At the top level, under the law, there are three major duties  for non-profit Board members that are to the association as a whole—not to individual members, geographic areas, disciplines or factions. These are covered in the American Bar Association book Guidebook for Directors of Non-Profit Corporations (provided to newly-elected Trustees) and in our bylaws.

Duty of care – “Calls upon a director to participate in the decisions of the Board and to be informed as to the data relevant to such decisions.” (Guidebook)
Duty of loyalty – “Requires directors to exercise their powers in the interest of the corporation, not their own interest or the interest of another entity or person.” (Guidebook)
Fiduciary duty – “The business and affairs of the association shall be managed by the Board of Trustees.” (Bylaws)

The basic duties of the AHRMA Board of Trustees are called out in our bylaws and include, but are not limited to:

  1. Hiring and firing of the association Executive Director.
  2. Setting all policies for the association.
  3. Adopting an annual budget and overseeing its administration by the Executive Director.
  4. Appointing and termination of standing or special committees as it deems appropriate.
  5. Electing officers of the association.

Please refer to the bylaws (available in the Member Resources section of the AHRMA website) for more details.

Additional expectations of individual Trustees

  1. Trustees are responsible for the health and well-being of AHRMA, both short-term and long-term. The Trustees are entrusted with ensuring all actions taken by AHRMA are keeping with the Association’s Articles of Incorporation, Mission Statement, and bylaws.
  2. Trustees represent all members in all disciplines.
  3. Trustees are expected to be fair and open-minded, and have the highest integrity.
  4. Trustees are expected to attend the three membership/Board meetings each year.
  5. Trustees are expected to serve on one or more committees, which may include committee chairmanship.
  6. Trustees are expected to participate in Town Hall meetings at events in their geographic area.
  7. Trustees are encouraged to be visible and accessible at any AHRMA event they attend in order to exchange information with members.
  8. Trustees are unpaid volunteers elected by, and serving the membership and the basic precepts of the corporation. Trustees serve a three-year term, and there is no limit to the number of terms that may be served, subject to the vote of membership for each term.

Yearly Membership/Board meetings

AHRMA has three membership/Board meetings each year – an annual meeting and two regular meetings (see bylaws for additional information). Although general subjects and policy may be covered at any meeting, each of the three meetings has one or more major items required to be addressed, driven largely by our annual schedule. All meetings are open to members, with the exception of limited closed sessions for personnel, legal or contractual issues requiring confidentiality.

First meeting (annual) objectives and information:

  1. Recognize and install new or reelected Trustees.
  2. Review previous year’s financial results. The AHRMA fiscal year runs from Dec. 1 – Nov. 30.
  3. Election of officers of the association (the Executive Committee): Chairman, Treasurer, and Secretary.
  4. The meeting should be held in association with a National competition event in order to encourage member attendance. It must occur in the first six months of the calendar year.
  5. The location of this meeting will alternate between the Eastern Region (even years) and the Western Region (odd years)
  6. The meeting will include a scheduled session for members’ comments

Second meeting (first regular) objectives, information:

  1. Review membership, participation and financial status, year to date.
  2. The meeting should be held in conjunction with a National competition event in order to encourage member attendance, if at all possible.
  3. Meeting must be held in late July or early August,
  4. The meeting will include a scheduled session for members’ comments/questions.

Third meeting (second regular) objectives, information:

  1. Review year-to-date budget/financials. Review and approve draft budget for following fiscal year, taking any needed course changes into account.
  2. Review and approve draft schedules for all disciplines for following year.
  3. Review and assign committee chairmen and members for following year.
  4. Review performance and determine compensation for the Executive Director.
  5. Typically held in October.
  6. There is typically a scheduled member comment/question session at this meeting. It should be held near a major airport and/ or National competition event, in order to minimize travel expenses.

Rule Change Proposal Process Typical Schedule

Typical schedule (subject to change depending on race and trustee travel schedules)

  1. May 1-15 – Rule Change Proposal submission period – as Rule Change Proposals come in they will be forwarded to the appropriate Rules & Eligibility (R&E) committees. (2 weeks)
  2. May 22 – R&E committee review period ends (starts during submission period)
  3. June 9-18 – Trustee review period
  4. June 19 – Preliminary vote, Meeting 1a (video meeting)
  5. June 28 – Preliminary vote, Meeting 1b (video meeting)
  6. July 11-July 24 – Member Comment period (2 weeks)
  7. July 24-August 9 – Member Comment Trustee Review
  8. August 12 – Final vote. (video meeting) (this can change according to everyone’s schedule but should take place in August)

Trustee compensation and benefits

  1. Trustees receive travel reimbursement for one Board meeting each year. Approved expenses are: Airfare or mileage (at AHRMA’s reduced reimbursement rate); one night’s lodging; rental car (if needed) and fuel. Trustees are encouraged to share hotel rooms and rental cars whenever possible. All expenses for attendance at the other two Board meetings are the responsibility of the Trustee.
  2. Trustees are covered by “Executive Protection and Employment Practices Liability Insurance” when acting in the role as Trustee.
  3. Trustees will receive one discounted entry (amount based on current policy) at each round of national competition they attend.
  4. Trustee membership fees are compensated for the active term of the Trustee.

If you have any questions, please do not hesitate to contact the Executive Director or any current Trustee.