Changes

Each Committee, Project[[Study Groups|Study Group]], and [[Sub-Groups|Sub-Group ]] within The Augustan Society, Inc., needs a leader. These are variously titled ''Chairman'', ''Project LeaderCoordinator'', ''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.

#<ol type="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 receieved at received by [[HeadquartersStaff]] 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>

#<li>Serving "at the pleasure of the President" does not mean that you need to submit your resignation after each election. Most Presidents will make few changes in their appointments, and you should carry on with the work until and unless you are asked to step down.</li>

#<li>There are three four ways to leave office: <ol type="IA"> <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); or</li> <li>If you go one full year without submitting a fail to submit an [[Annual Report ]] in July, or reporting fail to report your time and expensesfor 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 grace periods 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 the following day. You may of course be reappointed after restoring your membership to [[Good Standing]]. </ol></li>

#<li>If yours is a standing committee (one listed on the web site)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 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 by during the end 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 (, 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. Email is acceptable for this.</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 ''[[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. AgainShould the number of Augustans fall too low to balance the number of Non-Member Consultants, you must make either additional member appointments do or dismiss sufficient non-members to regain a member majority. If yours is a Review Committee (one that reviews petitions and makes recommendations to the Board for recognition or registration), you will not take effect until be able to submit recommendations to the [[Board]] when you notify Headquarters with lack a name member majority. Note that this restriction applies to all Committees and contact information (preferably email)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 any. 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>

#We expect <li>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>

#Standing Committee <li>Chairmen 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-Chairman may also be asked Coordinator according to step in whenever you are unavailable or unresponsive. This should not be used to avoid contating a Chairman, but only to ensure that business continues despite all standards set by the interruptions that volunteer service is prone to[[Dean of Studies]].</li>

#If <li>Vice-Chairmen will be asked to step in whenever you have trouble finding appropriate members for your Committeeare unavailable or unresponsive. This is not to be used to avoid contacting a Chairman, contact Headquarters, as they have a file of Member Interest Surveys but only to ensure that may suggest worthy candidates, maintain business continues despite all the "Help Wanted" list on the website, and can place a longer ad in ''[[Augustæum]]''interruptions that volunteer service is prone to.</li>

#While incidental expenses like postage and long distance will be covered by the Budget, should <li>If you have trouble finding appropriate members for your Committee need additional funding for any reason, you should work with contact Headquarters and , as they keep a file of Member Interest Surveys that may suggest worthy candidates, the [[Finance CommitteeWebmaster]] (under maintains the chairmanship of "Help Wanted" list on the website, and the [[TreasurerAugust&aelig;um Editor]]) 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 can place a planning tool, not a control mechanismwant ad in ''[[Augustæum]]''.</li>

#Email forwarding has been set up for your Committee's use. These generally follow the following formats:*<CommName@augustansociety.orgli>While incidental expenses like postage and long distance will normally be covered by the [[Budget]], which forwards to you and should your Vice-Chairman, if Committee need additional funding for any;*<CommName.comm@augustansociety.org>reason, which forwards to you should work with [[Headquarters Staff]] and all members of the [[Finance Committee]] to put your Committeerequests into each year's [[Budget]]. Do not delay "until the next budget cycle", including the exas it is very often possible to make mid-officio membersyear adjustments &mdash;*<firstname.lastname@augustansociety.net> will forward to the member named — note the .NET suffix on named emails. Note that such forwards are Budget is primarily a planning tool, and only set up for members who take secondarily a position on a committee, not all members have them. They can be added for any member upon requestcontrol mechanism.</li>

#We urge you and <li>Email forwarding has been set up for your committee to Committee's use these special email addresses. They help avoid errors These generally follow the following formats: <ol type="1"> <li><''CommName''@augustansociety.org>, which forwards to you and omissionsyour Vice-Chairman, make sure all are copiedif any;</li> <li><''CommName''.comm@augustansociety.org>, which forwards to you and when email changes 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 reported only set up for members who take a position on a committee, or on request; not all members have them. They will be added for any member or non-member consultant upon request to Headquartersthe [[Postmaster]].</li> <li>Email addresses for the two senior [[Sub-Groups]] follow a slightly different format, delivery is automatically redirectedwhich see.</li> </ol></li>

#Not all <li>We urge you and your committee members with such to use the Society email addresses actually receive email. Some They help avoid errors and omissions, make sure all are offlinecopied, in which case HQ will forward them a hard copy (after postal delay) — and some people just don't bother to read their when emailchanges are reported to [[Headquarters]], delivery is automatically redirected.</li>

#If you appoint <li>Not all members to your committee who with such email addresses actually receive email. Some are offline, you should take personal responsibility and some people just don't bother to mail them all communicationsread their email. Your expenses, and theirs in replying, You may be reimbursed under your budgetwish to take the level of responsiveness into consideration when appointing and retaining members.</li>

#Unless you <li>If members of your Committee are also a Directoroffline, you will not be expected must take personal responsibility to attend either Board meetings or the [[Convention]], though we mail them copies of course hope you attend the latter (at your own expense)all online communications. You may occasionally be asked to join a Board meeting; these are normally held via teleconferenceYour expenses, so the commitment is small (and any telephone charges will theirs in replying, may be reimbursed)under your budget.</li>

#If your committee wishes <li>Unless you are also a [[Directors|Director]], you will not be expected to meet at attend either [[Board]] meetings or the [[Annual Convention]], please so inform Headquarters as early as possiblethough we of course hope you attend the latter (at your expense). We need You may occasionally be asked to schedule join a Board meeting space carefully to minimize expenses; 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. Meeting space needs to be scheduled carefully to minimize expenses.</li> <li>If your 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 same advance alertex-officio members). There is no charge for teleconferencing other than individual's phone calls, and these can be reimbursed if your budget permits.</li></ol>