The following offices need to be filled in this fall’s Rochester ACS Section election:
CHAIR-ELECT
SECRETARY
COUNCILOR
THREE MEMBERS-AT-LARGE
You may nominate someone for an office or if you, yourself, are interested in serving in any of these positions, we are always happy to take a self-nomination! The deadline for nominations is September 8, 2008. Please send nominations to Richard Cobb (585-477-4903, d.richard.cobb@kodak.com).
We are also seeking people willing to serve on the Nominations and Elections Committee. If you would like to serve on the Committee, please contact Richard Cobb by Thursday, May 1st.
The duties involved for each position up for election are as follows:
POSITION: Chair-Elect
TERM: (3-year term, serving one year as Chair-Elect, one year as Chair and one
year as Immediate Past Chair)
DUTIES: The Chair-Elect succeeds to the office of Chair. The chief duties are to learn about Section and National ACS operations and to plan for Section activities the following year.
The Chair-Elect:
1. Is Vice Chair of the Section and Vice President of the Corporation.
2. Participates in a Section Officers Conference conducted by the ACS Local Section Activities Office and sponsored by the Council on Local Section Activities.
3. Appoints and Chairs a Planning Committee (which includes the Treasurer), establishes goals, and prepares for his/her year as Chair by:
a. Determining the committees needed.
b. Identifying Coordinators and Committee Chairs prior to assuming office, preferably by December 15.
c. Preparing and submitting the Chair’s Message to the Editor of the Section newsletter prior to the deadline for the first issue for the year, and to the Section’s Home Page Webmaster.
d. Preparing and supplying, to the Executive Committee at the Annual Meeting, a directory of incoming Section Officers, Executive Committee Members, Coordinators, and Committee Chairs, and also a tentative Section calendar including known and proposed dates of Section events and Executive Committee meetings. When complete, the directory is supplied to the Editor of the Section newsletter as early in the year as possible, and to the Section’s Home Page Webmaster.
4. Appoints the Finance and Budget Committees and, working as a member of these committees, assists in preparing the budget in advance of his/her year as Chair.
5. Should attend the Fall National Meeting to acquire a taste of National ACS activities prior to taking over the position of Section Chair (should be part of annual budget).
6. Assume the leadership of the Section’s Strategic Planning Committee
The Chair:
1. Presides at technical and business meetings of the Section, including Executive Committee Meetings. The Chair is President of the Corporation.
2. Is responsible for appointment of Coordinators and Committee Chairs. This is best accomplished prior to assuming office, as part of the Chair-Elect responsibilities. Appoints new committees and dissolves unwanted committees as the need arises. (See Chair-Elect)
3. Is responsible for the integration and supervision of the activities of the Section, its committees and its officers.
4. Keeps the Chair-Elect informed of and involved in the activities of the Section, thus insuring continuity of Section operation. Also gives the Chair-Elect opportunities to assume a leadership role in preparation for being Chair.
5. Formulates the agenda of the Executive Committee meetings in conjunction with the Secretary with input from Committee Chairs and interested members.
The Chair (continued)
6. Is responsible for correspondence with the National ACS Office or with other Sections and organizations in matters of Section business. Routes requests from the ACS office to
appropriate Officers or Committee Chairs, and is responsible for follow-up on such requests, preferably receiving copies of correspondence. Reports communications from the ACS Office to the Section at Executive Committee meetings or Section business meetings.
7. Compiles, with the Secretary, the Annual Report for the ACS Council Committee on Local Section Activities on forms supplied by the Local Section Activities Office, adding supplementary material as necessary to convey a full and accurate picture of the scope of Section operations.
8. Serves as a member of the Harrison Howe Committee and the Rochester Section Award Committee and as an ex officio member of all other committees except Nominations and Elections.
9. Works with the Secretary to secure a meeting place for the Executive Committee.
10. Collaborates with the Chair-Elect, the Secretary, and the Historian in decisions of what records should be retained either for the new Chair or for the historical records of the Section.
11. Mentors, as much as needed or possible, the Chair-Elect in the coming year.
12. Collaborates with the Chair-Elect and the Secretary, following completion of the Annual Report, in decisions of what records should be retained either for the new Chair or for the historical records of the Section.
The Immediate Past Chair:
The Immediate Past Chair’s position lies with the Chair who is leaving office after their 1-year term expires. This is the third and final year of their leadership commitment. The chief duties are to retain and expand membership and membership benefit
The Immediate Past Chair:
1. Serves as an officer of the Section and Director of the Corporation.
2. Serves as Chair of the Membership Committee.
3. Works on programs to retain and acquire new members in the Section.
POSITION: Secretary
TERM: (2-year term)
DUTIES: The Secretary is an officer of the Section and is a Director and Secretary of the Corporation. The Secretary is responsible for making timely notification of meetings and for maintaining the written record of Section activities.
The Secretary:
1. Makes arrangements for the meetings of the Section and the Executive Committee:
a. Secures a meeting place (in consultation with the Chair).
b. Mails meeting notices and agenda, at least one week prior to the meeting, to Executive Committee Members, Coordinators, Committee Chairs, and any others as requested by the Chair.
c. Distributes copies of the minutes for approval to members of the Executive Committee. The meeting minutes should be published as soon after meetings as possible so that participants can work on unfinished business before the next meeting.
d. Provides minutes to the Editor of the Section newsletter and the Home Page Webmaster, for publication.
2. Issues written notices of all Business Meetings of the membership not more than fifty days nor less than ten days prior to the meeting. Normally, the only Business Meeting of the membership is the Annual Meeting, which is to be held within the first two months of each year.
3. Records the minutes of Executive Committee Meetings and of Section Business Meetings, to include:
a. All motions and votes on motions.
b. Unfinished business requiring action at the next meeting.
c. Summaries of reports presented at the meeting, or written reports submitted by the Coordinators or Committee Chairs.
d. A quorum count at every Section meeting where business is transacted. The Bylaws define a quorum as a majority of the members of the Executive Committee, or where a vote of the general membership is required, 5% of the Section membership or 50 whichever is smaller.
4. Keeps a record of attendance of voting members of the Executive Committee.
5. Maintains a current Directory of Officers, Coordinators, and Chairs with input from the Chair and Chair-Elect.
6. Works with the Chair in submitting an on-line Annual Report for the Council Committee on Local Section Activities (in accordance with ACS Bylaw III, Section 11) to the Executive Director of the Society by February 1 each year. Transmits a copy of the Annual Report to the Section Historian after circulation to interested Executive Committee members.
7. Works with the Councilors to ensure full Councilor representation at National Council meetings and certifies Alternate Councilors when necessary to fill vacancies in such representation.
8. Maintains the latest versions of the ACS and Section Bylaws and the Section Handbook and supplies copies on request. Is responsible for distribution of appropriate Handbook pages to Officers, Coordinators, and Committee Chairs on request by the Chair-Elect. An appointed committee will edit and review the most recent versions as appropriate.
9. Reports elections of, or changes in, Officers to the ACS Local Section Activities Office on forms supplied by that Office. In accordance with ACS Bylaw III, Section 1(a)(4), the Secretary shall certify to the Executive Director of the Society not later than December 1, earlier if possible, the names, addresses, and terms of the elected Officers, Councilors and Alternate Councilors for the ensuing year. Should the Section’s representation on the Council be reduced, the eliminated individual(s) shall be named.
10. Is responsible for ensuring regular collection and distribution of mail from the Section’s post office box (Box No. 15571, Rochester, NY 14615, located at the West Ridge Branch on Dewey Ave.).
11. Collaborates, following completion of the Annual Report, with the incoming and outgoing Chairs and the Historian on decisions of what records should be retained, whether for the new Chair or for the historical records of the Section.
POSITION: Councilor
TERM: (3-year term)
DUTIES: The Councilors are the links between the Section and the National Society. They are responsible for attending National Council meetings and reporting back to the Section. They are elected for three-year terms during which they must be able to attend meetings and function as voting members of both the ACS Council and the Section Executive Committee.
The Rochester Section in 2004 is entitled to two Councilors based on the Section membership, as determined by the procedure described in ACS Bylaw III, Section 1(a). The terms are staggered.
A Councilor:
1. Attends the Council Meetings at two ACS National meetings each year. An active Councilor seeks assignment to, and participates fully in, a Council Committee. Councilors are invited to attend open meetings of Council Committees and can express committee preferences on an annual survey sent to Councilors.
2. Prior to submitting a selection on which National Committee to participate in, a Councilor is to bring forth the options to the Section Executive Committee for input so as to select a Committee of most importance to the Section they are elected to represent.
3. Attends Section Executive Committee meetings as a full voting member.
4. Takes an active role within the Local Section as a Committee Chair or other key position (that does not warrant an Executive Committee position).
5. Reports results of ACS Council meetings and other business of the Councilors or National ACS to the membership of the Section through Councilors’ Reports in the Section newsletter.
6. Serves as a source of information to the Section about useful contacts with the Society at the National level.
7. Informs the membership in advance of Council Meetings on issues that are to be acted upon by the Council and seeks input.
The Section and the Society share the cost of the subsidy to enable Councilors (or Alternate Councilor if a Councilor cannot attend) to attend the two National meetings per year. Application forms are sent to the Councilors and Alternate Councilors. Application for the subsidy must be approved by the Executive Committee in advance and submitted to the Executive Director by the Treasurer.
A “Handbook for Councilors” is distributed by the Local Section Activities Office and should be requested by all new Councilors.
POSITION: Alternate Councilor
TERM: (3-year term)
DUTIES: The Alternate Councilors are elected members to the Executive Committee. They are also designated to take the place of a Councilor at National Meetings and other meetings where representation from the Section is appropriate. The Alternate Councilor, whose term coincides with the Councilor who cannot attend a National Meeting, is the first to be asked to replace that Councilor
An Alternate Councilor:
1. Attends Executive Committee Meetings, as a full voting member, when a Councilor is unable to attend. The Alternate Councilor elected in the same year as the Councilor shall be given first chance at attending a National Meeting when that Councilor is unable to attend.
2. Takes an active role within the Local Section as a Committee Chair or other key position (that does not warrant an Executive Committee position)
3. In the event that a Councilor cannot attend a National Council meeting, attends in the Councilor’s place and undertakes all of the Councilor’s responsibilities to the Section (see Section 1G) which includes reporting back to the Section. The Alternate Councilor does not replace the Councilor on committees he/she is a member.
4. Works with the Councilors so as to be informed concerning matters of National ACS importance, particularly those appearing on the Agenda for Council Meetings. (The Alternate Councilors are included in ACS mailings to Councilors.)
Alternate Councilors must be certified to attend Council Meetings in place of a Councilor. Forms for this purpose are available from the Secretary. (See Section 1G regarding a subsidy for travel expenses.)
A “Handbook for Councilors” is distributed by the Local Section Activities Committee and should be requested by all new Alternate Councilors.
POSITION: Member-at-Large
TERM: (2-year term)
DUTIES: Members-at-Large are elected representatives of the membership who serve on the Executive Committee for two year terms and are ineligible for reelection to consecutive terms as Members-at-Large. A maximum of three are elected each year. They are neither Officers nor Councilors.
Members-at-Large:
1. Participate as full voting members in all business brought before the Executive Committee, including discussion, voting, and initiation of action.
2. Takes an active role within the Local Section as a Committee Chair or other key position (that does not warrant an Executive Committee position).
3. Are expected to acquire an intimate knowledge of Section operations and policies to serve the needs of the membership.
