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 LeaderDean'', ''Coordinator'', or ''DeanModerator'', 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.

<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 websiteweb site); 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), 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 may be 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 sub-committee and have submitted such a report to your supervising officer in the past year, you may silence further calls for reports from Headquarters Staff by sending them a requirementcopy.</li>

<li>You are expected asked 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. Amounts left unreimbursed at year-end will be deducted from your dues. Note also that amounts under $4 may only be used as a credit (on dues or any other purchase or payment).</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 The [[President]] and [[Headquarters Staff]] are ex officio members of all committees. They are not available from the membership, you may appoint non-member advisors to your Committee, provided that a majority of be counted in the Committee are members calculation of the Society at quorums or other voting issues. They must be copied on all timescommunications sent to your whole committee. Again, appointments do not take effect until This is done automatically if you notify Headquarters with a name and contact information use the Society email system (preferably emailor will be once we get it fixed).</li>

<li>The President and the Consuls Chairmen are ex officio members of all committees, as is the authorized to name a Vice-Chairman who appointed you, if anyand 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). They You are not also expected to keep this Vice-Chairman fully informed so that he will be counted able to step in at need. This is important for ensuring the calculation mentioned in continuity of the previous itemCommittee's work. They must be copied One way to do so is to ask that others use your Society email address, which will (or should) 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 communications email sent to in the performance of your whole committeework.</li>

<li>We expect that in most cases, nonStudy Group [[Coordinators]] may name a Vice-member advisors will be strongly encouraged Coordinator according to join standards set by the Society. You will be credited as their sponsor if you can induce them to join[[Dean of Studies]].</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 Chairmen will be able asked to step in at needwhenever you are unavailable or unresponsive. This is important for ensuring not to be used to avoid contacting a Chairman, but only to ensure that business continues despite all the continuity of the Committee's workinterruptions that volunteer service is prone to.</li>

<li>When a Chairman leaves office, the Vice-Chairman may also will be asked automatically promoted to step Chairman if he has served in whenever you are unavailable or unresponsivethe former capacity for at least one year. This should not be used to avoid contating At other times, the President must appoint a new Chairman, but only to ensure that business continues despite all which might be the interruptions that volunteer service is prone toVice-Chairman, despite a short tenure.</li>

<li>If you have trouble finding appropriate members for your Committee, contact Headquarters, as they have keep a file of Member Interest Surveys interests 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 ''[[AugustæumAugust&aelig;um]]''.</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]]if active) to put your requests into each year's budgetthe [[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 have a permanent budget that can easily be edited at any time&mdash;the Budget as is primarily a planning tool, not and only secondarily a control mechanism.</li>

<li>Email forwarding has been set up for your Committee's useis available through the main web site. These generally follow Contact the following formats:<ul><li><CommName@augustansociety.org>Postmaster, which forwards to you and your Vice-ChairmanWebmaster, 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. 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 or Headquarters for any member upon requestassistance.</li></ul></li>

<li>We urge you and your committee members to use these special the Society email addressessystem. They help It helps avoid errors and omissions, make makes sure all are copied, and when email changes are reported to [[Headquarters]], delivery is automatically redirected.</li>

<li>Not all members with such email addresses actually receive email. Some are offline, in which case HQ will forward them a hard copy (after postal delay) — and some people just don't bother to read their email. You may wish to take the level of responsiveness into consideration when appointing and retaining members.</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 own expense, when held in person). You may occasionally be asked to join a Board meeting; these are normally held via teleconferencevideoconference, so the commitment is small (and any telephone charges associated fees will be reimbursed).</li>

<li>If your committee Committee wishes to meet at the [[Annual Convention]] when such ae held, 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. If they wish to meet via videoconference, the [[President]] or [[Secretary]] can set that 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 or videoconferencing other than individual's phone calls, and these can be reimbursed if your budget permits.</li></ol>