|
Revised March, 2008
DUTIES OF OFFICERS
AND BOARD OF DIRECTORS
Table of Contents:
Board of
Directors
Officers
President
President-Elect
Secretary
Voting
Members
Research Section Chair
Education and Regulatory Section
Chair
WSSA Representative
Immediate Past-President
Members-At-Large
(Private and Public Sector)
Non-Voting
Members
CAST Representative
Constitution & Operating
Procedures Representative
Education and Regulatory Section
Chair-Elect
Research Project Chair-Elect
Treasurer-Business Manager
Website
Editor
Student
Liaison
THE
BOARD OF DIRECTORS
The Board of Directors shall be comprised of the
President (Committee Chair), the President-Elect
(Program Chair), the Secretary, the Research Section
Chair, the Education-Regulatory Section Chair, the
Member-at-Large, the WSSA Representative, and the
Immediate Past-President. The business of the Western
Society of Weed Science (hereinafter referred to as the
Society) shall be conducted by the Board of Directors
during the interval between General Session Business
Meetings of the membership.
PRESIDENT
The President is the top executive officer and shall:
1.
Uphold
the spirit of the Constitution and By-Laws of the
Society and carry out decisions of the Board of
Directors.
2.
Serve
as Chairperson of the Board of Directors
a.
Prepare
agendas for meetings of the Board of Directors and
preside at such meetings following the Robert’s Rules of
Order; submit information to the members of the Board of
Directors in advance of the meetings so that issues can
be properly considered; contact the Local Arrangements
Committee Chairperson to arrange facilities for the
summer Board of Directors meeting.
b.
Keep
the Board of Directors advised on significant issues,
activities and problems of the Society and solicit their
suggestions.
c.
Act as
the Board of Directors contact person for the Awards and
Site Selection committees.
d.
The
Board may from time to time use electronic (e-mail)
exchanges to conduct the business of the Society.
i)
Topics
of business may be brought up at any time by any Board
member or the President. All members of the Board
(including the Business Manager) must be included on all
communications. Each Board member should ensure that
their e-mail server has been instructed to not block any
message originating from the President’s e-mail
address. The President will install anti-virus software
and update it regularly.
ii)
A
motion may be made by any member of the Board and must
be seconded within two (2) days, otherwise the motion
dies. The President will transmit the motion with
second to the Board within a short period of time. The
motion will be open for discussion for seven (7)
business days. Those that do not confirm receipt may be
contacted by the President via telephone prior to
expiration of the discussion period. After the
discussion period has elapsed or after a call for a vote
by a majority of the voting Board members, which ever
comes first, the President will call for a vote to
approve or disapprove the motion. Voting Board members
will have seven (7) days to respond. Board members
should send their vote only to the President to avoid
influencing later voting members. The President will
report the result of the vote with how each member voted
after the voting period has elapsed.
iii)
Under
situations where a vote of the Board is necessary in
less time than noted above, the President can reduce the
discussion and voting time limits as needed. Once a
majority of the Board has voted to approve or disapprove
the motion, the results will be determined to be final.
This procedure should be used only when the motion
involves matters of urgency and time is of the essence.
The President and the President-Elect will determine
when this procedure is appropriate.
iv)
The
Secretary will record minutes related to each motion,
discussion, and vote in the same manner as at a regular
meeting of the Board. A copy of Society business
conducted by electronic exchange will be presented by
the Secretary at the beginning of each regular (summer
and annual) meeting of the Board. These minutes will be
published in the annual Proceedings.
3.
Make
committee appointments.
a.
Appoint
members to serve on standing committees as outlined in
the By-Laws (generally the second-year member serves as
chairperson).
b.
Appoint
members of Ad-hoc Committees as deemed necessary and
designate committee chairpersons.
c.
Appoint
a Local Arrangements Committee Chairperson for the
meeting site three years in advance of a meeting date.
Committee members will be designated by the Local
Arrangement Committee Chairperson and their names
forwarded to the President and President-Elect.
d.
Submits
the officer and committee membership list to the
Secretary for maintenance and distributes the lists to
members of the Executive, Standing, and Ad-hoc
Committees.
e.
For the
Annual Meeting, the President:
i)
Works closely with the Program Chairperson, Local
Arrangements Chairperson, and the Treasurer-Business
Manager in planning the program for the Society meeting.
ii)
Submits a list of guests to the Treasurer-Business
Manager for complimentary luncheon tickets.
iii)
Submits a list of people to receive complimentary rooms
to the Local Arrangements Chairperson and the
Treasurer-Business Manager.
iv)
Delivers a Presidential address during the General
Session and provides a written copy of the address to
the Program Chairperson for publication in the
Proceedings.
4.
Provide
communication:
a.
Maintains a close liaison with all committees of the
Society and encourages and assists them in developing
strong and active programs.
b.
Notifies newly elected Honorary Members and Fellows of
their election at least two months before the WSWS
meeting to ensure their attendance.
c.
Provides a Presidential letter to the Newsletter Editor
for each newsletter (up to four times a year).
d.
Notifies the successful and unsuccessful nominees for
WSWS offices of the election results, and sends a copy
of the WSWS Operating Guide and a copy of the
Constitution and By-Laws to each successful nominee.
e.
Maintains a liaison with other regional societies and
organizations with related interests and objectives.
Extend invitations to Presidents from other regional
societies and officers of WSSA to the annual meeting.
f.
Prepares cover letters and signs as WSWS President for
resolutions passed at the business meeting and
distributes resolutions as designated in resolution.
g.
Delivers copies of biographies for Honorary Members and
Fellows for inclusion in Proceedings to the Proceedings
Editor.
h.
Forwards the President's files to the incoming President
within six weeks after leaving office.
i.
Sends
thank you letters to all past officers and committee
chairpersons for service to the Society and to all
organizations that supported the annual meeting
functions and Society during the year.
j.
Sends
letters of congratulations and thanks to all student
paper/poster contestants and winners.
5.
The
President may confer the Presidential Award of Merit, if
in his/her opinion, a member of the Society has
demonstrated distinguished service. The nominee for this
award must be approved by a majority of the Board of
Directors.
TIME
LINE FOR SPECIFIC DUTIES – PRESIDENT
Prior
to April 15: Prepare cover letter for resolutions and
send to Secretary for mailing along with resolutions.
Prior
to May 1: Appoint all members for Standing and
Ad-hoc Committees. Review committee Board contacts,
make appropriate changes, and update operating guide.
May 1:
Notify Local Arrangements Chairperson to
make reservations and arrange facilities for summer
Board of Directors meeting.
May
15: Send out notice and Agenda for summer
Board of Directors meeting.
July/August: Preside over summer Board of
Directors meeting at hotel selected for next WSWS
meeting.
August
1: Consult with Program Chair and Research
Section Chair with regard to Call for Papers. Prepare
summer Presidential letter to be sent to the Newsletter
Editor.
September 1: Check with all committee
chairpersons on activities of their committee.
September 15: Notify new Honorary Members and
Fellows of their election with a copy to the Fellows and
Honorary Member Committee.
October
1: Consult with Program Chairperson,
Treasurer-Business Manager, and Local Arrangements
Committee Chairperson regarding the final program,
facilities, cost, and menu selection for the Society
luncheon. Extend invitations to special guests.
October
15:
1.
Confer
with the Nominations Committee on progress of selection
of nominees and preparation of ballot preparation and
mailing.
2.
Confer
with Treasurer-Business Manager about second mailing of
appropriate materials to the membership.
3.
Prepare
the fall Presidential letter to be sent to the
Newsletter Editor.
4.
Maintain close communication with Program Chairperson
from this time until the Society meeting.
5.
Ensure
committee members, chairpersons, and terms on committee
are printed in program.
January 1:
1.
Consult
with WSSA Representative regarding items of concern for
the WSSA meetings.
2.
Prepare
and send winter Presidential letter to the Newsletter
Editor.
January
15: Notify successful and unsuccessful
candidates for WSWS offices.
February 1:
1.
Prepare
a preliminary agenda for the Board of Directors for
review and additions.
2.
Contact
all committee chairpersons about preparation of written
reports on activities (provide template for reports) for
the March Board of Directors and annual Business
Meeting. Request updates for the operating guide.
March
1: Prepare a final agenda for the Board of
Directors meeting and the annual Business Meeting;
distribute it to all members of the Board of Directors
and Committee Chairpersons required to give reports,
revise operating guide if necessary and forward
revisions to the Constitution and Operating Guide
Representative prior to the annual meeting.
During annual WSWS Meeting:
1.
Preside
over the WSWS Board of Directors meeting prior to the
start of the annual meeting.
2.
Preside
over WSWS Luncheon, generally Wednesday noon:
a.
Introduce head table.
b.
Introduce newly-elected Officers.
c.
Recognize WSWS Fellows, Past-Presidents, and Honorary
Members.
d.
Recognize special guests and officers of WSSA or
regional societies that may be present.
e.
Recognize graduate students.
f.
Introduce chairpersons of the Fellows and Honorary
Members and Awards Committees for presentations of
awards.
3.
Preside
over the WSWS Annual Business meeting, generally
Thursday morning:
a.
Conduct
the meeting following Robert's Rules of Order.
b.
Allow
for committee reports to the membership.
c.
Allow
for unfinished and new business.
d.
Introduce and turn the meeting over to the new
President.
Prior
to April 1: Prepare appropriate letters as outlined
above, forward records to the new President.
* Return to Table of
Contents *
PRESIDENT-ELECT
The President-Elect:
1.
Performs the duties of the President if he or she cannot
serve.
2.
Serves
as Chairperson of the Program Committee and in this
capacity:
a.
Attends
as many Sessions and Project programs as possible to
determine the strengths and weaknesses of the Society
meetings and determine where improvement can be made to
fulfill the needs of the Society.
b.
Confers
with the Chairperson of the Research Section and the
Chairperson of the Education and Regulatory Section
(members of the Program Committee) in planning the
programs for the Society's annual meeting. A format and
theme for the program would be considered by this
committee.
c.
Solicits symposia ideas from the membership.
d.
Drafts
into final form a first Call for Papers and delivers the
original copy to Treasurer-Business Manager by August 1.
e.
Ascertains that project chairpersons understand their
responsibilities to introduce speakers and to keep the
project sessions exactly on time.
f.
Develops the program for the General Session of the
annual meeting.
g.
Arranges for luncheon speaker, if a speaker is desired.
Consults with President to determine who will introduce
speaker at luncheon.
h.
Maintains close liaison with the Public Relations
Committee regarding publicity for the meetings and
advertisement of the program and speakers.
i.
Consults with the President and Treasurer-Business
Manager regarding funds for honorarium for special guest
speakers and with the Local Arrangements Committee
relative to facilities for the meetings.
j.
At the
earliest possible date, advises the Local Arrangements
Committee on the meeting room needs, including time of
beginning and end of each function, estimated seating
capacity required, audio/visual aids, public address
system, and other special equipment (projection screen(s),
projectors, computers, electrical cords/powerstrips,
tables, laser pointer).
k.
Compiles the volunteer papers into project sessions by
general category of abstract content.
l.
Obtains from the Chairperson of the Research Section
and Chairperson of the Education-Regulatory Section a
final agenda to be incorporated into the printed
program. This should be done by December 1.
m.
Completes the annual meeting program, submits a copy to
the Website Editor for posting, and coordinates with the
Treasurer-Business Manager on printing by January 15.
The Treasurer-Business Manager arranges for mailing.
n.
Mails a
copy of the program and room reservation information to
each guest speaker with a final request to submit a
complete paper for the Proceedings.
o.
Confers
with President about complimentary luncheon tickets.
p.
Requests the Local Arrangements Chairperson to reserve
sufficient rooms in the meeting facility to accommodate
all guest speakers and provides the Local Arrangements
Chairperson with a list of guest speaker names.
q.
Keeps
all chairpersons and members of the Program, Local
Arrangements, and Public Relations Committees advised of
all activities of the Program Committee.
3.
Serves
as Chairperson of the Publications Committee.
4.
Presides at the General Session.
5.
Arranges for an invocation at the beginning of the
general session and the luncheon, if desired.
6.
Performs other duties delegated by the President or the
Board of Directors.
7.
Communicates with the Program, Poster, Publications,
Student Paper Judging, and Local Arrangements committees
as the Board of Directors contact person.
8.
Organizes a brief Board of Directors meeting immediately
following the annual Society meeting and consults with
the incoming and outgoing Board of Directors members
about needed changes and improvements for the annual
meeting. Establishes a date for the summer Board of
Directors meeting.
9.
Forwards the President-Elect files to the new
President-Elect within six weeks after leaving office.
TIMELINE FOR SPECIFIC DUTIES - PRESIDENT-ELECT
During the annual meeting and prior to assuming office:
1.
Confer
with Local Arrangements Chairperson for the next annual
meeting.
2.
Observe
as many project sessions as possible to determine where
improvements might be made in development of the next
year's program.
April: Solicit members for symposia ideas in the April
Newsletter and on the website.
July: Attend summer Board of Directors meeting and
discuss plans for program. Confer with Local
Arrangements Chairperson regarding facilities, room
names, etc., for the Society meeting.
August 1: Prepare a Call for Papers to be presented at the
Society annual meeting and forward to the
Treasurer-Business Manager.
September 1: Complete the program for the General
Session.
October 1: Confer with the Chairperson of the Research Section
and Chairperson of the Education-Regulatory Section on
their completed programs.
December 1: Receive titles from website editor and start compiling
the final program, including volunteer papers from the
membership.
December 15: Confer with the Local Arrangements Committee Chairperson
regarding the number of project session rooms required
for concurrent sessions, symposia, etc.
January 10: Compile the final program. Inform all members that the
program is available by sending a message through the
list-serve. Authors can check for date, time and
location of their presentations. Send each Project
Chairperson the list of papers in their sessions along
with the e-mail contact information for each speaker.
Encourage them to contact the authors with specific
information about how to submit their PowerPoint
presentations prior to the meeting.
January 15: Finalize the program and send the program to
Treasurer-Business Manager for printing. Send the final
program to the website editor for posting on the
website.
March 1: Revise operating guide if necessary and forward
revisions to the Constitution and Operating Guide
Representative prior to the annual meeting.
During the annual WSWS meeting:
1. Preside at the general session.
2. Monitor the progress of the meeting, coordinating
with the Local Arrangements Committee to ensure that all
is going smoothly. Note areas for possible future
improvement.
3.
Consult with the Board of Directors to establish a date
for the summer Board of Directors meeting.
April 1: Forward records to the new President-Elect.
Revised February 2008
* Return to Table of Contents *
SECRETARY
The
Secretary:
(1) Serves as Chair of the Board of
Directors meeting in the absence of both the President
and President-Elect.
(2) Records, prepares, and distributes
minutes of all meetings of the Board of Directors within
one month after meetings and forwards the minutes to the
Web Editor and the Proceedings Editor for publication.
(3) Records and prepares minutes of all
Board of Director telephone conferences and email
discussions and votes and enters these minutes into the
record for approval at the following board meeting.
These minutes will be forwarded with the Board of
Directors minutes to the Web Editor and Proceedings
Editor for publication.
(4) Records, prepares, and distributes
minutes of the Society's Business Meetings to the Board
of Directors. These minutes shall be forwarded
immediately to the Proceedings Editor for
inclusion in the Proceedings and the Web
Editor for posting on the Web Site.
(5) Distributes to designated recipients
the Resolutions received from the Resolution Committee
with appropriate cover letters prepared by the
President. Copies shall be sent to Presidents,
Presidents-Elect, Secretaries and WSSA Representatives
of other regional societies as well as the President of
WSSA.
(6) Upon receipt from the President,
maintains a current list of officers and committee
members.
(7) Maintains a list of Honorary and
Fellow Members and past officers of the Society. The
list shall be sent to the President-Elect for
publication in the WSWS Program.
(8) Performs other duties delegated by
the President or the Board of Directors.
(9) Forwards the Secretary's files to the
new Secretary within six weeks after leaving office.
(10) Communicates with the Necrology and
Finance committees as the Board of Directors contact
person.
TIME SCHEDULE - SECRETARY
Prior to May 1:Mail resolutions to
designated recipients.
April 1-March 1: Work with officers and
public relations Committee on publicity releases.Summer
Board of Directors Meeting:
Record the minutes and distribute to
Board of Directors within one month after the meeting.
Once the minutes are approved, forward a copy to the
proceedings editor for inclusion in the proceedings and
to the web editor for immediate posting on the web site.
March 1: Revise operating guide
if necessary and forward revisions to the Constitution
and Operating Guide Representative.
During Society meeting:
(1) Record the minutes of the Board of
Directors meetings.
(2) Record minutes of the Society
Business meeting.
Within two weeks:
(1) Prepare and distribute minutes of the
Society meeting and Board of Directors Meeting to
members of the Board of Directors including incoming and
outgoing members, the proceedings editor and the web
editor.
(2) Prepare a complete set of minutes of
the Society Business Meeting and forward to the
Proceedings Editor for the inclusion in the Proceedings
and to the web editor for posting on the web site.
April 1 at the end of the term of office:
forward records to the new Secretary.
* Return to Table of Contents *
TREASURER-BUSINESS
MANAGER
The Treasurer-Business Manager:
(1) Receives, manages, and disperses the
monies of the Society in accordance with prescribed
policies. Manages Certificates of Deposit, savings and
other financial reserves of the Society in consultation
with the Finance Committee and Executive Board. An
approval of the President and/or Executive Board is
obtained on all expenditures in excess of $500.00. This
includes handling all income and expenses for the
Noxious Weed Control Short Course and the Weeds of the
West Publication.
(2) Maintains financial records and
records of property.
(3) Prepares financial records and
records of property for annual audit by the Finance
Committee as well as filing annual Tax Returns with the
State and IRS.
(4) Maintains records of all Contracts
and/or Agreements.
(5) Maintains membership lists.
(6) Receives and fills orders for
Proceedings and Research Progress Reports from WSWS
membership as well as those on Standing Order List.
Sends complimentary copies to appropriate libraries and
other Societies. Makes sure a copy of Proceedings,
Research Report and current program is mailed to WSSA to
be filed in the Archives.
(7) Arranges for storage of all Business
Records and Publications.
(8) Works with the newsletter and website
editors as well as program chair, President and others
involved to assure that the Call for Papers,
newsletters, programs, and other conference information
are provided to the membership in an appropriate time
frame.
(9) Purchases and has inscribed a plaque
for the President ending the term of office, currently
elected Honorary and Fellow members, Presidential Award,
Distinguished Achievement Awards and others as requested
by the Executive Board.
(10) Prepares pre-registration packets
and registration receipts; maintain registration desk
during the annual meeting.
(11) Works closely with WSWS Proceedings
and Research Progress Report Editors and fills all
orders for the publications in a timely manner.
(12) Performs all of the necessary daily
business operations of the Society.
TIME SCHEDULE - TREASURER-BUSINESS
MANAGER
March 31: Send letter requesting
membership dues to all members not attending current
annual meeting.
May 15:Mail Spring Newsletter to
membership.
September 1: Mail the Summer Newsletter,
Call for Papers, Editorial Guidelines and Call for
Nominations of Outstanding Weed Scientist.
November 1: Mail the Fall Newsletter,
registration information, hotel reservation cards and
voting ballot for incoming officers to the membership.
February 1: Mail the Winter Newsletter
and Program to the membership.
March 1: Revise operating guide
if necessary and forward revisions to the Constitution
and Operating Guide Representative.
June 1 or Before: Mail the Society
Proceedings to those ordering copies. Research
Progress Reports are distributed at annual meeting
and/or mailed shortly after the meeting ends.
* Return to Table of Contents *
RESEARCH SECTION CHAIRPERSON
RESEARCH SECTION CHAIRPERSON
The Chairperson of the Research Section:
1. Serves on the Program Committee, helps the Program
Chairperson as needed, and
coordinates the five (5) Project Chairpersons.
2. Maintains close liaison with the five (5) Project
Chairpersons throughout the year and sends
the Research Chairperson-Elect copies of all
correspondence relative to activities.
3. Attends the Summer Board of Directors Meeting and
discusses ideas for the annual meeting.
4. Reports program activities at the Society Business
Meeting.
5. Forwards records of the office and recommendations to
the new Research Section
Chairperson within six weeks after the annual meeting.
6. Requests that each Project Chairperson develop
discussion topics for their session by
December 1 and forwards the discussion session topics to
the Program Chairperson.
Discussions may be introduced, stimulated, or initiated
by a very short invited oral
presentation.
7. Reminds Project Chairpersons of duties that must be
discharged during the meetings. The
duties of the Project Chairpersons include moderating
the oral paper and discussion sessions
for their project, chairing the project business
meeting, which involves election of a
chairperson-elect, and summarizing the discussion for
publication in the proceedings. Project
Chairpersons must ensure that a laptop computer and
compatible projector be secured for
their respective project sessions.
8. Notifies each oral paper presenter how to submit
PowerPoint presentations:
-
PowerPoint Show files
(.PPS) can be emailed directly to the designated
Project Chair by
March 1, OR
-
PPS files can be
uploaded directly onto laptops at a designated time
in the presentation
practice room at least one day prior to the
scheduled presentation.
Files should be labeled with assigned paper number,
presenter’s last name, and date of
presentation (e.g. ###-LastName-Mar dd.PPS). Consult
the program that you recently
received in the mail to find the number of your
presentation.
9. Collects written reports
of project meetings from the five (5) Project
Chairpersons and sends
the reports to the Proceedings Editor within two weeks
after the annual meeting.
10. Communicates with the Membership ad hoc committee as
the Board of Directors contact
person.
TIME SCHEDULE - RESEARCH SECTION CHAIR
June: Prepare the Research Section report
and attend the summer Board of Directors Meeting. The
report will include a list of the Project Chairpersons
and Chairpersons-elect (addresses, phone
numbers, email addresses, etc.) for the five projects.
July-August: Send a memo to the Project
Chairpersons and Chairpersons-elect outlining general
responsibilities and containing information to aid
planning the discussion sessions for the annual
meeting. Also inform the chairpersons that the
discussion topic outlines must be forwarded to the
Research Section Chairperson before December 1.
October-November: Send a memo to the
Project Chairpersons and Chairpersons-elect describing
their duties and
include the deadline for submitting discussion topics
for the annual meeting program.
December 1: Send discussion topics for the
annual meeting program to the Program Chairperson.
January:
Send a memo to the Project Chairpersons and
Chairpersons-elect outlining their duties at the
annual meeting.
March 1: Send a reminder to the Project
Chairpersons of their duties at the annual meeting.
Review and consult with chairpersons how presentation
files will be received. Solicit all oral
presentation speakers to submit PowerPoint presentations
before the annual meeting to ensure
that project session presentations are pre-loaded on
laptop computers.
Forward changes to the operating guide for Research
Section Chairperson and Project
Chairpersons duties to the Constitution and Operating
Guide Representative.
March (late): At the conclusion of the
annual meeting, send a reminder to outgoing Project
Chairpersons to
complete and forward a copy of the Projects’ discussion
summaries for the Proceedings.
April: Forward the project summaries
to the Proceedings Editor.
Forward records to the new Research Section Chairperson.
Revised March 2010
* Return to Table of Contents *
EDUCATION AND REGULATORY SECTION CHAIR-ELECT
The Chair-Elect of the Education and Regulatory Section:
(1) Assists the Chair of the Education and Regulatory
Section in developing a program for the
Society Meeting.
(2) Maintains a close liaison with the Chair of the
Education and Regulatory Section and observes the duties
of the chair.
(3) Aids the Chair in conducting the Section meeting and
in editing manuscripts for the
Proceedings.
* Return to Table of Contents *
WSSA REPRESENTATIVE
The WSSA Representative:
(1) Serves on the Board of Directors of the WSWS and the
Weed Science Society of America. The Representative is
appointed by the President of WSWS and serves a
three-year term as prescribed by the By-Laws of WSWS.
(2) Attends all meetings of the WSWS and WSSA Board of
Directors and acts as liaison between WSWS and WSSA.
(3) Keeps WSSA informed of all activities and actions of
WSWS and, in turn, keeps WSWS informed of all activities
and actions of WSSA.
(4) Reports to the President of WSWS all WSSA activities
as they occur, so that the President is
informed of current developments.
(5) Prepares a written report to be presented to the
WSWS Board of Directors meetings, WSWS Business Meeting
and to be printed in WSWS Proceedings.
(6) Prepares a written report to be presented to the
WSSA Board of Directors meetings.
(7) Fully informs the next WSSA Representative of WSSA
format of procedures and transmits all files and
information relative to the office.
(8) Communicates with the Legislative and Publications
committees as the contact person on the WSWS Board of
Directors
* Return to Table of Contents *
IMMEDIATE
PAST-PRESIDENT
The Immediate Past-President:
(1) Prepares a cover letter to be sent to Secretary
thanking Program Chair, Local Arrangements Chair, and
the hotel for the facilities.
(2) Serves on the Board of Directors during the year
immediately following the term as President.
(3) Hosts the member’s welcome reception and retirees’
reception.
(4) Maintains a close liaison with the President in an
advisory capacity.
(5) Performs other duties delegated by the President or
the Board of Directors.
(6) Serves as the Board of Directors contact person for
the Fellows and Honorary Members and Sustaining Members
committees.
* Return to Table of Contents *
MEMBERS-AT-LARGE
The two Members-at-Large will serve staggered two-year
terms by appointment in alternate years. Each year, the
incoming President-Elect is responsible for appointing
one individual, making sure that both private and public
sectors are represented, to serve as Member-at-Large for
the subsequent two years. Each Member-at-Large serves a
two year term, and:
1.
Maintains a close liaison with the President and other
officers of the Society.
2.
Makes
an effort to represent the viewpoint of all sectors of
the Society including industry, universities, state, and
federal agencies.
3.
Brings
to the attention of the Board of Directors the various
concerns of the unrepresented groups.
4.
Performs other duties delegated by the President or the
Board of Directors.
5.
The
Member-at-Large, private sector, communicates with the
Herbicide Resistance Committee as the Board of Directors
contact person.
6.
The
Member-at-Large, public sector, communicates with the
Finance Committee as the Board of Directors contact
person.
Revised
February 2008
* Return to Table of Contents *
CAST REPRESENTATIVE
The CAST Representative is appointed by the Board of
Directors, serves a three-year term, and:
1.
Represents WSWS and presents ideas and proposals from
WSWS for CAST activities.
2.
Participates in the governance of CAST and guidance of
CAST activities at the semi-annual meetings of its Board
of Directors.
3.
Recommends persons from WSWS for participation in CAST
activities.
4.
Reports
orally and in writing CAST activities at annual meetings
of WSWS, in the WSWS newsletter, or at other times as
appropriate.
5.
Forwards to the CAST office, for subsequent distribution
to the Members of the Board, announcements of new
publications regarding Weed Science in the Western
Region or other information of interest to the Board.
6.
Comments at any time to CAST officers and directors, as
appropriate, regarding CAST policies and activities.
* Return to Table of Contents *
CONSTITUTION & OPERATING PROCEDURES REPRESENTATIVE
The
Constitution and Operating Procedures Representative is
appointed by the President with the consent of the Board
of Directors, serves a five year term, and:
(1) Serves as parliamentarian on behalf of the
President.
(2) Participates in Board meetings as a non-voting
member of the Board of Directors provided that (s)he is
not concurrently serving as a duly elected member of
that body.
(3) Maintains a current copy of the Constitution,
By-laws and Operating Guide of the society, reviews and
updates it annually, makes recommendations for
improvement to the Board of Directors, and ensures that
all proposed changes are approved by the Board of
Directors. Changes to the Constitution and By-Laws
should also be approved by the membership.
(4) Reviews the minutes of the society to help Board of
Directors keep track of past activities and actions.
(5) Reminds the Board of Directors and committee chairs
to review and propose revisions to the Operating Guide
prior to the annual meeting.
(6) Provides an electronic copy of the Constitution and
By-Laws and Operating Guide to the Web-editor, all Board
of Directors members, Committee Chairs, and Research
Project Chairs each year within a month after the annual
meeting.
* Return to Table of Contents *
RESEARCH PROJECT
CHAIRS
The Research Section is separated into six (6) Projects
as follows:
Project 1-Weeds of Range and Forest;
Project 2-Weeds of Horticultural Crops;
Project 3-Weeds of Agronomic Crops;
Project 4-Teaching and Technology;
Project 5-Weeds of Wetlands and Wildlands; and
Project 6-Basic Sciences: Ecology, Biology, Physiology,
Genetics.
The Chair of each Research Project:
(1) Organizes Project meetings (discussion sessions) for
the Society membership to exchange information and ideas
and for improvement of weed science. May wish to solicit
ideas for sessions from the membership.
(2) Plans, initiates, and finalizes a program for the
Project (discussion) meeting and forwards the program to
the Research Section Chair by December 1. The
Chair-elect of the Project should be involved in the
program planning.
(3) Mails subsequent requests for Call for Papers and
Call for Research Progress Reports (after
original Call) to individual Society members or
non-members if, in the opinion of the Project Chair,
such requests would strengthen the participation in that
Project.
(4) Conducts the Research Project (discussion) meeting
at the annual Society meetings, including:
(a) Chairs the meeting of the Research Project.
(b) Obtains the names and complete mailing addresses of
those in attendance at the Research Project Meeting from
the past Project Chair. Mails a copy of this list to the
new Project Chair within two (2) weeks after the
meeting.
(5) Submits a written summary report of the highlights
from the Research Project (discussion) session to the
Chair of the Research Section within ten (10) days after
the Society meeting.
(6) Forwards the files for this office to the new chair
within six weeks after the annual meeting.
(7) Conducts the Research Section (paper) session(s) at
the Annual Meeting, including:
(a) Provides a laptop computer with all oral paper
presentations loaded and an LCD projector.
(b) Moderates, or arranges for a moderator(s), to
introduce speakers and keep the paper session(s) running
on time.
(b) Arranges for people to operate the room lights and
the projection equipment during the paper session(s).
(c) Conducts a Business Meeting at the conclusion of the
Project meeting to elect a new
Chair-Elect. Assures that willing members are nominated
by arranging for candidates prior to the meeting.
* Return to Table of Contents *
RESEARCH PROJECT
CHAIR-ELECT
The Research Project Chair-Elect:
(1) Actively participates with the Project Chair in
planning, initiating and finalizing the program for the
Project meeting.
(2) Acts as Recording Secretary during the Project
meeting so that the Chair can conduct the meeting.
(3) Makes efforts to represent the views of all sectors
of the Society including industry, universities, state,
and federal agencies.
(4) Performs other duties delegated by the President or
the Board of Directors.
* Return to Table of Contents *
WEBSITE EDITOR
The Website Editor is responsible for the content,
layout, and proper functioning of the WSWS website (www.wsweedscience.org).
This individual works closely with the Executive Board,
committee chairs, and individual Society members to
manage online meeting registration, title and abstract
submission, member database, and other interactive
aspects of the website.
TIME SCHEDULE
WEEKLY: Update website with current content. Delete old
information and integrate new components of the website
as necessary.
January-February: Manage the online submission of
abstracts for paper and posters to be presented at the
annual meeting. Submit abstracts and other necessary
information to the Proceedings Editor for timely
development of the Society Proceedings. Post the
newsletter.
March: Update the online meeting registration list to
include members who were not pre-registered.
April-September: Monitor membership database and
integrate new content. Post the newsletter.
October: Setup and monitor the website for annual
meeting pre-registration, title submission, and abstract
uploads. Work closely with the Business Manager and
Program Chair to ensure proper meeting information is
posted.
November: Post the newsletter and continue monitoring
all website activity for the annual meeting.
December: Stop online title submission activity. Prepare
a list of paper and poster titles and send to the
Program Chair for development of the annual meeting
program booklet. Continue to manage abstract submission.
* Return to Table of Contents *
STUDENT LIAISON
Two (2) Student Liaisons, a
Chairperson and a Chairperson-Elect, shall volunteer and
be elected by the student members of WSWS at a students’
business meeting during the WSWS annual meeting. Being a
Student Liaison is a two-year commitment when an
individual is elected as Chairperson-Elect for the
first-year term then ascends to Chairperson in the
second year. The Student Liaisons must be a graduate or
undergraduate student for each of the one-year terms of
office. A Student Liaison may be re-elected only once
for a second term of office. The Chairperson-Elect shall
assume the duties of Chairperson if the Chairperson
cannot serve.
(1) The Student Liaisons shall represent students of
WSWS and attend the Board of Directors meetings at the
Annual meeting;
(2) The Chairperson and/or the Chairperson-Elect shall
represent the students of WSWS at the Board of Directors
summer meeting;
(3) The Student Liaisons shall represent WSWS students
at the WSSA Graduate Student Organization at the WSSA
annual meeting;
(4) The Chairperson shall organize and preside over the
students’ business meeting and conduct an election for a
Chairperson-Elect (traditionally a Wednesday morning
student breakfast). The Chairperson-Elect shall assist
in organizing the meeting;
(5) The Student Liaisons shall assist in coordinating
the “Student Night Out” activities at the Annual meeting
by providing sign-up sheets and matching students with
hosts;
(6) The Student Liaisons shall support the Program,
Local Arrangements, and Poster Committees by encouraging
and recruiting student members. Activities may include
assisting moderators with A/V equipment and room
lighting during oral presentations and discussion
sessions, poster room setup and take-down, assisting
with the registration process, and other functions
related to the Annual meeting logistics and operations.
* Return to Table of Contents *
|
