events

  • Shall maintain the petty cash box and review all reimbursements with advisors

  • Shall update Point System on a monthly basis

    • Send out within two days after the corresponding secretary sent out the hours

  • Shall have the President and Vice President to check all the reports for a final approval before sending them out to all the Board Members and Advisors

  • Shall cc President and Vice Presidents on all AYSC related emails 

  • Shall be a member of the Executive Board and attend all its meetings

  • Shall maintain policies, procedures, and order at all meetings

  • Shall conduct themselves at a high level integrity in order to maintain the law and order at meetings.

  • Shall be responsible for the set-up and maintenance of the meeting facilities and ensure they are clean at the conclusion of meetings

  • Shall send out Inventory list 7 days before the upcoming board meeting

  • Shall print out the inventory list and put it in the inventory binder to keep for record

  • Shall have an inventory at least once a month

  • Shall create a shopping list after an inventory

  • Shall organize the general meeting box after the board meeting

  • Shall get food for upcoming meetings and get reimbursed

  • Shall have the President and Vice President to check all the reports for a final approval before sending them out to all the Board Members and Advisors

  • Shall cc President and Vice Presidents on all AYSC related emails 

  • Shall be a member of the Executive Board and attend all its meetings

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Emily Chin

Publicist

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Aaron Chan

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Matthew Wong

Jian Ming Chen

Sergeant at Arms

  • Shall assist in the maintenance of the AYSC Facebook Page

  • Shall make flyers for every meeting and events

    • Have President and Vice President to approve flyers before you post them

    • Have all 3 logos (AYSC, OPD, AACC) on all flyers

  • Shall make a status of the event at least 3 times beforehand, 1. two weeks before the event, 2. One week before the event, 3. One day before the event. (Better if you have one on the day of)

  • Shall be in charge of recruitment and printing a club brochure

  • Shall write descriptions for all events and meetings for webmasters to update website

  • Shall have the President and Vice President to check all the reports for a final approval before sending them out to all the Board Members and Advisors

  • Shall cc President and Vice Presidents on all AYSC related emails 

  • Shall be a member of the Executive Board and attend all its meetings

  • Shall be the custodian of all AYSC Photos.

  • Shall be present at all AYSC projects, meetings, and activities to take appropriate photo

  • Shall be responsible for the maintenance of the AYSC camera and equipment

  • Shall file all the file and title (date, event name) all the AYSC pictures in the AYSC shared folder within 2 days after the event or meeting

  • Shall share and send all the pictures to the publicist & webmasters

  • Shall have the President and Vice President to check all reports for a final approval before sending them out to all the Board Members and Advisors

  • Shall cc President and Vice Presidents on all AYSC related emails 

  • Shall be a member of the Executive Board and attend all its meetings

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Thanh Ong

Historian

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Richard Tan

Webmaster

  • Shall keep AYSC website up-to-date weekly

    • All filtered Photos  of the events need to be updated within 4 days of the event or meeting.

    • All google signup forms need to be included in the descriptions of the events on the calendars and summary of the event under events & news.

    • All waivers need to be updated and titled.

    • All Photos folders have to title as "Date, Name of event/ meeting"

    • Put all Photos from general meeting together as one folder under Gallery

    • All summaries for events or meetings on calendar and Events & News need to be checked by both President and Vice President before published.

    • Maintain the dates of expiration, costs of renewal of website and related expenditures

    • All events under Events &  News need to arrange by date (Newest to oldest, bottom).

    • All picture folders need to arrange by date (Newest to oldest)

    • All events need to be updated on the calendar and Events & News by 8pm of the Board meeting and need to be updated if there are any changes.

    • Updated Point systems need to be uploaded within 2 hours the updated point system is sent out.

    • All reports on updates need to be sent out the Tuesday before the board meeting as usual.

    • All updates need to be checked by both Webmasters before published.

    • Shall keep AYSC website in a attractive condition

  • Shall be responsible to get the information needed to update the website

  • Shall ask the publicists to write a description of every event

  • Shall have President and Vice President to approve the descriptions

  • Shall Make and file all appreciation awards to the shared google folder

  • Shall print out Appreciation Awards, have advisors and President to sign

  • Shall have the President and Vice President to check the all reports for a final approval before sending them out to all the Board Members and Advisors

  • Shall cc President and Vice Presidents on all AYSC related emails

  • Shall be a member of the Executive Board and attend all its meetings

  • Shall work closely with the main Board Member and assist her/him

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Aileen Xie

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Andy Liu

Assistants

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Jiexin Chen

Co-chairs
  • Shall review the past reflection reports

  • Shall plan and organize committee meetings (at least 2 for big events)

  • Shall check and confirm with President and Advisors for the available dates

  • Shall reports to the President and advisors about progress of the project 7 days prior to the executive committee meeting, or 7 days prior to general meeting if committee meeting occurs after executive meeting.

  • Shall make sure to have a minimum amount of people/volunteers

  • Shall have reflection meeting within one week after the event

  • Shall send out reflection report within 2 days after the reflection meeting

  • Shall create a sign-up sheet (google form)

  • Shall send the finalize list to the President and Vice President at least 1 week before the event

  • Shall have the President and Vice President to check all the reports for a final approval before sending them out to all the Board Members and Advisors

  • Shall cc President and Vice Presidents on all AYSC related emails 

  • Shall be a member of the Executive Board and attend all its meetings