Red River Valley Local Section

                     Officer  Manual     2010

 

 15 January, 2010.

 Table of Contents.

 General Information.

 Administrative Calendar.

 Section Governance.

 Executive Committee.

 Officers of the Section.

         Chair.

         Chair-Elect.

         Secretary.

         Treasurer.

         Councilor and Alternate.

         Members-at-Large.

 Committees of the Section.

         Membership - Activation, Retention and Services.

         Program - Publicity.

         Education  - Awards.

         Nominating.

         Governmental Affairs.

 Local Section Information Provider.

 Local Section List Serve.

   Please let us know if additional entries should be included in this Manual.  

General Information

Red River Valley Local Section          # 521           size:   small

Area covered:

   North western Minnesota and Eastern North Dakota approximately from Bemidji to Breckenridge in Minnesota and the rectangle from the Red River to Valley City in North Dakota.

   In reality, the Local Section reaches out to chemists and chemistry students in all of North Dakota.

Mailing address:  Officers designate their own local address for receipt of official mail.

Web URL:   http://RedRiverValley.sites.ACS.org

ACS Speakers tour:      Heartland

Bylaws last amended:   23 August, 1989.

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Administrative  Calendar

 

 1 January
 New Officers assume Office.
 mid_January
 Local Section Leadership Conference.
 22 January
 Complete and return Participation Response Form to USNCO office.
 25 January
 Order USNCO Local Section Exams.
mid_February
 Annual Report due to the ACS Office of Local Section Activities.
  Treasurer receives payment for dues collected by National for second half of previous year.
 28 February
 Form 1099-misc and form 1096 to IRS.
 mid March Current year allotment mailed to Treasurer, provided annual report was filed by 15 February.
  Membership roster mailed to Secretary.
 mid April
 Names of students taking US National Chemistry Olympiad exam due.
 15 May
 IRS form 990 and any other required IRS forms.
 mid May
 Membership roster mailed to Secretary.
 mid July
 Membership roster mailed to Secretary.
 1 August
 Treasurer receives payment for dues collected by National for January through June of the current year.
 mid_September Membership roster mailed to Secretary.
21 September
 List of nominees for office shall be presented to the Secretary by the Nominating Committee.
 7 October
 Nominations by petition must be submitted to Secretary by this date.
 21 October
 Executive Committee meets on or before this date to vote on accepting the entire list of nominees.
 10 November
 Ballots shall be sent to the general membership on or before this date.
 mid November
 Membership roster mailed to Secretary.
 28 November
 All ballots cast must be returned by this date to be counted.
 1 December
 Secretary must certify to the ACS Executive Director the names and terms of all Councilors, alternate councilors [ACS ByLaw III, Section 1 (a-4 and e2)] and section officers and committee chairs for the succeeding year.
  Nominations for High School Chemistry Teaching Awards due to ACS Awards Office.
 15 December
 Treasurer must sign and return the Section allotment vouchers for succeeding year.

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Red River Valley Local Section Governance

                         Membership
|
|
election
|
|
staggered three year terms | annual
_________________________|_______________________________________________
| | | | | | |
Alternate Councilor Chair Chair Secretary Treasurer Members-at-Large
Councilor | Elect
|
|
appoints chairs
|
bylaw | ad hoc
-------------------+------------------
| |
Membership - Nat Chem Week

Chemical Education - Awards News Letter

Nominating Committee Information Provider

Program - Publicity USNCO

    Governance in the Red River Valley Section of the AMERICAN CHEMICAL SOCIETY is entrusted to the officers elected by the membership during our annual election. The Chair, as chief executive officer, has overall responsibility in promoting the will of the Section's membership within the confines of our charter. Aiding the Chair is the Executive Committee, which is comprised of elected officers, councilors, appointed chairs, and Members at large. Past officers should help and mentor the present officers if called upon to do so.

    Committee chairs are appointed by, and are accountable to, the Chair. The incoming Chair has the option of reappointing the present committee chairs. In addition to other officers and chairs which comprise a given committee, chairs are encouraged to appoint other members to their respective committees at their discretion. Doing so will enhance the pool of future officers.

For continuity, the nominating committee should consider members with past governance experience as these individuals, if interested, will be the future officers of the Section.

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EXECutive Committee

    The executive committee meets monthly (except for December, June, July and August) to monitor and assess the progress of current activities of the Section.  E-mail communication among members of the Committee is used to facilitate interaction, especially with those members from Bemidji and western North Dakota. The membership of the executive committee consists of the following elected positions.

bylaw V, Section 1.    The officers of the section shall be a:

  • Chair,
  • Chair-Elect,
  • Corresponding Secretary,
  • Recording Secretary,
  • Treasurer.

bylaw V, Section 2.   The Section shall have Councilors and Alternate Councilors as provided in the Constitution and Bylaws of the SOCIETY.

bylaw V, Section 3.   The Executive Committee shall consist of

  • the officers of the section,
  • the immediate Past-Chair,
  • the Councilors,
  • the Alternate Councilors, and
  • at least five and no more than eight Members-at-Large.

bylaw V, Section 4.   All officers, Councilors, Alternate Councilors, and other persons elected by the members, shall be chosen from the MEMBERS.

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Chair

bylaw VII, Section 2.   The Chair of the Section shall serve as Chair of the Executive Committee. As soon as possible after beginning her/his term of office, the Chair shall fill the vacancies on all standing and any special committees, subject to the approval of the Executive Committee.

bylaw IX, Section 3.   The Chair and Chair-Elect shall serve as ex-officio members of the Program-Publicity Committee with the Chair-Elect serving as chair of the Committee. This Committee shall arrange the program and publicity for the regular meetings of the Section.

   The supervision, coordination, and overall direction of Section activities are the primary and ongoing functions of the Section's Chair. The Chair provides leadership for the Section's officers and committee chairs, while encouraging these persons to participate actively in both the decision-making process and in the day-to-day operation of the Section. From an abstract of the Resource Manual for Local Section Officers of the American Chemical Society we find the following responsibilities defined in addition/parallel to those stated above by the bylaws of the Section:

  • Directs   Section activities.
  • Presides   at all meetings of the Section.
  • Presides   at all meetings of the Executive Committee of the Section.
  • Ensures   the timely filing of the Local Section Annual Report.
  • Arranges   meetings.
  • Oversees   committees.
  • Corresponds   with National ACS.
  • Guides,  supervises, and assists committee chairs to carry out their committee assignments.
  • Hosts   tour speaker.
  • Makes   standing committee appointments.
  • Motivates   members.
  • Serves   as spokesperson for the Section.
  • Updates   The Officer Manual. 

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Chair - Elect

   The Chair-Elect serves as program chair and has the principal responsibility for arranging the details of the Section's meeting program for the year.  In addition, the chair-elect frequently serves as the host for Section speakers. The Chair-Elect is invited each year to attend a Local Section Leadership Conference which provides ideas about programs, resources, and activities available for Section leaders.

  • Attends   the Local Section Leadership Conference.
  • Serves   as chair for the Program - Publicity Committee.
  • Selects   speakers for Section meetings, keeping in mind the varied interests of the members of the Section, as well as the appeal of the speaker for other science professionals and for the general public.
  • Assists   the Chair.
  • Writes   thank you letters to invited speakers following the visit.
  • Provides   a calendar of Section meetings to the Secretary and Section Information Provider), preferably early in the year for publicizing to the local membership.
  • Prepares   to become Chair of the Section by working with the current Chair and officers to learn about the Section and members.

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Secretary

   The Secretary provides continuity and therefore may serve several consecutive terms.

The Secretary shall have responsibility for:

  • manage   the election process by preparing, mailing, and delivering the ballots to the Tellers { bylaw VI, Section 4 }.

  • preparing   and distributing meeting notices for the Section,
  • handling correspondence   for the Section,

  • maintaining   and updating the permanent records of the Section,   A most essential responsibility is maintaining the membership list.   On a bimonthly basis, the  Secretary receives a Section Membership Roster from the ACS National office which includes a complete list of members' names and addresses as well as separate addenda files detailing address changes, new members, and other Section roster amendments to the previous edition. Recent experience with the data files supplied has demonstrated the need to affect major revisions to format and often content before the information can be integrated with existing Section data files.
  • recording   the minutes of Executive Committee and general business meetings,
  • reading   minutes of previous meetings at business meetings as required,
  • sending   copies of minutes of meetings to the Section Information Officer for purposes of posting the records for the Section,
  • certifies   to the ACS Executive Director on or before 1 December the names and terms of office of all Section Councilors [ACS ByLaw III, Section(a-4 and e-2)], New Officers and Committee Chairs.
  • assuming   any other duties customary to the office of Secretary.

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Treasurer

   The Treasurer provides continuity and therefore may serve several consecutive terms.  A more detailed description of the duties and responsibilities of the Treasurer can be found in latest rendition of the Handbook for ACS Local Section Treasurers.  In summary, the Local Section Treasurer:

  • maintains   the financial records accounting for all Section money.
  • prepares   periodic and annual reports on the Section's fiscal condition.
  • files   the Internal Revenue Service Form 990 and all other necessary IRS forms.
  • receives and disburses   the operating funds of the Section.
  • requests   Local Section dues collection by National ACS.
  • requests   the annual allocation of the members' national dues from National ACS for the operation of the Local Section.
  • serves   on Investment Committee.

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Councilor and Alternate

  • attends   the National ACS meeting.
  • represents   the views of the Local Section.
  • has the opportunity to   serve   on National ACS Committees.
  • reports   on activities of National ACS at the Local Section monthly Executive Committee meeting, typically done at the first meeting immediately following the National meeting.
  • ensures   that the Local Section follows National ACS Guidelines.
  • gives guidance to the Local Section Chair and Executive Committee.
  • regularly attends the Local Section meetings.

   Section officers should ensure that all candidates for councilor seats can and will attend most, if not all, of the Council meetings during their three year terns of office. To help achieve a high level of councilor attendance at Council meetings, National ACS provides partial reimbursement to sections to support councilor travel to National meetings. Details are sent with each Council agenda.

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Members-at-Large

   The Executive committee shall include at least five and no more than eight Members-at-Large.  A member at large shall represent the general membership. As such, Members-at-large shall bring before the Executive Committee such items of concern to members of the Section as shall have been brought to their attention, as well as have a working knowledge of the National and Local Section ByLaws, so that they may act as counsel to the Executive Committee. The Member-at-Large can also be a Committee chair.

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Membership - Activation, Retention and Services

bylaw IX, Section 4.  The Membership - Activation, Retention and Services Committee shall consist of the Treasurer and Secretary as ex-officio members and one member from each constituency not represented by the two ex-officio members.

   The Membership - Activation, Retention and Services Committee shall be responsible for soliciting new members, acquainting new members with the Section, and establishing means to provide services to the membership for the Section.

   The committee members might wish to elaborate?

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Program - Publicity  Committee

bylaw IX, Section 3.   The Chair and Chair-Elect shall serve as ex-officio members of the Program-Publicity Committee with the Chair-Elect serving as chair of the Committee. This Committee shall arrange the program and publicity for the regular meetings of the Section.

   Members of this Committee change according to the schedule of Section meetings. Institution representatives participate as determined by the sites where meeting rooms and dinner facilities are required.

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Education  - Awards  Committee

bylaw IX, Section 5.   The  Education-Awards Committee shall be responsible for arranging the educational activities of the Section and for making nominations for   awards   to be given by the Section.

  • outstanding high school teacher award
  • 50 year members
  • Recognition of Distinguished Science by a Member of the Section
  • National Chemistry Week
  • News Letter
  • United States National Chemistry Olympiad
  • State and Regional Science and Engineering Fairs

   Although listed here, the latter six activities have recently been propagated via ad hoc committee or individual action.   Unification as subcommittee functions under this committee seems more appropriate.

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Nominating  Committee

bylaw VI, Section 4.   A Nominating Committee of four members representative of the
demographic distribution of MEMBERS of the Section shall be appointed by the Chair. This committee shall prepare a slate of nominees consisting of at least one candidate for each office and a short biographical sketch for each candidate. This list shall be included in the notice for the October meeting which notice shall be sent to all members not later than one
week before the meeting..

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Governmental Affairs  Committee

Add your main content here - text, photos, videos, addons, whatever you want! 

Harmon will be sending this soon.

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Local Section Information Provider

  • Maintain the Local Section web site {these pages and others that may be generated}.
  • Publish and Archive documents associated with governance of the Section.
  • Generate and maintain timely notices describing Section Events / Activities.  Within the limits imposed by WEBS.com, maintain archives of these notices for past Section Events / Activities.
  • Maintain an accurate copy of the Section bylaws.
  • Maintain a current working version of the Officer Manual.

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Local Section List Serve

   The Local Section List Serve might provide a means to transact many of the jobs assigned to the Secretary.  Communication of meetings, circulation of election ballots, ... to the members of the Section.  With a little work, the need for paper notices sent via USPS can be virtually eliminated.  RedRiverValley.sites.ACS.org could become the source of meeting information? 

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