Committee Chairman Duties
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The offices of Committee Chairmen, Coordinators, and Deans (herinafter referred to as Chairmen) all have similar duties. This page is an effort to make a list of them all in one convenient place. Chairmen are encouraged to make contributions, whether they are typos or complete rewrites. This is your page, and it should reflect your needs.
- Committee Chairmen are appointed, usually by the President, and they serve at his pleasure. Chairmen of sub-committees are usually appointed by the primary Committee Chairman. Your appointment becomes official when the news of your appointment and your acceptance are receieved at Headquarters and staff confirm your eligibility. Please do this in writing; email is preferred.
- If yours is a standing committee (one listed on the web site), it will continue from year to year. If yours is an ad hoc committee (one formed for a specific short-term task), then it will end when the Board receives your final report or the following Annual Meeting (unless extended). This expiration also applies to committees of the Board, including Committees-of-the-Whole.
- You are expected to give a Report of your Committee's activities and plans to the Board of Directors annually at the August meetings, and at such other times as the Board or President may request it. Annual reports are normally sent to Headquarters by the end of July; attendance at the annual meetings is desirable, but not required.
- You are expected to report your volunteer hours, expenses, and mileage to Headquarters on a regular basis. Monthly is best, but so long as we get a report on one year by 31 January of the next, we can endure. Note that some offices have more stringent reporting requirements. Note too that reimbursement is subject to budget limitations, and occasionally to cash-flow challenges. Under those conditions, volunteers who make prompt (monthly) reports will be paid first.
- Chairmen of Standing Committees are authorized to appoint any Augustan Society member in good standing to your committee. To check if a member is in good standing, please contact HQ. It is far preferable to check before extending the invitation! Such appointments (and removals) do not take effect until you notify Headquarters in writing.
- If you determine that the expertise your Committee needs is not available from the membership, you may appoint non-members to your Committee, provided you have advertised the post to the membership first, and that a majority of the Committee are members of the Society at all times. Again, appointments do not take effect until you notify Headquarters with a name and contact information in writing.
- The President and the Consuls are ex officio members of all committees, as is the Chairman who appointed you, if any. They are not to be counted in the calculation mentioned in the previous item.
- We expect that in most cases, non-member consultants will be strongly encouraged to join the Society. You will be credited as their sponsor if you can induce them to join.
- Standing Committee Chairmen are exptected to name a Vice-Chairman within your first year in office. You are also expected to keep this Vice-Chairman fully informed so that he will be able to step in at need. This is important for ensuring the continuity of the Committee's work.
- If you have trouble finding appropriate members for your Committee, contact Headquarters, as they have a file of Member Interest Surveys that may suggest worthy candidates, maintain the “Help Wanted” page on this website, and can place a longer ad in Augustæum on request.
- While incidental expenses like postage and long distance will be covered by the Budget, should your Committee need additional funding for any reason, you should work with HQ and the Finance Committee (under the Chairmanship of the Treasurer) to put your requests into each year's budget. Do not delay “until the next budget cycle”, as it is sometimes possible to make mid-year adjustments — we like to think of our Budget as a planning tool, not a control mechanism.
- Email forwarding has been set up for your Committee's use. These generally follow the following formats:
- <CommName@augustansociety.org>, which forwards to you and your Vice-Chairman, if any;
- <CommName.firstname.lastname@example.org>, which forwards to you and all members of your Committee, including the ex-officio members;
- <email@example.com> will forward to the member named — note the .NET suffix on named emails. Note that such forwards are only set up for members who take a position on a committee, not all members have them. They can be added for any member upon request.
- We urge you and your Committee to use these special email addresses. They help avoid errors and omissions, make sure all are copied, and when email changes are reported to Headquarters, delivery is automatically redirected.
- Note too that not all members with such email addresses actually receive email. Some are offline, in which case HQ will forward them a hard copy (after what may be substantial postal delay) — and some people just don't bother to read their email.
- Unless you are also a Director, you will not be expected to attend either Board meetings or the Convention, though we of course hope you attend the latter (at your own expense). You may occasionally be asked to join a Board meeting; these are normally held via teleconference, so the commitment is small (and telephone charges will be reimbursed).
- If your Committee wishes to meet at the Convention, please so inform Headquarters as early as possible. We need to schedule meeting space carefully to minimize expenses.
- If your Committee wishes to meet via teleconference, please contact Headquarters so we can set this up. A week's notice to HQ is suggested, as that will let us give your members the same advance alert. There is no charge for teleconferencing other than individual's phone calls, and these can be reimbursed if your budget permits.
- Remember that your Consuls stand ready to assist you and your Committee however we may.
This page maintained by the Webmaster in consultation with Committee Chairmen and Deans. Last modified 20 February 2016.