Changes

Each Committee, [[Study Groups|Study Group]], and [[Sub-Groups|Sub-Group ]] within The Augustan Society, Inc., needs a leader. These are variously titled ''Chairman'', ''Coordinator'', ''Moderator'', or ''Dean'', and some have specific titles that apply only to that group. Most Chairmen are appointed by the [[President]], but some are appointed by other officers or elected. All are referred to as ''ChairmenChairman'' and ''President'' on this page for simplicity.

<oltype="I"><li>Chairmen are appointed, usually by the [[President]], and they serve at his pleasure. Your appointment becomes Appointments become official when the news of your the appointment and your the acceptance are received at by [[Headquarters Staff]] in writing (email is preferred). Those chairing sub-committees will be appointed by the chairman Chairman of the next superior committeeCommittee. Some [[Sub-Groups]] have other ways of selecting their leaders, which see.</li>

<ol type="A"> <li>The President asks you to step down (sometimes by announcing a new Chairman, though that's very poor form);</li> <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);</li> <li>If you fail to submit an [[Annual Report ]] in July, or fail to report your time and expenses for twelve consecutive months, you will be automatically removed &mdash; [[ConsulsHeadquarters Staff]] will send reminders so this last is unlikely to happen by surprise.); or</li> <li>If you fail to maintain your membership in the Augustan Society. Note that while there is normally a 30-day grace period, the [[Board]] has at times eliminated all grace periods, so or extended them. But best to assume that if dues aren't paid by 31 December(or such other deadline as may be published), you'll be out of office on 1 Januarythe following day. You may of course be reappointed after restoring your membership to [[Good Standing]]. Some years may have different renewal dates, alas. </ol></li>

<li>If yours is a standing committee or [[Study Groups|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 next [[Annual Membership Meeting]], unless extended.</li>

<li>You are expected required to give a an [[Annual Report]] of your Committee's activities and plans to the [[Board|Board of Directors]] annually at for the August meetingsBoard meeting, and at such other times as the Board or President may request it. Annual reports are normally sent to Headquarters during the month of July; attendance at the annual meetings is desirable, but not sub-committees maybe asked to submit such reports to their supervising officer during June that he may consolidate such reports. If you are the head of such a requirementsub-committee and have submitted such a report to your supervising officer in the past year, you may freely disregard any calls for reports from Headquarters Staff.</li>

<li>You are expected '''required''' to report your volunteer hours, expenses, and mileage to [[Headquarters Staff]] on a regular basis. Monthly is best, but so long as we get a report on one calendar year is submitted by 31 January of the next, we can endureno harm is done. 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 [[Good Standing]] to your their 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 Headquartersof your appointment and we receive word of their acceptance. The [[Consuls]] may also have recommendations Email is acceptable for or against various individuals based on their historical performancethis.</li>

<li>If you determine that the expertise your Committee needs is not available from the membership, as indicated by the lack of response to an annual advertisement for such in ''August&aelig;um[[Augustæum]]'', you may appoint non[[Non-member advisors Member Consultants]] to your Committee, provided that a majority of the Committee are members of the Society at all times. Should the number of Augustans fall too low to support your nonbalance the number of Non-member consultantsMember Consultants, you must make either additional member appointments or dismiss sufficient non-members to regain a member majority. If yours is a review committeeReview Committee (one that reviews petitions and makes recommendations to the Board for recognition or registration), you will not be able to submit recommendations to the [[Board ]] when you lack a member majority. Note that this restriction applies to all Committees and all recommendations.</li>

<li>The [[President ]] and the Consuls [[Headquarters Staff]] are ex officio members of all committees, as is the Chairman who appointed you, if different. 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. This is done automatically if you use the Society email system.</li>

<li>We expect It is expected that in most cases, nonNon-member advisors Member Consultants will be strongly encouraged to join the Society. You The Chairman will be credited as their sponsor if you can induce them they are induced to join.</li>

<li>Chairmen of standing committees are authorized to name a Vice-Chairman, and you are expected to do so within your first year in office(save for positions necessarily located at Headquarters where such appointments would depend on finding a local volunteer). 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. One way to do so is to ask that others use your Society email address, which will copy your Vice-Chairman automatically. If not, it is your responsibility to send them a copy, just as it is that you copy (or more often BCC) them on all email sent in the performance of your work.</li>

<li>Study Group [[Coordinators ]] may name a Vice-Coordinator, but this is not required until there are five members in according to standards set by the group[[Dean of Studies]].</li>

<li>Vice-Chairman Chairmen will be asked to step in whenever you are unavailable or unresponsive. This should is not to 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 keep a file of [[Member Interest Surveys]] that may suggest worthy candidates, maintain the [[Webmaster]] maintains the "Help Wanted" list on the website, and the [[August&aelig;um Editor]] can place a longer want 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 Staff]] and the [[Finance Committee]] (under the chairmanship of the [[Treasurer]]) to put your requests into each year's budget[[Budget]]. Do not delay "until the next budget cycle", as it is very often possible to make mid-year adjustments — we like to think of our &mdash; the Budget as is primarily a planning tool, not and only secondarily a control mechanism, though it is both.</li>

<ulol type="1"> <li><''CommName''@augustansociety.org>, which forwards to you and your Vice-Chairman, if any;</li> <li><''CommName''.comm@augustansociety.org>, which forwards to you and all members of your Committee, including the ex-officio members;</li> <li><''firstname.lastname''@augustansociety.net> will forward to the member named — note the .NET suffix on named emails. Such forwards are only set up for members who take a position on a committee, or on request; not all members have them. They can will be added for any member or non-member consultant upon requestto the [[Postmaster]].</li> <li>Email addresses for the two senior [[Sub-Groups ]] follow a slightly different format, which see.</li> </ulol></li>

<li>We urge you and your committee members to use these special the Society 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.</li>

<li>If you appoint members to of your committee who Committee are offline, you should must take personal responsibility to mail them copies of all online communications. Your expenses, and theirs in replying, may be reimbursed under your budget.</li>

<li>Unless you are also a [[Directors|Director]], you will not be expected to attend either [[Board ]] meetings or the [[Annual Convention]], though we of course hope you attend the latter (at your expense). You may occasionally be asked to join a Board meeting; these are normally held via teleconference, so the commitment is small (and any telephone charges will be reimbursed).</li>

<li>If your committee Committee wishes to meet at the [[Annual Convention]], please so inform [[Headquarters Staff]] as early as possible. We need to schedule meeting Meeting space needs to be scheduled carefully to minimize expenses.</li>

<li>If your committee Committee wishes to meet via teleconference, please contact [[Headquarters so we can Staff]] will set this up. A week's notice is suggested, as that will let us give permit adequate notice to your members (including the ex-officio members) the same advance alert. There is no charge for teleconferencing other than individual's phone calls, and these can be reimbursed.</li></ol>

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