Title: Establishing the Position of the Secretary General
Date Passed: March 18th, 2013
Author: Steven LI
Co-Sponsors: WANG, Kefei & GONG, Xiaohua
1. BACKGROUND
The USTC AF has been a volunteer-run organization since its inception, without any paid
position of staff. The Board of Directors (the Board) feels that such an arrangement is limiting
the growth potential of the AF, and its ability to best fulfill its charter of promoting the interest of
the USTC itself. As such, the Board decides to establish a Secretary General position, in the
hope to bring to us the benefit of professional management.
2. RESPONSIBILITIES
A person duly appointed as the Secretary General of the USTC AF, has the following
responsibilities:
1) Build and maintain an operational team, if necessary. The team members report to the
Secretary General
2) Publish newsletters at regular intervals.
3) Maintain accurate accounting of our members, establish channels for members to reach
us, and respond to their inquiries.
4) Conduct fund raising campaigns, and to interact with existing and prospective donors.
5) Maintain liaison relationships with appropriate counterparties at the USTC.
6) Furnish the Board with a budget for all operations and activities to be conducted by the
Secretary General, at the beginning of every quarter. Such budget should be less than 7%
of the estimated donation income of the quarter.
3. AUTHORITIES
A person duly appointed as the Secretary General of the USTC AF, is hereby granted the
following authorities. Such a person is allowed to further delegate portions of the authorities to
his/her staff members.
1) Recruit, hire, and fire staff members.
2) Pay staff members a reasonable salary, plus all necessary benefit as required by
applicable laws.
3) Communicate on behalf of the AF, through electronic or other means, to members, USTC
and the public in general.4) Engage vendorsto purchase products, supplies, and services necessary to fulfill the
responsibilities above.
4. NON-AUTHORITIES
The Secretary General and his/her staff members are specifically prohibited from the following
without the written consent of the Board or its duly authorized committees:
1) Entering into any agreement with any parties outside the areas of responsibilities above.
2) Committing the AF to any financial obligations beyond a 12-month period, or with an
increasing amount measured on a quarterly pro-rated basis. (i.e. no long term or
ballooning service contracts)
3) Representing the AF in any communications that conflict with any of the AF's bylaws,
corporate charter, or resolutions.
5. COMPENSATIONS
The Secretary General can and shall be fairly compensated. A prospective candidate, or a person
occupying such office, should submit a compensation request for approval by the Board or its
duly delegated committee.
The Secretary General shall set the compensation level for his/her staff members at a level that is
appropriate with the labor market, where staff members are hired.
6. APPOINTMENT AND TERMINATION
The Board shall appoint a candidate to the Secretary General in the form of a resolution.
The board shall be able to terminate the appointment of the Secretary General to any person
without prior notice, or with any reason for doing so, or the need to find the person at fault for
any wrongdoing. Such termination shall also be in the form of a resolution.