1. The Executive Committee is the chief governing body of the Nashville Section of the American Chemical Society. It has full power to manage the finances, direct the business, and decide matters of policy for the Section unless specified to the contrary by the Constitution and Bylaws of the American Chemical Society.
2. The Section Chairman presides at meetings of the Executive Committee. Usually meetings of the Executive Committee are arranged for with regards to time and place by the Section Chairman. However, a meeting of the Executive Committee can be called for at any time by a majority of the members of the committee.
3. The composition of the Executive Committee is as follows:
(1) Section Chairman
(3) Immediate Past-Chairman
(7) Alternate Councilor
b) Appointed Committee Chairman
(3) Awards and Education
(4) Public Relations and Publicity
(5) Long Range Planning
4. The Executive Committee should meet at least once a year.
5. Questions brought to a vote in the Executive Committee must receive a two-thirds majority of the votes cast.
6. The Executive Committee should convey to the Councilor any business it desires brought before the National Council.
7. A quorum will be five members of the.
1. The outgoing Program Chairman will make speaker arrangements for the January speaker.
2. At January meeting, turn over to the incoming Program Chairman, file:
a) General ACS correspondence
b) Program Committee business
c) Individual folders containing correspondence, etc., of each speaker for the preceding year.
d) Information on future meetings
e) Discuss with incoming Chairman
f) Method of notification of Public Relations and Publicity Chairman of speaker, etc., for scheduled meetings
g) Initiate monthly routine required to assure positive communication between the speaker, the Washington Office and interested parties of the Nashville Section.
(1) The Washington Office will usually supply the Program Chairman with the itinerary of the tour speaker, his biography, his photograph and abstract of his talk.
(2) As soon as the itinerary and equipment required for a speaker is known, the Program Chairman should select and confirm type of meeting (e.g., dinner) and site.
(3) About six weeks to a month before a meeting make hotel reservations for the speaker. Have hotel confirm reservations to speaker.
(4) About six weeks to a month before a meeting write a letter of confirmation to the speaker giving him details of meeting, procedure on arrival, etc. Send copies to Public Relations and Publicity Chairman with copies of speaker's biography, abstract of talk and photo. Send copy of letter to Washington.
(5) Try to locate some former colleague or student of the speaker who may be interested in properly introducing the speaker. If none available, introduce speaker yourself.
(6) On day of talk do not prepare too much entertainment for the speaker without his prior consent. (Mention all entertainment plans in confirmation letter.) Take speaker to his hotel in plenty of time so he may review his notes before you escort him to the meeting.
h) Within a week after the lecture, write a letter of appreciation to the speaker in behalf of the Section.
i) Fill out evaluation of tour speaker form at request of Washington Office.
j) Start collecting suggestions for speakers for the following program year.
k) Invitation for suggestions could be included in meeting notices.
l) Catalog speakers according to division of chemistry into which they fall.
m) Send list to Regional Program Chairman when he asks for it.
3. Selection of Tour Speakers
a) Early in summer Washington will send notices of tour speakers who will tour our section and their subjects.
(1) The Program Chairman can consult with members of his committee or the Executive Committee on each speaker offered.
b) The Chairman may want to present tour offering of speaker at a meeting to get opinion of membership, if scheduling of next meeting and Washington deadline on acceptance permit.
c) The incoming chairman or alternate should attend the Regional Meetingof the Program Committee to select speakers who will be invited to tour our Region in the following year.
d) The Program Chairman also has the responsibility for the following duties which are given in chronological order:
e) Three to four weeks prior to the meeting, judging by the speaker and topic, an estimate should be made on meeting size and meeting facilities should be arranged. Meetings may be arranged with a social hour and dinner, with the talk following the dinner. After confirming the meeting date, the Secretary should be notified of the place, menu if pertinent, such as on Friday, and the address to which reservation cards should be returned by members, or phone numbers to call for reservations. The Secretary should convey the total costof meal including tip, tax, etc. to the Treasurer. At this time, it may be necessary to make arrangements for the projector, screen, and pointer, if needed, for the meeting.
f) Day before meeting:
(1) Call the restaurant and give the number expected for the dinner.
(2) Be sure to make a minimum reservation guarantee with a provision with the management to accommodate additional people.
g) Meeting date:
(1) On the day of the meeting, it is necessary to pick up necessary equipment which the speaker may require.
(2) If a social hour is planned beforethe dinner, arrangements need to be made for beverages to be served. This is best done by having one person responsible solely for this.
(3) At the meeting the Program Chairman is responsible for setting up the equipment and seeing that the projector has an operator.
(4) A written quote for the total cost of the meal should be obtained.
C. AWARDS AND EDUCATION
1. Formation of the Committee:
a) The new Chairman of the Awards & Education Committee shall be appointed by the Section Chairman. His term of office shall be for one year.
(1) This will allow maximum continuity for the advancement of the activities of the Education Committee.
b) The membership of this committee shall have representatives from highschool and college faculties and industry.
2. Suggested Activities:
a) Education Night
(1) A possible meeting could be "Education Recognition". A special effort could be made to have a program to appeal to secondary school teachers. It would be the responsibility of this committee to supply the program for this meeting. This meeting could be our annual meeting on a college campus.
b) Visiting Scientist Program
(a) The purpose of the visiting science program is to interest high school students in chemistry, to encourage qualified students to follow chemistry as a profession, and to stimulate and encourage high school teachers.
(b) The Education Committee requests to participate in this program. When the local section is notified that a visiting scientist is assigned to the section, plans are made with the visitor and officials of the local school system to utilize the visitor in a program to benefit the high school chemistry teachers and students.
(c) The request for a visiting scientist will be submitted by October 1. The assignment and/or visit will probably be made after the first of January. Thus, coordination is most important if the committee membership should change between the request date and the visiting date.
(d) It might be most advantageous to hold the speaker at one school a day and invite honor students from surrounding high schools to listen to the talk and then participate in a seminar with the visiting scientists.
(e) Every effort should be made to have a chemistry teacher's seminar and lecture one evening during the visiting scientist's visit.
(2) Local Speakers Bureau
(a) To supplement the visiting scientist program, a local speaker’s bureau may be established. Members of the local section are required to participate by offering one or more topics on which they will talk to high school students. A brief summary of the talk should be included. This program should be updated each year, preferably in September. A list of films and tapes available from the ACS should also be maintained to supplement this program.
(3) Plant Tours A list of the plants that will participate in high school and/orcollege tours should be made available to the schools. Information as to how many in a group the company can handle, the minimum age, the time the tours are desired and the time a tour will take, etc., would be helpful.
(1) The committee is responsible for the following awards:
(a) High School Teacher Award
(i) This award is offered to the most outstanding high school chemistry teacher in our area.
(ii) b. Middle Tennessee Science and Engineering Fair
(iii) Three awards are made to the outstanding chemistry exhibits in theFair; first, second, and third prizes of $30, $20, $10, plus an engraved plaque to each winner.
(b) Other ACS Awards
(i) The Education Committee is responsible for submitting the names to the section for approval of other ACS awards, such and the James Bryant ConantAward in high school chemistry teaching, etc.
(c) The Education Committee shall select and conduct any examinations required for the selection of the winner of any award under their jurisdiction.
1. Duties of Committee
a) Obtain from the American Chemical Society a supply of membership application forms for each Committee member.
b) Distribute ACS informational materials and membership application blanks to all prospective members.
c) Each committee member be responsible for contacting and enrolling eligible chemists in the area covered by the Section.
d) The Chairman accepts completed membership application forms.
e) The Chairman checks each application form in accordance with ACS membership requirements.
f) Submit completed membership application forms and membership dues to the Section Secretary to forward to ACS.
g) Mail letters of welcome to each new Section member.
h) Introduce each new Section member at a meeting of the Section.
i) Each member of the Committee promote fellowship at each Section meeting.
j) Provide membership forms and materials to a Section member in each large chemical industry and educational institute to facilitate the work of the Committee in promoting membership in the ACS.
k) Conduct a membership and attendance campaign during the year.
E. PUBLIC RELATIONS AND PUBLICITY
1. News announcements to local newspapers:
a) A brief announcement of meetings, special activities, or awards should be sent to local newspapers. These announcements should contain all the factual material which might be helpful to the editor in preparing a news entry for public appeal. One should be prepared to see only a small portion of such announcements actually used by the newspapers. There is no harm in bringing to the attention of the city editor those announcements which might have unusual attraction for the average reader. Invite them to write feature stories on unusually attractive events.
2. Radio and TV: Arrangements can be made with local radio stations to use public relations tapes supplied by the ACS News Service to fill "dead spots" in their weekly programming. Depending upon the ingenuity and perseverance of the Committee, radio and TV may also be used for interviews with prominent visiting scientists and for round table discussions of scientific issues.
3. Establishment of a local section journal: The feasibility of publishing on a regular schedule an organ of the local section should be under continued study. Probably the best procedure would be to keep reminding ourselves of the possibilities and then offer encouragement and cooperation to the brave individual who might like to initiate the venture.
4. This committee should keep the Job Manual up to date.
1. The Chairman of the Nominating Committee is the immediate Past-Chairman of the Section. The membership of the Nominating Committee will include the Chairman-Elect, and the Program Committee Chairman.
2. The Nominating Committee will select nominees for the following slate of officers which will be presented to the Section at the first fall meeting:
(1) Term one year
(1) One year term
(1) One year term
(1) One year term
(1) Councilor is elected every three years for a term of three years.
f) Alternate Councilor
(1) The Alternate Councilor is elected every three years for a term of three years.
(2) Additional nominations from the floor will be accepted at this meeting.
3. The consent of all members of the Section placed on the nominating slate should be obtained in advance of the business meeting.
4. Voting will be by mail (surface or email) ballot to all Section members. Returns will be tabulated by the Secretary, and results properly publicized by the Nominating Committee Chairman.
5. Voting should normally be completed before the middle of November, since Section Councilors must be registered with Washington by December 1.
6. The Nominating Committee should meet at least three weeks prior to the first fall meeting. It is the responsibility of the Chairman of the Nominating Committee to set the time and place for such a meeting.
7. In the case of vacancies among the Section Officers, the Nominating Committee will prepare a slate of nominees for a special election provided this is deemed necessary by the Executive Committee.
G. AUDITING COMMITTEE
1. The Section Chairman will appoint a Chairman and at least two other committeemen that will comprise an Auditing Committee. This Auditing Committee should be appointed at the latest at the time of the last regular Section meeting in a calendar year.
2. The Auditing Committee shall examine the Treasurer's records which will include ledgers, deposit receipts, bank statements, cancelled checks, receipted bills, etc., each year at the close of the fiscal year (calendar year). The Auditing Committee shall prepare a written report of their audit and also givea report at the first regular Section meeting in the new year prior to the change in the office of Treasurer.
3. The Auditing Committee shall be operated on a staggered, rotational, membership basis as is done with the other standing committees.
4. The Executive Committee may direct the Auditing Committee to examine the Treasurer's records at any time it may be necessary.
5. The Section Chairman should notify the Treasurer of the audit andshould inform the Treasurer of the identity of this Auditing Committee. At the end of the fiscal year the Treasurer should close his books, obtain an up-to-date bank statement and in general have a copy of his annual report ready for consideration by the Auditing Committee.
6. The Chairman of the Auditing Committee will arrange a time and placefor the annual audit that will be convenient to the Treasurer.
7. The Auditing Committee will be concerned with the physical assets and liabilities of the Section on the last day of the fiscal year and shall satisfy itself that the Treasurer's records give an accurate assessment of theSection's financial position. The Auditing Committee may make recommendations to the Treasurer and the Executive Committee for more efficient bookkeeping.
8. When the Auditing Committee is satisfied with their audit, they should initial the Treasurer's ledge records as evidence of the completion of their work.
H. LONG RANGE PLANNING
1. The main responsibilities of the Long Range Planning Committee are as follows:
a) Visualize the makeup of the Section within 5 to 10 years.
b) Identify and describe the needs of the Section in the future (including the immediate future).
c) Decide on objectives, assign them priorities and make plans to achieve some of them.
d) With respect to new projects, programs, or activities, this committee should be responsible for formulating general, preliminary plans.
e) When such an activity is past the stage of early evaluation, another committee should be given responsibility for continuing the work. Membership of the committee should include at least two past chairmen and possibly a relatively new member of the Section.