Leading AFA into the Future

Are YOU willing to serve? The American Fence Association is pleased to announce the call for volunteers for the 2019 Board of Directors and committees is now open. We rely heavily on our members to assist with committees, activities, projects and service on our Board of Directors. We are seeking candidates for President-Elect, Treasurer/Secretary, Directors and committee members.

Service on the AFA Board of Directors or an AFA committee will help you to grow personally and professionally, develop skills, gain irreplaceable experience, and provide an opportunity to drive and influence the decisions of our organization and shape government policies that affect the livelihoods of AFA members and their customers.

Board and committee service will also provide these unique opportunities:

  • Cultivate valuable skills in non-profit governance, program planning, and strategic planning
  • Magnify your network of professional contacts
  • Increase recognition from your employer, community, or peers

Help lead the AFA into the future by encouraging a colleague or friend to apply or to apply yourself and serve the Association to maintain a positive and professional direction for the future.

The deadline for submitting your interest to serve AFA for the 2019 year is on October 29, 2018. Any member of AFA can submit their interest in volunteering. Once submissions close, the Nominating Committee, comprised of Board and Chapter President Members will review the candidates and determine who would be a good fit for the open positions. The committee would reach out to those people to confirm their interest, and the names will be placed on a slate for the Board and CPC to vote on. All voting for the 2019 year will be completed by November 30, 2018 with New Officers and Board Members taking office in January 2019.

Requirements for Elected Office

Nominees for President-Elect or Treasurer/Secretary must have served at least two (2) years as a Director on the Board prior to running for an officer position.

Requirements for Director

Each Director position will be filled by a member that has been in good standing for a minimum of three (3) years immediately prior to taking office, with the exception of the Directors representing Divisions.

Position Descriptions

Click to expand the position descriptions below:

President-Elect

Qualifications for President-Elect

  1. Is well acquainted with the organization, its history, mission, current role, finances, programs and services, constituency and staff; understands the external forces that affect the organization.

  2. Has demonstrated energy, commitment and support for the Association’s mission.

  3. Must be willing to devote the necessary time to fulfill responsibilities of the Office.

  4. Possesses the ability to inspire a shared vision for the mission of the organization.

  5. Shall have served at least two (2) years as a Director prior to running for an officer position.

  6. Must be a member in good standing of the Association.

Duties of President-Elect

  1. Review Board agenda materials in advance and understand the issues presented.

  2. Understand the strategic plan, organizational priorities and support AFA’s public policies.

  3. Represent the interests of the organization when voting on action items. While discussion should reflect personal experience or expertise, the primary responsibility of a member of the Board is the well-being of AFA.

  4. In the absence of the President, or in the event of his/her inability or refusal to act, the President-Elect shall perform all the duties of the President.

  5. Shall perform all duties incident to the office of President-Elect and such other duties as may be prescribed by law, by the Association’s Bylaw, or as may be assigned by the President or Board of Directors.

Terms of Office for the President-Elect

The terms of office shall be one year. The terms shall begin on January 1 following their election and shall continue to December 31 of that year. At such time, the President-Elect shall become President. No elected officer shall be eligible to hold the same office for more than two (2) consecutive terms without the interruption of at least one (1) year from the date the officer ceased holding such office.

Treasurer/Secretary

Qualifications for Treasurer/Secretary

  1. Is well acquainted with the organization, its history, mission, current role, finances, programs and services, constituency and staff; understands the external forces that affect the organization.

  2. Has demonstrated energy, commitment and support for the Association’s mission.

  3. Must be willing to devote the necessary time to fulfill responsibilities of the Office.

  4. Possesses the ability to inspire a shared vision for the mission of the organization.

  5. Shall have served at least two (2) years as a Director prior to running for an officer position.

  6. Must be a member in good standing of the Association.

  7. Ability to communicate the contents of financial statements and the implications of the financial data.

Duties of Treasurer/Secretary

  1. Shall remain fully advised as to the financial condition of the Association.

  2. Have charge and custody of all funds and securities of the Association.

  3. Shall be responsible for the receipt and disbursement thereof.

  4. Shall be responsible for confirming the records, documents, and resolutions of the Association and the Board of Directors.

  5. Shall regularly report to the Board of Directors on the financial conditions of the Association.

Terms of Office for Treasurer/Secretary

The term of office of the Treasurer/Secretary shall be two (2) years. The terms shall begin on January 1 following their election and shall continue to December 31 of that year. No elected officer shall be eligible to hold the same office for more than two (2) consecutive terms without the interruption of at least one year from the date the officer ceased holding such office.

Directors

Qualifications for Director

  1. Is well acquainted with the organization, its history, mission, current role, finances, programs and services, constituency and staff; understands the external forces that affect the organization.

  2. Has demonstrated energy, commitment and support for the Association’s mission.

  3. Must be willing to devote the necessary time to fulfill responsibilities of the Office.

  4. Possesses the ability to inspire a shared vision for the mission of the organization.

  5. Must be a member that has been in good standing for a minimum of three (3) years immediately prior to taking office with the exception of Directors representing Divisions.

Duties of Director

  1. Must be present at Board meetings and prepared to participate, having read all materials prior to coming to the meeting.

  2. Must be sensitive to conflicts of interest, legal and practical.

  3. Must question any conflict of interest by a Director or staff.

  4. Must obtain advice from AFA’s staff, lawyer, auditor, or fellow Directors regarding any conflict situation, or information provided to the board which the Director does not understand.

  5. Must be sensitive to AFA’s financial affairs, an area of particular fiduciary concern.

  6. Must destroy or return to AFA or give to their successors AFA records in their possession which were obtained as Directors. Such records are subject to subpoena and should be stored or destroyed in accordance with AFA’s formal document record retention policy.

  7. Travel will be reimbursed.

Terms of Office for Director

Each elected Director shall serve a three (3) year term and then may be eligible for re-election. Directors representing Divisions will serve up to three (3) years, at the discretion of their Divisions. The Directors’ terms shall begin on January 1st following their election and shall expire on December 31st of the third year following their election. No Director shall be eligible to serve more than two (2) consecutive three (3) year terms without the interruption of at least one year, with the exception of a Director who is an officer.

Committees

Awards Committee

Oversees and facilitates the AFA Industry Project Awards competition held at FENCETECH annually. (Maximum of 4 conference calls.)

Blue Ribbon Company Committee

Evaluates BRC applications and evaluates opportunities for enhancement of program. (Maximum of 2 conference calls.)

Certification & Accreditation Committee

Responsible for development and enhancement of an AFA Company Certification that recognizes professional companies and develop a plan to have AFA Certified Companies required in specifications. (Maximum of 6 conference calls and 4 face-to-face meetings.)

Education Committee

Develop and Coordinate education sessions that enhance and ensure that proper training materials are provided at FENCETECH, AFA University, Regional Conferences and Chapter related training. (Maximum of 4 conference calls.)

Mission Committee

Committee oversees charitable projects using donations at FENCETECH for Ronald McDonald House or other charitable entities. (Maximum of 4 conference calls.)

American Institute of Architects Continuing Education Committee

Working closely with the Certification & Accreditation Committee to develop a web-based format for the AFA Learning Management System for CEU learning opportunities. Develop method for submitting the AFA Certified Fence Contractor program to architects, engineers and others responsible for specifications. (Maximum of 6 conference calls and 4 face-to-face meetings.)

Young Fence Professionals Committee

Facilitate a young leadership program for future AFA leadership. (Maximum of 4 conference calls and 1 face-to-face meeting.)

Membership Committee

Participate and support the ongoing task of improved member engagement to include new members and retention of members. (Maximum of 6 conference calls.)

School Instructors

Fence Contractor Business School

Provide instruction as a subject matter expert for the new Fence Contractor Business School training and support additional levels of training development. Included areas are Sales & Marketing, Estimating & Bidding, Insurance and Legal, Accounting & Business Practices, OSHA & Safety Programs, UL325 & ASTM F2200 Standards. (2-3 day commitment at American Fence Association University.)

Fence Installation School

Provide instruction as a subject matter expert for the existing fence school training and support additional levels of training development. Included areas are the Core and Discipline areas of the fence industry. (1-week commitment at American Fence Association University.)

Operator Installer School

Provide instruction as a subject matter expert for the existing operator school training and support additional levels of training development. Included are all aspects of the gate operator installation process. (1-week commitment at American Fence Association University.)

Sales Training School

Provide instruction as a subject matter expert for sales school training and support additional levels of training development. (2-3 day commitment annually at scheduled events.)

Divisions

Deck & Rail Institute

This division of AFA is focused on the advancement of advocacy, training and safety standards for the deck and rail industry. Also working with FENCETECH to re-establish DECKTECH as an industry trade show. The goal is that this division be a valuable resource for consumers and the industry.

  • School Instructor (1-week commitment)
  • Committee Work (4-6 conference calls)

Hispanic Fence Association

This division of AFA is focused on the Hispanic Contractor to offer the same benefits as the American Fence Association to help the language barrier challenges that occur. This committee will work closely with AFA Staff to convert existing materials to Spanish.

  • School Instructor (1-week commitment)
  • Committee Work (4-6 conference calls)

Vinyl Manufacturers Association

This division offers support to the Vinyl and PVC industry. This division supports the manufacturers, suppliers and contractors to enhance the Vinyl and PVC industry through improved advocacy, training and standards development.

  • School Instructor (1-week commitment)
  • Committee Work (4-6 conference calls, 1 face-to-face meeting)
Chapter Level

Chapter Ad Hoc Committees

Program Committee

The purpose of the Program Committee is to work with the President in setting up meetings, agendas, speakers, and social activities. This committee may also assume responsibility for publishing bulletins or contacting members and non-members regarding upcoming meetings.

The President needs to appoint a responsible, knowledgeable, and imaginative person as Program Chairperson. A person with a great deal of respect in the community, civically active, and personable is usually the best person for the job. The committee chair needs to be certain that someone mails a meeting reminder or announcement a few days prior to each meeting to members. Prospective members should be contacted regularly, particularly when an especially good program is scheduled.

Good programs require good planning. Plan programs enough in advance that at each meeting an announcement can be made about the topic, speaker, time, and place of the next meeting. Some Chapters are very successful at planning and promoting monthly programs a year in advance.

There are several avenues open to the Program Chairman for conducting programs:

  1. Chapter Member or Panel of members presents information on a pre-selected topic in which they possess some expertise.
  2. Roundtable Discussion of a specific topic by Chapter Members. This works if it is guided and controlled. One person must prepare and be made the discussion leader.
  3. Outside Speaker is brought in. He/she should understand the purpose of the organization in inviting him/her. Specify whether there is any cost involved for honorarium, consulting fees, expenses, etc. It is always better if someone in the organization knows him/her or has heard him/her speak before.
  4. Audio-Visual Presentation – Public or college libraries, state agencies, etc. normally have movies and slide presentations on a variety of subjects relating to business and management which are introduced with an explanation of their purpose and then followed by a general discussion of their contents.

Membership Committee

Growth and retention are key words to the success of an association. The Membership Committee is established to set up programs to secure new members and encourage renewal of current members. In addition, the committee is to recommend new members to the Chapter for acceptance. The committee should work closely with the Chapter President so that agreement and consistency will be maintained in the membership programs.

GETTING NEW MEMBERS
One function of the Membership Committee is to present the association to qualified prospects in an attempt to gain new members. To develop a recruitment campaign, see the checklist in Chapter 11, “Member Recruitment and Retention.”

Ethics and Grievance Committee

The Ethics and Grievance Committee is established to promote the use of and compliance with the AFA Business and Ethical Practices. The Ethics and Grievance Committee should develop a program to educate members in the use of the Business and Ethical Practices. The AFA Business and Ethical Practices are the result of research and hard work by the AFA Ethics and Grievance Committee.

See Chapter 7, Legal Requirements and Limitations, for the Business and Ethical Practices, a discussion of its use, and a form to assist in the filing of grievances.

Nominations Committee

The nomination and election of Chapter leaders is very important to the future of any Chapter. These processes are repeated yearly or when a vacancy occurs during the year. Chapter Bylaws should establish the procedure to be used in the nomination and election process. It is the duty of the Nomination Committee to oversee the process in accordance with the Chapter Bylaws.

Nominations can be made by several different methods. Whichever method is used, it should be established in the Chapter Bylaws. Should a nomination committee be used, the committee will recommend a slate of officers and directors for the coming year. The flowing factors should be considered by members before selecting candidates:

  1. All nominees must be members of the Chapter.
  2. Nominees for the position of President MUST be the primary representative of an AFA member company and be in good standing with AFA.
  3. A letter from a nominee should be written stating he/she is willing and able to serve.
  4. The nominee’s qualifications and experience should be known.
  5. There should be a nomination of a least one candidate for each of the elective offices to be filled.
  6. The size and type of company the nominee represents. (This is a vertically integrated association made up of contractors, wholesalers, and manufacturers.)

The nominations can be held the same night as the election, or at the meeting preceding the election, or they can be solicited by mail. Holding nominations prior to the meeting would allow for some campaigning by the candidates. Referring to the Bylaws to advise the membership of the duties of officers and directors before both nominations and the elections are held is recommended. The election is to be conducted in accordance with the Chapter Bylaws. See more information about nominations and elections in Chapter 16.

Government Relations Committee

To improve the government process, participation of those governed is needed. The Government Relations Committee is designed to do just that. The Committee is to establish communication with government agencies and keep members informed of legislation, ordinances, and legal judgment affecting them. By monitoring and analyzing legislation, your Chapter can then act to defeat, shape, or support such legislation.

The methods of monitoring are:

  1. LOCAL LEVEL – Chapters should establish local area fence councils or committees who gather information from and testify before local regulating agencies.
  2. STATE LEVEL – Chapters should establish committees to monitor state agencies and legislative bodies with same responsibility as local.
  3. FEDERAL LEVEL – AFA’s Government Relations Committee will monitor and inform Chapters of their work.

The following is a list of regulations that tend to restrict establishment business procedures of contracts.

  1. Business Taxation
  2. Credit Restrictions
  3. Licensing and Bonding
  4. Local Agencies
  5. Restrictions of Selling Methods
  6. Right to Work Laws
  7. Safety- Jobsite and Shop
  8. Wage and Hour

Chapter Positions

Chapter President

Duties of Chapter President

  1. With the advice, guidance and support of the Board of Directors, is responsible to the membership for the direction of the affairs of the Chapter.
  2. Guides the efforts of the Board and committee members and presides over the Board and meetings of the membership.
  3. Sets Agenda for year. By consensus of the chapter Board of Directors, determines what the chapter is to accomplish for the year.
  4. Develops Operational Plan to accomplish Agenda.
  5. Develops Operational Budget to accomplish Agenda.
  6. Forms Chapter Committees.
  7. Calls Special Meetings of the Committees, Officers or Entire Membership (if necessary).
  8. Maintains regular communications with Chapter Membership.
  9. Maintains prompt and regular communication with AFA Office and Other Chapters.
  10. Maintains Chapter Records. The president is responsible for the following:
    1. Ensuring that the chapter is incorporated and renews incorporation with state government on an annual basis. The president shall file a copy of incorporation and renewal documents with AFA office annually.
    2. Ensuring that the chapter develops and maintains Bylaws that are in accordance with AFA guidelines. All revisions must be filed with AFA office as they occur.
    3. Ensuring that the chapter acquires and maintains proper insurance coverage. See Section I.D. of this Manual for a complete explanation of Insurance coverage.
    4. Ensuring that financial records are maintained and financial statements are filed with AFA office annually.
    5. Ensuring that membership lists are kept current and filed with AFA office annually.
    6. Ensuring that Chapter files monthly reports through “Chapter of the Year” point sheets provided by the AFA office.
    7. Ensuring that Chapter maintains official record of all meeting minutes.
    8. Ensuring that all records (including this manual) are passed to incoming presidents upon their assumption of office.
    9. Chapter President attends CPC Meetings. President Elects are encouraged to attend as well during the president’s

  11. Supports and Promotes AFA, as the recognized Elected Leader of the Fence Industry in the Chapter’s Area.
  12. Assures continuity of Leadership.
  13. Builds morale in Leadership and Membership.

The chapter president should adopt the following qualities to be a more effective leader:

  1. Understanding of people and their needs
  2. Dedication to principle
  3. Enthusiasm for purpose
  4. Courage to venture
  5. Sacrifice of self-interest for the good of the majority
  6. Willing to admit error
  7. Pride in accomplishment
  8. Desire to achieve

Election Package

Each candidate must submit the following items in their election package:

  1. A professional headshot photo as a JPEG image

  2. A biography of no more than 250 words outlining your qualifications, as well as contributions to AFA or other related Associations

  3. A maximum of three (3) letters from AFA members supporting your willingness to serve