Difference between revisions of "Committee Chairmen"

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Each Committee, Study Group, and Sub-Group within The Augustan Society, Inc., needs a leader. These are variously titled ''Chairman'', ''Coordinator'', or ''Dean'', and some have specific titles that apply only to that group. All are referred to as ''Chairmen'' on this page for simplicity.
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Each Committee, [[Study Groups|Study Group]], and [[Sub-Groups|Sub-Group]] within The Augustan Society, Inc., needs a leader. These are variously titled ''Chairman'', ''Dean'', ''Coordinator'', or ''Moderator'', 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 ''Chairman'' and their superiors ''President'' 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.
 
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.
  
<ol>
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<ol type="I">
<li>Chairmen are appointed, usually by the [[President]], and they serve at his pleasure. Your appointment becomes official when the news of your appointment and your acceptance are received at Headquarters in writing (email is preferred). Those chairing sub-committees will be appointed by the chairman of the next superior committee. Some [[Sub-Groups]] have other ways of selecting their leaders, which see.</li>
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<li>Chairmen are appointed by the President, and they serve at his pleasure. Appointments become official when the news of the appointment and the acceptance are received by [[Headquarters Staff]] in writing (email is preferred). Those chairing sub-committees will be appointed by the Chairman of the next superior Committee. 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 appointments, and you should carry on with the work until and unless you are asked to step down.</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 appointments, and you should carry on with the work until and unless you are asked to step down.</li>
  
 
<li>There are four ways to leave office:
 
<li>There are four ways to leave office:
<ol type="A">
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<ol type="A">
<li>The President asks you to step down (sometimes by announcing a new Chairman, though that's very poor form);</li>
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<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>
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<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 web site);</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 [[Consuls]] will send reminders so this last is unlikely to happen by surprise.); or</li>
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<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; [[Headquarters 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 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 to [[Good Standing]]. Some years may have different renewal dates, alas.
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<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>
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</ol></li>
  
<li>If yours is a standing committee 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 next [[Annual Membership Meeting]], unless extended.</li>
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<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 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 during the month of July; attendance at the annual meetings is desirable, but not a requirement.</li>
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<li>You are required to give an [[Annual Report]] of your Committee's activities and plans to the Board of Directors for the August Board 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, but 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 copy.</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>
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<li>You are asked to report your volunteer hours to the [[Dean of Fellows]] on a regular basis. Monthly is best, but so long as reports from one calendar year are submitted by 31 January of the next, no harm is done.</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. The [[Consuls]] may also have recommendations for or against various individuals based on their historical performance.</li>
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<li>Reports of mileage and expenses must be submitted to the [[Treasurer]] on a regular basis. Please indicate if you want the amount reimbursed, held as a credit, or considered a donation. Note 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. Credits not reimbursed at year-end will be deducted from your dues, but it is wise to advise the [[Secretary]] that you have such credits. Note also that amounts under $4 may only be used as a credit (on dues or any other purchase or payment).</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 advertisement for such in ''August&aelig;um'', you may appoint non-member advisors 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 non-member consultants, you must make either additional member appointments or dismiss sufficient non-members to regain a member majority. If yours is a review committee, you will not be able to submit recommendations to the Board when you lack a member majority.</li>
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<li>Chairmen of Standing Committees and [[Study Groups]] are authorized to appoint any Augustan Society member in [[Good Standing]] to their committee. To check if a member is in good standing, please contact Headquarters. It is far preferable to check before extending the invitation! Such appointments do not take effect until you notify Headquarters of your appointment and we receive word of their acceptance. Email is acceptable for this.</li>
  
<li>The President and the Consuls 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>
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<li>The [[President]] and [[Headquarters Staff]] are ex officio members of all committees. They are not to be counted in the calculation of quorums or other voting issues. 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 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>
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<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 (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 email sent in the performance of your work.</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. 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>
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<li>Study Group [[Coordinators]] may name a Vice-Coordinator according to standards set by the [[Dean of Studies]].</li>
  
<li>Study Group Coordinators may name a Vice-Coordinator, but this is not required until there are five members in the group.</li>
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<li>Vice-Chairmen will be asked to step in whenever you are unavailable or unresponsive. This 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>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>
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<li>When a Chairman leaves office, the Vice-Chairman will be automatically promoted to Chairman if he has served in the former capacity for at least one year. At other times, the President must appoint a new Chairman, which might be the Vice-Chairman, despite a short tenure.</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>
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<li>If you have trouble finding appropriate members for your Committee, contact Headquarters, as they keep a file of Member interests that may suggest worthy candidates, the [[Webmaster]] maintains the "Help Wanted" list on the website, and the [[August&aelig;um Editor]] can place a want ad in ''[[August&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 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, though it is both.</li>
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<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]] (if active) to put your requests into the [[Budget]]. Do not delay "until the next budget cycle", as we have a permanent budget that can be amended at any time&mdash;the Budget is primarily a planning tool, and only secondarily a control mechanism.</li>
  
<li>Email forwarding has been set up for your Committee's use. These generally follow the following formats:
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<li>Email forwarding for your Committee is available through the main web site. Contact the [[Postmaster]] for assistance.</li>
<ul>
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<li><''CommName''@augustansociety.org>, which forwards to you and your Vice-Chairman, if any;</li>
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<li><''CommName''.comm@augustansociety.org>, which forwards to you and all members of your Committee, including the ex-officio members;</li>
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<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, not all members have them. They can be added for any member upon request.</li>
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<li>Email addresses for the two senior Sub-Groups follow a different format, which see.</li>
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</ul></li>
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<li>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.</li>
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<li>We urge you and your committee members to use the Society email system. It helps avoid errors and omissions, makes sure all are copied, and when email changes are recorded on your web login, delivery is automatically redirected.</li>
  
<li>Not all members with such email addresses actually receive email. Some are offline 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>
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<li>Not all members receive and read email. Some are offline 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 your committee who are offline, you should take personal responsibility to mail them all communications. Your expenses, and theirs in replying, may be reimbursed under your budget.</li>
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<li>If members of your Committee are offline, you 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 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>
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<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, when held in person). You may occasionally be asked to join a Board meeting; these are normally held via videoconference, so the commitment is small (and any associated fees will be reimbursed).</li>
  
<li>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.</li>
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<li>If your Committee wishes to meet at the [[Annual Convention]] when such ae held, 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 set this up. A week's notice is suggested, as that will let us give 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>
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<li>If your Committee wishes to meet via teleconference, [[Headquarters 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 permit adequate notice to your members (including the ex-officio members). There is no charge for teleconferencing or videoconferencing other than individual's phone calls, and these can be reimbursed.</li>
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</ol>
  
<li>Remember that your Consuls stand ready to assist you and your Committee however we may.
 
  
 
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* [[Administration|back to Administration]]
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* [[Main Page|back to Main Page]]
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*[[Administration|back to Administration]]
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*[[Main Page|back to Main Page]]

Latest revision as of 11:20, 27 May 2024

Each Committee, Study Group, and Sub-Group within The Augustan Society, Inc., needs a leader. These are variously titled Chairman, Dean, Coordinator, or Moderator, 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 Chairman and their superiors President 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.

  1. Chairmen are appointed by the President, and they serve at his pleasure. Appointments become official when the news of the appointment and the acceptance are received by Headquarters Staff in writing (email is preferred). Those chairing sub-committees will be appointed by the Chairman of the next superior Committee. Some Sub-Groups have other ways of selecting their leaders, which see.
  2. 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 appointments, and you should carry on with the work until and unless you are asked to step down.
  3. There are four ways to leave office:
    1. The President asks you to step down (sometimes by announcing a new Chairman, though that's very poor form);
    2. 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 web site);
    3. 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 — Headquarters Staff will send reminders so this last is unlikely to happen by surprise.); or
    4. 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.
  4. If yours is a standing committee 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 next Annual Meeting, unless extended.
  5. You are required to give an Annual Report of your Committee's activities and plans to the Board of Directors for the August Board 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, but 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 copy.
  6. You are asked to report your volunteer hours to the Dean of Fellows on a regular basis. Monthly is best, but so long as reports from one calendar year are submitted by 31 January of the next, no harm is done.
  7. Reports of mileage and expenses must be submitted to the Treasurer on a regular basis. Please indicate if you want the amount reimbursed, held as a credit, or considered a donation. Note 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. Credits not reimbursed at year-end will be deducted from your dues, but it is wise to advise the Secretary that you have such credits. Note also that amounts under $4 may only be used as a credit (on dues or any other purchase or payment).
  8. Chairmen of Standing Committees and Study Groups are authorized to appoint any Augustan Society member in Good Standing to their committee. To check if a member is in good standing, please contact Headquarters. It is far preferable to check before extending the invitation! Such appointments do not take effect until you notify Headquarters of your appointment and we receive word of their acceptance. Email is acceptable for this.
  9. The President and Headquarters Staff are ex officio members of all committees. They are not to be counted in the calculation of quorums or other voting issues. They must be copied on all communications sent to your whole committee. This is done automatically if you use the Society email system.
  10. 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 (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 email sent in the performance of your work.
  11. Study Group Coordinators may name a Vice-Coordinator according to standards set by the Dean of Studies.
  12. Vice-Chairmen will be asked to step in whenever you are unavailable or unresponsive. This 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.
  13. When a Chairman leaves office, the Vice-Chairman will be automatically promoted to Chairman if he has served in the former capacity for at least one year. At other times, the President must appoint a new Chairman, which might be the Vice-Chairman, despite a short tenure.
  14. If you have trouble finding appropriate members for your Committee, contact Headquarters, as they keep a file of Member interests that may suggest worthy candidates, the Webmaster maintains the "Help Wanted" list on the website, and the Augustæum Editor can place a want ad in Augustæum.
  15. 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 (if active) to put your requests into the Budget. Do not delay "until the next budget cycle", as we have a permanent budget that can be amended at any time—the Budget is primarily a planning tool, and only secondarily a control mechanism.
  16. Email forwarding for your Committee is available through the main web site. Contact the Postmaster for assistance.
  17. We urge you and your committee members to use the Society email system. It helps avoid errors and omissions, makes sure all are copied, and when email changes are recorded on your web login, delivery is automatically redirected.
  18. Not all members receive and read email. Some are offline 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.
  19. If members of your Committee are offline, you must take personal responsibility to mail them copies of all online communications. Your expenses, and theirs in replying, may be reimbursed under your budget.
  20. Unless you are also a 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, when held in person). You may occasionally be asked to join a Board meeting; these are normally held via videoconference, so the commitment is small (and any associated fees will be reimbursed).
  21. If your Committee wishes to meet at the Annual Convention when such ae held, please so inform Headquarters Staff as early as possible. Meeting space needs to be scheduled carefully to minimize expenses.
  22. If your Committee wishes to meet via teleconference, Headquarters 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 permit adequate notice to your members (including the ex-officio members). There is no charge for teleconferencing or videoconferencing other than individual's phone calls, and these can be reimbursed.