Changes
add study groups
Each Committee, ProjectStudy Group, and Sub-Group within The Augustan Society, Inc., needs a leader. These are variously titled ''Chairman'', ''Project LeaderCoordinator'', or ''Dean'', and some have specific titles that apply only to that group. All are referred to as ''Chairmen'' on this page for simplicity.
These 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.
<li>You tender your resignation, which should go to the President (so he can appoint someone else) and to Headquarters (so they can take your name off the website); or</li>
<li>If you go one full year without submitting a Report or reporting your time and expenses, you will be automatically removed. [[Consuls]] will send reminders so this last is unlikely to happen by surprise.</li>
<li>If you fail to maintain your membership in the Augustan Society. Note that the [[Board]] has eliminated all grace periods, so if dues aren't paid by 31 December, you'll be out of office on 1 January. (You may of course be reappointed after restoring your membership in to [[Good Standing]].)
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<li>If yours is a standing committee (one listed on the web site)or Study Group, 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 at the Board meeting following the [[Annual Membership Meeting]] (unless extended).</li>
<li>You are expected to give a [[Report]] of your Committee's activities and plans to the [[Board|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 a requirement.</li>
<li>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 (and monthly) reports will be paid first.</li>
<li>Chairmen of Standing Committees and Study Groups 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 Headquarters. It is far preferable to check before extending the invitation to membership! Such appointments do not take effect until you notify Headquarters.</li>
<li>If you determine that the expertise your Committee needs is not available from the membership, you may appoint non-member advisors to your Committee, provided 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 (preferably email).</li>
<li>The President and the Consuls are ex officio members of all committees, as is the Chairman who appointed you, if anydifferent. They are not to be counted in the calculation mentioned in the previous item. They must be copied on all communications sent to your whole committee.</li>
<li>We expect that in most cases, non-member advisors will be strongly encouraged to join the Society. You will be credited as their sponsor if you can induce them to join.</li>
<li>Standing Committee Chairmen are authorized to name a Vice-Chairman, and you are expected to do so 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.</li>
<li>Study Group Coordinators may name a Vice-Coordinator, but this is not required until there are five members in the group.</li>
<li>Vice-Chairman will be asked to step in whenever you are unavailable or unresponsive. This should not be used to avoid contacting a Chairman, but only to ensure that business continues despite all the interruptions that volunteer service is prone to.</li>
<li>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" list on the website, and can place a longer ad in ''[[Augustæum]]''.</li>
<li>While incidental expenses like postage and long distance will normally be covered by the [[Budget]], should your Committee need additional funding for any reason, you should work with Headquarters 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 very possible to make mid-year adjustments — we like to think of our Budget as a planning tool, not a control mechanism.</li>
<li>Email forwarding has been set up for your Committee's use. These generally follow the following formats:
