According to the By-Laws, 2011 revision:
The President shall preside at all the meetings of the association and have general supervision over the business and affairs of the Association.
The President- elect shall perform the duties of the President in his/her absence.
The Secretary shall issue proper notice of all meetings, record the proceedings of the meetings of the Association and of the Executive Board, and keep accurate records of members and dues paid. The minutes of all Executive Board meetings, once approved, shall be distributed to the Board members. The Secretary may also participate in outreach activities to the membership.
The Treasurer shall keep careful record of all monies received, handled and expended; faithfully care for all monies entrusted to his/her keeping, paying out the same only with the endorsement of the President. The Treasurer shall be a member of the Auditing Committee, but shall not participate in the review or audit of the books.
The Treasurer shall account for all funds received, handled, and expended as specified by the Board. Generally accepted accounting practices shall be used to account for all assets.
1. Maintain the checkbook by recording all withdrawals and deposits and keeping an accurate balance
2. Record all transactions in the Ledger
3. Receive bank statements and balance the checking and savings accounts
4. File all bank statements in an organized binder
5. Prepare a report to be presented at the monthly Board meeting
1. Change the signature cards at the bank for the new officers. This should be done as soon as possible after they take office.
2. File the Domestic Non-profit Corporation Report with the New Mexico Public Regulation Commission and enclose the required fee. This should be done as soon as possible after January 1 and no later than May 15. File the report in the binder.
3. Renew the CCR registration annually. This should be done in January.
4. Sign the NMEHA account with Dun and Bradstreet and update the information. This should be done in January.
5. File Federal tax form 990-N. This should be done in January. File the e-Postcard receipt in the binder.
6. Update information with the Sate of New Mexico Taxation and Revenue Department. This should be done in January after induction of the new officers.
7. Organize the financial records and submit then for audit. This should be done in January.
8. Par recurring bills:
a. Wild Apricot- September b. Post Office Box Rental- January
c. Southwest Cyberport- April
1. Provide the Employer Identification Number to authorized entities who request it
2. Develop invoices
3. Provide necessary financial services for conferences and trainings
4. Issue payments to scholarship and science fair winners
5. Assist in maintaining the PayPal account
The Directors shall have jurisdiction over matters pertaining to the management, maintenance, growth and welfare of the association and shall approve all expenditures by the President and Treasurer.