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Executive
Committee Duties
The Executive Committee is composed of Officers and Directors. The following
descriptions are excerpted from the ASME International Manual ML-10 (PDF),
dated September 1999.
Under the leadership of the Chair, the Section Executive Committee
is responsible for the successful operations of the Section. The number
of persons serving and the manner of selection shall conform to the
guidelines established in the Section's By-Laws. The Executive Committee
is normally composed of the Section Officers and a number of Directors.
In a very small Section, it may be possible for the Executive Committee
to perform all the required functions. It is, however, sound policy
to develop maximum member participation.
In addition to the Executive Committee, additional commttees are desirable
and required in most Sections. They will vary according to size and
geographical extent of the Section and may be influenced by engineering
specializations represented in the Section membership.
Officers
To be eligible to work on committees of or hold office in a Section,
a person must be an ASME member in good standing.
The officers of a Section consist of the Chair,
Vice Chair, Secretary
and Treasurer. Larger Sections may desire more
than one Vice Chair while smaller Sections may find it expedient to
use a Secretary/Treasurer combination. Some Sections may elect a number
of "Directors" to involve more members in the executive committee.
Chair
The Chair is directly responsible for establishment and the fulfillme
nt of Section goals . This office maintains a supervisory relationship
over all Section functions. The Chair must become familiar with previous
activities of the Section, form working principles to guide committees,
and make recommendations to the Executive Committee for promoting the
effectiveness of the Sections' functions.
The Chair presides at membership and business meetings of the Sections
and Executive Committee meetings. In addition, the Chair leads the Section's
representative contingent to the Regional Administrative Conference
and other meetings of the Region. The Chair monitors the activities
of the Section committees to ensure satisfactory progress of the work
and, where necessary, suggests changes of procedures or personnel.
The incoming Chairs of Sections, Subsections, and Groups must sign
a Conflict of Interest Statement. If an incoming Chair does not submit
a signed statement it will be assumed that the unit has not completed
the election process and that the current Chair is still in office.
See also the Section Chair Checklist.
Vice Chair
In addition to carrying on in the absence of the Chair, the Vice Chair
may be assigned administrative or coordinating activities. It may be
desirable to have more than one Vice Chair. This permits one or more
Vice Chairs to assist in the administration of areas of interest.
Secretary
The Secretary shall be responsible for:
1. Recording the minutes of Section and Executive Committee meetings;
2. Maintaining the files of the Section and seeing to it that these
files are transferred to the successor;
3. Maintaining a file of Society manuals;
4. Maintaining supplies of the Section;
5. Providing for the Section’s Mailing. The Society's electronic data
processing system provides Sections, Subsections, and Groups with regular
mailing supplies of pressure sensitive labels or the pre-addressed #10
envelopes from Headquarters. New members are added to the labels/envelopes
as they join.
6. Recording the results of the Section's review of the Member Initiatives
for the benefit of the Section's delegates at the Regional Administrative
Conference. The Board for Member Initiatives (BMI) requests that each
Secretary maintain a "Member Initiative" file with the following divisions:
a. Section positions;
b. MIC compilations;
c. Minutes of the MIC;
d. Summary of the actions of the Board of Governors on recommendations
of the MIC.
Throughout the course of the year, the Secretary will be sent:
1. Two sets of addressed envelopes, pressure sensitive labels, or Cheshire
labels, in zip code order, on August 1, and one in each successive month
through April. (Two sets are sent in August so that a spare will be
on hand.)
2. Monthly rosters of New Elections, Grade Changes, Analysis of Valid
Changes, Address Changes and Out of Section reports. These items should
be shared with the Section chair, the executive committee, and the membership
committee.
3. A complete membership roster, sorted by name and by company affiliation,
in September.
Although Headquarters will recei ve notification from the Post Office
when Mechanical Engineering and other mailings do not reach a member,
the Secretary should be sure to advise Headquarters or the appropriate
Regional Office promptly of any address change that comes to his or
her attention.
Treasurer
The function of the Treasurer is to prepare a budget, receive funds,
pay bills in accordance with the budget and prepare the financial report.
Section Chair Checklist
This list is provided as a Section Chair guide. Chair duties cover
more than is in this checklist. Section chairs are advised to use this
basic listing and expand on it through the planning cycle.
February
1. Election of officers for the year beginning July 1st should be complete
and that the chair has signed a Conflict of Interest Statement.
2. Review ASME Manual ML-10.
3. Begin selecting committees and appointing the chairs. Choose individuals
who are both interested and willing to be active. There is a positive
correlation between active members and successful Sections.
4. Observe Section Operations to determine which areas are functioning
well and which need improvement. Discuss your observations with present
and past chairs before July 1.
March
1. Establish preliminary goals, objectives for next year’ s activity,
outline of a ction, and event calendar. The goals should be loosely
linked to ASME and the Regional goals.
2. Complete selection of all Committee Chairs. Ensure chairs and committee
members have opportunity for training. Encourage them to attend the
RAC.
3. Provide each committee the manual for their appropriate subject.
Manuals may be in hardcopy from the Regional Office, or manuals may
be downloaded from the ASME Webb Page. Committee descriptions and chair
profiles may be found elsewhere in this manual.
April
1. Attend the RAC. Interact with officers and members of other Sections.
2. COMPLETE AND RETURN THE QUERY FROM THE REGIONAL OFFICE CONCERNING
OFFICERS AND COMMITTEE CHAIRS FOR THE REGIONAL SUPPLEMENT TO AC-10 DIRECTORY.
May
1. Conduct the first planning meeting of the executive committee and
committee chairs. Establish the goals and objectives for next year’
s activity. Request committee chairs to establish committee objectives
in line with the Section’ s objectives, which should be specific, linked
to dates for accomplishment and written.
2. Establish guidelines as to types of programs desired for the next
year. Provide guidance to the Section Program Chair by preparing a listing
of appropriate subjects and program ideas.
3. Request the finance committee to work with the outgoing officers
and formulate a proposed budget for the year beginning July 1st. Fund
raising events should be documented to meet monetary needs of the desired
functions. In addition, assist the operational Executive Committee in
completing the year end Annual Financial Report.
June
1. Conduct the second planning meeting. The Section and committee objectives
should be discussed, adopted and put in written form.
2. Receive a Distinguished Service Certificate from t he Regional Vice
President to be awarded to the retiring Section Chair. Action within
one year is required. When the certificate is received, it should be
awarded at an appropriate time and setting.
July
1. Section events should be formulated as to g eneral topics and approximate
dates by July 31.
2. In order to receive an ASME allotment, the Annual Financial Report,
and Unit Program Report, for the previous year along with the proposed
Operations Budget Report for the new year must be submitted. The outgoing
and incoming Section officers work together on these.
August
1. The ASME allotment of operating moneys will be issued after August
1 and after receipt of the reports required. These funds are to be spent
on behalf of the Section members.
2. By August 31, specific events and exact dates should be firm for
events through December. Events in January through June should be proposed
and planned, and committees working to achieve the desired results.
Where long term planning is involved, those events should be completed
by August 31.
3. Program announcements must be issued far enough in advance to allow
for postal delays.
a. The minimum lead time for first class mail should be two weeks.
b. The minimum lead time for bulk rate mail is three weeks. Bulk rate
mail is permitted delivery delays.
c. E-Mail notifications are effective by an initial message and then
a follow-up prior to the event. E-Mail should be carefully crafted
so all information will be read.
September
1. Provide an opportunity for Section members to propose Member Initiatives.
ASME is operated from the grass roots level. Changes in method of operation
originate at the member level. If you want something changed, a member
initiative is the proper channel for change recommendations in addition
to new ideas.
2. Participate in the Regional fall conferences along with your officers,
committee chairs, and committee members.
3. Initiate Membership new member and member retention campaigns. Set
goals and schedules for achievement.
October
1. Submit Member Initiatives to your Regional Chair of Member initiatives.
2. Propose appropriate members of your ASME Section for the various
Honors and Awards of ASME.
3. Conduct Professional Development offering.
November
1. Appoint a Section Nominating Committee in accordance with your Section
By-Laws. The Nominating Committee should recommend nominees for Section
positions and Society positions.
2. Review committee assignments and progress to date. Reinforce com
mittees that are not progressing adequately.
3. Establish or renew contact with industry through the Industry Partnership
program.
December
1. Submit the nominees for the coming year’ s offices to the membership.
2. Receive additional nominations fr om the membership at large in
accordance with Section By-Laws.
3. Program details for the second half of the year should be firm.
4. Review membership roll for success to the goals for new members.
Kick off member retention campaign.
January
1. Submit an election ballot of all approved nominees to the membership.
February
1. Announce the election results to the membership and begin to work
with the incoming chair.
2. In accordance with the Section’s By-Laws, select from the Section
members attending the RAC representatives to vote when required. Representatives
do not need to be the same persons for every vote.
3. The delegates should consult with the membership to determine their
desires concerning:
a. Member Initiatives.
b. Proposal of candidates for ASME President, Governors, and Regional
Vice President, Nominating Committee Representative, and Member Initiatives
Representatives and Alternates as applicable.
March-April
1. Assist the Chair-Elect to observe Section Operations.
2. Participate in the RAC.
May-June
1. As requested, assist the Chair-Elect to organize for next year.
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