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'', ''Dean'', ''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 officersor elected. All are referred to as ''Chairman'' and ''President'' on this page for simplicity.

<oltype="I"><li>Chairmen are appointed 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 of the next superior Committee. 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 websiteweb 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 &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 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 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 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 requireded 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. Attendance at If you are the annual meetings is desirablehead of such a sub-committee and have submitted such a report to your supervising officer in the past year, but not you may silence further calls for reports from Headquarters Staff by sending them a requirementcopy.</li>

<li>You are required asked to report your volunteer hours, expenses, and mileage to [[Headquarters Staff]] on a regular basis. Monthly is best, but so long as a report on one calendar year is submitted by 31 January of the next, no 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 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. Headquarters staff 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 advertisement for such in ''The [[AugustæumPresident]] and [[Headquarters Staff]]'', you may appoint non-member advisers to your Committee, provided that a majority of the Committee are ex officio members of the Society at all timescommittees. Should They are not to be counted in the number calculation of Augustans fall too low quorums or other voting issues. They must be copied on all communications sent to support your non-member consultants, you must make either additional member appointments or dismiss sufficient non-members to regain a member majoritywhole committee. If yours This is a review committee, done automatically if you use the Society email system (or will not be able to submit recommendations to the Board when you lack a member majorityonce we get it fixed).</li>

<li>The [[President]] and [[Headquarters Staff]] Chairmen are exauthorized to name a Vice-officio members of all committeesChairman, 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). 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 on all communications sent One way to do so is to ask that others use your whole committeeSociety email address, which will (or should) copy your Vice-Chairman automatically. This If not, it is done automatically if your responsibility to send them a copy, just as it is that you use the Society copy (or more often BCC) them on all email systemsent in the performance of your work.</li>

<li>It is expected that in most cases, nonStudy Group [[Coordinators]] may name a Vice-member advisers 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>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>Study Group Coordinators may name When a Chairman leaves office, the Vice-Coordinator, but this is not required until there are five members Chairman will be automatically promoted to Chairman if he has served in the groupformer 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>Vice-Chairman will be asked to step in whenever If you are unavailable or unresponsive. This should not be used to avoid contacting a Chairmanhave trouble finding appropriate members for your Committee, but only to ensure contact Headquarters, as they keep a file of Member interests that business continues despite all may suggest worthy candidates, the interruptions that volunteer service is prone to[[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>If you have trouble finding appropriate members for While incidental expenses like postage and long distance will normally be covered by the [[Budget]], should your Committeeneed additional funding for any reason, contact you should work with [[Headquarters, as they have a file of Staff]] and the [[Member Interest SurveysFinance Committee]] that may suggest worthy candidates, they maintain (if active) to put your requests into the [[Budget]]. Do not delay "Help Wanteduntil the next budget cycle" list on , as we have a permanent budget that can easily be edited at any time&mdash;the websiteBudget is primarily a planning tool, and they can place only secondarily a longer ad in ''[[Augustæum]]''control mechanism.</li>

<li>While incidental expenses like postage and long distance will normally be covered by the [[Budget]], should Email forwarding for your Committee need additional funding for any reason, you should work with Headquarters Staff and is available through the [[Finance Committee]] (under the chairmanship of the [[Treasurer]]) to put your requests into each year's budgetmain web site. Do not delay "until Contact the next budget cycle"Postmaster, as it is very possible to make mid-year adjustments &mdash; the Budget is primarily a planning toolWebmaster, and only secondarily as a control mechanismor Headquarters for assistance.</li>

<li>Email forwarding has been set up for your Committee's use. These generally follow the following formats:<ol type="A"><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 be added for any member or non-member consultant upon request.</li><li>Email addresses for the two senior [[Sub-Groups]] follow a slightly different format, which see.</li></ol></li> <li>We urge you and your committee members to use 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>If you appoint members to of your Committee who 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 [[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 teleconferencevideoconference, so the commitment is small (and any telephone charges associated fees will be reimbursed).</li>

<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, [[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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