AATCC Board of Directors 2021 – 2022
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All AATCC Interest Group officers are to be senior members of the Association. In the AATCC Constitution: Article III Membership, Section III: Right to Vote, it states: —Senior Members only shall have the right to vote, hold office and make motions in the Association.
In the AATCC Bylaws, Article XI, Interest Groups, Section 5: Representation, it states — Each Interest Group shall be represented on the Board of Directors of the Association by the Chair elected for a two-year term by the Group to take office on the next January 1st, following his or her election.
Term of office for all interest group officers is two years. An individual may not serve more than two consecutive terms as Chair of any interest group.
If a representative of an Interest Group is unable to attend a Board of Directors’ meeting, the Chair of that Group may appoint a Senior Member of the Group to represent it in that meeting; but in no case shall the appointment apply to more than one meeting, and no individual may cast more than one vote on any motion or issue in a Board of Directors meeting. (Bylaws, Article XI, Section 5: Substitute Interest Group Board Members).
In accordance with Article IV Section 5 of the Bylaws, each Interest Group Chair is an ex officio member of the Membership Committee. The Interest Group Chairs are also ex officio members of the Executive Committee on Research, Technical Committee on Research, Committee on Conferences, Publications Committee (non-voting), and Education Advisory Board.
The role of the Interest Group Chair is to manage the operation of the Interest Group . This involves planning, organizing, staffing, directing, and controlling the Interest Group’s activities.
Specific duties of the Interest Group Chair include:
– Being familiar with the Association’s Constitution and Bylaws
– Presiding at all meetings of the interest group
– Coordinating the officers into a team, keeping all well informed of current and anticipated issues or events
– Submitting an itemized annual budget request to the Board of Directors at the annual budget meeting, if there is a project to fund.
– Presiding over the election of officers at the Interest Group committee meeting in the Fall, in order to have the officers confirmed at the Fall meeting of the AATCC Board of Directors.
– Appointment of sub-committees or task groups
– Requesting reports from Interest Group subcommittees or task groups, if applicable
– Notifying the Vice-chair of the need to assume responsibilities of the Chair in the event of absence or inability to perform his/her duties
– Appointing and assigning as many active members as possible to committees or other jobs, including Technical program, Publicity, Nominating, Membership.
The IG Chair is responsible for appointing all subcommittees or task groups when needed, as specified by the Association’s bylaws.
Committee chairs should have the following qualifications:
– Senior membership in the Association
– Commitment to the goals of the IG and the Association
– Understanding of, and willingness to assume, the duties of the position
– Be positive when offering a volunteer job to a member. Be prepared to describe the job and the time required, and to promote the rewards.
– Recruit new members and younger members to committee, as well as long-time members
who have demonstrated leadership skills and interest.
– Develop broad-based skills among Interest Group members by rotating jobs.
Conduct of Meetings
Interest Group Meetings
The Interest Group Chair presides at all regular and special meetings of the Interest Group
Every meeting should follow a planned agenda. The Interest Group Chair, with the Secretary, prepares the agenda.
– Call to order – this simple step formally opens the meeting and makes members aware that their discussion and decisions will become a part of the formal record.
– Approval of previous minutes – the minutes are the official record of the members’ interactions. Accuracy is very important, and approval is mandatory. This is the appropriate time for members to offer amendments, changes, or corrections. Ideally, the minutes are circulated prior to the meeting for careful review. Once a set of minutes has been approved, it should not be changed.
– Committee reports – Interest Group committee Chairs should be surveyed. If there is “no report,” a note to that effect should be made in the minutes.
– Unfinished business – these are agenda items that have been tabled previously or are continuing. A review of previous minutes should provide a list of these agenda items.
– New business – these are topics that are to be discussed for the first time at the current meeting.
– Date, time, and place of next meeting – to be announced and recorded in the minutes.
– Adjournment – this closes the formal part of the meeting. Any discussion, decisions, or agreements that may occur afterwards are not part of the formal record.
– Allow one speaker at a time. A particularly lively group may need a firm reminder.
– Make sure each member has a turn to contribute. This may involve a polite but firm stifling of a member who seems to be dominating the discussion.
– Carry out most of the business in executive meetings and make announcements at general meetings. When an action is decided upon, make sure the record names the individual who is responsible for carrying it out.
– Keep them short and meet regularly. Use parliamentary procedures.
– Plan meetings requiring a mix of Interest Group business and speakers or panel discussions carefully, so that speakers and panelists have adequate time to present their topics.
– A roster of the Board of Directors for the Association (http://aatcc.org/about/bod/)
– Contact Membership Services to ask for an updated list of current and lapsed Interest Group Members.
– Publications and testing materials (https://members.aatcc.org/store/)
– Educational programs, workshops, and conferences (http://aatcc.org/events/)
The agenda is the Interest Group Chair’s responsibility and should always include:
– Chair’s annual report—summarizes the year just completed
– Minutes of the last annual meeting—remind the members about the Interest Group’s status at the same time the previous year and about any decisions and recommendations
that were made at the time
– Introduction of incoming officers—ensures that everyone knows who their executive leaders will be for the coming year
– Other reports—for example: corporate and individual membership, Future Leaders Award, etc.
Transfer of Responsibilities and Information
– Ideally, the Interest Group will have a formal, structured transitional meeting where each officer transfers all material to his/her successor and explains the duties and methods used to implement them.
– If the transition is informal and unstructured, it is important that you meet with your successor to transfer all documentation and to brief him/her on the routines and duties that he/she will be expected to carry out.
– No matter how successful a year your program produced, the full benefit cannot be realized unless your successor carries on your work. Good communication is a key factor in your success.
– Be sure that only pertinent documentation is transferred. Discard all obsolete papers and materials.
Installation of New Officers
– By formally installing new officers, the objectives and dignity of the Association are preserved. The extent of formality depends upon the viewpoint of the Interest Group members and on the size of the Interest Group. The installation should be designed to enhance the honor of holding office in the Interest Group. Here are some suggestions:
– The outgoing Chair makes a brief speech outlining the major duties of the Chair, and his/her particular goals for the past year. He/she wishes the incoming Chair and officers success for the coming year
– Each outgoing officer explains the major duties of his/her office and extends best wishes to his/her successor
– A past officer thanks and congratulations the outgoing officers
– Keep the ceremony brief, dignified and to the point. No matter what form is used, be sure that someone is appointed to thank the outgoing officers and wish success to the incoming group. It is appropriate to present some memento or a certificate of appreciation at this time
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