Nashville Section Officers Job Description Manual

Transcription

1 I. POLICIES A. GENERAL 1. All matters of policy shall be decided by the Executive Committee unless otherwise indicated by the American Chemical Society Constitution and Bylaws or by the Bylaws of the Nashville Section. B. MEETINGS 1. REGULAR a) The order of business for regular section meetings should be as follows: (1) The Chairman calls the meeting to order. (2) The Chairman welcomes and recognizes guests. (3) New members and visitors are introduced by the Chairman of the Membership Committee. (4) Minutes of the previous meetings are read by the Secretary. (5) The Chairman reports on meetings of the Executive Committee. (6) Reports of officers (7) Reports on committees (8) Unfinished business (9) New business (10) Announcements (11) Report by the Program Committee Chairman on future meetings (12) Introduction of the Speaker by the Program Committee Chairman (13) Presentation of Papers (14) Question and answer period(s) conducted by Chairman Program Committee 1 P age

2 2. BUSINESS (15) Expression of thanks to the Speaker by the Section Chairman (16) Adjournment a) The order of business for the annual meeting of the Section will be the same as that of a regular meeting with the following additions: b) Under Section 1 (9), New Business, the annual nomination of Section officers will be held. (1) Report by the Chairman of the Nominating Committee (2) Additional nominations from the floor may be made. (3) Voting by mail ballot (surface or ) to all section members (4) Election results will be made public as soon as the tellers complete their count. c) MISCELLANEOUS (1) All meetings will be conducted according to Robert's Rules of Order and according to the Constitution and Bylaws of both the American Chemical Society and the Nashville Section.I (2) It is recommended that at least five (5) meetings be held by the Section each year (October, November, January, March, and May). The November meeting is the annual business meeting and the January meeting is the meeting for the installation of new officers and committee chairmen. (3) Meetings may be preceded by a social hour prior to a dinner. The meeting proper starts after the dinner. 2 P age

3 II. OFFICERS A. CHAIRMAN 1. The Chairman is the chief executive officer of the Nashville Section of the American Chemical Society. He presides at regular meetings, business meetings, special meetings, and meetings of the Executive Committee. He is responsible for the general performance of the Section and for the organization of the committees. He should provide enthusiastic and aggressive leadership with regards to the development of current projects as well as long range goals of the American Chemical Society. He should inspire committeemen to greater accomplishments in their respective tasks. To be more specific, the Chairman has the following functions and responsibilities: 2. The Chairman presides at all meetings of the Section with the order of business being that described in the section on meetings under Policies in Section I., above. 3. The Chairman appoints committee chairmen and committee for all non elected committees as specific in the Section Bylaws. If necessary, he may make changes in appointments during the year to insure proper committee operation. The Chairman is an ex officio member of all committees. In order to insure smooth operation and essential year to year follow through with committee work, standing committees will be made up as follows: Committee appointments will be on a three year basis and the committee membership will be staggered in such a manner that some new committeemen will be appointed each year from the Section membership but at the same time there will be a nucleus of experienced committee members on the various standing committees. Each year the Section Chairman will appoint committee chairmen from the senior members of the various standing committees and at the same time will appoint an appropriate number of new committee members so as to insure the smooth operation of the staggered membership plan. 4. The Chairman should advise Section officers and committees and should be aware of their accomplishments. 5. The Chairman furnishes copies of the "Job Description Manual"to all officers and committee chairmen as soon after their election or appointment as is practical. He sees that the Public Relations and Publicity Committee keeps the "Job Description Manual" up to date as well as maintaining an adequate supply of these manuals on hand. 6. The Chairman should prepare and give an annual report at the business meeting which covers his duties, accomplishments, and future aspirations for the Section. 3 P age

4 7. The Chairman passes to his successor a file of pertinent correspondence. 8. The Chairman serves as Chairman of the Executive Committee. Normally he sets both the time and place for the committee to meet. Also he serves as a member of this committee for an additional year upon the completion of his term of office. 9. The Chairman will cooperate with the National Officers of the Society in their request for any action by the Section. 10. The Chairman reminds other officers of necessary reports that are to be made at Section meetings and to National Headquarters or the Internal Revenue Service. 11. The Chairman may appoint and dissolve special committees as needed. 12. The Chairman may call a special Section meeting at any time if he thinks it is necessary. 13. The Chairman shall appoint an Auditing Committee. This committee will audit the Treasurer's books prior to a change in personnel of this office and at any other time it is necessary. This appointment should be made no later than the November meeting. 14. The Chairman should notify the Chairman Elect if he finds that he is to miss a Section meeting. B. CHAIRMAN ELECT 1. Functions in the Chairman's place when necessary. He is expected to serve as Section Chairman the following year. 2. Serves as a member of the Executive Committee, and the Nominating Committee. 3. Appoints all Standing Committee Chairmen before January 1 of his year in office. A listing of Section officers and Committee chairmen should go to all Section members early in the new year. a) The Program Committee Chairman should be appointed by September so that he (or a representative) can attend the Tour Speaker Planning Meeting, normally held at the Fall Southeastern Regional Meeting. 4 P age

5 C. SECRETARY 1. Files a) The Secretary shall maintain all files, records, and correspondence other than those pertaining to officers of Section Chairman and/or other duly appointed or elected committees. b) Selection of files, records and correspondence to be destroyed or discarded is to be made by Secretary. 2. Meetings a) Minutes of all meetings including Executive Committee Meetings shall be taken and recorded. Bring copy of minutes to each meeting. b) The Secretary shall be responsible for notifying all members of the Section of regular meetings. Meeting information such as dates, program and place of meeting is obtained from the Program Chairman. 3. Membership a) Membership file shall be kept up to date. b) A list of names of new members should be sent to Chairman, Membership Committee. c) Record of membership count which is made by National Office and sent to the Section about July shall be kept. The membership list sent by National Office shall be checked against the Section List and all discrepancies resolved. 4. Annual Report a) A report covering the activities of the Section during the calendar year shall be submitted to the National Office who will provide forms and instructions for such report. This report should be submitted to the National Office, by the outgoing Secretary, by February 1. Copies of reports from other officers and committees of Section should be of help to Secretary in writing annual report. b) Request in January the annual allotment for the Nashville Section from: (1) Executive Secretary, American Chemical Society, 1155 Sixteenth Street, N.W., Washington, D.C P age

6 5. Miscellaneous Duties a) Notice of Officers Committee Appointments b) As soon as possible after annual elections and committee appointments, a list of these officers and committee chairmen should be sent to Records Department, American Chemical Society, Washington, D.C., on forms which are provided by National Office. 6. Certification Section Councilors a) Each year, certification of Section Councilor(s) and Alternate Councilor(s) must be made on proper forms provided by National Office. (1) Deadline for receipt of such certification by National Office is December 1. (2) It shall be the responsibility of the Secretary to submit any and all information requested by these forms. b) These certifications should be mailed to Records Department, National Office, Washington, D.C. 7. Stationary a) It shall be the duty of the Secretary to order such stationery as required for Section use. 8. Correspondence a) It shall be the duty of the Secretary to write such letters as might be required in transacting Section affairs and maintain copies of all such correspondence. (1) A file of meeting notices should be kept. 9. Past Chairman's Plaque a) About October 1, the Secretary shall order a "Past Chairman's Plaque" for presentation to retiring Section Chairman at January meeting (or pin if preferred). b) All information necessary may be obtained from copy of previous years. 10. General a) Keep records with a view toward the annual report at the end of the calendar year. 6 P age

7 b) Obtain receipts when payments are made in cash to be transferred to the Treasurer for reimbursement. c) Obtain and keep authorization from the Section Chairman or Executive Committee for unusual expenses. 11. Maintain files of correspondence and other material of interest, and transfer these files to the new Secretary when item D 6 is completed. D. TREASURER 1. Sign forms for checking account and for savings account (First American National Bank). 2. Handle all money at monthly meetings. 3. Have adequate change in box for selling tickets (section pays for meal of speaker) and pay for meals, tips and tax at end of meeting by cash or check. 4. Make arrangements for a substitute if necessary. 5. Make payments on basis of judgment, without further authorization, of the following normal expenses: a) Expenses of tour speakers and local speakers. b) Expenses for the stationery, printing, postage, etc. of the monthly announcements to the membership. c) Stationery, postage, telephone calls, etc., by officers and committee chairmen in the conducting of ACS business. d) Deficiencies in the expenses of meetings, not covered by the selling of dinner tickets to the members and guests. e) Bring to the last meeting of the calendar year the proper forms for transfer of the checking account and savings account to the new treasurer. f) Prepare an annual financial report for the section after the last meeting of the calendar year. Turn the checkbook, savings account passbook, cashbox, and invoices and receipts, over to the auditing committee. g) Prepare and send to the secretary by January 10, following term, the Statement of Revenue and Expenses required by the ACS. h) By December 1, submit an annual section budget for approval by the Executive Committee. 7 P age

8 6. General E. COUNCILOR(S) (1) If no Executive Committee meeting is scheduled, copies of the budget should be mailed to each member and approval requested by mail. a) Keep records with a view toward the annual report at the end of the calendar year. b) Obtain receipts when payments are made in cash. c) Obtain and keep authorization from the Section Chairman or Executive Committee for unusual expenses. Councilors shall become fully informed of local and national society affairs. 1. Councilors shall attend, as often as possible, National ACS Meetings, particularly the meetings of the National Council. 2. Councilors who are unable to attend a National Meeting shall notify the Section Chairman well in advance of the meeting so that the Alternate Councilor may be certified. 3. Councilors shall represent the Section at business sessions of the National Meetings and shall perform such other duties as are specified for Councilors of the Society. They shall consult the Executive Committee for advice on items of interest to the Section. 4. Councilors shall report briefly to the Executive Committee on the proceedings of the business sessions of the National Meetings. 5. Councilors are members of the Executive Committee. 6. Councilors are considered the primary link between national and local policy and, thus, they should be familiar with all Section policies and activities. 7. Councilors must be certified by the Secretary before they are eligible for attendance at National Meetings. Certification of Councilor and Alternate must go to Washington before December 1 of each year. F. ALTERNATE COUNCILOR 1. The Alternate Councilor has access to the information available to the councilors, and should be prepared to act in his stead. 8 P age

9 G. PAST CHAIRMAN 1. The immediate Past Chairman will be Chairman of the Nominating Committee. 2. The immediate Past Chairman will be a member of the Executive Committee for one year. III. COMMITTEES A. EXECUTIVE 1. The Executive Committee is the chief governing body of the Nashville Section of the American Chemical Society. It has full power to manage the finances, direct the business, and decide matters of policy for the Section unless specified to the contrary by the Constitution and Bylaws of the American Chemical Society. 2. The Section Chairman presides at meetings of the Executive Committee. Usually meetings of the Executive Committee are arranged for with regards to time and place by the Section Chairman. However, a meeting of the Executive Committee can be called for at any time by a majority of the members of the committee. 3. The composition of the Executive Committee is as follows: a) Elected (1) Section Chairman (2) Chairman Elect (3) Immediate Past Chairman (4) Secretary (5) Treasurer (6) Councilor (7) Alternate Councilor b) Appointed Committee Chairman (1) Program (2) Membership (3) Awards and Education 9 P age

10 (4) Public Relations and Publicity (5) Long Range Planning 4. The Executive Committee should meet at least once a year. 5. Questions brought to a vote in the Executive Committee must receive a two thirds majority of the votes cast. 6. The Executive Committee should convey to the Councilor any business it desires brought before the National Council. 7. A quorum will be five members of the. B. PROGRAM 1. The outgoing Program Chairman will make speaker arrangements for the January speaker. 2. At January meeting, turn over to the incoming Program Chairman, file: a) General ACS correspondence b) Program Committee business c) Individual folders containing correspondence, etc., of each speaker for the preceding year. d) Information on future meetings e) Discuss with incoming Chairman f) Method of notification of Public Relations and Publicity Chairman of speaker, etc., for scheduled meetings g) Initiate monthly routine required to assure positive communication between the speaker, the Washington Office and interested parties of the Nashville Section. (1) The Washington Office will usually supply the Program Chairman with the itinerary of the tour speaker, his biography, his photograph and abstract of his talk. (2) As soon as the itinerary and equipment required for a speaker is known, the Program Chairman should select and confirm type of meeting (e.g., dinner) and site. (3) About six weeks to a month before a meeting make hotel reservations for the speaker. Have hotel confirm reservations to speaker. 10 P age

11 (4) About six weeks to a month before a meeting write a letter of confirmation to the speaker giving him details of meeting, procedure on arrival, etc. Send copies to Public Relations and Publicity Chairman with copies of speaker's biography, abstract of talk and photo. Send copy of letter to Washington. (5) Try to locate some former colleague or student of the speaker who may be interested in properly introducing the speaker. If none available, introduce speaker yourself. (6) On day of talk do not prepare too much entertainment for the speaker without his prior consent. (Mention all entertainment plans in confirmation letter.) Take speaker to his hotel in plenty of time so he may review his notes before you escort him to the meeting. h) Within a week after the lecture, write a letter of appreciation to the speaker in behalf of the Section. i) Fill out evaluation of tour speaker form at request of Washington Office. j) Start collecting suggestions for speakers for the following program year. k) Invitation for suggestions could be included in meeting notices. l) Catalog speakers according to division of chemistry into which they fall. m) Send list to Regional Program Chairman when he asks for it. 3. Selection of Tour Speakers a) Early in summer Washington will send notices of tour speakers who will tour our section and their subjects. (1) The Program Chairman can consult with members of his committee or the Executive Committee on each speaker offered. b) The Chairman may want to present tour offering of speaker at a meeting to get opinion of membership, if scheduling of next meeting and Washington deadline on acceptance permit. c) The incoming chairman or alternate should attend the Regional Meetingof the Program Committee to select speakers who will be invited to tour our Region in the following year. 11 P age

12 d) The Program Chairman also has the responsibility for the following duties which are given in chronological order: b. e) Three to four weeks prior to the meeting, judging by the speaker and topic, an estimate should be made on meeting size and meeting facilities should be arranged. Meetings may be arranged with a social hour and dinner, with the talk following the dinner. After confirming the meeting date, the Secretary should be notified of the place, menu if pertinent, such as on Friday, and the address to which reservation cards should be returned by members, or phone numbers to call for reservations. The Secretary should convey the total costof meal including tip, tax, etc. to the Treasurer. At this time, it may be necessary to make arrangements for the projector, screen, and pointer, if needed, for the meeting. 12 P age

13 f) Day before meeting: (1) Call the restaurant and give the number expected for the dinner. (2) Be sure to make a minimum reservation guarantee with a provision with the management to accommodate additional people. g) Meeting date: C. AWARDS AND EDUCATION (1) On the day of the meeting, it is necessary to pick up necessary equipment which the speaker may require. (2) If a social hour is planned beforethe dinner, arrangements need to be made for beverages to be served. This is best done by having one person responsible solely for this. (3) At the meeting the Program Chairman is responsible for setting up the equipment and seeing that the projector has an operator. (4) A written quote for the total cost of the meal should be obtained. 1. Formation of the Committee: a) The new Chairman of the Awards & Education Committee shall be appointed by the Section Chairman. His term of office shall be for one year. (1) This will allow maximum continuity for the advancement of the activities of the Education Committee. b) The membership of this committee shall have representatives from highschool and college faculties and industry. 2. Suggested Activities: a) Education Night (1) A possible meeting could be "Education Recognition". A special effort could be made to have a program to appeal to secondary school teachers. It would be the responsibility of this committee to supply the program for this meeting. This meeting could be our annual meeting on a college campus. 13 P age

14 b) Visiting Scientist Program (a) The purpose of the visiting science program is to interest high school students in chemistry, to encourage qualified students to follow chemistry as a profession, and to stimulate and encourage high school teachers. (b) The Education Committee requests to participate in this program. When the local section is notified that a visiting scientist is assigned to the section, plans are made with the visitor and officials of the local school system to utilize the visitor in a program to benefit the high school chemistry teachers and students. (c) The request for a visiting scientist will be submitted by October 1. The assignment and/or visit will probably be made after the first of January. Thus, coordination is most important if the committee membership should change between the request date and the visiting date. (d) It might be most advantageous to hold the speaker at one school a day and invite honor students from surrounding high schools to listen to the talk and then participate in a seminar with the visiting scientists. (e) Every effort should be made to have a chemistry teacher's seminar and lecture one evening during the visiting scientist's visit. (2) Local Speakers Bureau (a) To supplement the visiting scientist program, a local speaker s bureau may be established. Members of the local section are required to participate by offering one or more topics on which they will talk to high school students. A brief summary of the talk should be included. This program should be updated each year, preferably in September. A list of films and tapes available from the ACS should also be maintained to supplement this program. (3) Plant Tours A list of the plants that will participate in high school and/orcollege tours should be made available to the schools. Information as to how many in a group the company can handle, the minimum age, the time the tours are desired and the time a tour will take, etc., would be helpful. 14 P age

15 c) Awards (1) The committee is responsible for the following awards: (a) High School Teacher Award (i) This award is offered to the most outstanding high school chemistry teacher in our area. (ii) b. Middle Tennessee Science and Engineering Fair (iii) Three awards are made to the outstanding chemistry exhibits in thefair; first, second, and third prizes of $30, $20, $10, plus an engraved plaque to each winner. (b) Other ACS Awards (i) The Education Committee is responsible for submitting the names to the section for approval of other ACS awards, such and the James Bryant ConantAward in high school chemistry teaching, etc. (c) The Education Committee shall select and conduct any examinations required for the selection of the winner of any award under their jurisdiction. D. MEMBERSHIP 1. Duties of Committee a) Obtain from the American Chemical Society a supply of membership application forms for each Committee member. b) Distribute ACS informational materials and membership application blanks to all prospective members. c) Each committee member be responsible for contacting and enrolling eligible chemists in the area covered by the Section. d) The Chairman accepts completed membership application forms. e) The Chairman checks each application form in accordance with ACS membership requirements. 15 P age

16 f) Submit completed membership application forms and membership dues to the Section Secretary to forward to ACS. g) Mail letters of welcome to each new Section member. h) Introduce each new Section member at a meeting of the Section. i) Each member of the Committee promote fellowship at each Section meeting. j) Provide membership forms and materials to a Section member in each large chemical industry and educational institute to facilitate the work of the Committee in promoting membership in the ACS. k) Conduct a membership and attendance campaign during the year. E. PUBLIC RELATIONS AND PUBLICITY 1. News announcements to local newspapers: a) A brief announcement of meetings, special activities, or awards should be sent to local newspapers. These announcements should contain all the factual material which might be helpful to the editor in preparing a news entry for public appeal. One should be prepared to see only a small portion of such announcements actually used by the newspapers. There is no harm in bringing to the attention of the city editor those announcements which might have unusual attraction for the average reader. Invite them to write feature stories on unusually attractive events. 2. Radio and TV: Arrangements can be made with local radio stations to use public relations tapes supplied by the ACS News Service to fill "dead spots" in their weekly programming. Depending upon the ingenuity and perseverance of the Committee, radio and TV may also be used for interviews with prominent visiting scientists and for round table discussions of scientific issues. 3. Establishment of a local section journal: The feasibility of publishing on a regular schedule an organ of the local section should be under continued study. Probably the best procedure would be to keep reminding ourselves of the possibilities and then offer encouragement and cooperation to the brave individual who might like to initiate the venture. 4. This committee should keep the Job Manual up to date. F. NOMINATING 16 P age

17 1. The Chairman of the Nominating Committee is the immediate Past Chairman of the Section. The membership of the Nominating Committee will include the Chairman Elect, and the Program Committee Chairman. 2. The Nominating Committee will select nominees for the following slate of officers which will be presented to the Section at the first fall meeting: a) Chairman (1) Term one year b) Chairman Elect (1) One year term c) Secretary (1) One year term d) Treasurer (1) One year term e) Councilor (1) Councilor is elected every three years for a term of three years. f) Alternate Councilor (1) The Alternate Councilor is elected every three years for a term of three years. (2) Additional nominations from the floor will be accepted at this meeting. 3. The consent of all members of the Section placed on the nominating slate should be obtained in advance of the business meeting. 4. Voting will be by mail (surface or ) ballot to all Section members. Returns will be tabulated by the Secretary, and results properly publicized by the Nominating Committee Chairman. 5. Voting should normally be completed before the middle of November, since Section Councilors must be registered with Washington by December The Nominating Committee should meet at least three weeks prior to the first fall meeting. It is the responsibility of the Chairman of the Nominating Committee to set the time and place for such a meeting. 17 P age

18 7. In the case of vacancies among the Section Officers, the Nominating Committee will prepare a slate of nominees for a special election provided this is deemed necessary by the Executive Committee. G. AUDITING COMMITTEE 1. The Section Chairman will appoint a Chairman and at least two other committeemen that will comprise an Auditing Committee. This Auditing Committee should be appointed at the latest at the time of the last regular Section meeting in a calendar year. 2. The Auditing Committee shall examine the Treasurer's records which will include ledgers, deposit receipts, bank statements, cancelled checks, receipted bills, etc., each year at the close of the fiscal year (calendar year). The Auditing Committee shall prepare a written report of their audit and also givea report at the first regular Section meeting in the new year prior to the change in the office of Treasurer. 3. The Auditing Committee shall be operated on a staggered, rotational, membership basis as is done with the other standing committees. 4. The Executive Committee may direct the Auditing Committee to examine the Treasurer's records at any time it may be necessary. 5. The Section Chairman should notify the Treasurer of the audit andshould inform the Treasurer of the identity of this Auditing Committee. At the end of the fiscal year the Treasurer should close his books, obtain an up to date bank statement and in general have a copy of his annual report ready for consideration by the Auditing Committee. 6. The Chairman of the Auditing Committee will arrange a time and placefor the annual audit that will be convenient to the Treasurer. 7. The Auditing Committee will be concerned with the physical assets and liabilities of the Section on the last day of the fiscal year and shall satisfy itself that the Treasurer's records give an accurate assessment of thesection's financial position. The Auditing Committee may make recommendations to the Treasurer and the Executive Committee for more efficient bookkeeping. 8. When the Auditing Committee is satisfied with their audit, they should initial the Treasurer's ledge records as evidence of the completion of their work. H. LONG RANGE PLANNING 1. The main responsibilities of the Long Range Planning Committee are as follows: 18 P age

19 a) Visualize the makeup of the Section within 5 to 10 years. b) Identify and describe the needs of the Section in the future (including the immediate future). c) Decide on objectives, assign them priorities and make plans to achieve some of them. d) With respect to new projects, programs, or activities, this committee should be responsible for formulating general, preliminary plans. e) When such an activity is past the stage of early evaluation, another committee should be given responsibility for continuing the work. f) Membership of the committee should include at least two past chairmen and possibly a relatively new member of the Section. 19 P age